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Home My WebLink AboutNovember 3, 2009 Agenda AGENDA CITY OF DENTON CITY COUNCIL November 3, 2009 After determining that a quorum is present, the City Council of the City of Denton, Texas will convene in a Work Session on Tuesday, November 3, 2009 at 4:30 p.m. in the Council Work Session Room at City Hall, 215 E. McKinney Street, Denton, Texas at which the following items will be considered: WORK SESSION 1.Requests for clarification of agenda items listed on the agenda for November 3, 2009. 2.Receive a report, hold a discussion and give staff direction regarding the draft Handbook for Boards, Commissions, and Council Committees. 3.Receive a report, hold a discussion and give staff direction on Redistricting due to the upcoming census and annexation of additional areas into the City of Denton. Following the completion of the Work Session, the City Council will convene in a Closed Meeting to consider specific items when these items are listed below under the Closed Meeting section of this agenda. When items for consideration are not listed under the Closed Meeting section of the agenda, the City Council will not conduct a Closed Meeting and will convene at the time listed below for its regular or special called meeting. The City Council reserves the right to adjourn into a Closed Meeting on any item on its Open Meeting agenda consistent with Chapter 551 of the TEXAS GOVERNMENT CODE, as amended, as set forth below. CLOSED MEETING 1.Closed Meeting: A. Deliberations regarding Certain Public Power Utilities: Competitive Matters – Under Texas Government Code, Section 551.086; Consultation with Attorneys – Under Texas Government Code, Section 551.071. 1. Discuss and deliberate the status of pending mediation efforts regarding several public power issues involved with the Texas Municipal Power Agency litigation described below and receive a briefing from a City representative. Receive a briefing and status report from the City’s attorneys regarding the litigation entitled Ex Parte Texas Municipal Power th Agency,Cause No. D-1-GN-08-003426, pending in the 126 Judicial District Court in and for Travis County, Texas; as well as Ex Parte Texas st Municipal Power Agency – II, Cause No.D-1-GN-08-003693, in the 261 Judicial District Court in and for Travis County, Texas; and the Texas Municipal Power Agency,Plaintiff v. City of Bryan, Texas,Defendant, Counter-Plaintiff and Third-Party Plaintiff; v. City of Denton, Texas and City of Garland, Texas, Third-Party Defendants, Cause No. 28169, now th pending in the 506 Judicial District Court in and for Grimes County, Texas. Discuss and deliberate and provide the attorneys with direction. A public discussion of these legal matters would conflict with the duty of the City’s attorneys to the City Council under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas. City of Denton City Council Agenda November 3, 2009 Page 2 B. Deliberations regarding Real Property – Under Texas Government Code Section 551.072; Consultation with Attorney – Under Texas Government Code Section 551.071. 1. Discuss, deliberate and receive information from staff and provide staff with direction pertaining to the grant of property within the Denton Rail Corridor to the DART, the limits of said corridor being all that certain lot, tract or parcel of land described in that certain Quitclaim Deed from Missouri Pacific Railroad Company to the City of Denton, Texas dated August 9, 1993, and filed on August 24, 1993, as Clerk No 93-R0058485 in the Real Property Records of Denton County, Texas; and also being that same property described in that certain Correction Quitclaim Deed, dated June 1, 2001 and filed for record in the Real Property Records of Denton County, Texas as Volume 4857, Page 020211 where such deliberation in an open meeting would have a detrimental effect on the position of the City Council in negotiations with DCTA. Consultation with the City’s attorneys regarding legal issues associated with the granting of said property above described where a public discussion of these legal matters would clearly 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. ANY FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A CLOSED MEETING WILL ONLY BE TAKEN IN AN OPEN MEETING THAT IS HELD IN COMPLIANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551, EXCEPT TO THE EXTENT SUCH FINAL ACTION, DECISION, OR VOTE IS TAKEN IN THE CLOSED MEETING IN ACCORDANCE WITH THE PROVISIONS OF §551.086 OF THE TEXAS GOVERNMENT CODE (THE ‘PUBLIC POWER EXCEPTION’). THE CITY COUNCIL RESERVES THE RIGHT TO ADJOURN INTO A CLOSED MEETING OR EXECUTIVE SESSION AS (THE TEXAS OPEN MEETINGS ACT) ON ANY AUTHORIZED BY TEX. GOV’T. CODE, §551.001, ET SEQ. ITEM ON ITS OPEN MEETING AGENDA OR TO RECONVENE IN A CONTINUATION OF THE CLOSED MEETING ON THE CLOSED MEETING ITEMS NOTED ABOVE, IN ACCORDANCE WITH THE TEXAS OPEN MEETINGS ACT, INCLUDING, WITHOUT LIMITATION §551.071-551.086 OF THE TEXAS OPEN MEETINGS ACT. Regular Meeting of the City of Denton City Council at 6:30 p.m. in the Council Chambers at City Hall, 215 E. McKinney Street, Denton, Texas at which the following items will be considered: REGULAR MEETING 1. PLEDGE OF ALLEGIANCE A. U.S. Flag B. Texas Flag “Honor the Texas Flag – I pledge allegiance to thee, Texas, one state under God, one and indivisible.” 2. PROCLAMATIONS/PRESENTATIONS A.Proclamations/Awards City of Denton City Council Agenda November 3, 2009 Page 3 3. CONSENT AGENDA Each of these items is recommended by the Staff and approval thereof will be strictly on the basis of the Staff recommendations. Approval of the Consent Agenda authorizes the City Manager or his designee to implement each item in accordance with the Staff recommendations. The City Council has received background information and has had an opportunity to raise questions regarding these items prior to consideration. Citizens may speak on items listed on the Consent Agenda. A Request to Speak Card should be completed and returned to the City Secretary before Council considers the Consent Agenda. Citizen comments on Consent Agenda items are limited to three minutes. Listed below are bids, purchase orders, contracts, and other items to be approved under the Consent Agenda (Agenda Items A – Z). This listing is provided on the Consent Agenda to allow Council Members to discuss or withdraw an item prior to approval of the Consent Agenda. If no items are pulled, Consent Agenda Items A – Z below will be approved with one motion. If items are pulled for separate discussion, they may be considered as the first items following approval of the Consent Agenda. A. Consider adoption of an ordinance of the City of Denton, Texas approving and authorizing the City Manager to execute an Interlocal Assistance Agreement between the City of Denton, City of Arlington, City of Dallas, City of Fort Worth, City of Garland, City of Irving, City of Mesquite, City of Plano, the Northeast Fire Department Association, and the Dallas/Fort Worth Airport for explosive render safe operations and explosion investigation; and declaring an effective date. B.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Central Business District Association of Denton, Texas, d/b/a Denton Main Street Association for the payment and use of Hotel Tax Revenue; and providing an effective date. ($24,500) The Hotel Occupancy Tax Committee recommends approval (2-0). C.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Air Fair, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($10,900) The Hotel Occupancy Tax Committee recommends approval (2-0). D.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Chamber of Commerce (Convention and Visitor Bureau) for the payment and use of Hotel Tax Revenue; and providing an effective date. ($692,380) The Hotel Occupancy Tax Committee recommends approval (2-0). E.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Community Theatre, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($24,500) The Hotel Occupancy Tax Committee recommends approval (2-0). City of Denton City Council Agenda November 3, 2009 Page 4 F.Consider adoption of an ordinance authorizing the City Manager to execute an Interlocal Agreement between the City of Denton and Denton County for the payment and use of Hotel Tax Revenue in support of the Courthouse-on-the- Square, the Bayless-Selby House, African American Museum, Old No. 14 Fire House, Elm Ridge Church, Welcome Center and Outhouse Museums; and providing an effective date. ($104,420) The Hotel Occupancy Tax Committee recommends approval (2-0). G.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Festival Foundation for the payment and use of Hotel Tax Revenue; and providing an effective date. ($88,200) The Hotel Occupancy Tax Committee recommends approval (2-0). H.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Holiday Festival Association, Inc. for the payment and use of Hotel Tax Revenue; and provide an effective date. ($8,135) The Hotel Occupancy Tax Committee recommends approval (2-0). I.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Greater Denton Arts Council for the payment and use of Hotel Tax Revenue to promote tourism and the convention and hotel industry; and providing an effective date. ($125,440) The Hotel Occupancy Tax Committee recommends approval (2-0). J.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and Denton Dog Days, Inc. for the payment and use of Hotel Tax Revenue, and providing an effective date. ($15,535) The Hotel Occupancy Tax Committee recommends approval (2-0). K.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the North Texas State Fair Association for the payment and use of Hotel Tax Revenue; and providing an effective date. ($78,400) The Hotel Occupancy Tax Committee recommends approval (2-0). L.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Tejas Storytelling Association, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($53,900) The Hotel Occupancy Tax Committee recommends approval (2-0). M.Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Black Chamber of Commerce for the payment and use of Hotel Tax Revenue; and providing an effective date. ($17,650) The Hotel Occupancy Tax Committee recommends approval (2-0). City of Denton City Council Agenda November 3, 2009 Page 5 N.Consider approval of a resolution reviewing and adopting revisions to the Investment Policy regarding funds for the City of Denton; and providing an effective date. The Audit/Finance Committee recommends approval (3-0). O.Consider approval of a resolution of the City Council of the City of Denton authorizing the investment of public funds in the Texas Short Term Asset Reserve Program (“TexSTAR”), a Texas Local Government Investment Pool; Delegating authority to invest funds and act as custodian of investments purchased with local investment funds to TexSTAR; providing for the investment of public funds consistent with the Public Funds Investment Act and the City’s Investment Policy; designating authorized representatives; authorizing the Mayor to execute the participation agreement; and providing for an effective date. (The Audit/Finance Committee recommends approval (3-0). P.Consider adoption of an ordinance of the City of Denton, Texas to declare the intent to reimburse expenditures from the Unreserved Fund Balance of the Electric Fund with Utility Bonds with an aggregate maximum principal amount equal to $6,803,292 to facilitate Denton Municipal Electric funding of ongoing capital expenditures for expansion of the distribution and transmission electric facilities. Q.Consider approval of a resolution allowing the Denton Community Theatre to be the sole participant allowed to sell alcoholic beverages at the Beaujolais on November 19, 2009, upon certain conditions; authorizing the City Manager or his designee to execute an agreement in conformity with this resolution; and