HomeMy WebLinkAbout25-342ORDINANCE NO. 25-432
AN ORDrNANCE OF THE CITY OF DENTON, A TEXAS HOME-RULE MUNICIPAL
CORPORATION, AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT
EXTENSION BETWEEN THE CITY OF DENTON AND DOXIN4 UTILITEC LLC, TO
CONTINUE UTILITY AND MISCELLANEOUS BILL PRrNT AND MAIL SERVICES FOR
THE CITY; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND
PROVIDING AN EFFECTIVE DATE (FILE 6975 – EXTENDING THE CONTRACT WITH
DOXIM UTILITEC LLC, FOR ONE (1) MONTH, WITH THE OPTION FOR TWO (2)
ADDITIONAL ONE (1) MONTH EXTENSIONS, IN THE TOTAL THREE (3) MONTH
TERM)
WHEREAS, Ordinance 19-2045 authorized a contract to Doxim Utilitec LLC for utility
and miscellaneous bill print and mail services, which is on file in the office of the Purchasing
Agent; and
WHEREAS, on August 6, 2024, Purchasing awarded a contract extension to Doxim
Utilitec LLC to expire on March 10, 2025; and
WHEREAS, the staff having recommended, and the City Manager having recommended
to the City Council that an extension to the existing purchasing authority approved by Ordinance
19-2045 be authorized between the City and Doxim Utilitec LLC, to extend the contract term for
one (1) month, with the option for two (2) additional one (1) month extensions, in the total three
(3) month term; and
WHEREAS, this procurement was undertaken as part of the City’s governmental function;
and
WHEREAS, the City Council finds that the action taken herein is in the public interest;
NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION 1. The findings and recitations contained in the preamble of this ordinance are
incorporated herein by reference.
SECTION 2. The authority to receive services from Doxim Utilitec LLC, authorized by
Ordinance 19-2045, is hereby extended under File 6975 for one (1) month, with the option for two
(2) additional one (1) month extensions, in the total three (3) month term.
SECTION 3. The City Council delegates the authority to the City Manager to take any
actions that may be required or permitted to be performed by the City of Denton under File 6975
to the City Manager or their designee.
SECTION 4: This ordinance shall become effective immediately upon its passage and
approval.
The motion to approve this ordinance was made by Brandon Chase McGee and
seconded by Joe Holland. This ordinance was passed and approved by the following vote [ 7 -
0]
Aye Nay Abstain Absent
Mayor Gerard Hudspeth:
Vicki Byrd, District 1 :
Brian Beck. District 2:
Paul Meltzer. District 3 :
Joe Holland. District 4:
Brandon Chase McGee, At Large Place 5 :
Jill Jester, At Large Place 6:
X
X
X
X
X
X
X
PASSED AND APPROVED this the 4th day of March, 2025.
GERARD HUDSPETH, MAYOR
ATTEST:
LAUREN THODEN, CITY SECRETARY I\\\tIll III/
B\ nn
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
BY:}y{aboe££oLuPDP&
Docusign Envelope ID: F7C60376-EE3B44DD-A46B-828257C18178
DENTON
Docusign City Council Transmittal Coversheet
6975RFP
File Name ut11ity & Mlsc B 111 Print & Mailing Services - Exte,si
Purchasing Contact Chrlst1 na DarmadY
City Council Target Date MARCH 4 ’ 2025
Piggy Back Option NO
Contract Expiration
Ordinance
JUNE 4, 2025
25-432
Docusign Envelope ID: F7C60376-EE3BJ14DD-A46B-828257C18178
THE STATE OF TEXAS §
§
§COUNTY OF DENTON
FIRST AMENDMENT TO CONTRACT
BY AND BETWEEN THE CITY OF DENTON, TEXAS
AND DOXIM UTILITEC, LLC (FILE 6975)
THIS FIRST AMENDMENT TO CONTRACT 6975 (this “Amendment”) by and
between the City of Denton, Texas (“City”) and Doxim Utilitec, LLC (“Contractor”) to
that certain contract executed on September 10, 2019, in the original not-to-exceed amount
of $1,951,725 (the “Original Agreement”); amended on August 6, 2024 for an additional
six (6) month extension (the “Extension Amendment“); (collectively, the First Informal
Amendment and the Original Agreement, the “Agreement”); for services related to utility
and miscellaneous bill print and mailing services.
