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2018-12-11 Agenda with Backup
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McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2004,Version:1 AGENDA CAPTION Receive a report, hold a discussion, and give staff direction regarding an economic development incentive application from Tyson Sales and Distribution. City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Economic Development CM/ DCM/ ACM: Bryan Langley DATE: December 11, 2018 SUBJECT Receive a report, hold a discussion, and give staff direction regarding an economic development incentive application from Tyson Sales and Distribution. BACKGROUND Company Tyson Sales and Distribution, based in Springdale, Arkansas, contacted the City of Denton in February 2018 regarding a distribution center project. Tyson Sales and Distribution provides refrigerated warehousing and distribution services to the Tyson Foods, Inc. companies, which include the brands Tyson, Jimmy Dean, Hillshire Farm, BallPark, and State Fair, among others. Tyson Foods had $38 billion in sales in FY 2017 and employs 122,000. As a company, Tyson takes a comprehensive approach to sustainability, focusing on five pillars: food, animal well-being, environment, workplace, and community. One corporate sustainability initiative is to achieve a 12% reduction in water use between 2015 and 2020. Another is to donate at least $50 million in cash or product for hunger relief between 2015 and 2020; $45 million has been given so far. Project Tyson is seeking a location for a 350,000+ square foot highly automated refrigerated distribution center to expand service capacity to help enable growth, anticipate the needs of customers, and improve reaction time to those needs. The facility will contain automated storage and retrieval systems, including stacker cranes, gantry robots for layer picking, pallet conveyors and transfer cars, and a monorail. It is expected to ship 700 million pounds of product annually from the facility. The facility will have about a 2 megawatt annual electric demand. It will employ 100 on a full-time basis with hourly wages ranging from $20 to $45; full- time employees are benefits eligible. The Denton County average wage is $22.07. The average hourly wage for Tyson is $24.82, which that is 12.50% higher than the County average. considerations include workforce availability, return on investment, utilities infrastructure, proximity to customers and facilities, and ease of implementation. Competitive Recruitment and the Texas Enterprise Zone Program Tyson is vetting sites in Indianapolis, Indiana; Rogers, Arkansas; Tooele, Utah; and Denton, the only location under consideration in Texas. The Denton site is 65+/- acres at the southeast corner of Jim Christal Road and Western Boulevard in the Westpark Tax Increment reinvestment Zone (TIRZ) Number Two. The Texas Enterprise Zone Program is a State economic development tool to promote job creation and capital investment in economically distressed areas. Successful applicants are eligible to apply for State sales and use tax refunds on qualified expenditures. The program provides reimbursement based on the level of capital investment and number of jobs created by a project. A certain percentage of jobs created must be filled by economically disadvantaged individuals or veterans for the company to receive the grant. A local incentive is required for a company to be able to apply to the Texas Enterprise Zone Program. Denton County Tax Abatement Tyson plans to apply for a Denton County tax abatement. the Commissioners Court will only consider granting a tax abatement to an applicant that has a tax abatement agreement with a municipality first. City staff has been coordinating with Tyson Sales and Distribution and Denton County regarding County incentives. FISCAL INFORMATION Current Conditions 2018 Certified TIRZ Revenue City Revenue Tax Revenue Valuation Estimate (40%) Estimate (60%) Estimate Project Land (Ag) $3,720.00 $9.23 $13.85 $23.08 Ad Valorem Valuation and Annual Revenue General Fund Estimated TIRZ Fund* Revenue Gross Tax Project Valuation Eligible Revenue Estimate Estimate Revenue Estimate Land ** $3,034,771.00 $7,532.02 (40%) $11,298.03 (60%) $18,830.06 Improvements $18,000,000.00 $44,674.34 (40%) $67,011.52 (60%) $111,685.86 $189,700.30 BPP*** $30,573,301.00 $0.00 (0%) (100%) $189,700.30 $51,608,072.00 $52,206.37 $268,009.85 $320,216.22 Total Valuation Denton 2018/19 tax rate: .620477 *Project is located within the Westpark TIRZ, so 40% of revenue from land and improvements goes into the TIRZ Fund **current land has an ag exemption, market value used for estimate ***BPP not included in TIRZ contribution, 100% City Revenue City of Denton Tax Abatement 2018 Policy for Tax Abatement and Incentives, a business may be considered for a tax abatement of 25% if at least $5 million in investment/new value is met. The length of the abatement increases with higher investment/value, but may not exceed 10 years. Tyson meets the following priority considerations outlined in the policy: business and community investment expanding the tax base increasing jobs with wages above Denton Countys average wage generating significant new customers for municipal utilities estimated to provide $189,700 in annual revenue to the City. This revenue is not captured by the TIRZ and was used to perform the incentive analysis, included as Exhibit 2. The TIRZ captures 40% of increase in real property values above the base value for the two participating jurisdictions, City of Denton and Denton County. Based on th, staff performed an analysis using a 25% tax abatement on the personal property only for a term of six years. Standard practice for economic development impact analysis is a term of ten years, which allows for comparisons between incentives. This equates to an annual incentive of approximately $47,425 for a total of $284,550 over the life of the six-year term. The remaining 75% personal property revenue to the City is approximately $142,275 annually and $1,612,452 over a ten- year period. Economic Growth Rider from Denton Municipal Electric recruitment target because large customers in sectors like manufacturing and refrigerated/frozen food distribution use energy consistently around the clock. Steady industrial users allow DME to purchase power at a lower price and receive a better rate of return overall, which helps keep rates recruit customers like this to Denton. Available only to qualified customers, the EGR is a five-year, sliding electric rates or any other charges related to their electric consumption. Implementing the EGR does not negatively affect other ratepayers. Based on preliminary calculations, Tyson will be eligible for an estimated $449,886 EGR if it meets the qualifications. The demand charge over the ten-year period is $2,549,354. This information is presented in Exhibit 2. REQUEST Tyson Sales and Distribution requests a tax abatement from the City to offset development costs and to enable the company to apply for a Denton County tax abatement and the Texas Enterprise Zone Program grant. OPTIONS 1. 25% tax abatement on business personal property only for a term of 6 years; Economic Growth Rider if qualified 2. A different percentage or term of tax abatement; Economic Growth Rider if qualified 3. No tax abatement; Economic Growth Rider if qualified PRIOR ACTION Nov. 14, 2018 Economic Development Partnership Board work session and recommendation RECOMMENDATION Given the large capital investment, the significant tax revenue from business personal property that will not becaptured by the TIRZ, number of quality jobs created, and an average salary for jobs that is 12.5% higher than the Denton County average, staff recommends a 25% tax abatement on business personal property only for a term of 6 years. The Economic Development Partnership Board concurred with the staff recommendation (6-1). STRATEGIC PLAN RELATIONSHIP The City tegic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Economic Development Related Goal: 3.4 Encourage development, redevelopment, recruitment, and retention EXHIBITS Exhibit 1 Agenda Information Sheet Exhibit 2 Tyson Analysis Exhibit 3 Incentive Application Exhibit 4 Presentation Respectfully submitted: Caroline Booth Director of Economic Development Economic Incentive Application City of Denton, Texas version 0817 INSTRUCTIONS The City of Denton's Economic Development Department will use your responses to this application to prepare an economic impact analysis of your location or expansion project. Please enter the required information in the shaded cells or check boxes. If you have additional notes or information to include, insert rows or use Column K. Please attach any revelant maps, plats, metes and bounds, or renderings. Only complete applications will be considered. If you need assistance, call (940) 349-7776. Please email the completed questionnaire to Caroline.Booth@cityofdenton.com PLEASE COMPLETE PAGES (TABS) 1 - 7 GENERAL INFORMATION Today's date: 6/6/2018 Company contact information Name:Tyson Sales & Distribution Address:PO Box 2020 (CP131) City, State, ZIP:Springdale, AR 72765-2200 Website:www.tyson.com Person submitting the questionnaire: Name:Alyson BrownPhone:479-290-4809 Title:Sr Tax AccountantFax: Email:alyson.brown@tyson.com Person responsible for grant administration: Name:Jan NashPhone:479-290-1168 Title:Director Non Income TaxFax: Email:jan.nash@tyson.com Brief description of company's history including current operations: Tyson Sales & Distribution provides refrigerated warehousing & distribution services to the Tyson Foods, Inc companies. Publicly Traded Privately Held Company ownership: Business form: Corporation Joint VenturePartnershipSole Proprietorship Parent company (if applicable):Tyson Foods Inc Company's primary 6-digit North American Industry Classification System (NAICS) Code:493110 Is the project a relocation of an existing facility to Denton from another location? YesNo If yes, give current location: PLEASE COMPLETE NEXT TAB: Description Economic Incentive Application PROJECT DESCRIPTION Please provide a brief description of the project in Denton (activities to be performed, products to be produced, services to be provided). 250 word limit. The project will provide warehousing and distribution services to the Tyson family of companies. The distribution center will expand services capacity to enable growth. The center will enable us to anticipate the needs of our customers and improve reaction times to their needs. The distribution network is planned for prevention through design and will reduce our environmental footprint. It will improve team member safety and improve sustainability by reducing the environmental footprint. The Denton facility will be an automated facility containing automated storage retrieval systems, Gantry robots for layer picking and a monorail. List any additional factors to be considered for this project. Please select all that apply. Occupies building vacant for at least 2 International or national headquarters years xProject creates knowledge based, high-25% of local contractors utilized or new jobs skilled, or high-paying jobsfilled by Denton residents Significant relationship with Targeted industry sector universities Improvements to DowntownCommunity support and involvement SUSTAINABLE PRACTICES List any company "green" or sustainable initiatives:https://www.tysonfoods.com/sustainability No Will the company be seeking LEED Certification? Yes If yes, please provide level of certification sought:TBD PLEASE COMPLETE NEXT TAB: Employment Economic Incentive Application SALES TAX This information is used to estimate the fiscal impact. Please provide the current annual taxable sales (if applicable).$0 Please provide the current annual taxable purchases.