providing for an effective date. R.Consider adoption of an ordinance of the City of Denton authorizing the City Manager or his designee to execute a purchase order through the Texas Association of School Boards (TASB) and Buy Board Cooperative Purchasing Network for the acquisition of eight vehicles for the City of Denton Utility Fund Departments by way of an Interlocal Agreement with the City of Denton; and providing an effective date (File 4460–Interlocal Agreement for the purchase of Utility Fund Vehicles and Equipment awarded to multiple vendors as listed on Exhibit A in the amount of $318,475). The Public Utilities Board recommends approval (7-0). S.Consider adoption of an ordinance accepting competitive bids and awarding a public works contract for the construction of curb, gutter, and driveway structures and radiuses on Mulkey Lane; providing for the expenditure of funds therefor; and providing an effective date (Bid 3516–awarded to the lowest responsible bidder meeting specification, Floyd Smith Concrete, Inc. in the amount of $209,925.45). T.Consider adoption of an ordinance approving the expenditure of funds for the purchase of disk storage to expand the Compellant Storage Area Network (SAN) available from only one source in accordance with the provision for State Law exempting such purchases from requirements of competitive bids; providing for the expenditure of funds therefor; and providing an effective date (File 4426– Purchase of Disk Storage for Compellant Storage Area Network awarded to EST Group in the amount of $96,362). City of Denton City Council Agenda November 3, 2009 Page 6 U.Consider adoption of an ordinance of the City Council of the City of Denton, Texas, approving guidelines for operation of the City of Denton Home Improvement Program and eligibility criteria; authorizing expenditures in excess of $50,000 for projects meeting program guidelines and criteria; and providing for an effective date. V.Consider adoption of an ordinance of the City of Denton, Texas amending Section 15-36 of the Code of Ordinances of the City of Denton, clarifying provisions relating to the enforcement of Fair Housing complaints, providing for severability and an effective date. W.Consider adoption of an ordinance approving an Interlocal Participation Agreement between the City of Denton and Public Employee Benefits Alliance for the provision of employee benefits; and declaring an effective date. X.Consider adoption of an ordinance of the City Council of the City of Denton, Texas, changing Railroad Avenue to a one-way street heading south between McKinney Street/FM 426 and Hickory Street; providing for thirty-degree angle parking on the east and parallel parking on the west side of Railroad and providing a savings clause, providing a severability clause, providing a penalty not to exceed five hundred dollars; and declaring an effective date. The Mobility Committee recommends approval (3-0). Y.Consider adoption of an ordinance authorizing the City Manager to execute a First Amendment to Professional Services Agreement for engineering development review services by and between the City of Denton, Texas and Freese and Nichols, Inc.; providing for the expenditure of funds therefor; and providing an effective date ($100,000 further professional engineering services; totaling $387,518 of professional engineering services). Z. Consider the adoption of an ordinance of the City of Denton, Texas, extending the term of a right of entry and possession, dated March 3, 2009, as extended on May 5, 2009, as extended and expanded on June 23, 2009, as extended and expanded on September 1, 2009, as extended on September 15, 2009, and as extended and expanded on September 22, 2009 (as amended and extended, the “Right of Entry”) in favor of the Denton County Transportation Authority (DCTA) and authorizing DCTA to enter upon and take possession of certain real property of the City of Denton for the purpose of performing activity as described in the Right of Entry; and providing and effective date. 4. ITEMS FOR INDIVIDUAL CONSIDERATION Tabled A. – Consider adoption of an ordinance of the City of Denton, Texas approving an interlocal cooperation agreement and granting an easement to the DCTA on the Denton Branch Rail Trail for the purpose of building a public commuter rail line; and declaring an effective date. The Mobility Committee (Tabled from March 3, 2009) recommends approval (3-0). City of Denton City Council Agenda November 3, 2009 Page 7 B.Consider approval of a resolution nominating members to the Appraisal Review Board of the Denton Central Appraisal District; and declaring an effective date. C.Citizen Reports 1.Review of procedures for addressing the City Council. 2.Receive citizen reports from the following: a. Karl Klement regarding the impact of the day labor site on his laundry business. D. Under Section 551.042 of the Texas Open Meetings Act, respond to inquiries from the City Council or the public with specific factual information or recitation of policy, or accept a proposal to place the matter on the agenda for an upcoming meeting AND Under Section 551.0415 of the Texas Open Meetings Act, provide reports about items of community interest regarding which no action will be taken, to include: expressions of thanks, congratulations, or condolence; information regarding holiday schedules; an honorary or salutary recognition of a public official, public employee, or other citizen; a reminder about an upcoming event organized or sponsored by the governing body; information regarding a social, ceremonial, or community event organized or sponsored by an entity other than the governing body that was attended or is scheduled to be attended by a member of the governing body or an official or employee of the municipality; or an announcement involving an imminent threat to the public health and safety of people in the municipality that has arisen after the posting of the agenda. E. Possible Continuation of Closed Meeting under Sections 551.071-551.086 of the Texas Open Meetings Act. F. Official Action on Closed Meeting Item(s) under Sections 551.071-551.086 of the Texas Open Meetings Act. CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the City of Denton, Texas, on the ________day of ___________________, 2009 at ________o'clock (a.m.) (p.m.) __________________________________________ CITYSECRETARY NOTE: THECITYOFDENTONCITYCOUNCILCHAMBERSISACCESSIBLEIN ACCORDANCEWITHTHEAMERICANSWITHDISABILITIESACT.THECITYWILLPROVIDE SIGNLANGUAGEINTERPRETERSFORTHEHEARINGIMPAIREDIFREQUESTEDATLEAST 48HOURSINADVANCEOFTHESCHEDULEDMEETING.PLEASECALLTHECITY SECRETARY'SOFFICEAT349-8309ORUSETELECOMMUNICATIONSDEVICESFORTHE DEAF(TDD)BYCALLING1-800-RELAY-TXSOTHATASIGNLANGUAGEINTERPRETERCAN BESCHEDULEDTHROUGHTHECITYSECRETARY’SOFFICE. éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: City Manager’s Office CM/DCM/ACM: George C. Campbell, City Manager SUBJECT: Receive a report, hold a discussion and give staff direction regarding the draft Handbook for Boards, Commissions, and Council Committees. BACKGROUND: Prior to November 2006, the City Council had requested that staff prepare ordinances to formalize policies and procedures for each committee of the Council in order to provide consistency of practices throughout the council’s committee structure. At that time the staff was drafting individual ordinances for each committee. The City Manager requested that the Council allow him to delay the drafting of such ordinances in favor of addressing the practices in the form of a single, more comprehensive document that could be applied to all current and future City Council committees. The new document was also envisioned as compiling, again in one place, the Council’s expectations and procedural guidelines for Council appointed advisory boards and commissions. The purpose of the Handbook for Boards, Commissions and Council Committees is to consolidate basic information regarding boards, commissions, and council committees into one easy and convenient manual that will be provided to current appointees and used as a training tool for future appointees. Most of the material, policies and procedures in the handbook are taken from current code, ordinances, resolutions, administrative policy or the City Charter of which Council Members and Board, Commission and Committee members are already familiar. In the development of the handbook, some inconsistencies/conflicts between various codes, resolutions etc. were found that needed Council direction. In January 2008, the first draft of the handbook was shared with the City Council. Council was asked to provide direction regarding the conflicts and any additional comment and input that they may have. The direction and input resulted in several changes and modifications that have been incorporated into the handbook. A major objective of the effort has been to create a standard format for the creation of Council Committees because inconsistencies were found in the method of creation of the committees. Some committees were formed by resolution, some by ordinance and others by minute order. Duties and responsibilities of the committees, Council representation on the committees, and selection of committee chairs also varied in the creation documents. On June 16, 2009, the City Council approved Resolution No. R2009-015 re-establishing all Council committees with the exception of the Agenda Committee which will remain as a creation of the Rules of Procedure adopted by ordinance, and the Investment Committee, the duties of which were consolidated into the Audit/Finance Committee. The resolution accomplished the following: re-established all existing City Council Committees (except the two mentioned above) to include three (3) members outlined the duties and purpose for each committee established membership and chairmanship selection of each committee provided for ex-officio members effectively repealed previous resolutions establishing City Council Committees On July 21, 2009, City Council held a Work Session discussion regarding Ordinance No. 2008- 159 amending Section 2-29 of the City Code relating to Rules of Procedure for the City Council. As a result of Council’s prior review of the draft handbook and the changes approved as to the formation of Council Committees, the Council Rules of Procedure required updating to accurately reflect current Council procedure. Initially, staff focused on Section 8. Creation of Committees, Boards and Commissions to make certain that the manual accurately reflected Council’s approved procedures. During the review, other areas of the ordinance were found to be too specific as to time and order of business or in need of clarification or updating due to legislation changes. On August 4, 2009, the City Council adopted Ordinance No. 2009-174 amending Section 2-29 of the City Code relating to Rules of Procedure for the City Council. All recommended changes have been incorporated in the draft handbook. The Legal Department has reviewed the handbook and provided their feedback. RECOMMENDATIONS: Staff recommends a resolution adopting the handbook and incorporating any suggested changes be brought to the November 17, 2009, Council Meeting for approval. 