WHEREAS, this Amendment incorporates any previously executed documents
between the parties including but not limited to pricing adjustments.
WHEREAS, the City deems it necessary to further expand the goods/services
provided by Contractor to the City; and
NOW THEREFORE, the City and Contractor (hereafter collectively referred to as the
“Parties”), in consideration of their mutual promises and covenants, as well as for other
good and valuable considerations, do hereby AGREE to the following Amendment, which
amends the following terms and conditions of the said Agreement, to wit:
1.This Amendment modifies the Agreement term as set forth in Exhibit A Section 2
as extended to provide for an additional one (1) month term beginning on the final
day of the current Agreement term. At the sole option of the City, this term may
be extended for two (2) additional one (1) month terms.
Each additional month as set forth in Section I will incur an additional $5,000 fee
for each additional month the City extends the term of this Agreement.
2.
The Parties hereto agree, that except as specifically provided for by this Amendment, that
all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations
of the Parties, set forth in the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the City and the Contractor, have each executed this
AmeTdmenbA7#}{ through their respective duly authorized representatives and officerson this date
“CONTRACTOR”
SCOTT BIEL, CHIEF REVENUE OFFICER
1
Docusign Envelope ID: F7C60376-EE3B44DD-A46B-828257C18178
“CITY”
CITY OF DENTON, TEXAS
A Texas Municipal Corporation
ATTEST:
LAUREN THODEN, CITY SECRETARY
DocuSigned by:
b gaIn&b 3W&b
D09D09CAD33D487
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
/ DocuSigned bF
Bl,Maru£IA£1Ahh
THIS AGREEMENT HAS BEEN
BOTH REVIEWED AND APPROVED
as to financial and operational
obligations and business terms.
Signed by
I CIIthaN J St„,fl„„A
“91@VA'YURE
Wi111am ] shepherd
PRINTED NAME
Execut1 ve Manager Bus1 ness Serv1 ces
TITLE
DM E
DEPARTMENT
Docusign Envelope ID: F7C60376-EE3Bz14DD-A46B428257C18178
Ddocusign
Certificate Of Completion
Envelope Id: 2C618DFF-EIC84EBl-91BF-E778BF4AOEOB
Subject: Please DocuSign: City Council Contract 6975 Utility & Misc Bill
Source Envelope
Document Pages: 3
Certificate Pages: 6
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC+)6:00) Central Time (US & Canada)
Status: Sent
Print & Mailing Services - Extension
Signatures: 1
Initials: 1
Envelope Originator:
Christina Dormady
901 B Texas Street
Denton, TX 76209
christina.dormady@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
2/20/2025 1 :12:04 PM
Holder: Christina Dormady
christina.dormady@cityofdenton.com
Location: DocuSign
Signer Events
Christina Dormady
christina.dormady@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Signature Timestamp
Sent: 2/20/2025 1:14:27 PM
Viewed: 2/20/2025 1:14:38 PM
Signed: 2/20/2025 1:14:57 PM
Completc '
Using IP Address: 198.49.140.10
Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 2/20/2025 1:15:00 PM
Viewed: 2/20/2025 1:54:41 PM
Signed: 2/20/2025 l:54:47 PM
Signature Adoption: Pre-selected Style
Using IP Address: 47.184.122.38
Signed using mobile
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Marcella Lunn
marcella.lunn@cityofdenton.com
Senior Deputy City Attorney
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 2/20/2025 1:54:49 PM
Viewed: 2/20/2025 2:39:03 PM
Signed: 2/20/2025 2:40:51 PM
Signature Adoption: Pre-selected Style
Using IP Address: 72.158.228.46
Signed using mobile
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Connie Muirhead
connie.muirhead@doxim.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 2/20/2025 2:54:15 PM
ID: b8e27633-2efe213d4-9917-bOca6084bea9
Sent: 2/20/2025 2:40:54 PM
Viewed: 2/20/2025 2:54:15 PM
William Shepherd
william.shepherd @cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 2/17/2025 4:M:56 PM
ID: c502e236-ab3e-4e6b-a727-eef25ec898ac
Docusign Envelope ID: F7C60376-EE3B-44DD-A46B-828257C18178
Signer Events
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sara Hensley
sara.hensley@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lauren Thoden
lauren.thoden@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events
Editor Delivery Events
Agent Delivery Events