$59,920,000 This data is used to determine the economic impact of the construction period. Please provide the number of construction jobs anticipated.150.00 The following are used for the economic impact of out-of-town visitors. Number of out-of-town visitors estimated in the first year.100.00 Average number of Hotel room nights in Denton.2000.00 PLEASE COMPLETE NEXT TAB: Utility Economic Incentive Application UTILITY USAGE ELECTRIC Estimated ANNUAL usage in kWh13,481,324 Estimated MONTHLY KW demand1,123,443 Estimated Peak KW586,000 Capacity factor0.95 What types of power equipment will your facility use? The warehouse will be designed to minimize the use of electricity and fossil fuels. The facility will contain an automated storage and retrieval system. The system will include stacker cranes, a layer picking gantry robot, monorail, pallet conveyors and pallet transfer cars and other machinery and equipment. The facility will be refrigerated storage. Please provide the percent of the project's projected utility usage for manufacturing or processing operations (if applicable).0% NATURAL GAS Estimated ANNUAL usage in mcf250,416 Estimated MONTHLY mcf demand20,868 Estimated Peak mcf18,000 WATER Estimated ANNUAL usage in gpd16,666,667 Estimated MONTHLY gpd demand1,388,888 Estimated Peak gpd50,000 WASTEWATER Estimated ANNUAL usage in gpd0 Estimated MONTH gpd demand0 Estimated Peak gpd0 PLEASE COMPLETE NEXT TAB: New Construction Economic Incentive Application NEW CONSTRUCTION PROJECT INFORMATION Project type: Other (please describe) Build to SuitSpeculative Industrial Project use: Retail/Restaurant Warehouse/Distribution Office Other (please describe) Project size:Acreage:65 acSq. Feet:350,000 + Preferred start date:10/1/2018 Desired completion date:12/1/2020 Current property value from Denton Central Appraisal District* (DCAD): $1,000,000.00 *Please attach a copy of the latest property tax statement(s) from DCAD. INVESTMENT What funds will be invested or leveraged for the project? CategoryTotal Improvements/ Structures $61,905,315 Personal Property $30,573,301 Engineering and Design $0 Site Development $0 Other Improvements $5,000,000 Total Project Costs $97,478,616 TAX BASE Provide the estimated valuation of the project. CategoryEstimated New Valuation Improvements/ Structures$18,000,000 Personal Property $30,573,301 Inventory$19,302,525 Freeport Exemption $7,094,629 Total$74,970,455 Describe any off-site infrastructure requirements. TBD Water TBD Wastewater TBD Streets TBD Drainage TBD Other PLEASE COMPLETE NEXT TAB: Relocation - Expansion Economic Incentive Application RELOCATION OR EXPANSION PROJECT INFORMATION Project type: Other (please describe) Build to SuitSpeculative Industrial Project use: Retail/Restaurant Warehouse/Distribution Office Other (please describe) Project size:Acreage:Sq. Feet: Preferred start date: Desired completion date: Current property value from Denton Central Appraisal District* (DCAD): *Please attach a copy of the latest property tax statement(s) from DCAD. INVESTMENT What funds will be invested or leveraged for the project? CategoryTotal Improvements/ Structures $0 Personal Property $0 Engineering and Design $0 Site Development $0 Other Improvements $0 Total Project Costs $0 TAX BASE Provide the estimated valuation of the project. Estimated Increase in Estimated New CategoryCurrent Valuation Valuation Valuation Improvements/ Structures$0$0$0 Personal Property$0$0$0 Inventory $0$0$0 Freeport Exemption$0$0$0 Total $0$0$0 Describe any off-site infrastructure requirements. Water Wastewater Streets Drainage Other Last page - application complete City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-1670,Version:1 AGENDA CAPTION Receiveareport,holdadiscussion,andgivestaffdirectionregardingtheupdatetotheHistoricPreservation Plan and hear a presentation from the Lakota Group. City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© CityofDenton AGENDA INFORMATIONSHEET DEPARTMENT: CM: DATE: SUBJECT BACKGROUND PRIORACTION/REVIEW (Council, Boards,Commissions) DISCUSSION: STRATEGIC PLAN RELATIONSHIP Related KeyFocus Area: Sustainable & Environmental Stewardship Related Goal:4.4 Provide and support outstanding leisure, cultural, and educational opportunities EXHIBITS City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2083,Version:1 AGENDA CAPTION Receive a report and hold a discussion regarding the University of North Texas Athletic Facilities Master Plan. City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: DCM: Bryan Langley DATE: December 11, 2018 SUBJECT Receive a report and hold a discussion regarding the University of North Texas Athletic Facilities Master Plan. BACKGROUND The University of North Texas (UNT) will present the City Council with an overview of their athletic facility master plan. The presentation will review planned and completed athletic facility projects and discuss UNTs efforts to ensure adequate facilities and resources are allocated to promote the highest levels of safe, physical development for student athletes. A copy of the presentation is attached as Exhibit 2 please note that there are a few blank slides included in the attachment, these slides include links to short videos that will be shown during the presentation. The following UNT representatives plan to be in attendance: Wren Baker, Vice President and Director of Athletics and Jared Mosley, Associate Vice President and Chief Operating Officer at North Texas Athletics. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Organizational Excellence EXHIBITS Exhibit 1-Agenda Information Sheet Exhibit 2-Presentation Respectfully submitted: Bryan Langley Deputy City Manager Prepared by: Rachel Wood Chief of Staff City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2142,Version:1 AGENDA CAPTION Receiveareport,holdadiscussion,andgivestaffdirectionregardingtheSolidWasteDepartment’sBuilding Materials Recovery and rubble processing operations. City of DentonPage 1 of 1Printed on 12/6/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Solid Waste & Recycling Department CM/ DCM/ ACM: Mario Canizares DATE: December 11, 2018 SUBJECT Receive a report, hold a discussion, and give staff direction regarding the Solid Waste Department’s Building Materials Recovery and rubble processing operations. BACKGROUND On June 26, 2018, the Denton City Council received a work session report from Solid Waste staff and solid waste consulting firm Blue Ridge Services, Inc. regarding an assessment of Solid Waste operations. During that presentation, Council received recommendations regarding various programs and services from Blue Ridge as well as Solid Waste management. Members of the Council requested that programs and services discussed during the report be analyzed in further detail and that the results of those analyses be delivered to the Council Committee on the Environment. This item has been prepared to fulfill those requests. The Solid Waste Department’s Building Materials Recovery (BMR) operation exists to sort, recover, and divert construction wastes from landfill disposal through reuse or recycling. Solid Waste’s rubble processing operation sorts and processes waste fragments of stone, brick, concrete, or asphalt in order to sell as aggregate products. The analysis being presented to the Committee includes a review of program objectives, evaluation of program results, financial analysis, risk assessment, and staff conclusions and recommendations. PRIOR ACTION/REVIEW (Council, Boards, Commissions) December 3, 2018 – Held a discussion and received recommendations from the Council Committee on the Environment December 10, 2018 – Held a discussion and received recommendations from the Public Utilities Board STRATEGIC PLAN RELATIONSHIP The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Public Infrastructure Related Goal: 2.3 Promote superior utility services and City facilities EXHIBITS 1.Agenda Information Sheet 2.Presentation Respectfully submitted: Ethan Cox, 349-7421 Director of Solid Waste City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2059,Version:1 AGENDA CAPTION Deliberations regarding Real Property - Under Texas Government Code Section 551.072; Consultation with Attorneys - Under Texas Government Code Section 551.071. Discuss, deliberate, and receive information from staff and provide staff with direction pertaining to the acquisition of real property interests located in the Alexander Hill Survey, Abstract No. 623, Denton County, Texas, generally located in the 800 block of Eagle Drive, a 1.656 acre tract situated at the southeast corner of the Bernard Street / Eagle Drive intersection, City of Denton, Texas. Consultation with the City’s attorneys regarding legal issues associated with the acquisition or condemnation of the real property described above 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. (Eagle Electric Substation) City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-1520,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,Texasestablishingautilitybillingadjustmentspolicy; providing a severability clause and providing an effective date. City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Finance DCM: Bryan Langley DATE: December 10, 2018 SUBJECT Consider recommending the adoption of an ordinance of the City of Denton, Texas delegating authority to the City Manager and/or their designee to process billing adjustments, including penalties and interest on utility and miscellaneous bills; and providing and effective date. BACKGROUND Customer Service department calculates and produces approximately 639,143 bills annually for the various utilities and miscellaneous City services provided. Under special circumstances, the City may modify the amount owed or waive penalty, interest and miscellaneous fees on accounts. This allows flexibility in correcting billing or administrative issues, and occasionally mitigating fees to encourage payments and work creatively with customers. City of Denton makes adjustments to customer bills where said adjustment is necessary to correct billing errors, to correct errors due to equipment failure, or to fairly apply the rates and rules of the utility. Historically, the authority to make these adjustments derives from a Special Condition Rider included in the Water and Wastewater rate ordinance. After a review by the Internal Auditor, it was determined that a separate ordinance applying to all utility, solid waste and miscellaneous rate ordinances was needed. Section 12.02 of the City Charter specifically states that the utilities shall provide no free services. The purpose of the ordinance is to continue to deliver effective service provided by the Customer Service department by enabling staff the ability to quickly and accurately respond to customer request for adjustments to bills while ensuring compliance with the Charter. A matrix is being provided in response to Council feedback regarding fee waivers, assistance and adjustments. The matrix in Exhibit 3, compares Austin, Denton, Garland and San Antonio. Additionally, in 2008, Navigant Consulting conducted a study of the Customer Service department. As a result of the study, several recommendations were made regarding the credit and collections process, deposit requirements, refund of deposits, write off process, collection performance metrics and benchmark comparisons. Based upon these recommendations, the Customer Service department implemented several changes that were approved and passed by Denton City Council with the adoption of ordinance 2010-292. The Customer Service department has re-engaged Navigant Consulting to review how these changes have impacted overall operations and compare to both public and private sectors. Staff will present to the PUB and Council of the consultant findings, changes in the credit and collection policy and topic of assistance in March 2019. RECOMMENDATION Staff recommends approval of an Ordinance authorizing the City Manager, or his designee, to process billing adjustments, including penalties and interest on utility and miscellaneous bills. PRIOR ACTION/REVIEW (Councils, Boards, Commissions) The billing adjustment ordinance was previously discussed with the Public Utilities Board and City Council during the review of the rate ordinances for fiscal year 2018-19. The billing adjustment ordinance is a follow-up to those discussions. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Organizational Excellence Related Goal: 1.1 Manage financial resources in a responsible manner EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Ordinance with Policy Exhibit 3: Matrix Respectfully submitted: Antonio Puente, Jr., 349-7283 Chief Financial Officer Prepared by: Tiffany Thomson, 349-7401 Director of Customer Service City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-1757,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,amendingOrdinanceNo.2018-004toprescribe updatedtitlesandnumberofpositionsforcertainclassificationsofPoliceDepartmentpersonnel;providing repealer, cumulative, and severability clauses; and declaring an effective date. City of DentonPage 1 of 1Printed on 12/6/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Police CM/ DCM/ ACM: Todd Hileman, City Manager DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, amending Ordinance No. 2018-004, to prescribe updated titles and number of positions for certain classifications of police department personnel; providing repealer; cumulative, and severability clauses; and declaring an effective date. BACKGROUND Texas Local Government Code Chapter 143, requires governing bodies of all jurisdictions with Civil Service employees to officially authorize the exact number of Civil Service employees. The City Council last approved the authorized number of Police Department Civil Service positions by Ordinance 2018-004 on January 9, 2018. During Fiscal Year 2017-18, the department experienced a reorganization with the total number of authorized civil service positions in the executive classification due to retirements within the rank of the Assistant Chief position resulting in the elimination of one (1) Assistant Chief position and the addition of two (2) Deputy Chief positions. As a result, the department received one (1) additional full time equivalent position. For Fiscal Year 2018-2019, City Council approved the addition of four (4) full time officer positions increasing authorized strength. The total number of authorized Civil Service positions in the Police Department will be a net of three (3), for a total of 180. The Police Chief position has been removed because it is an appointed position, in prior years it was counted as a civil service classification in error. FY 2017-2018 NUMBERS FY 2018-2019 NUMBERS CLASSIFICATION Ordinance 2018-004 Revised Ordinance Police Chief 1 0 Assistant Chief 2 1 Deputy Chief 0 2 Captain 0 0 Lieutenant 9 9 Sergeants 19 19 Police Officers & Recruits 146 149 TOTALS 177 180 FISCAL INFORMATION There will be no additional fiscal impact. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Safe, Liveable & Family-Friendly Community Related Goal: 4.1 Enhance public safety in the community EXHIBITS Exhibit 1 - Agenda Information Sheet Exhibit 2 - Sworn Position Ordinance Respectfully submitted: Frank Dixon Chief of Police Prepared by: Shanika Mayo Administration Manager POLICE DEPARTMENT FY 2017-2018 NUMBERS FY 2018-2019 NUMBERS CLASSIFICATION Ordinance 2018-004 Revised Ordinance Police Chief 1 0 Assistant Chief 2 1 Deputy Chief 0 2 Captain 0 0 Lieutenant 9 9 Sergeants 19 19 Police Officers & Recruits 146 149 TOTALS 177 180 Page 3 City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2076,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,Texas,aTexashome-rulemunicipalcorporation, authorizingtheapprovalofathirdamendmenttoaProfessionalServicesAgreementbetweentheCityof DentonandNelson+MorganArchitects,Inc.,amendingthecontractapprovedbyPurchasingStaffon February13,2014,inthenot-to-exceedamountof$24,840,amendedbyAmendments1-2approvedby PurchasingStaffandCouncil,saidthirdamendmenttoprovideadditionaldesignservicesof12servicebaysat FleetMaintenanceintheamountof$139,871.88;providingfortheexpenditureoffundstherefor;and providinganeffectivedate(File5497-providingforanadditionalthirdamendmentexpenditureamountnot-to -exceed $139,871.88, with the total contract amount not-to-exceed $342,819.97). City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, authorizing the approval of a third amendment to a Professional Services Agreement between the City of Denton and Nelson + Morgan Architects, Inc., amending the contract approved by Purchasing Staffon February 13, 2014, in the not-to-exceed amount of $24,840, amended by Amendments 1-2 approved by Purchasing Staff and Council, said third amendment to provide additional design services of 12 service bays at Fleet Maintenance in the amount of $139,871.88; providing for the expenditure of funds therefor; and providing an effective date (File 5497 providing for an additional third amendment expenditure amount not-to-exceed $139,871.88, with the total contract amount not-to-exceed $342,819.97). BACKGROUND The current Fleet Services Maintenance Facility opened in 2000 is located at the Denton Service Center off of Mingo Road. The facility is a 24,400 square foot structure and comprised of 15 bays to house 16 technicians. All fleet repairs and fueling in conducted as a centralized operation. By 2014, the need for additional space was contemplated when the City contracted with Nelson + Morgan Architects (NMA) to perform an initial design project to expand to an additional 4 bays. In 2016, Solid Waste and Fleet Services explored building a satellite facility at the Landfill and engaged NMA to complete the design documents. The expansion project was never constructed due to financial and operational considerations. to accommodate City Staff growth to meet citizen demands. Projection studies conducted by Fleet Services have indicated that the fleet size could grow by an additional 700 units and 5 technicians over the next 10-11 years. With the current facilities there is no room to accommodate these grown projections. In early 2018, Fleet Staff worked with Facilities Management to explore several options for re-initiating the expansion project that never commenced in 2014. Staff were in discussions with NMA to revisit the previous design construction documents that had been completed. complete an operational review and staffing study. The study indicated that the current size of the Fleet Maintenance Facility had reached capacity to adequately service Solid Waste equipment. The study also recommended a future expansion of the facility and the addition of dedicated refuse truck technicians. Due to the continued growth of the fleet and the recommendations from the Blue Ridge study, Fleet Staff worked with Facilities Management to expand the maintenance facilities to an additional six bays for a total -bay expansion sh Fleet Maintenance Facility by an additional 12 bays. Since NMA had already completed the design documents in 2016 for the original bay expansion, it was determined that there would be economies of scale rd to amend the NMA contract for a 3 time to complete the design documents for an additional six bays, which would bring the total to 12 bays to be constructed at the Service Center. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On February 13, 2014, Purchasing Staff approved the contract with Nelson + Morgan Architects, Inc., in the amount of $24,840. This work consisted of the creation of a concept plan to consider floor plan options for a two (2) bay expansion. On August 27, 2015, Purchasing Staff approved the First Amendment in the amount of $20,073.09. This work was to expand the original design to incorporate additional bays. On October 18, 2016, Council approved the Second Amendment in the amount of $158,035 (Ordinance 2016-329) for design of a satellite Fleet facility at Solid Waste. On October 23, 2018, City Council was presented a plan to demonstrate the need to expand the Fleet Maintenance Facility by 12 bays. RECOMMENDATION Award a third amendment with Nelson + Morgan Architects, Inc., to provide additional design services of 12 service bays in an amount not-to-exceed $139,871.88, for a total contract award of $342,819.97. PRINCIPAL PLACE OF BUSINESS Nelson + Morgan Architects, Inc. Denton, TX ESTIMATED SCHEDULE OF PROJECT This project will continue upon approval with an estimated completion date occurring within 120 days. FISCAL INFORMATION This service will be funded from Fleet account 820026725. Requisition #140534 has been entered into the Purchasing software system in the amount of $139,871.88. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Safe, Liveable & Family-Friendly Community Related Goal: 4.3 Provide quality, diverse, and accessible neighborhood services for the community EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Jim Mays at 940-349-7465 Legal point of contact: Mack Reinwand at 940-349-8333. City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2085,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,Texas,aTexashome-rulemunicipalcorporation, authorizingtheCityManagertoexecuteacontractthroughTheInterlocalPurchasingSystem(TIPS) CooperativeProgramContract#2092415forthereplacementoftheroofat1001SouthMayhillandCityHall; providingfortheexpenditureoffundstherefor;andprovidinganeffectivedate(File6908-awardedtoRoof Management Services, Inc., the amount of $665,640). City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract through The Interlocal Purchasing System (TIPS) Cooperative Program Contract # 2092415 for the replacement of the roof at 1001 South Mayhill and City Hall; providing for the expenditure of funds therefor; and providing an effective date (File 6908 -awarded to Roof Management Services, Inc., the amount of $665,640). INFORMATION /BACKGROUND This contract is for the replacement of the roof at 1001 South Mayhill Road and City Hall. The roof is out of warranty and is showing signs of failure. The roof at City Hall was scheduled to be replaced in 2012, but the Facilities Management Preventative Maintenance Program made it possible to extend the life of this roof. We received quotes from three (3) roofing companies through TIPS and Roof Management Services, Inc. was determined to be the best value for the City. The Facilities Management Department and Armko Industries, our roofing consultant, recommends the replacement of the roofs at City Hall and 1001 South Mayhill by utilizing the TIPS Cooperative Purchasing Program, and award the contract to Roof Management Services, Inc. in the amount of $665,640, which includes payment and performance bonds and a twenty (20) year warranty for each facility. Pricing obtained through The Interlocal Purchasing System (TIPS) Cooperative Program has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On December 7, 1993, Council approved the Hyload Roofing System (Ordinance 93-045). On May 17, 2011, Council approved the interlocal agreement with The Interlocal Purchasing System (TIPS) Cooperative Program (Ordinance 2011-082). RECOMMENDATION Award a contract with Roof Management Services, Inc., for the replacement of the roof at 1001 South Mayhill Road and City Hall, in the amount of $665,640. PRINCIPAL PLACE OF BUSINESS Roof Management Services, Inc. Dallas, TX ESTIMATED SCHEDULE OF PROJECT This project will be started with 30 calendar days upon approval and shall be completed within 150 days from notice to proceed. FISCAL INFORMATION The project will be funded from Solid Waste account number 660642595 and Facilities Management 100252409. A Requisition will be entered upon approval. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Cost Comparison Exhibit 3: CH Roof Contract Price Comparison Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: David Saltsman at 940-349-7247. Legal point of contact: Mack Reinwand at 940-349-8333. Exhibit 2 File 6908 - Cost Comparison for the Roof Replacement at 1001 South Mayhill and City Hall TIPS/TAPS Contract # 2092415 Roof Management Business Name: CBS Roofing Services Tri-Lam Roofing Services, Inc. Principal Place of Business (City and State): Dallas, TXDenton, TXEverman, TX City Hall: $ 489,873.00$ 555,838.00 $ 583,000.00 1001 Mayhill:$ 162,715.00$ 168,003.00 $ 158,500.00 Performance Bond:$ 13,052.00INCLUDED INCLUDED Total:$ 665,640.00$ 723,841.00 $ 741,500.00 Contract Price Comparison GLOBUSRMS CO-OPDifference Bid Amount$486,845.07$477,898.00 +Night Premium$19,433.90included +10 Squaresno quote$11,975.00 Bondsincludedincluded Materialsincluded$134,353.00 TOTAL$506,278.97$624,226.00$117,947.03 Less Materials paid$134,353.00 Contract Adjustment$371,925.97 City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2103,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,Texas,aTexashome-rulemunicipalcorporation, authorizingtheapprovalofafirstamendmenttotheProfessionalServicesAgreementbetweentheCityof DentonandModernGeosciences,LLC,fortheinspectionofoilandgasfacilitiesfortheCityofDenton, amendingthecontractapprovedbyCityCouncilonOctober24,2017,inthenot-to-exceedamountof $250,000;providingfortheexpenditureoffundstherefor;andprovidinganeffectivedate(File6615- providingforanadditionalexpenditureamountnot-to-exceed$250,000,foratotalcontractamountnot-to- exceed $500,000). City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, authorizing the approval of a first amendment to the Professional Services Agreement between the City of Denton and Modern Geosciences, LLC, for the inspection of oil and gas facilities for the City of Denton, amending the contract approved by City Council on October 24, 2017, in the not-to-exceed amount of $250,000; providing for the expenditure of funds therefor; and providing an effective date (File 6615 providing for an additional expenditure amount not-to-exceed $250,000, for a total contract amount not-to- exceed $500,000). INFORMATION /BACKGROUND In 2017 the City Council authorized for the first time the award of a professional services agreement (Ordinance 2017-328) with Modern Geosciences for inspecting oil and gas facilities in the city limits of Denton. The contracted services provided technological expertise, more capable and varied instrumentation, Inspections division. Currently, the Gas Well Inspections Division has one (1) full time inspector and three (3) full time vacancies. The fulltime inspector conducts semi-annual inspections of all 497 gas wells- 290 within the City limits and 207 within the Extra Territorial Jurisdiction (ETJ). These semi-annual inspections primarily check for code compliance (signs, equipment, fencing, trash, lighting, landscape, pipeline marking, erosion control, etc.) and also accomplish some limited leak detection and naturally occurring radioactive materials (NORM) assessments. Modern Geoscience has the advanced instrumentation, methods, and experience needed to accomplish gas well pad site inspection services, including Optical Gas Imaging, infrared methane meters, hydrogen sulfide meters, photoionization detectors for total volatile organic carbon (tVOCs), particulate matter monitoring, and advanced methods of continuous air quality monitoring and tVOC assessments. The firm has also demonstrated the competence and qualifications necessary to accomplish the desired inspection activities, and has specific instrumentation, training, and expertise needed to perform the required services. Inspections of pad sites are prioritized based on the distance between well pad sites and protected uses. Under se that are more than 1,000 feet are High priority sites will be inspected 2 times per year, and will have standard inspections, full fence line inspections, and near equipment inspections. Moderate priority sites will be inspected 1 time per year, and will have a standard inspection, fence line inspections (without noise and particulate matter assessments), and near equipment inspections. Low priority sites will have standard inspections and near equipment inspections. It is important to note that the proposed contract services as outlined above will be in addition to the inspections currently being provided by the existing City of Denton Gas Well Inspections division. The scope of services for these activities is shown in Exhibit 3. On August 21, 2018 during the Gas Well Inspections budget presentation the City Council directed staff to renew the professional services agreement with Modern Geoscience for inspecting oil and gas facilities in the city limits of Denton in an amount not to exceed $250,000 for another year. The agreement specifies that Modern Geosciences will provide the following services: Complete s Gas Well Inspections division Complete (tVOCs), naturally occurring radioactive material (NORM), noise, and particulate matter Complete -Red Optical Gas Recognition (FLIR-OGI), methane, and NORM meters Provide Reports for all inspection activities, including inspection checklists, site photos, and GIS information, as completed Provide a comprehensive annual report PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On October 24, 2017, Council approved a contract with Modern Geosciences, LLC, in the amount of $250,000 (Ordinance 2017-328). RECOMMENDATION Staff recommends approval of the first amendment to the Professional Services Agreement with Modern Geosciences, LLC, for the inspection of oil and gas facilities within the City of Denton for an additional expenditure amount not-to-exceed $250,000, for a total contract amount not-to-exceed $500,000. The amount recommended by staff is based upon the following: Task 1: Program technical support, GIS database update $5,500 Task 2-3: Annual padsite inspection and reporting High Priority Padsites (60 wells) $91,800 Moderate Priority Padsites (124 wells) $87,420 Low Priority Padsites (106 wells) $28,305 Comprehensive Annual Report $10,000 Total program and inspection costs (Tasks 1-3) $223,025 Task 4: Contingency Sampling, Re-inspections, and Non-inspection technical (Authorized as needed) Variable Not to exceed $26,975 PRINCIPAL PLACE OF BUSINESS Modern Geosciences, LLC Colleyville, TX ESTIMATED SCHEDULE OF PROJECT The proposed inspection activities are for one (1) year. FISCAL INFORMATION The services will be funded from savings in the current Gas Well Division budget using Outside Contracting Services account 220300.7879. Staff anticipates that the salary savings and associated expenses from three (3) vacant positions in the Gas Well Inspections Division will cover the cost of the contract with Modern Geosciences. As a result, staff anticipates that there will be no increase in fees to the gas well operators to support this contract and enhanced level of service. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Sustainable & Environmental Stewardship Related Goal: 5.2 Improve air quality and greenhouse gas management EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Original Ordinance and Contract Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Deborah Viera at 940-349-7162. Legal contact: Mack Reinwand at 940-349-8333. City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2117,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,Texas,aTexashome-rulemunicipalcorporation, rejectinganyandallcompetitivebidsunderIFB6900fortheconstructionofPEC4Phase1and2Drainage ImprovementsandElmandLocustWater,Sewer,andFiberImprovementsfromHickorytoEaglefortheCity of Denton; and providing an effective date (IFB 6900). City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, rejecting any and all competitive bids under IFB 6900 for the construction of PEC 4 Phase 1 and 2 Drainage Improvements and Elm and Locust Water, Sewer, and Fiber Improvements from Hickory to Eagle for the City of Denton; and providing an effective date (IFB 6900). IFB INFORMATION/BACKGROUND The City of Denton solicited bids with the goal of constructing the PEC 4 Phase 1 and 2 Drainage Improvements and Elm and Locust Water, Sewer, and Fiber Improvements from Hickory to Eagle. The Invitation for Bid (IFB) Scope of Work included construction of Cast In Place Box Culvert Reinforced Concrete Pipe for storm drain. Other items included: 7,768 LF of 8and 6,662 LF of 2-fiber conduit, and associated paving and pavement repair. The estimated cost for construction was $8,445,424.00. Invitation for Bids was sent to 467 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. One (1) bid was received in the amount of $13,264,378.93. The bid for this project is considered excessive by the Capital Projects staff. City staff and the consultant, Freese and Nichols, are currently evaluating the current cost estimate, alternative options in repackaging the bid documents for lower cost and increasing project interest from the contracting community. Therefore, staff is requesting that the City Council reject all proposals received at this time. In accordance with the Local Government Code 252.043, the City Council may reject any and all bids. RECOMMENDATION Staff recommends rejection of the bid received for the construction of the PEC 4 Phase 1 and 2 Drainage Improvements and Elm and Locust Water, Sewer, and Fiber Improvements from Hickory to Eagle. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Organizational Excellence Related Goal: 1.1 Manage financial resources in a responsible manner EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Location Map Exhibit 3: Ordinance Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Lee Perry at 940-349-8938. Legal point of contact: Mack Reinwand at 940-349-8333. City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2028,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityCounciloftheCityofDenton,Texas,establishinga governanceprocessfortheCityAuditor'sDepartmentforthepurposeofdefiningtheCityAuditor's authorityandresponsibilities;providingforarepealer;providingforaseverabilityclause;andprovidingfor an effective date. City of DentonPage 1 of 1Printed on 12/6/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Internal Audit CITY AUDITOR: Umesh Dalal DATE: December 11, 2018 SUBJECT Consider the adoption of an ordinance of the City Council of the City of Denton, Texas, establishing a governance process for the City Auditor's Department for the purpose of defining the City Auditor's authority and responsibilities; providing for a repealer; providing for a severability clause; and providing for an effective date. BACKGROUND According to the City Charter section 6.04, The City Internal Auditor is responsible for providing (a) an independent appraisal of City operations to ensure policies and procedures are in place and complied with, inclusive of purchasing and contracting; (b) information that is accurate and reliable; (c) that assets are properly recorded and safeguarded; (d) that risks are identified and minimized; and (e) that resources are used economically and efficiently, and that the City's objectives are being achieved. The City Internal Auditor is responsible for directing all internal audit functions for the City of Denton to eliminate waste, fraud, and abuse. To enable the City Auditor to perform the avowed duty successfully, parameters for his authority and responsibilities must be established. The accompanying Internal Audit Governance document was prepared using industry best practices for internal auditing and will be helpful to the City Auditor in performing his duties. RECOMMENDATION Staff recommends adoption of this ordinance. PRIOR ACTION/REVIEW (Council, Boards, Commissions) December 3, 2018, The City Auditor presented a Work Session item to the City Council on the Internal FISCAL INFORMATION N/A STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Organizational Excellence Related Goals: 1.1 Manage financial resources in a responsible manner. 1.2 Develop a high-performance work force. 1.3 Promote effective internal and external communication. 1.4 Achieve high level of customer satisfaction. 1.5 1.5 Utilize technology to enhance efficiency and productivity. EXHIBITS Exhibit 1 - Agenda Information Sheet Exhibit 2 Internal Audit Governance redlined Exhibit 3 Ordinance Respectfully submitted: Umesh Dalal, 349-8158 City Internal Auditor City of Denton INTERNAL AUDIT GOVERNANCE DOCUMENT City of Denton Internal Audit Authority and Responsibilities TABLE OF CONTENTS Page 2 INTRODUCTION Page 2 ESTABLISHMENT Page 2 INTERNAL CONTROLS Page 2 AUDITING STANDARDS Page 3 OBJECTIVE CITY CHARTER REQUIREMENTS Page 3 INTERNAL AUDIT AUTHORITY AND RESPONSIBILITY 1. INDEPENDENCE Page 3 2. AUTHORITY Page 5 3. PROPER USE OF GOVERNMENT INFORMATION, RESOURCES, AND Page 6 POSITIONS 4. REPORT STRUCTURE Page 6 5. RESPONSIBILITIES Page 6 6. ACCESS TO WORK PAPERS Page 8 CITY MANAGEMENT RESPONSIBILITY PEER REVIEW Page 8 Page 9 WORK PAPERS DISCIPLINARY ACTIONS Page 9 Page | 1 City of Denton Internal Audit Authority and Responsibilities 1 INTRODUCTION Auditing is a cornerstone of good public-sector governance and stewardship. The Association of Local Government Auditors supports the establishment and continuous improvement of independent financial and performance auditing in local government. Local governments establish, staff, and maintain independent audit functions to enhance accountability, earn and increase citizen confidence and respect for government, and provide an independent and objective perspective. 