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Ü·®»½¬±® Û¬¿¾´·¸»¼ ¾§ ïçéê Ð±©»® Í¿´» ß¹®»»³»²¬ °®±ª·¼·²¹ º±® ¿ ¾±¿®¼ ©·¬¸ »·¹¸¬ ³»³¾»®ô ¬©± ¿°°±·²¬»¼ ¾§ ¬¸» Ü»²¬±² Ý·¬§ Ý±«²½·´ò Ý·¬§ Ó»³¾»®¸·° Ì©± ®»°®»»²¬¿¬·ª» ¿°°®±ª»¼ ¾§ ¬¸» ½·¬§ ½±«²½·´ ©¸± ³¿§ô ¾«¬ ²»»¼ ²±¬ ²»½»¿®·´§ ¾»ô ³»³¾»® ±º ¬¸» ½·¬§ ½±«²½·´ ¿²¼ñ±® ¬¸» Ð«¾´·½ Ë¬·´·¬·» Þ±¿®¼ Ð«®°±» ß·¬ ·² »¬¿¾´·¸·²¹ °±´·½·»ô »¬¬·²¹ ®»¹«´¿¬·±²ô ¿²¼ ±ª»®»»·²¹ ¬¸» ¿¼³·²·¬®¿¬·±² ¿²¼ ³¿²¿¹»³»²¬ ±º ¬¸» ¿¹»²½§ ¿ ©»´´ ¿ ¿°°®±ª·²¹ ¿²¼ ¿«¼·¬·²¹ ¬¸» ¾«¼¹»¬ò ëí ëì ëë ëê ëé ëè ëç êð êï êî êí êì êë êê êé êè êç éð éï éî éí éì éë éê éé éè éç èð èï èî èí èì èë ADA/EOE/ADEA TDD: (800) 735-2989 www.cityofdenton.com Published11/2009 AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Fire Department ACM: Fred Greene SUBJECT Consider adoption of an ordinance of the City of Denton, Texas approving and authorizing the City Manager to execute an Interlocal Assistance Agreement between the City of Denton, City of Arlington, City of Dallas, City of Fort Worth, City of Garland, City of Irving, City of Mesquite, City of Plano, the Northeast Fire Department Association, and the Dallas/Fort Worth Airport for explosive render safe operations and explosion investigation; and declaring an effective date. BACKGROUND EOD interlocal assistance will allow for regional response to explosive and terrorism type events. This A explosive/terrorist events and assist one another in the mitigation of these occurrences. Currently each of the ten, (10) area Bomb Squads have federally funded equipment through the Homeland Security Grant Program. Each squad is responsible for certain geographical areas. The Denton Fire Department Bomb Squad is responsible for several northern counties, including Denton. With the passage of this Agreement we will be able to pool our resources and manpower to safely and efficiently mitigate these events. All of our equipment is interchangeable and we have all received joint training in response and deployment of this equipment. Each squad has a federal partner such as the FBI and ATF that assists with technical knowledge and federal jurisdiction. This Agreement will put in place a system whereby our efforts will be unified and consistent throughout the metroplex and north Texas. FISCAL INFORMATION All EOD interlocal assistance will be budget and reimbursement from the Federal Government. EXHIBITS Proposed Ordinance Respectfully submitted, Ross Chadwick Fire Chief éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Central Business District Association of Denton, Texas, dba Denton Main Street Association for the payment and use of Hotel Tax Revenue; and providing an effective date. ($24,500 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $24,500 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Air Fair, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($10,900 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $10,900 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Chamber of Commerce (Convention and Visitor Bureau) for the payment and use of Hotel Tax Revenue; and providing an effective date. ($692,380 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $692,380 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Community Theatre, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($24,500 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $24,500 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Interlocal Agreement between the City of Denton and Denton County for the payment and use of Hotel Tax Revenue in support of the Courthouse-on-the-Square, the Bayless-Selby House, African American, Old No. 14 Fire House, Elm Ridge Church, Welcome Center and Outhouse Museums; and providing an effective date. ($104,420 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this agency is $104,420 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Festival Foundation for the payment and use of Hotel Tax Revenue; and providing an effective date. ($88,200 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $88,200 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Holiday Festival Association, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($8,135 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the council Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $8,135 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Greater Denton Arts Council for the payment and use of Hotel Tax Revenue to promote tourism and the convention and hotel industry; and providing an effective date. ($125,440 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $125,440 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and Denton Dog Days, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($15,535 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $15,535 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the North Texas State Fair Association for the payment and use of Hotel Tax Revenue; and providing an effective date. ($78,400 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $78,400 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Tejas Storytelling Association, Inc. for the payment and use of Hotel Tax Revenue; and providing an effective date. ($53,900 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $53,900 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance authorizing the City Manager to execute an Agreement between the City of Denton and the Denton Black Chamber of Commerce for the payment and use of Hotel Tax Revenue; and providing an effective date. ($17,650 Hotel Occupancy Tax Committee recommends approval 2-0) BACKGROUND This organization is recommended to receive funding from the Hotel Occupancy Tax funds. This contract is for a thirteen month term beginning January 1, 2010 through midnight January 31, 2011. Allocations are dependent upon requests for funding, as well as availability of revenues. PRIOR ACTION/REVIEW The Hotel Occupancy Tax Committee reviewed all budget applications and recommended allocations to the City Council during the Work Session on August 6, 2009. FISCAL INFORMATION The Hotel Occupancy Tax allocation for this organization is $17,650 for FY 2009-2010 and has been included in the Annual Program of Services. EXHIBITS Ordinance Contract Respectfully submitted: Bryan Langley Director of Finance éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune _____________________________________________________________________________ SUBJECT Consider approval of a resolution reviewing and adopting revisions to the Investment Policy regarding funds for the City of Denton; and providing an effective date. The Audit/Finance Committee recommends approval (3-0). BACKGROUND Since at least 1996 the City of Denton has had a formal Investment Policy to guide decision making for after, and in compliance with, the provisions of the Public Funds Investment Act (PFIA) of Texas Government Code Chapter 2256. In accordance with the Code, and in order of until they mature, making any temporary gains and losses unlikely to be realized. The general investment strategy, while taking into account the current interest rate environment, is to ladder out securities to meet cash flow needs. At least annually, the City Council and the Audit/Finance Committee are requested to review and approve the Investment Policy per the PFIA. The focus of the revisions is to clarify the language in the Policy, improve the overall management of the investment portfolio, and to reflect any procedural or administrative changes. It is important to note, concerning revisions to the Policy, that the overall investment strategy has not changed. The key elements of the proposed changes are outlined below. The revised Investment Policy reflects the elimination of the formal Investment Committee (composed of Council members and staff) and transfers the investment oversight duties to the Audit/Finance Committee. There will continue to be an informal committee composed of staff cuss investment related matters on a quarterly basis. The City has completed the conversion to an internal investment pool and this is now reflected in the Policy. The conversion to an internal investment pool provides for a more equitable distribution of investment earnings among funds, more accurate and timely reporting, improved investment management, and a reduction in staff time. It is important to note that although fund monies may be combined into a single asset portfolio for investment purposes, proportional fund ownership of the pool is still accounted for. Agenda Information Sheet November 3, 2009 Page 2 Other smaller revisions incorporated into the Policy include: 1) Allowance for escrowed funds to be managed outside the investment pool. 2) Clarification of quarterly report distribution. 3) Reference to flexible repurchase agreements in the Authorized Investments section of the Policy. 4) Definition of investment pool liquidity. 5) Assignment of financial due diligence for reviewing broker/dealers and certifying the Investment Policy to the investment advisor. 6) Acceptance of U.S. Treasury Inflation Protected Securities as collateral for bank deposits. approved the revised Investment Policy. RECOMMENDATION Staff recommends approval of Investment Policy 403.06 with the recommended changes. PRIOR ACTION/REVIEW (Council, Boards, Commissions) On February 3, 2009, the Investment Committee reviewed and unanimously approved revisions On March 3, 2009, the City Council approved a resolution adopting the revised Investment Policy. On October 20, 2009, the Audit/Finance Committee reviewed and unanimously approved olicy. EXHIBITS 1) Red lined Investment Policy 2) Resolution Respectfully submitted: Bryan Langley Director of Finance CITY OF DENTON Page 1 of 15 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE FINANCE POLICIES REFERENCE NUMBER: SECTION: 403.06 INITIAL EFFECTIVE DATE: INVESTMENTS SUBJECT: 02/17/87 REVISION DATE: INVESTMENT POLICY 0311/03/09 TITLE: I.PURPOSE It is the objective of the City of Denton to invest public funds in a manner which will provide maximum security and the best commensurate yield while meeting the daily cash flow demands of the City and conforming to all federal, state and local statutes, rules and regulations governing the investment of public funds. This Policy serves to satisfy the statutory requirements of defining and adopting a formal investment policy. The Policy and investment strategies shall be reviewed annually by the Audit/FinanceInvestment Committee and City Council who will formally approve any modifications. This Investment Policy, as approved, is in compliance with the provisions of the Public Funds Investment Act of Tex. Gov’t. Code Chapter 2256. II.SCOPE A.This Investment Policy applies to the investment activities of the City of Denton, Texas. The specific funds cited hereafter inSection IID, shall be excluded from this Investment Policy. All financial assets of all funds, including the General Fund and any other accounts of the City not specifically excluded in these policy guidelines are included. These funds are accounted for in the City’s Comprehensive Annual Financial Report (CAFR). These funds, as well as funds that may be created from time-to-time, shall be administered in accordance with the provisions of this Policy. All funds will be pooled for investment purposes except for those listed under IIC. Currently the City employs a strategy developed for this pooled fund group that addressesthe varying needs, goals, and objectives of each fund by dividing blocks of securities into particular funds and employing inter-fund sales and purchases. Although not currently implemented, it is the City’s objective to combine the majority of its fund groups intoaninternal investment poolto facilitate investment management and allow for a more equitable allocation of interest earnings.This Policy is written with this goal in mind. Until an internal investment poolis realized, the City will continue with its current fund allocation process. In addition to this Policy, the investment of bond proceeds and other bond funds (including debt service and reserve funds) shall be governed and controlled by their governing ordinance and by the provisions of the Tax Reform Act of 1986, including all regulations and rulings promulgated there under applicable to the issuance of tax-exempt obligations. B.Funds covered by this Policy and managed as a pooled fund group: 1.General Fund - used to account for resources traditionally associated with government, which are not required to be accounted for in another fund. 2.Special Revenue Funds – used to account for the proceeds from specific revenue sources which are restricted to expenditures for specific purposes. Page 2 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 3.Debt Service Fund used to account for resources to be used for the payment of principal, interest and related costs on general obligation debt. 4.Capital Project Funds – used to account for resources to enable the acquisition or construction of major capital facilities which are not financed by enterprise funds, internal service funds, or trust funds. 