Intermediary Delivery Events
Certified Delivery Events
Carbon Copy Events
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Gretna Jones
gretna.jones@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
City Secretary Office
citysecretary@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Autumn Perkins
Autumn.perkins@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Signature Timestamp
Signature
Status
Status
Status
Status
Status
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Sent: 2/20/2025 1:15:00 PM
Docusign Envelope ID: F7C60376-EE3B44DD-A46B-828257C18178
Carbon Copy Events Status Timestamp
Christa Foster
Christa.foster@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 12/30/2024 11 :06:46 AM
ID: ea2ef875-9af22le9b-8587-b76d801 16477
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status
Hashed/Encrypted
Timestamps
Envelope Sent 2/20/2025 1:14:27 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
Docusign Envelope ID: F7C60376-EE3B44DD-A46B-828257C18178 3 PM
Parties agreed to: Connie Muirhead, William Shepherd, Christa Foster
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Denton (we, us or Company) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically through your DocuSign, Inc.
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and conditions, please confirm your agreement by clicking the 'I agree’ button at the bottom of
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DocuSign system you will have the ability to download and print any documents we send to you
through your DocuSign user account for a limited period of time (usually 30 days) after such
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If you decide to receive notices and disclosures from us electronically, you may at any time
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If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
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All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or
made available to you during the course of our relationship with you. To reduce the chance of
you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
Docusign Envelope ID: F7C60376-EE3B44DD-A46B-828257C18178
How to contact City of Denton:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
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Docusign Envelope ID: F7C60376-EE3BJt4DD-A46B-828257C18178
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Ddocusign
Certificate Of Completion
Envelope Id: F7C60376-EE3B44DD-A46B-828257C18178
Subject: City Council Contract 6975 Utility & Misc Bill Print & Mailing Services - Extension
Status: Completed
Source Envelope:
Document Pages: 9
Certificate Pages: 5
AutoNav: Enabled
Envelopeld Stamping: Enabled
Signatures: 3
Initials: 0
Envelope Originator:
Christina Dormady
901 B Texas Street
Time Zone: (UTC-06:00) Central Time (US & Canada)
Denton, TX 76209
christina.dormady@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
2/21/2025 8:33:49 AM
Holder: Christina Dormady
christina.dormady@cityofdenton.com
Location: DocuSign
Signer Events
William J Shepherd
william.shepherd@cityofdenton.com
Executive Manager Business Services
Security Level: Email, Account Authentication
(None)
Signature Timestamp
Sent: 2/21/2025 8:37:57 AM
Viewed: 2/21/2025 9:29:24 AM
Signed: 2/21/2025 9:30:04 AM
Signature Adoption: Pre-selected Style
Using IP Address: 47.160.13.210
Electronic Record and Signature Disclosure:
Accepted: 2/21/2025 9:29:24 AM
ID: 53a42b49-9ce0-46c1 -9426-a34268f971 ed
Cheyenne Defee
Cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
Completed Sent: 2/21/2025 9:30:07 AM
Viewed: 3/5/2025 9:55:04 AM
Signed: 3/5/2025 10:20:09 AM
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Using IP Address: 198.49.140.10
Sara Hensley
sara.hensley@cityofdenton.com
City Manager
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 3/5/2025 10:20:11 AM
Viewed: 3/5/2025 12:16:25 PM
Signed: 3/5/2025 12:16:32 PM
Signature Adoption: Pre-selected Style
Using IP Address: 45.231.170.218
Signed using mobile
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Lauren Thoden
lauren.thoden@cityofdenton.com
City Secretary
Security Level: Email, Account Authentication
(None)
'Docu8ioned bF
I MAth :bwth
D09D09CAD33D487.