2 ESTABLISHMENT The City Internal (City Auditor) Office was established to provide the City of Denton (City) with a comprehensive program of internal auditing as an overall internal control measure and a service to the City. 3 INTERNAL CONTROLS The General Accounting Office (GAO) of United States define Internal control as a onnel that provides reasonable assurance that the objectives of an entity will be achieved. These objectives and related risks can be broadly classified into one or more of the following four categories: Operations - Effectiveness and efficiency of operations Reporting - Reliability of reporting for internal and external use Compliance - Compliance with applicable laws and regulations Internal Controls Existence of mechanism to verify accountability 4 AUDITING STANDARDS The Generally Accepted Government Auditing Standards (GAGAS) governs auditing in public sector. These standards embody the concept of accountability for public resources, which is fundamental to serving the public interest. GAGAS contains requirements and guidance dealing with ethics, independence, professional judgment and competence, quality control, performance of the audit, and reporting. The e bound by the principles included in GAGAS. These principles include: a. Emphasis on the public interest; b. Integrity and objectivity in performance of work; c. Proper use of government information, resources, and positions; and d. Professional behavior. Page | 2 City of Denton Internal Audit Authority and Responsibilities 5 OBJECTIVE City management and elected officials are entrusted with public resources. They are responsible for carrying out public functions and providing service to the public effectively, efficiently, economically, and ethically within the context of the statutory boundaries of the programs and operations. The primary objective of is to assist the City Council in achieving City goals and objectives while minimizing undue risk. 6 CITY CHARTER REQUIREMENTS The provisions of section 6.04 of the City charter are: pleasure of the City Council, and shall perform such auditing duties herein described or as may be assigned by the Council. The position of the City Internal Auditor is to be held on a continuous, fulltime basis. On an interim basis, the City Council may engage external independent auditing resources to accomplish the Internal Audit function. The City Internal Auditor is responsible for providing (a) an independent appraisal of City operations to ensure policies and procedures are in place and complied with, inclusive of purchasing and contracting; (b) information that is accurate and reliable; (c) that assets are properly recorded and safeguarded; (d) that risks are identified and minimized; and (e) that resources are used economically and efficiently, and that the City's objectives are being achieved. The City Internal Auditor is responsible for directing all internal audit functions for the City of Denton to eliminate waste, fraud, and abuse Definitions: Fraud: An intentional distortion of truth, an act of deceiving or misrepresenting to induce another to part with something of value or to surrender a legal right. Waste: to spend or use carelessly or use resources inefficiently or become dissipated. Abuse: to put to a wrong or improper use or to use excessively. To enable the City Auditor to carry out the above responsibilities, the City Council approves the following: Page | 3 City of Denton Internal Audit Authority and Responsibilities INTERNAL AUDIT AUTHORITY AND RESPONSIBILITY 1 INDEPENDENCE It is very important to be explicit in protecting impartiality and objectivity in conducting their work, so the City Council and other stakeholders can rely on audit findings and recommendations. To be independent in fact and appearance, auditors must be free from conflicts of interest and free from interference in how the work is conducted and reported. In all matters relating to the internal auditing engagements, auditors and the City Auditor Administration or the audited entity. In addition, the City Internal Auditor shall be apolitical and be free from political influence when performing his duties. Auditors must have systems in place to identify, safeguard against, or report threats to independence. The Government Auditing Standards identify seven types of threats to independence: Self-interest threat - the threat that a financial or other interest will udgment or behavior; Self-review threat - the threat that an auditor or audit organization that has provided nonaudit services will not appropriately evaluate the results of previous judgments made or services performed as part of the nonaudit services when forming a judgment significant to an audit; Bias threat - the threat that an auditor will, as a result of political, ideological, social, or other convictions, take a position that is not objective; Familiarity threat - the threat that aspects of a relationship with management or personnel of an audited entity, such as a close or long relationship, or that of an immediate or close family member, will lead an auditor to take a position that is not objective; Undue influence threat - the threat that external influences or pressures judgments; Management participation threat - the threat that results from an management functions on behalf of the entity undergoing an audit; and Structural threat - within a government entity, in combination with the structure of the government entity being audited, will impact the audit organ ability to perform work and report results objectively. Internal Audit shall be free from control or undue influence in: The selection and application of audit techniques, Audit procedures and programs; Determination of facts revealed by the examination or Page | 4 City of Denton Internal Audit Authority and Responsibilities The development of recommendations or opinions; and The selection of areas, activities, and managerial policies to be examined. The City Auditor will have authority to decide timing, duration and scope of any audit project that must be conducted to mitigate management, compliance, financial, technological, and other risks faced by the City. For the Internal Audit Department to operate effectively, the City Administration will provide adequate resources, office space, and other neces network, etc. Decisions about funding for the auditor shall not be under control of City management. shall be available publicly and wi 2 AUTHORITY Internal Audit shall have the following authority: The City Auditor or designee shall have: Unrestricted access to all City functions, information, records including vendor contracts, grants suand other documents related to City operations; City property; and personnel. The City employees shall comply with and information without delay. In addition, the City employees will comply with all the requests for interviews and other inquiries. The staff will not be influenced by supervisors and managers when providing information to the City Auditor. In addition, the City management must include a right-to audit provision in all contracts to gain access to relevant records to verify compliance. in all City contracts. If access to information is restricted by laws or regulations, the City Auditor or designee will sign any suggested confidentiality agreement with the holder of the document or information to gain access for the audit purposes. Ability to allocate resources, set frequencies, determine timing and duration of projects, select subjects, determine scope of work and apply the techniques required to accomplish audit objectives. Access to review the findings and recommendations of examinations performed by regulatory agencies or other external entities. Ability to perform unplanned internal audit projects/reviews throughout the year when determined necessary by Internal Audit, Management or the City Council. However, if a proposed project has an impact on timing and accomplishment of audits included in the Annual Internal Audit Plan (Audit Plan): the majority of the Page | 5 City of Denton Internal Audit Authority and Responsibilities City Council members must agree to conduct the project. In this event, the annual audit plan will be altered to accommodate the new project. For the projects requested by the City Council, at least three members of the City Council must agree to conduct the project. In this event, the annual audit plan will be altered to accommodate the new project. All the projects requested by management or selected by Internal Audit must be approved by the majority of City Council members before it is included on the annual audit plan to replace an existing project. If a City Council member wants some information from the City Auditor that requires minimal amount of time to provide, the City Auditor shall provide the information to all the City Council members. 3 PROPER USE OF GOVERNMENT INFORMATION, RESOURCES, AND POSITIONS information, resources, and positions are to be used for official purposes and not: for the personal gain or in a manner contrary to law or detrimental to the legitimate interests of the City. This concept includes the proper handling of sensitive or classified information or resources. information must be balanced with the proper use of that information. In addition, many government programs are subject to laws and regulations dealing with the disclosure of information. Exercising discretion in using information acquired during duties is an important part in achieving this balance. Improperly disclosing any such information to third parties is not an acceptable practice. 4 REPORT STRUCTURE The City Auditor is authorized to recruit staff with the resources appropriated by the City Council for personnel services. The staff recruited by the City Auditor shall report to and be managed by the City Auditor. Authority to select, retain, promote, reward and dismiss these personnel shall rest with the City Auditor without any influence from the City Management. 5 RESPONSIBILITIES The City Auditor is responsible for providing the City Council and Management assurances about the adequacy and effectiveness of its systems of internal controls and quality of operating performance when compared to established goals or performance measurement standards. Page | 6 City of Denton Internal Audit Authority and Responsibilities In doing so, Internal Audit will conduct audits and other projects to determine if: Risks are appropriately identified and managed. Significant financial, managerial and operational information is accurate, reliable and timely. actions follow policies, procedures and applicable laws and regulations. Resources are acquired and used economically and efficiently, and adequately protected. Programs, plans and objectives are achieved in an effective manner. The City operations are conducted efficiently and economically for effective delivery of public service. Significant legislative or regulatory issues affecting the City are recognized and addressed. The City Auditor will be responsible for developing and implementing a flexible annual Audit Plan to include any risks or control concerns identified by Management or the City Council. The Audit Plan will be submitted to the Audit and Finance Committee for review and approval. The City Auditor will have authority to examine appropriate evidence to audit all expenditures, appropriations, and revenues of the City. A professional audit staff will be maintained with sufficient knowledge, skills, experience, and professional certifications to ensure the requirements of this Charge are achieved. Within the budgetary limitations, proper funding will be available for the auditors to recruit competent staffing and perform their duties. The City Auditor will perform follow-up reviews to monitor and ensure that management has appropriately and effectively implemented recommended actions by internal audits, external audits and external consultants. At times, management will accept risk identified by audit. The City Auditor will advise City Council if the management is accepting unreasonable risk. The City Auditor will assist the Audit Committee in their responsibility to hire, direct and provide oversight of the External Audit and administer contracts related to services provided by the External Auditor. The City Auditor shall be primarily responsible for investigating fraud, waste, and abuse, complaints. For this purpose: The City Auditor Fraud, Waste, and Abuse hotline. The City Auditor will ensure that significant suspected fraudulent activities within the City and complaints received on are investigated and the results are notified. The City Auditor will determine with whom the information related to the complaints received are shared. Page | 7 City of Denton Internal Audit Authority and Responsibilities The City employees, supervisors, and managers are responsible for communicating and seek assistance from the City Auditor no longer than twenty-four hours after the employee becomes aware of the suspected fraud. Department directors or supervisors will promptly report allegations or suspicions of fraud to the City Auditor immediately following notification of the allegations or suspicions. This will be done prior to taking personnel action toward the employee(s) involved. City employees who are contacted by citizens with evidence or written allegations of fraud shall immediately report it to the City Auditor along with their department director, an Assistant City Manager or the City Manager. the Human Resources Department, and/or the Police Department for investigations as necessary. Proper records of investigative procedures and evidence will be maintained by Internal Audit. The City employees shall be protected under Federal Whistle blower Protection Act of 1989 and City policies and Ordinances protecting City employees against retaliations for reporting fraud against the City, waste and/or abuse of City resources, mismanagement, or non-compliance with laws. The City Auditor shall provide administrative support to . 