5.Enterprise Funds – used to account for operations that are financed and operated in a manner similar to private business enterprises. 6.Internal Service Funds – used to account for the cost of providing goods or services between City departments. 7.Trust and Agency Funds – used to account for assets held by the City in a trustee capacity or as an agent for individuals, private organizations, other governments, and/or other funds. 8.New funds available for investment by the City, such as (but not limited to) resources associated with Public Improvement Districts or Tax Increment Financing zones, unless specifically excluded herein. C. Funds covered by this Policy and managed as separately invested assets: 1. Bond Funds – funds established with the proceeds from specific bond issues when it is determined that segregating these funds from the pooled funds’ portfolio will result in maximum interest earning retention under the provisions of the Tax Reform Act of 1986. 2. Bond Reserve Funds – funds set at prescribed levels by certain bond ordinances to pay principal and/or interest if required to prevent default. 3. Endowment Funds – funds given to the City with the instructions that the principal is to remain intact, unless otherwise agreed to, and the income generated by the investments will be used for specified purposes. 4. Trust or Escrowed Funds – funds held outside the City by a trust or escrow agent but belonging to the City. D. This Ppolicy shall not govern funds, which are managed under separate investment programs in accordance with the Tex. Gov’t. Code Sec. 2256.004. Such programs currently include all funds related to employee retirement programs, other funds established by the City for deferred employee compensation, and certain private donations. The City shall and will maintain responsibility for these funds to the extent required by Federal and State Law, the City Charter, and donor stipulations. III.INVESTMENT OBJECTIVES & STRATEGIES It is the policy of the City that, giving due regard to the safety and risk of investments, all available funds shall be invested in conformance with State and Federal Regulations, applicable Bond Ordinance requirements, adopted Investment Policy and adopted Investment Strategies. Page 3 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 In accordance with the Public Funds Investment Act, the following prioritized objectives (in order of importance) in accordance with the Tex. Gov’t. Code Sec. 2256.005(d) apply for each of the City’s investment strategies. Suitability A. – Understanding the suitability of the investment to the financial requirements of the City is important. Any investment eligible in the Investment Policy is suitable for all City funds. Safety B. – Preservation and safety of principal are the primary objectives of the Investment Policy. All investments will be in high quality securities with no perceived default risk. Liquidity C. – The City’s investment portfolio will remain sufficiently liquid to meet operating requirements that might be reasonably anticipated. Liquidity shall be achieved by matching investment maturities with forecasted cash flow requirements and by investing in securities with active secondary markets. Short-term investment pools and money market mutual funds provide daily liquidity and may be utilized as a competitive yield alternative to fixed income investments. Marketability D. – Securities with active and efficient secondary markets are necessary in the event of an unanticipated cash requirement. Historical market “spreads” between the bid and offer prices of a particular security type of less than a quarter of a percentage point shall define an efficient secondary market. Diversification E. – Investment maturities shall be staggered throughout the budget cycle to provide cash flow based on the anticipated needs of the City. Diversifying the appropriate maturity structure will reduce market cycle risk. Yield F. – Attaining a competitive market yield, commensurate with the City’s investment risk constraints and the cash flow characteristics of the portfolio, is the desired objective. The goal of the City’s investment portfolio is to regularly meet or exceed the average rate of return on U.S. Treasury Bills at a maturity level comparable to the portfolio’s weighted average maturity in days. The yield of an equally weighted, rolling six-month Treasury Bill portfolio shall be the minimum yield objective or “benchmark”. Six-month U.S. Treasury Bill information is derived from the Federal Reserve Statistical Release H.15 for constant maturities. A secondary objective will be to obtain a yield equal to or in excess of a local government investment pool or money market mutual fund. The first measure of success in this area will be the attainment of enough income to offset inflationary increases. Although steps will be taken to obtain this goal, the City’s staff will follow the “Prudent Person” statement relating to the standard of care that must be exercised when investing public funds as expressed in the Tex. Gov’t. Code Sec. 2256.006(a-b). The Investment Officers shall avoid any transactions that might impair public confidence in the City’s ability to govern effectively. The governing body recognizes that in diversifying the portfolio, occasional measured unrealized losses due to market volatility are inevitable, and must be considered within the context of the overall portfolio’s investment return, provided that adequate diversification has been implemented. The prudence of the investment decision shall be measured in accordance with the tests set forth in the Tex. Gov’t. Code Sec. 2256.006(b). Page 4 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 IV. INVESTMENT STRATEGY FOR SPECIFIC FUND GROUPS In order to better diversify, maximize interest earnings and otherwise meet stated objectives, fund groups may be combined into one or more internal investment pools. Although fund monies may be combined into a single asset portfolio, proportional fund ownership will be accounted for separately. The City maintains separate portfolios for some individual funds or groups of funds (as listed under Section II) that are managed in accordance with the terms of this Policy and by the corresponding investment strategies listed below. (It should be noted that until an internal investment pool is realized, the City will continue with its current fund allocation process.) Investment Pool Strategy A. – The City’s Investment Pool is an aggregation of the majority of City funds which includes tax receipts, enterprise fund revenues, fine and fee revenues, as well as some, but not necessarily all, bond proceeds, grants, gifts and endowments. This portfolio is maintained to meet anticipated daily cash needs for the City’s operations, capital projects and debt service. In order to ensure the ability of the City to meet obligations and to minimize potential liquidation losses, the dollar-weighted average stated maturity of the Investment Pool shall not exceed 1.5 years or 550 days. The objectives of this portfolio are to: 1.Ensure safety of principal by investing in only high quality securities for which a strong secondary market exists. 2.Ensure that anticipated cash flows are matched with adequate investment liquidity. 3. Limit market and credit risk through diversification. 4. Attain the best feasible yield commensurate with the objectives and restrictions set forth in this Policy by actively managing the portfolio to meet or exceed the six month moving average yield on a six month U.S. Treasury Bill as derived from the Federal Reserve Statistical Release H.15 for constant maturities. Bond Funds Strategy - B. Occasionally, separate non-pooled portfolios are established with the proceeds from bond sales in order to maximize earnings within the constraints of arbitrage regulations. The objectives of the portfolios are to: 1.Ensure safety of principal by investing in only high quality securities for which a strong secondary market exists. 2. Ensure that anticipated cash flows are matched with adequate investment liquidity. 3. Limit market and credit risk through diversification. 4. Attain the best feasible yield commensurate with the objectives and restrictions set forth in this Policy and the bond ordinance by actively managing the portfolio to meet or exceed the bond yield. Bond Reserve Fund Strategy C. – Non-pooled reserve funds for outstanding revenue bonds are set at levels required by their respective bond ordinances. These funds will be used to pay principal and/or interest, if required, to prevent default. Securities should be of high quality and, except as may be required by the bond ordinance specific to an individual issue, of short Page 5 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 to intermediate-term maturities with stated final maturities not exceeding five (5) years or a dollar weighted average maturity of 650 days or less. The objectives of the portfolios are to: 1.Ensure safety of principal by investing in only high quality securities for which a strong secondary market exists. 2. Create a dependable revenue stream from securities with a low degree of volatility. 3. Limit market and credit risk through diversification. 4. Attain the best feasible yield commensurate with the objectives and restrictions set forth in this Policy and the bond ordinance by actively managing the portfolio to meet or exceed the bond yield. Endowment Fund Strategy - D. Funds received as gifts to the City with instructions that the income generated by the investment of said funds be used for specified purposes are invested as separate non-pooled portfolios in order to maximize return. The objectives of the portfolios are to: 1.Ensure safety of principal by investing in only high quality securities for which a strong secondary market exists. 2. Ensure that anticipated cash flows are matched with adequate investment liquidity. 3. Limit market and credit risk through diversification. 