Sent: 3/5/2025 12:16:35 PM
Viewed: 3/5/2025 12:18:49 PM
Signed: 3/5/2025 12:19:39 PM
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status
Status
Timestamp
Certified Delivery Events Timestamp
Carbon Copy Events
Gretna Jones
gretna.jones@cityofdenton.com
Legal Secretary
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Status
rI COPIED_
Timestamp
Sent: 2/21/2025 9:30:06 AM
Viewed: 2/21/2025 9:47:44 AM
City Secretary Office
citysecretary@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via Docusign
':,,,jPIED Sent: 3/5/2025 12:19:41 PM
Viewed: 3/6/2025 2:59:40 AM
Autumn Perkins
Autumn.perkins@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via Docusign
I
L eOPiEP Sent: 3/5/2025 12:19:42 PM
Viewed: 3/6/2025 3:34:25 AM
Christa Foster
Christa.foster@cityofdenton.com
Customer Service Manager
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 12/30/2024 1 1 :06:46 AM
ID: ea2ef875-9af2-4e9b-8587-b76d801 16477
COPIED Sent: 3/5/2025 12:19:43 PM
Witness Events Signature
Signature
Timestamp
Notary Events Timestamp
Envelope Summary Events
Envelope Sent
Envelope Updated
Envelope Updated
Certified Delivered
Signing Complete
Completed
Status Timestamps
2/21/2025 8:37:57 AM
3/5/2025 10:19:18 AM
3/5/2025 10:19:18 AM
3/5/2025 12:18:49 PM
3/5/2025 12:19:39 PM
3/5/2025 12:19:43 PM
Hashed/Encrypted
Security Checked
Security Checked
Security Checked
Security Checked
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Payment Events Status Timestamps
Electronic Record and Signature Disclosure
Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM
Parties agreed to: William J Shepherd, Christa Foster
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Denton (we, us or Company) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically through your DocuSign, Inc.
(DocuSign) Express user account. Please read the information below carefully and thoroughly,
and if you can access this information electronically to your satisfaction and agree to these terms
and conditions, please confirm your agreement by clicking the ’I agree’ button at the bottom of
this document.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. For such copies, as long as you are an authorized user of the
DocuSign system you will have the ability to download and print any documents we send to you
through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper copies of
any such documents from our office to you, you will be charged a §O.00 per-page fee. You may
request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign ’Withdraw Consent’ form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign Express user account to receive required notices and consents electronically from us
or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or
made available to you during the course of our relationship with you. To reduce the chance of
you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
P
How to contact City of Denton:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: purchasing@cityofdenton.com
To advise City of Denton of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at melissa.kraft@cityofdenton.com
and in the body of such request you must state: your previous e-mail address, your new e-mail
address. We do not require any other information from you to change your email address..
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper copies from City of Denton
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an e-mail to purchasing@cityofdenton.com and in
the body of such request you must state your e-mail address, full name, US Postal address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of Denton
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to purchasing@cityofdenton.com and in the body of such request you
must state your e-mail, full name, IS Postal Address, telephone number, and account
number. We do not need any other information from you to withdraw consent.. The
consequences of your withdrawing consent for online documents will be that transactions
may take a longer time to process..
Required hardware and software
Operating Systems
Browsers (for SENDERS):
Browsers (for SIGNERS):
r
I
mlet Explorer 6.0?, Mozilla FireFox 1.0
7.2 (or aboveNetS
c
800 x 600 minimum
Email
Screen Resolution
Enabled Security Settings
•Allow per session cookies
•Users accessing the internet behind a Proxy
Server must enable HTTP 1.1 settings via
roxy connectIon
## These minimum requirements are subject to change. If these requirements change, we will
provide you with an email message at the email address we have on file for you at that time
providing you with the revised hardware and software requirements, at which time you will
have the right to withdraw your consent.
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save it for your future reference and access. Further, if you consent to receiving notices and
disclosures exclusively in electronic format on the terms and conditions described above,
please let us know by clicking the 'I agree' button below.
By checking the 'I Agree' box, I confirm that:
• I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
• I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
• Until or unless I notify City of Denton as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to me by City of Denton during the course of my relationship with you.