6 CITY MANAGEMENT RESPONSIBILITY City management is responsible for addressing issues noted during any Internal Audits and investigations. They must implement procedures and processes necessary to ensure the efficient, effective and accountable operation of City. Management must respond to the audit and investigative recommendations in writing, within a time specified. Management must explain what actions are planned along with relevant time period for implementation or if actions have been taken to deal with issues identified in audit reports. Management will assign proper priority in consultation with the City Council in scheduling Work Session items for the City Councils discussion of an additional audit request. 7 PEER REVIEW accordance with GAGAS. 8 WORK PAPERS Page | 8 City of Denton Internal Audit Authority and Responsibilities According to the Section 552.116 of the Texas Public Information Act, the City requirements. The final reports issued by the City Auditor is subject to disclosure and must be available to the public. 9 DISCIPLINARY ACTIONS Any City employee that does not comply with the provisions of this governance document relating to cooperating with the City Auditor or provide requested records or information shall face disciplinary action up to termination of their employment. Page | 9 City of Denton Internal Audit Authority and Responsibilities TABLE OF CONTENTS Page 2 INTRODUCTION Page 2 ESTABLISHMENT Page 2 INTERNAL CONTROLS Page 2 AUDITING STANDARDS Page 3 OBJECTIVE CITY CHARTER REQUIREMENTS Page 3 INTERNAL AUDIT AUTHORITY AND RESPONSIBILITY 1. INDEPENDENCE Page 3 2. AUTHORITY Page 5 3. PROPER USE OF GOVERNMENT INFORMATION, RESOURCES, AND Page 6 POSITIONS 4. REPORT STRUCTURE Page 6 5. RESPONSIBILITIES Page 6 6. ACCESS TO WORK PAPERS Page 8 CITY MANAGEMENT RESPONSIBILITY PEER REVIEW Page 8 Page 9 WORK PAPERS DISCIPLINARY ACTIONS Page 9 Page | 1 City of Denton Internal Audit Authority and Responsibilities 1 INTRODUCTION Auditing is a cornerstone of good public-sector governance and stewardship. The Association of Local Government Auditors supports the establishment and continuous improvement of independent financial and performance auditing in local government. Local governments establish, staff, and maintain independent audit functions to enhance accountability, earn and increase citizen confidence and respect for government, and provide an independent and objective perspective. 2 ESTABLISHMENT The City Internal (City Auditor) Office was established to provide the City of Denton (City) with a comprehensive program of internal auditing as an overall internal control measure and a service to the City. 3 INTERNAL CONTROLS The General Accounting Office (GAO) of United States define Internal control as a el that provides reasonable assurance that the objectives of an entity will be achieved. These objectives and related risks can be broadly classified into one or more of the following four categories: Operations - Effectiveness and efficiency of operations Reporting - Reliability of reporting for internal and external use Compliance - Compliance with applicable laws and regulations Internal Controls Existence of mechanism to verify accountability 4 AUDITING STANDARDS The Generally Accepted Government Auditing Standards (GAGAS) governs auditing in public sector. These standards embody the concept of accountability for public resources, which is fundamental to serving the public interest. GAGAS contains requirements and guidance dealing with ethics, independence, professional judgment and competence, quality control, performance of the audit, and reporting. The ound by the principles included in GAGAS. These principles include: a. Emphasis on the public interest; b. Integrity and objectivity in performance of work; c. Proper use of government information, resources, and positions; and d. Professional behavior. Page | 2 City of Denton Internal Audit Authority and Responsibilities 5 OBJECTIVE City management and elected officials are entrusted with public resources. They are responsible for carrying out public functions and providing service to the public effectively, efficiently, economically, and ethically within the context of the statutory boundaries of the programs and operations. The primary objective of is to assist the City Council in achieving City goals and objectives while minimizing undue risk. 6 CITY CHARTER REQUIREMENTS The provisions of section 6.04 of the City charter are: pleasure of the City Council, and shall perform such auditing duties herein described or as may be assigned by the Council. The position of the City Internal Auditor is to be held on a continuous, fulltime basis. On an interim basis, the City Council may engage external independent auditing resources to accomplish the Internal Audit function. The City Internal Auditor is responsible for providing (a) an independent appraisal of City operations to ensure policies and procedures are in place and complied with, inclusive of purchasing and contracting; (b) information that is accurate and reliable; (c) that assets are properly recorded and safeguarded; (d) that risks are identified and minimized; and (e) that resources are used economically and efficiently, and that the City's objectives are being achieved. The City Internal Auditor is responsible for directing all internal audit functions for the City of Denton to eliminate waste, fraud, and abuse Definitions: Fraud: An intentional distortion of truth, an act of deceiving or misrepresenting to induce another to part with something of value or to surrender a legal right. Waste: to spend or use carelessly or use resources inefficiently or become dissipated. Abuse: to put to a wrong or improper use or to use excessively. To enable the City Auditor to carry out the above responsibilities, the City Council approves the following: Page | 3 City of Denton Internal Audit Authority and Responsibilities INTERNAL AUDIT AUTHORITY AND RESPONSIBILITY 1 INDEPENDENCE It is very important to be explicit in protecting the impartiality and objectivity in conducting their work, so the City Council and other stakeholders can rely on audit findings and recommendations. To be independent in fact and appearance, auditors must be free from conflicts of interest and free from interference in how the work is conducted and reported. In all matters relating to the internal auditing engagements, auditors and the City Auditor from the City Administration or the audited entity. In addition, the City Internal Auditor shall be apolitical and be free from political influence when performing his duties. Auditors must have systems in place to identify, safeguard against, or report threats to independence. The Government Auditing Standards identify seven types of threats to independence: Self-interest threat - the threat that a financial or other interest will udgment or behavior; Self-review threat - the threat that an auditor or audit organization that has provided nonaudit services will not appropriately evaluate the results of previous judgments made or services performed as part of the nonaudit services when forming a judgment significant to an audit; Bias threat - the threat that an auditor will, as a result of political, ideological, social, or other convictions, take a position that is not objective; Familiarity threat - the threat that aspects of a relationship with management or personnel of an audited entity, such as a close or long relationship, or that of an immediate or close family member, will lead an auditor to take a position that is not objective; Undue influence threat - the threat that external influences or pressures judgments; Management participation threat - the threat that results from an management functions on behalf of the entity undergoing an audit; and Structural threat - within a government entity, in combination with the structure of the government entity being audited, will impact the audit organ ability to perform work and report results objectively. Internal Audit shall be free from control or undue influence in: The selection and application of audit techniques, Audit procedures and programs; Determination of facts revealed by the examination or The development of recommendations or opinions; and The selection of areas, activities, and managerial policies to be examined. Page | 4 City of Denton Internal Audit Authority and Responsibilities The City Auditor will have authority to decide timing, duration and scope of any audit project that must be conducted to mitigate management, compliance, financial, technological, and other risks faced by the City. For the Internal Audit Department to operate effectively, the City Administration will provide adequate resources, office space, and other necess network, etc. Decisions about funding for the auditor shall not be under control of City management. shall be available publicly and wil 2 AUTHORITY Internal Audit shall have the following authority: The City Auditor or designee shall have: Unrestricted access to all City functions, information, records including vendor contracts, grants suband other documents related to City operations; City property; and personnel. The City employees shall comply with and information without delay. In addition, the City employees will comply with all the requests for interviews and other inquiries. The staff will not be influenced by supervisors and managers when providing information to the City Auditor. In addition, the City management must include a right-to audit provision in all contracts to gain access to relevant records to verify compliance. in all City contracts. If access to information is restricted by laws or regulations, the City Auditor or designee will sign any suggested confidentiality agreement with the holder of the document or information to gain access for the audit purposes. Ability to allocate resources, set frequencies, determine timing and duration of projects, select subjects, determine scope of work and apply the techniques required to accomplish audit objectives. Access to review the findings and recommendations of examinations performed by regulatory agencies or other external entities. Ability to perform unplanned internal audit projects/reviews throughout the year when determined necessary by Internal Audit, Management or the City Council. However, if a proposed project has an impact on timing and accomplishment of audits included in the Annual Internal Audit Plan (Audit Plan) the majority of the City Council members must agree to conduct the project. In this event, the annual audit plan will be altered to accommodate the new project. Page | 5 City of Denton Internal Audit Authority and Responsibilities If a City Council member requests information from the City Auditor that requires a minimal amount of time to provide, the City Auditor shall provide the information to all the City Council members. 