4. Attain the best feasible yield commensurate with the objectives and restrictions set forth in this Policy. V. INVESTMENT COMMITTEE Members – The Investment Committee will consist of the City Manager, Assistant City Manager for Finance, Assistant City Manager for Utilities, City Attorney, Director of Finance, City Controller,Treasury & Debt Manager, Revenue & Treasury Analyst, and the City’s investment advisor.Director of Finance, Mayor, and one member of the City Council. The investment advisor is a non-voting member of the Investment Committee. Scope – The Investment Committee shall meet at least quarterly to determine general strategies, investment guidelines and to monitor results. Included in its deliberations will be such topics as: economic outlook, portfolio diversification, maturity structure, potential risk to the City’s funds, authorized broker/dealers (if applicable), and the target rate of return on the investment portfolio. Procedures - The Investment Committee shall provide minutes of its meetings. Any two members of the Investment Committee may request a special meeting, and four members shall constitute a quorum. The Investment Committee shall establish its own rules of procedures. VI. RESPONSIBILITY AND STANDARD OF CARE Delegation & Training A. – The management responsibility for the investment program is delegated to the Director of Finance, who shall establish written procedures for the operation of the investment program, consistent with this Investment Policy. Such procedures shall Page 6 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 include explicit delegation of authority to the individual(s) responsible for investment transactions. The primary individual who shall be involved in investment activities will be the Treasury & Debt Manager. The Treasury & Debt Manager may delegate the day to day activities to a responsible individual(s) who has received the appropriate training required by state statute. The Assistant City Manager who oversees financial operations, as well as the and Director of Finance are designated as the Investment Officers, pursuant to Tex Gov’t. Code Sec. 2256.005(f). Accordingly, the Investment Officers and persons authorized to execute investment transactions shall attend at least one training session relating to their responsibilities under the Public Funds Investment Act within 12 months after assuming duties and receive no less than 10 hours of instruction relating to investment functions every two years. The training must include education in investment controls, security risks, strategy risks, market risks, and compliance with the Public Funds Investment Act. The investment training session shall be provided by an independent source approved by the Investment Committee. For purposes of this policy, an “independent source” from which investment training shall be obtained shall include a professional organization, an institute of higher learning or any other sponsor other than a business organization with whom the City may engage in an investment transaction. Thus, these independent sources will be training sessions sponsored by the Government Treasurers Organization of Texas (GTOT), Center For Public Management at the University of North Texas (UNT), Government Finance Officers Association of Texas (GFOAT), Texas Municipal League (TML), North Central Texas Council of Governments (NCTCOG), Association of Public Treasurers United States & Canada (APT US & C), and Government Finance Officers’ Association (GFOA). No persons may engage in investment transactions except as provided under the terms of this Policy. The Assistant City Manager shall require an annual compliance review by an external auditor that will consist of an audit of management controls on investments, adherence to the City’s Investment Policy and a review of the quarterly investment reports. The reviews will provide internal control by assuring compliance with policies and procedures. The Assistant City Manager, Director of Finance, Mayor, City Council, City Manager and other Finance employees shall be personally indemnified in the event of investment loss provided the Investment Policy has been followed. Conflicts of Interest B. – All participants in the investment process shall seek to act responsibly as custodians of public assets. Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Disclosure C.– Anyone involved in investing City funds shall file with the Investment Committee a statement disclosing any personal business relationship with a business organization offering to engage in investment transactions with the City or is related within the second degree by affinity or consanguinity as determined under the Tex. Gov’t. Code Ch. 573, to an individual seeking to transact investment business with the City. A disclosure statement must also be filed with the Texas Ethics Commission and the City Council. An Investment Officer or other employee has a personal business relationship with a business organization if any one of the following three conditions are met: 1.The Investment Officer or employee owns 10% or more of the voting stock or shares of the business organization or owns $5,000 or more of the fair market value of the business organization. Page 7 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 2.Funds received by the Investment Officer or employee from the business organization exceed 10% of the investment officers gross income for the prior year. 3.The Investment Officer or employee has acquired from the business organization during the prior year investments with a book value of $2,500 or more for their personal account. Prudence D. – The standard of prudence to be used by the investment officials shall be the “Prudent Person Rule”, as set forth in Tex. Gov’t. Code Sec. 2256.006 and will be applied in the context of managing an overall portfolio: “Investments shall be made with judgment and care under prevailing circumstances, that a person of prudence, discretion and intelligence would exercise in the management of the person’s own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.” Investment officials acting in accordance with the Investment Policy and exercising due diligence shall be relieved of personal responsibilities for an individual security’s credit risk or market price change, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments. In determining whether an investment official has exercised prudence with respect to an investment decision, the determination shall be made taking into consideration the investment of all funds over which the official had responsibility rather than consideration as to the prudence of a single investment and, whether, the investment decision was consistent with the City’s Investment Policy. Reporting E. Quarterly – Not less than quarterly, the Director of Finance shall submit to the Investment CommitteeCity Manager, Mayor and City Council a written report of the City’s investment transactions within one hundred twenty (120) days of the preceding reporting period. The report shall: 1) describe in detail the investment position of the City as of the end of the reporting period, 2) be prepared jointly by all Investment Officers, 3) be signed by each Investment Officer, 4) contain a summary statement, prepared in compliance with generally accepted accounting principles, of each pooled fund group including a) beginning market value for the reporting period; b) additions and changes to the market value during the period; c) ending market value for the period; and d) fully accrued interest for the reporting period, 5) state the book value and market value of each separately invested asset at the beginning and end of the reporting period by type of asset and fund type invested, 6) state the maturity date of each separately invested asset that has a maturity date, 7) state the account or fund or pooled fund group for which each individual investment was acquired, and 8) state the compliance of the investment portfolio as it relates to the investment strategy expressed in the Investment Policy and with relevant provisions of the Tex. Gov’t. Code Ch. 2256. Annually - The City Council shall review and approve the Investment Policy and investment strategies at least annually and be documented by rule, order, ordinance or resolution which shall include any changes made. Compliance Audit – The City’s external, independent auditor will conduct an annual review of the quarterly reports in conjunction with the annual financial audit. The results of the Page 8 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 audit will be reported to City Council. The audit will also review compliance with management controls on investments and adherence to this Policy. Texas State F.The guidelines of retaining records for seven years as recommended in the Library Municipal Records Manual should be followed. The Director of Finance shall oversee the filing and/or storing of investment records. G. Market prices for all public fund investments will be obtained and monitored through the use of Interactive Data Inc., an on-line data service or a similar qualified successor agency. VII. SUITABLE AND AUTHORIZED INVESTMENT SECURITIES Active Portfolio Management A.– The City intends to pursue an active versus a passive investment management philosophy. That is, securities may be sold before they mature if market conditions present an opportunity for the City to benefit from the trade. (Refer to Section VIII of this Policy.) In addition, the Investment Officers may at times restrict or prohibit the purchase of specific types of investments or issuers due to current market conditions. The City shall take all prudent measures consistent with this Investment Policy to liquidate an investment that no longer meets the required minimum rating standards, as per the Tex. Gov’t. Code Sec. 2256.021. However, if it is determined by the Investment Committee that the City would benefit from holding the securities to maturity to recapture its initial investment then the Investment Officers may act accordingly. The City is not required to liquidate investments that were authorized investments at the time of purchase. (Tex Gov’t. Code Sec. 2256.017) Authorized Investments B.– City funds governed by this Policy may be invested in the instruments described below, all of which are authorized by the Public Funds Investment Act. 1.Direct obligations of the United States of America, its agencies and instrumentalities (maturing in less than five (5) years). 2. Other obligations, the principal and interest of which are unconditionally guaranteed or insured by, or backed by the full faith and credit of, the United States of America (maturing in less than five (5) years). 3.Direct obligations of the State of Texas or its agencies thereof, Counties, Cities and other political subdivisions rated as to investment quality by a nationally recognized investment rating firm not less than AA or its equivalent (maturing in less than two (2) years). 4.Other obligations , the principal and interest of which are unconditionally guaranteed or insured by, or backed by the full faith and credit of, the State of Texas, rated as to investment quality by a nationally recognized investment rating firm not less than AA or its equivalent (maturing in less than two (2) years). Page 9 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 5.Fully insured or collateralized certificates of deposit/share certificates issued by state and national banks or savings bank or a state or federal credit union (having its main or branch office in Texas) guaranteed or insured by the Federal Deposit Insurance Corporation or its successor or the National Credit Union Share Insurance Fund or its successor; and secured by obligations in accordance with Section XII herein (maturing in less than two (2) years). In addition to the City’s authority to invest funds in certificates of deposit and share certificates stated above, an investment in certificates of deposit made in accordance with the following conditions is an authorized investment under Tex. Govt. Code Sec. 2256.010 (b): (1) the funds are invested by the City through a depository institution that has its main office or a branch office in this state and that is selected by the City; (2) the depository institution selected by the City under Subdivision (1) arranges for the deposit of the funds in certificates of deposit in one or more federally insured depository institutions, wherever located for the account of the City; (3) the full amount of the principal and accrued interest of each of the certificates of deposit is insured by the United States or an instrumentality of the United States; (4) the depository institution selected by the City under Subdivision (1) acts as custodian for the City with respect to the certificates of deposit issued for the account of the City; and (5) at the same time that the funds are deposited and the certificates of deposit are issued for the account of the City, the depository institution selected by the City under Subdivision (1) receives an amount of deposits from customers of other federally insured depository institutions, wherever located, that is equal to or greater than the amount of the funds invested by the City through the depository institution selected under Subdivision (1). 6.Fully collateralized repurchase agreements provided the City has on file a signed Master Repurchase Agreement, approved by the City Attorney, which details eligible collateral, collateralizations ratios, standards for collateral custody and control, collateral valuation, and conditions for agreement termination. The repurchase agreement must have a defined termination date and be secured by obligations in accordance with Section XII of this Policy. It is required that the securities purchased by the City be assigned to the City, held in the City’s name and deposited at the time the investment is made with the City or with a third party selected and approved by the City. Repurchase agreements must be purchased through a primary government securities dealer, as defined by the Federal Reserve or a financial institution doing business in this State (termination date must be thirty (30) days or less). An exception to the thirty day (30) days or less termination date may be made with respect to bond proceeds. The City may specifically authorize in the bond ordinance investments in repurchase agreements, such as a flexible repurchase agreement, with maturities in excess of 30 days subject to any required approvals from bond insurers. 7.Commercial paper that has a stated maturity of 270 days or less from the date of issuance and is rated A-1 or P-1 or an equivalent rating by at least two nationally recognized rating agencies. 8.Public (Local) Fund Investment Pools with a dollar weighted average maturity of 60 days or less. The pool must be approved (by resolution) by the City Council to provide services to the City. The pool must be continuously rated no lower than Aaa or AAAm or at an equivalent rating by at least one nationally recognized rating Page 10 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 service. A public funds investment pool created to function as a money market mutual fund must mark to market daily and stabilize at a $1 net asset value. To be eligible to receive funds from and invest funds on behalf of the City, an investment pool must furnish to the Investment Officer or other authorized representative an offering circular or other similar disclosure instrument that contains information required by the Tex. Gov’t. Code Sec. 2256.016. Investments will be made in a local government investment pool only after a thorough investigation of the pool and approval by the Investment Committee which shall at least annually review, revise and adopt the local government investment pool(s). 9.A Securities and Exchange Commission (SEC) registered,no load money market mutual fund which has a dollar weighted average stated maturity of 90 days or less and whose investment objectives includes the maintenance of a stable net asset value of $1 for each share. Furthermore, it must be rated not less than Aaa, AAAm or an equivalent rating by at least one nationally recognized rating service and the City must be provided with a prospectus and other information required by the SEC Act of 1934 or the Investment Company Act of 1940. Investments will be made in a money market mutual fund only after a thorough investigation of the fund and approval by the Investment Committee which shall, at least annually, review, revise and adopt the money market mutual fund(s). Prohibited Investments C. – The City’s authorized investment options are more restrictive than those allowed by state law. Furthermore, this Policy specifically prohibits investment in the securities listed below: 1.Obligations, whose payment represents the coupon payments on the outstanding principal balance of the underlying mortgage-backed security collateral and pays no principal. 2. Obligations whose payment represents the principal stream of cash flow from the underlying mortgage-backed security collateral and bears no interest. 3. All collateralized mortgage obligations. 4.Reverse repurchase agreements. Diversification D. – It is the policy of the City to diversify its investment portfolios. The diversification will protect interest income from the volatility of interest rates and the avoidance of undue concentration of assets in a specific maturity sector; therefore, portfolio maturities shall be staggered. In establishing specific diversification strategies, the following general policies and constraints shall apply: 1.Risk of market price volatility shall be controlled through maturity diversification and by controlling unacceptable maturity extensions and a mismatch of liabilities and assets. The maturity extension will be controlled by limiting the weighted average maturity of the internal investment pool portfolio to 550 days and the bond reserve fund to 650 days. All long-term maturities will be intended to cover long-term liabilities. In addition, at least five (5%) percent of the funds in the investment pool portfolio will be liquid at all times. Investment pool liquidity is defined as shares in a local government investment pool and/or a money market mutual fund. Page 11 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 2.The Investment Committee shall establish strategies and guidelines for the percentage of the total portfolio that may be invested in U.S. Treasury Securities, federal agencies/instrumentalities, repurchase agreements, and insured/collateralized certificates of deposit and other securities or obligations. The Investment Committee shall conduct a quarterly review of these guidelines, and shall evaluate the probability of market and default risk in various investment sectors as part of its considerations. 3.Risk of principal loss in the portfolio as a whole shall be minimized by diversifying investment types according to the following limitations: Investment Type % of Portfolio U.S. Treasury Notes/Bills 100% U.S. Agencies & Instrumentalities 100% State of Texas Obligations, Agencies & Local Gov’t. 15% Local Government Investment Pools 50% Repurchase Agreements 20% Certificates of Deposit (fully insured or collateralized) 35% U.S. Money Market Mutual Fund 35% Callable U.S. Agencies/Instrumentalities 20% Commercial Paper 5% By Institution: Repurchase Agreements No more than 10% All Other No more than 35% 4.Purchases of securities with stated maturities greater than the maximum authorized under this section require prior City Council approval. With respect to bond proceeds, the City may specificallyauthorize in the bond ordinance investments in repurchase agreements with maturities in excess of 30 days subject to any required approvals from bond insurers. VIII. SALE OF SECURITIES The City’s policy is to hold all securities to maturity. However, securities may be sold to minimize the potential loss of principal on a security whose credit quality has declined, to swap into another security which would improve the quality, yield or target duration of the portfolio or to meet unanticipated liquidity needs of the portfolio. A horizon analysis is required for each swap proving benefit to the Citybefore the trade decision is made, and will be held in the file for record keeping. IX. COMPETITIVE BIDDING It is the policy of the City to require competitive bidding for all individual security purchases and sales except for: A.Transactions with money market mutual funds and local government investment pools which are deemed to be made at prevailing market rates. Page 12 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 B.Treasury and agency securities purchased as new issues through an approved broker/dealer, financial institution or investment advisor. C. Automatic overnight “sweep” transactions with the City’s depository bank. At least three bids or offers must be solicited for all other transactions involving individual securities. The City’s investment advisor is also required to solicit at least three bids or offers when transacting trades on the City’s behalf. In situations where the exact security is not offered by other broker/dealers, offers on the closest comparable investment may be used to establish a fair market price for the security. The quotes may be accepted orally, in writing, electronically, or any combination of these methods. The Investment Committee may approve exceptions on a case by case basis or on a general basis in the form of guidelines. These guidelines shall take into consideration the investment type, maturity date, amount and potential disruptiveness to the City’s investment strategy. X. ARBITRAGE The Tax Reform Act of 1986 provided limitations restricting the City’s investing of tax-exempt General Obligation Bond proceeds and debt service income. Revised arbitrage rebate provisions require that the City compute earnings on investment from each issue of bonds on an annual basis to determine if a rebate is required. To determine the City’s arbitrage position, the City is required to perform specific calculations relative to the actual yield earned on the investment of the funds and the yield that could have been earned if the funds had been invested at a rate equal to the yield on the bonds sold by the City. The rebate provision states that periodically (not less than once every five years, and not later than sixty days after maturity of the bonds), the City is required to pay the U.S. Treasury a rebate of excess earnings based on the City’s positive arbitrage position. The Tax Reform restrictions require precision in the monitoring and recording facets of investments as a whole, and particularly as they relate to yields and computations so as to insure compliance. Failure to comply may dictate that the bonds become taxable, retroactively from the date of issuance The City’s investment position, relative to the revised arbitrage restrictions, is the continued pursuit of maximizing yield on applicable investments while ensuring the safety of capital and liquidity. It is fiscally prudent to continue the maximization of yield and rebate excess earnings, if necessary. XI. SELECTION OF BANKS, BROKER/DEALERS AND INVESTMENT ADVISORS Depository A. – City Council shall, by ordinance, “select and designate one or more banking institutions as the depository for the monies and funds of the City” in accordance with the requirement of Tex. Loc. Gov’t. Code Ch. 105. At least every five years a depository shall be selected through the City’s banking services procurement process, which shall include a formal request for proposal (RFP). The selection of a depository will be determined by competitive bid and evaluation of bids will be based on the following criteria: 1. Qualified as a depository for public funds in accordance with state and local laws. 2. Provided requested information or financial statements for the periods specified. Page 13 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 3. Complied with all requirements in the banking RFP. 4. Completed responses to all required items on the bid form. 5.Offered lowest net banking service cost, consistent with the ability to provide an appropriate level of service. 6.Met credit worthiness and financial standards. Investment Broker/Dealers B.– The Investment Committee shall be responsible for adopting the list of qualified brokers/dealers and financial institutions authorized to engage in investment transactions with the City. Authorized firms may include primary dealers or regional broker/dealers that qualify under SEC Rule 15C3-1 (uniform net capital rule) and qualified depositories as established by the Tex. Loc. Gov’t. Code Ch. 105. The Investment Committee shall base its evaluation of security broker/dealers and financial institutions upon: 1.Financial condition, strength and capability to fulfill commitments. 2.Overall reputation with other broker/dealers or investors. 3.Regulatory status of the broker/dealer. 4.Background and expertise of the individual representatives. 