3 PROPER USE OF GOVERNMENT INFORMATION, RESOURCES, AND POSITIONS information, resources, and positions are to be used for official purposes and not: for the Audit personal gain or in a manner contrary to law or detrimental to the legitimate interests of the City. This concept includes the proper handling of sensitive or classified information or resources. to the transparency of government information must be balanced with the proper use of that information. In addition, many government programs are subject to laws and regulations dealing with the disclosure of information. Exercising discretion in using information acquired during duties is an important part in achieving this balance. Improperly disclosing any such information to third parties is not an acceptable practice. 4 REPORT STRUCTURE The City Auditor is authorized to recruit staff with the resources appropriated by the City Council for personnel services. The staff recruited by the City Auditor shall report to and be managed by the City Auditor. Authority to select, retain, promote, reward and dismiss these personnel shall rest with the City Auditor without any influence from the City Management. 5 RESPONSIBILITIES The City Auditor is responsible for providing the City Council and Management assurances about the adequacy and effectiveness of its systems of internal controls and quality of operating performance when compared to established goals or performance measurement standards. In doing so, Internal Audit will conduct audits and other projects to determine if: Risks are appropriately identified and managed. Significant financial, managerial and operational information is accurate, reliable and timely. actions follow policies, procedures and applicable laws and regulations. Resources are acquired and used economically and efficiently, and adequately protected. Programs, plans and objectives are achieved in an effective manner. Page | 6 City of Denton Internal Audit Authority and Responsibilities The City operations are conducted efficiently and economically for effective delivery of public service. Significant legislative or regulatory issues affecting the City are recognized and addressed. The City Auditor will be responsible for developing and implementing a flexible annual Audit Plan to include any risks or control concerns identified by Management or the City Council. The Audit Plan will be submitted to the Audit and Finance Committee for review and approval. The City Auditor will have authority to examine appropriate evidence to audit all expenditures, appropriations, and revenues of the City. A professional audit staff will be maintained with sufficient knowledge, skills, experience, and professional certifications to ensure the requirements of this Charge are achieved. Within the budgetary limitations, proper funding will be available for the auditors to recruit competent staffing and perform their duties. The City Auditor will perform follow-up reviews to monitor and ensure that management has appropriately and effectively implemented recommended actions by internal audits, external audits and external consultants. At times, management will accept risk identified by audit. The City Auditor will advise City Council if the management is accepting unreasonable risk. The City Auditor will assist the Audit/Finance Committee in their responsibility to hire, direct and provide oversight of the External Audit and administer contracts related to services provided by the External Auditor. The City Auditor shall be primarily responsible for investigating fraud, waste, and abuse, complaints. For this purpose: The City Auditor shall manage thFraud, Waste, and Abuse hotline. The City Auditor will ensure that significant suspected fraudulent activities within the City and complaints received on are investigated and the results are notified. The City Auditor will determine with whom the information related to the complaints received are shared. The City employees, supervisors, and managers are responsible for communicating and seeking assistance from the City Auditor no longer than twenty-four hours after the employee becomes aware of the suspected fraud. Department directors or supervisors will promptly report allegations or suspicions of fraud to the City Auditor immediately following notification of the allegations or suspicions. This will be done prior to taking personnel action toward the employee(s) involved. City employees who are contacted by citizens with evidence or written allegations of fraud shall immediately report it to the City Auditor along with their department director, an Assistant City Manager or the City Manager. Page | 7 City of Denton Internal Audit Authority and Responsibilities T the Human Resources Department, and/or the Police Department for investigations as necessary. Proper records of investigative procedures and evidence will be maintained by Internal Audit. The City employees shall be protected under Federal Whistle blower Protection Act of 1989 and City policies and Ordinances protecting City employees against retaliations for reporting fraud against the City, waste and/or abuse of City resources, mismanagement, or non-compliance with laws. The City Auditor shall Board . 6 CITY MANAGEMENT RESPONSIBILITY City management is responsible for addressing issues noted during any internal audits and investigations. They must implement procedures and processes necessary to ensure the efficient, effective and accountable operation of the City. Management must respond to the audit and investigative recommendations in writing, within a time specified. Management must explain what actions are planned along with relevant time period for implementation or if actions have been taken to deal with issues identified in audit reports. Management will assign proper priority in consultation with the City Council in scheduling Work Session items for the City Councils discussion of an additional audit request. 7 PEER REVIEW iodic peer reviews of the audit function in accordance with GAGAS. 8 WORK PAPERS According to the Section 552.116 of the Texas Public Information Act, the City requirements. The final reports issued by the City Auditor is subject to disclosure and must be available to the public. 9 DISCIPLINARY ACTIONS Any City employee that does not comply with the provisions of this governance document relating to cooperating with the City Auditor or provide requested records or information shall face disciplinary action up to termination of their employment. Page | 8 City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2072,Version:1 AGENDA CAPTION ConsideradoptionofanordinanceoftheCityofDenton,Texas,aTexashome-rulemunicipalcorporation, authorizingtheCityManagertoexecuteacontractfortheSupplyofUndergroundDistributionCablesand SubstationControlCablesfortheCityofDentonDistributionCenter;providingfortheexpenditureoffunds therefor;andprovidinganeffectivedate(RFP6842-awardedtothelowestresponsivebidderforeachlineitem, Techline,Inc.,forafive(5)yearnot-to-exceedamountof$18,000,000andStuartC.Irby,forafive(5)year not-to-exceed amount of $1,400,000, in a total not-to-exceed amount of $19,400,000 for all years). City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract for the Supply of Underground Distribution Cables and Substation Control Cables for the City of Denton Distribution Center; providing for the expenditure of funds therefor; and providing an effective date (RFP 6842-awarded to the lowest responsive bidder for each line item, Techline, Inc., for a five (5) year not-to-exceed amount of $18,000,000 and Stuart C. Irby, for a five (5) year not-to-exceed amount of $1,400,000, in a total not-to-exceed amount of $19,400,000 for all years). RFP INFORMATION This Request for Proposals (RFP) is to supply primary 15kV, secondary 600V insulated service cable, and multi-conductor substation control cable. The service cable is a key component in Denton Municipal rical service to its customers. The service cable will be used to replace existing underground cable that has failed and to extend service to new residential, commercial, and industrial customers. Multi-conductor substation control cable is utilized solely within substations between equipment for AC and DC equipment power, and system monitoring, metering, and control. The control cable will be used to interconnect devices (i.e. relays, circuit breakers, transformers, switches, etc.) for interaction and retrieval of information. These items will be carried in the Distribution Center Working Capital inventory. The items are stocked by the Distribution Center and used as needed. Volatility in copper and aluminum prices have made it mandatory and prudent that a procurement method be crafted that recognizes the reality of conditions in the marketplace and also minimizes cost exposure by locking in projected quantities. The unit prices recommended for award are based upon published third- party indices for raw materials provided in the specifications. Throughout the contract, the prices will adjust (increase or decrease) based upon the previous moLine Items 1-22 of the pricing evaluation will adjust based upon the current raw material price at the time the order is placed and accepted. Request for proposals was sent to 143 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Five (5) proposals were received and evaluated based upon published criteria including performance, lead time, compliance with specifications, and price. Based upon this evaluation, multiple vendors were ranked the highest and determined to be the best value for the City. RECOMMENDATION Award a contract with Techline, Inc. for supply of electric utility underground cable (Exhibit 2, SectionsA & C) in a five (5) year not-to-exceed amount of $18,000,000. Award a contract with Stuart C. Irby Company for supply of substation cable (Exhibit 2, Section B) in a five (5) year not-to-exceed amount of $1,400,000. PRINCIPAL PLACE OF BUSINESS Techline, Inc. Stuart C. Irby Company Fort Worth, TX Fort Worth, TX ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract with the sole option of the City of Denton to extend as needed, not to exceed a total of six (6) months, with all terms and conditions remaining the same. FISCAL INFORMATION These items will be funded out of the Distribution Center Working Capital account and charged back to the using department. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Organizational Excellence Related Goal: 2.3 Promote superior utility services and City facilities EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Staff Presentation Exhibit 4: Ordinance and Contracts Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Laura Hermosillo at 349-8438 Legal point of contact: Mack Reinwand at 940-349-8333. ORDINANCE NO. __________________ AN ORDINANCE OF THE CITY OF DENTON, TEXAS, A TEXAS HOME-RULE MUNICIPAL CORPORATION, AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT FOR THE SUPPLY OF UNDERGROUND DISTRIBUTION CABLES AND SUBSTATION CONTROL CABLES FOR THE CITY OF DENTON DISTRIBUTION CENTER; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (RFP 6842-AWARDED TO THE LOWEST RESPONSIVE BIDDER FOR EACH LINE ITEM, TECHLINE, INC., FOR A FIVE (5) YEAR NOT-TO-EXCEED AMOUNT OF $18,000,000 AND STUART C. IRBY, FOR A FIVE (5) YEAR NOT-TO-EXCEED AMOUNT OF $1,400,000, IN A TOTAL NOT-TO-EXCEED AMOUNT OF $19,400,000 FOR ALL YEARS). WHEREAS, the City has solicited, received and evaluated competitive proposals for Electric Utility Underground and Substation Cable for the City of Denton; and WHEREAS, the City Manager or a designated employee has received and reviewed and recommended that the herein described proposals are the most advantageous to the City considering the relative importance of price and the other evaluation factors included in the request for proposals; and WHEREAS, the City Council has provided in the City Budget for the appropriation of funds to be used for the purchase of the materials, equipment, supplies or services approved and accepted herein; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. That the items in the following numbered request for proposal for materials, equipment, supplies or services, shown in Purchasing Agent, are hereby accepted and approved as being the most advantageous to the City considering the relative importance of price and the other evaluation factors