5.Ability to provide additional advisory services. The Investment Committee must annually review the list of qualified broker/dealers authorized to engage in investment transactions with the City. Investment Officers, or their authorized representatives, shall not conduct business with any firm with whom public entities have sustained realized losses on investments or whose name the Investment Committee has removed from an approved list. Investment Advisor C. – The City may retain the services of an investment advisory firm registered under the Investment Advisers Act of 1940 (15 U.S.C. Section 80b-1 et seq.) or with the State Securities Board to assist in the review of cash flow requirements, the formulation of investment strategies, and the execution of security purchases, sales and deliveries. The investment advisory contract with the City may not be for a term longer than two years and its renewal or extension must be approved by the City Council by ordinance or resolution as required by the Tex. Gov’t. Code Sec.2256.003(b). Compliance D. – A qualified representative from any firm offering to engage in investment transactions with the City is required to sign a written instrument upon receiving and reviewing a copy of the City’s Investment Policy. Investments shall only be made with those business organizations (including money market mutual funds and local government investment pools) which have provided the City with this written instrument executed by a qualified representative of the firm, acknowledging that the business organization has: 1. Received and reviewed the City’s Investment Policy. Page 14 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 2.Implemented reasonable procedures and controls in an effort to preclude investment transactions conducted between the City and the organization that are not authorized by the City’s Investment Policy, except to the extent that this authorization is dependent on an analysis of the makeup of the City’s entire portfolio or requires an interpretation of subjective investment standards. Formatted: No bullets or numbering 3. If the City has contracted with an investment advisor, the advisor shall be responsible for performing financial due diligence on the City’s behalf. On an annual basis, the advisor will provide the City with a list of its authorized broker/dealers as well as the written instrument above. 2. XII. COLLATERALIZATION, SAFEKEEPING AND CUSTODY Collateralization - A.The City requires that all uninsured collected balances plus accrued interest, if any, in depository accounts be secured in accordance with the requirements of state law. Financial institutions serving as City depositories will be required to sign a depository agreement with the City which details eligible collateral, collateralization ratios, standards for collateral custody and control, collateral valuation, rights of substitution and conditions for agreement termination. The City requires that all securities purchased under the terms of a repurchase agreement be assigned to the City in accordance with state law. Dealers and financial institutions wishing to transact repurchase agreements with the City will be required to sign a Master Repurchase Agreement which details eligible collateral, collateralization ratios, standards for collateral custody and control, collateral valuation, rights of substitution, and conditions for agreement termination. The City requires that all uninsured certificates of deposit plus accrued interest held with a depository be secured in accordance with the requirements of state law. Financial institutions will be required to sign a written depository and security agreement which stipulates eligible collateral, collateralization rations, standards for collateral custody and control, collateral valuation, rights of substitution, and conditions for agreement termination. Collateral will always be held by an independent third party with which the City has a current custodial agreement and shall be reviewed at least monthly to ensure that the market value of the pledged securities is adequate. All deposits and investments of City funds, other than direct security purchases, money market mutual funds and local government investment pools shall be secured by pledged collateral set at no less than 102 percent of the market value of the principal and accrued interest on the deposits or investments less an amount insured by FDIC. Eligible collateral to secure the City’s deposits include: 1. Direct obligations of the United States government. 2. Other obligations, the principal and interest of which are unconditionally guaranteed or insured by, or backed by the full faith and credit of, the United States government. 3. Direct obligations of agencies or instrumentalities of the United States government, including letters of credit. Page 15 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 The City will reject adjustable rate mortgages (ARMs), collateralized mortgage obligations (CMOs), Step-ups, variable rate instrumentssecurities (except U.S. Treasury Inflation Protected Securities), or securities that are not found on common pricing systems. Safekeeping and Custody B. – Safekeeping and custody of the City’s investment securities shall be in accordance with state law. All security transactions, except local government investment pool and money market mutual fund transactions, shall be conducted on a delivery versus payment (DVP) basis. Investment securities will be held by a third party custodian designated by the City, and be required to issue safekeeping receipts clearly detailing that the securities are owned by the City. Safekeeping and custody of collateral shall be in accordance with state law. Collateral will be held by a third party custodian designated by the City, and pledged to the City as evidenced by safekeeping receipts from the institution holding the securities. Subject to Audit C. – All collateral shall be subject to inspection and audit by the Director of Finance, or designee, as well as the City’s independent auditors. XIII. MANAGEMENT AND INTERNAL CONTROLS Controls shall be designed to prevent losses of public funds arising from fraud, employee error, and misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees or Investment Officers of the City. Controls and managerial emphasis deemed most important that shall be employed include the following: Imperative Controls -Custodian safekeeping receipts records management -Avoidance of bearer-form securities -Documentation of investment bidding events -Written confirmation of telephone transactions -Reconcilements and comparisons of security receipts with the investment records -Compliance with Investment Policy -Verification of all interest income and security purchase and sell computations Controls Where Practical -Control of Collusion -Separation of duties -Separation of transaction authority from Accounting and Record-keeping Page 16 of 16 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER: TITLE: INVESTMENT POLICY 403.06 -Clear delegation of authority -Accurate and timely reports -Validation of investment maturity decisions with supporting cash flow data -Adequate training and development of Investment Officials -Review of financial conditions of all brokers/dealers, and depository institutions -Staying informed about market conditions, changes and trends that require adjustments to investment strategies. XIV. INVESTMENT POLICY ADOPTION The Investment Policy shall be formally approved and adopted by resolution of the City Council and reviewed annually in accordance with the provisions of the Public Funds Investment Act of the Texas Government Code Chapter 2256. éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider approval of a resolution of the City Council of the City of Denton authorizing the investment of public funds in Texas Short Term Asset Reserve Program Texas Local Government Investment Pool; delegating authority to invest funds and act as custodian of investments purchased with local investment funds to TexSTAR; providing for the investment of public funds consistent with the Public Funds designating authorized representatives; authorizing the Mayor to execute the application for participation; and providing for an effective date. The Audit/Finance Committee recommends approval (3-0). BACKGROUND In 2002, tTex conformity with the Interlocal Cooperation Act, Texas Government Code, Chapter 791, and the Public Funds Investment Act Texas Government Code, Chapter 2256. These acts provide for the creation of public funds investment pools (including TexSTAR) and authorize eligible governmental entities to invest their public funds through these investment pools. J.P. Morgan Investment Management, -administrators for TexSTAR under an agreement with the TexSTAR board of directors. JPMIM provides investment services, and FSAM provides participant services and marketing. Custodial, transfer agency, fund accounting and depository services are provided by JPMorgan Chase Bank and/or its subsidiary, J.P. Morgan Investor Services Co. As of July 31, 2009, TexSTAR has an invested balance totaling $5.3 billion and provides investment services to over 186 cities throughout Texas. It seeks to maintain a net asset value of $1.00 per unit as required by the . Investments consist exclusively of U.S. Government securities and fully collateralized repurchase agreements. TexSTAR is rated AAAm government investment pool may achieve. In recommending TexSTAR, the following three principles in the PFIA were considered: (1) safety and preservation of principal, (2) liquidity, and (3) yield. The PFIA and the Agenda Information Sheet November 3, 2009 Page 2 objectives were especially important when comparing TexSTAR to other local government investment pools, and money market mutual funds that invest in commercial paper. It was determined that the continued downturn in the economy warranted caution toward higher risk/higher yielding investments. In comparing TexSTAR to other rnment- assets, lower expense ratio, managed by JPMorgan, higher level of participation by cities, ent- will be to serve as a back-up liquidity source in the event TexPool, the primary pool, experiences any difficulties with accessibility. Staff intends to maintain no more than $10 million in TexSTAR. RECOMMENDATIONS Staff recommends approval of the resolution. PRIOR ACTION/REVIEW (Council, Boards, Commissions) On October 20, 2009, Audit/Finance Committee discussed and gave staff direction to move forward with a resolution to the City Council for investment of public funds with TexSTAR. (3-0) FISCAL INFORMATION In the past, the Federated Government Obligation Money Market Mutual Fund served as -up liquidity source after TexPool. As of July 31, 2009, TexSTAR- month net yield 4 basis points. On an average $10 million balance, the difference in yield represents approximately $14,000 in additional interest income over a year period. Respectfully Submitted By: Bryan Langley Director of Finance AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider adoption of an ordinance of the City of Denton, Texas to declare the intent to reimburse expenditures from the Unreserved Fund Balance of the Electric Fund with Utility System Revenue Bonds with an aggregate maximum principal amount equal to $6,803,292 to allow Denton Municipal Electric to continue funding ongoing capital expenditures for expansion of the distribution and transmission electric facilities. The Public Utilities Board recommends approval (7-0). BACKGROUND Denton Municipal Electric is utilizing $6,803,292 in Utility System Revenue Bonds for ongoing capital expansion of the distribution and transmission facilities. The Utility System Revenue Bonds will only be issued to cover the cost of planned electric capital facilities. Initially, these funds will be provided by the Unreserved Fund Balance of the Electric Fund and will be reimbursed with Utility System Revenue Bonds sold in fiscal year 2009-10. These funds will be used for Denton Municipal Electric facilities that were approved as part of the 2009-10 Capital Improvement Budget. PRIOR ACTION/VIEW (COUNCIL, BOARDS, COMMISIONS) The Public Utilities Board discussed this item on October 26, 2009 and recommended approval. FISCAL INFORMATION This ordinance will allow $6,803,292 from the Utility Fund unreserved retained earnings to be expended and subsequently reimbursed with Utility Bonds. EXHIBITS Public Utility Board October 26, 2009 Draft Minutes Ordinance Respectfully submitted: Bryan Langley Director of Finance 1 DRAFT MINUTES 2 PUBLIC UTILITIES BOARD 3 October 26, 2009 4 5 After determining that a quorum of the Public Utilities Board of the City of Denton, Texas was 6 present, the Chair of the Public Utilities Board thereafter convened into an Open Meeting on 7 Monday, October 26, 2009 at 9:00 a.m. in the Service Center Training Room, City of Denton 8 Service Center, 901-A Texas Street, Denton, Texas. 