included in the request for proposals. RFP NUMBER CONTRACTOR AMOUNT 6842 Techline, Inc. $18,000,000 6842 Stuart C. Irby $1,400,000 SECTION 2. That by the acceptance and approval of the above numbered items of the submitted proposals, the City accepts the offer of the persons submitting the proposals for such items and agrees to purchase the materials, equipment, supplies or services in accordance with the terms, specifications, standards, quantities and for the specified sums contained in the Proposal Invitations, Proposals, and related documents. City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-2146,Version:1 AGENDA CAPTION Consider approval of a resolution of the City of Denton creating an anti-bullying and anti-harassment policy for all City facilities and programs; and providing an effective date. City of DentonPage 1 of 1Printed on 12/7/2018 powered by Legistar© City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Public Affairs CM/ DCM/ ACM: Bryan Langley DATE: December 11, 2018 SUBJECT Consider approval of a resolution of the City of Denton creating an anti-bullying and anti-harassment policy for City facilities and programs; and providing an effective date. BACKGROUND During the August 14, 2018 City Council work s anticipated Human Rights Campaign (HRC) Municipal Equality Index (MEI) score and options to increase the MEI score. The City of Denton is one of 506 cities nation-wide that are rated by the HRC, a civil rights organization founded in 1980 representing the LGBTQ community, with over three million members and supports nation-wide. The MEI scorecard examines and rates how inclusive municipal laws, policies, and services are to the LGBTQ people who live and work in the community. During the August work session, direction was given to staff to develop an anti-bullying policy which could increase the MEI score by earning two bonus points. Following the work session, staff began to develop a comprehensive Anti-Bullying and Anti-Harassment Policy (Exhibit 3) working closely with Parks & Recreations, Libraries, and Legal and reviewing similar policies of other municipalities. This policy would be applicable to all individuals participating in City programs, and covers conduct that takes place in City facilities and on City property. Additionally, the policy pertains to usage of electronic technology and electronic communication that is used for bullying or harassment (i.e. cyber-bullying). The proposed Anti-Bullying and Anti-Harassment policy also defines what constitutes bullying and harassment and sets a clear standard for behavior in City programs and facilities. The draft policy as written was reviewed and approved by the internal Policy Review Committee made up of staff representatives from all departments. This policy has also been reviewed by staff at the Human Rights Commission to ensure that it would receive the two MEI bonus points even though it provides broader anti-bullying protections to all programs and facilities without being expressly for youth-serving programs. DISCUSSION As currently written, this policy prohibits bullying against any individual on the basis of race, color, religion, gender, sexual orientation, gender identity, age, disability status, national origin, genetics, or any protected classification under Federal or state law. The language for the list of protections was proposed to be consistent with other City policies, including the Equal Employment Opportunity Policy (100.01). During the December 4, 2018 City Council meeting, a Council Member proposed adding gender expression to the listed protections. In general, in law and policy, the broader term of could be understood and interprete is a difference between the two terms. The question is if the policy should specifically communicate that gender expression is covered and protected. Per the Human Rights Campaign, gender identity and gender expression are defined as: Gender Identity: An internal, deeply felt sense of being male, female, a blend of both or neither the same as or different from their sex assigned at birth. Gender Expression: How a person expresses their gender through outward presentation and The way that someone expresses their gender is not necessarily a clue as to how they identify their gender. The two can be different. Options for Consideration There are two options for City Council consideration: 1. Consider the proposed resolution and policy as written (gender identity). 2. Consider a revised resolution and policy that reflects new language to add gender expression. The language would be revised as follows with the added language bolded and underlined: This policy prohibits bullying against any individual on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, age, disability status, national origin, genetics, or any protected classification under Federal or state law. If this option is selected, staff would also recommend updating other City policies, including the Equal Employment Opportunity policy (100.01) and the Harassment Prevention/Workplace Abuse policy (108.10), to be consistent in the language used. Resolutions to update these policies could be brought back to Council in the next few weeks. Staff is prepared with a revised Anti-Bullying and Anti-Harassment resolution and policy for the December 11 meeting should Council wish to add the language for gender expression. Implementation of the Proposed Policy If approved by Council, staff is prepared to: Cgive contact instructions if someone experiences bullying. Add policy references to program registration forms. Provide training for staff on the new policy and establish departmental reporting procedures. The policy is broad enough to give staff the flexibility that is needed to implement additional educational methods and procedures as needed to ensure that individuals are not being bullied and are treated fairly within City programming and in City facilities. STRATEGIC PLAN RELATIONSHIP -oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Safe, Liveable & Family-Friendly Community Related Goal: 4.3 Provide quality, diverse, and accessible neighborhood services for the community EXHIBITS 1. Agenda Information Sheet 2. Resolution 3. Anti-Bullying and Anti-Harassment Policy 4. City of Denton 2018 Municipal Equality Index Scorecard 5. Presentation Respectfully submitted: Sarah Kuechler Director of Public Affairs Prepared by: Stuart Birdseye Management Analyst Reviewed by Legal: Stephanie Neal Assistant City Attorney CITY OF DENTON PAGE 1 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: SECTION: GENERAL POLICIES/PROCEDURES/DIRECTIVES 510.01 INITIAL EFFECTIVE DATE: SUBJECT: BULLYING PREVENTION IN CITY FACILITIES AND 12/4/18 PROGRAMMING LAST REVISION DATE: TITLE: ANTI-BULLYING AND ANTI-HARASSMENT POLICY POLICY STATEMENT The City of Denton acknowledges that all individuals have the right to participate fully in City programming, activities, and use of City facilities free from bullying and harassment. Bullying and harassment, like other harmful or violent behaviors, are forms of conduct that disrupt both a person’s ability to engage in development opportunities and the City’s ability to deliver services in a safe environment. The City of Denton prohibits bullying as defined in this policy against any individual on the basis of race, color, religion, gender, sexual orientation, gender identity, age, disability status, national origin, genetics, or any protected classification under Federal or state law. This policy is applicable to all individuals participating in City programs and activities and covers conduct that takes place in City facilities and on City property. This policy also pertains to usage of electronic technology and electronic communication that is used for bullying or harassment (i.e. cyber- bullying). DEFINITIONS “Bullying,” as described by the American Psychological Association, is a type of aggressive behavior where someone causes injury or discomfort intentionally and repeatedly to another person. We further define bullying as written, verbal, or physical conduct that adversely affects the ability of one or more person(s) to participate in or benefit from the City’s programs or activities by placing the individual in reasonable fear of physical or emotional harm. This includes conduct that is based on an individual’s actual or perceived race, color, national origin, sex, disability, sexual orientation, gender identity, religion, or any other distinguishing characteristics that may be defined by the City of Denton. This also includes association with a person or group with one or more of the above-mentioned characteristics, whether actual or perceived. Any use of electronic communication technology to bully or harass as defined in this policy is also prohibited under this policy. “Harassment” means unwelcome conduct that is based on race, color, religion, gender, sexual orientation, gender identity, age, disability status, national origin, genetics, or any protected classification under Federal or state law and the conduct is severe or pervasive enough to create an environment that a reasonable person would consider intimidating, hostile, or abusive. HR/POLICY/(#) APPROVED BY: (CITY MANAGER/NAME OR RESOLUTION/INCLUDE #) PAGE 2 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) REFERENCE NUMBER: ANTI-BULLYING AND ANTI-HARASSMENT POLICY 510.01 ADMINISTRATIVE DIRECTIVES 1.0 REPORTING PROCEDURES A.All allegations of bullying, harassment, or cyber-bullying can be reported to the designated City staff in writing or by email. Any individual may file such a report. B.Upon receipt of a complaint, City staff shall take such action(s) as they deem reasonable and appropriate based off of this policy and the specific department’s procedures. Reasonable and appropriate actions may include but are not limited to: a.Contacting individuals involved to determine whether an investigation should be pursued; b.Investigating the alleged incident of bullying, harassment, or cyber-bullying; c.Taking immediate steps, at the Department head’s discretion, to protect any involved individual pending completion of an investigation; and d.Taking action such as banning individuals from City programs or facilities if said individual is found to be in violation of this policy immediately following the conclusion of the investigation. C.Concerns of bullying, harassment, and cyber-bullying may be filed anonymously. However, exclusion from program participation generally cannot be taken based on an anonymous report alone. Anonymous reports will be investigated with the same procedure, timeliness, and vigor as other reports. D.City staff may also use this procedure to investigate complaints of retaliation or threats of retaliation which intimidate the victim of bullying or harassment. E.Any act or event involving potential criminal activity may be reported to the Denton Police Department or other law enforcement agencies as applicable. 2.0GENERAL PROVISIONS A.To the extent reasonably possible and when applicable, City departments shall notify participants of this policy and potential adverse actions which may include, but are not limited to: warnings; loss of opportunity to participate in City activities; being banned from specific programs or facilities; and loss of other privileges. B.Any City department taking adverse actions against an individual found in violation of this policy should evaluate whether it may be appropriate to notify any other City departments depending on the factual circumstances. PAGE 3 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) REFERENCE NUMBER: ANTI-BULLYING AND ANTI-HARASSMENT POLICY 510.01 C.City Department heads may take reasonable steps to implement ongoing professional development of staff members to prevent, identify, and respond to bullying, harassment, and cyber-bullying. D.City Departments heads may take reasonable steps to present the City and Department’s policy on bullying, harassment, and cyber-bullying to individuals participating in City programming or using City facilities. This may include instruction on how to prevent bullying, harassment, and cyber-bullying; the process for filing complaints; and the process/consequences that will result from the complaint. This policy may be included in registration forms, posted in City facilities, and on City department websites.