9 Present: 10 Chair Dick Smith, Bill Cheek, Phil Gallivan, John Baines, Randy Robinson, Bill 11 Grubbs and Barbara Russell. 12 13 Ex Officio: 14 George C. Campbell, City Manager 15 Howard Martin, ACM, Utilities 16 OPEN MEETING: 17 18 CONSENT AGENDA: 19 20 21 has had an opportunity to raise questions regarding these items prior to consideration. 22 Board Member Barbara Russell pulled Item 2 for individual consideration. 23 24 25 1)Consider a recommendation of adoption of an ordinance of the City of Denton, Texas to 26 declare the intent to reimburse expenditures from the Unreserved Fund Balance of the 27 Electric Fund with Utility System Revenue Bonds with an aggregate maximum principal 28 amount equal to $6,803,292 to allow Denton Municipal Electric to continue funding ongoing 29 capital expenditures for expansion of the distribution and transmission electric facilities. 30 Board Member Bill Cheek moved to approve Item 1 with a second from Board Member 31 Phil Gallivan. The motion was approved by a 7-0 vote. 32 33 34 The meeting was adjourned by consensus at 10:15 a.m. ßÌÌßÝØÓÛÒÌ ß ÜÓÛ ÎÛ×ÓÞËÎÍÛÓÛÒÌ ÑÎÜ×ÒßÒÝÛ ÞßÝÕËÐ ó îððçñïð ÞßÍ×Ý ÝßÐ×ÌßÔ ÛÈÐßÒÍ×ÑÒ ÚËÒÜ×ÒÙ Ú«²¼·²¹ Ò»»¼»¼ Ý¿¬»¹±®§îððçñïð Þ«¼¹»¬¬¸®±«¹¸ Ó¿§ îðïð ÃÃkÃ£ª¼ªø£«x3Ë2.0Ë2/1x,02Ë,1. ÃúZÈñ«È/Ë13,Ë3031Ë/0/Ë02+ É£_ú£230Ë+0+301Ë2++ Û_ÆÃªÃ±ª£««Ã±2Ë../Ë4,13Ë--.Ë-21 Õ`£¸ª£ª`Ã£ª214Ë4443/1Ë111 ÂâÃÐÆÃªÐ/32Ë/4,103Ë.-2 Ì±¬¿´ Ü·¬®·¾«¬·±²ü ïðôîðìôçíìü êôèðíôîçî éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Parks and Recreation ACM: Fred Greene SUBJECT Consider approval of a resolution allowing the Denton Community Theatre to be the sole participant allowed to sell alcoholic beverages at the Beaujolais on November 19, 2009, upon certain conditions; authorizing the City Manager or his designee to execute an agreement in conformity with this resolution; and providing for an effective date. BACKGROUND Beaujolais and More will be held for the third year in the Civic Center. The Civic Center is the only facility in Quakertown Park where, , alcohol is permitted. RECOMMENDATION Staff recommends approval of the resolution and agreement as submitted, which is consistent with agreements for other events serving alcoholic beverages. PRIOR ACTION/REVIEW (Council, Boards, Commissions) This is the first request for the sale of alcoholic beverages in the Civic Center building since the recent revision of the ordinance concerning such events. FISCAL INFORMATION None. EXHIBITS 1.Letter of Request 2.Resolution 3.Civic Center Agreement Respectfully submitted: Emerson Vorel Director of Parks and Recreation Prepared by: Janie McLeod Community Events Coordinator October 15, 2009 To The City Council of Denton, Texas, The Denton Community Theatre is requesting as a part of our fund raising event for The Campus Theatre, “Beaujolais and More” to be held at the Denton Civic Center on November 19, 2009, from 5:30 pm until 7:30 pm, with approximately 300 people in attendance, to serve wine. Thank you for your consideration. Sincerely, Mike Barrow Managing Director Denton Community Theatre éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 Questions concerning this acquisition may be directed DEPARTMENT: Materials Management to Mike Ellis 349-8424 ACM: Jon Fortune ______________________________________________________________________________ SUBJECT Consider adoption of an Ordinance of the City of Denton authorizing the City Manager or his designee to execute a purchase order through the Texas Association of School Boards (TASB) and Buy Board Cooperative Purchasing Network for the acquisition of eight vehicles for the City of Denton Utility Fund Departments by way of an Interlocal Agreement with the City of Denton; and providing an effective date (File 4460-Interlocal Agreement for the purchase of Utility Fund Vehicles awarded to multiple vendors as listed on Exhibit A in the amount of $318,475). The Public Utilities Board recommends approval (7-0). FILE INFORMATION These eight units are utility related acquisitions. A list and description of the vehicles/equipment is shown below. ITEM DEPT UNIT# DESCRIPTION QUANT UNIT PRICE 1 Elec Op 1043 Chev 1 TON HD 2500 SWB 1 $28,971 2 Elec Tran 1039 Ford Escape XLS 1 $19,974 3 Elec Dist 1032 Ford F 450 Cab/Chassis 1 $37,556 4 Elec Met 1040 Ford F 350 Cab/Chassis SRW 1 $31,067 5A Elec Dist 1029 Ford F550 Cab/Chassis 1 $55,378 5A Elec Op 1037 Ford F550 Cab/Chassis 1 $55,378 5B Water Mtr 1045 Ford F550 Cab/Chassis 1 $50,104 5C Water Mtr 1046 Ford F550 Cab/Chassis 1 $40,047 TOTAL 8 $ 318,475 Cooperative agreement handling fees and service manuals are estimated less than $1,000 and may vary depending upon the number of purchase orders issued and service manuals required. All units are powered by gasoline or diesel engines with LEV ratings that meet or exceed EPA standards. PRIOR ACTION/REVIEW (Council, Boards, Commissions) This item was considered by the Public Utilities Board at its October 26, 2009, meeting and recommended for approval. Agenda Information Sheet November 3, 2009 Page 2 RECOMMENDATION Award the purchase of Utility Fund vehicles and equipment through Interlocal Agreement Contracts to the vendors listed below for a total award amount of $318,475. Vendor Amount Contract Caldwell Country Chevrolet $ 28,971 TASB#281-07 Philpott Motors $289,504 Buy Board#281-07 FISCAL INFORMATION Department Account number Amount Requisition Electric Ops 602600605.1355.3920 $ 28,971 95686 Electric Safety 602620605.1355.3920 $ 19,974 95925 Elect Dist 602614605.1355.3920 $ 37,556 95925 Elect Meter 602621605.1355.3920 $ 31,067 95925 Elect Dist 602611605.1355.3920 $ 55,378 95925 Electric Ops 602618605.1355.3920 $ 55,378 95925 Water Meter 635015635.1355.30100 $ 50,104 95925 Water Meter 635016635.1355.30100 $ 40,047 95925 $ 318,475 PRINCIPAL PLACE OF BUSINESS Caldwell Chevrolet Philpott Motors Caldwell, TX Neches, TX ESTIMATED SCHEDULE OF PROJECT The delivery schedule for this list of equipment varies from 30 to 180 days after receipt of an order . EXHIBITS Exhibit1: Vehicle & Equipment Pricing Sheets Respectfully submitted: Tom Shaw, C.P.M., 349-7100 Purchasing Agent Û¨¸·¾·¬ ï ×¬»³ ï ×¬»³ î ×¬»³ í ×¬»³ ì ×¬»³ ëß ×¬»³ ëÞ ×¬»³ ëÝ ORDINANCE NO. ___________ AN ORDINANCE OF THE CITY OF DENTON AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE A PURCHASE ORDER THROUGH THE TEXAS ASSOCIATION OF SCHOOL BOARDS (TASB) AND BUY BOARD COOPERATIVE PURCHASING NETWORK FOR THE ACQUISITION OF EIGHT VEHICLES FOR THE CITY OF DENTON UTILITY FUND DEPARTMENTS BY WAY OF AN INTERLOCAL AGREEMENT WITH THE CITY OF DENTON; AND PROVIDING AN EFFECTIVE DATE (FILE 4460-INTERLOCAL AGREEMENT FOR THE PURCHASE OF UTILITY FUND VEHICLES AND EQUIPMENT AWARDED TO MULTIPLE VENDORS AS LISTED ON EXHIBIT A IN THE AMOUNT OF $318,475). WHEREAS, pursuant to Resolution 92-019, the State Purchasing Building and Procurement Commission has solicited, received and tabulated competitive bids for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of state law on behalf of the City of Denton; and WHEREAS, pursuant to Ordinance 2005-034, the Buy Board Cooperative Purchasing Network has solicited, received, and tabulated competitive bids for the purchase of necessary materials, equipment, supplies, or services in accordance with the procedures of state law on behalf of the City of Denton; and WHEREAS, the City Manager or a designated employee has reviewed and recommended that the herein described materials, equipment, supplies, or services can be purchased by the City through the Texas Association of School Boards and Buy Board Cooperative Purchasing Network programs at less cost than the City would expend if bidding these items individually; 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. The numbered items in the following numbered file for materials, equipment, supplies, or services, are hereby approved. ITEM NUMBER VENDOR AMOUNT 1 TASB/Caldwell Country Chevrolet $ 28,971 2 Buy Board/Philpott Motors $ 19,974 3 Buy Board/Philpott Motors $ 37,556 4 Buy Board/Philpott Motors $ 31,067 5A Buy Board/Philpott Motors $ 55,378 5A Buy Board/Philpott Motors $ 55,378 5B Buy Board/Philpott Motors $ 50,104 5C Buy Board/Philpott Motors $ 40,047 $318,475 SECTION 2. By the acceptance and approval of the above numbered items set forth in the referenced file, the City accepts the offer of the persons submitting the bids to TASB or Buy Board for such items and agrees to purchase the materials, equipment, supplies, or services in accordance with the terms, conditions, specifications, standards, quantities and for the specified sums contained in the bid documents and related documents filed with the above listed agencies, and the purchase orders issued by the City. SECTION 3. Should the City and persons submitting approved and accepted items set forth in the SECTION 1, wish to enter into a formal written agreement as a result ratification of bids awarded by TASB or Buy Board, the City Manager or his designated representative is hereby authorized to execute the written contract; provided that the written contract is in accordance with the terms, conditions, specifications and standards contained in the Proposal submitted to TASB or Buy Board, purchase orders, and related documents herein approved and accepted. SECTION 4. By the acceptance and approval of the above enumerated items, the City Council hereby authorizes the expenditure of funds therefor in the amount and in accordance with the approved bids. SECTION 5. This ordinance shall become effective immediately upon its passage and approval. PASSED AND APPROVED this ________ day of ______________, 2009. ______________________________ MARK A. BURROUGHS, MAYOR ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY BY: _________________________________ 3-ORD-File 4460 EXHIBIT A ITEM NUMBER VENDOR AMOUNT 1 TASB/Caldwell Country Chevrolet $ 28,971 2 Buy Board/Philpott Motors $ 19,974 3 Buy Board/Philpott Motors $ 37,556 4 Buy Board/Philpott Motors $ 31,067 5A Buy Board/Philpott Motors $ 55,378 5A Buy Board/Philpott Motors $ 55,378 5B Buy Board/Philpott Motors $ 50,104 5C Buy Board/Philpott Motors $ 40,047 $318,475 AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 Questions concerning this acquisition may be directed DEPARTMENT: Materials Management to Keith Gabbard 349-7144 ACM: Jon Fortune SUBJECT Consider adoption of an Ordinance accepting competitive bids and awarding a public works contract for the construction of curb, gutter, and driveway structures and radiuses on Mulkey Lane; providing for the expenditure of funds therefor; and providing an effective date (Bid 3516- awarded to the lowest responsible bidder meeting specification, Floyd Smith Concrete, Inc. in the amount of $209,925.45). BID INFORMATION This item is for the construction of concrete pavement for the Mulkey Lane Capital Improvement Project. A line item description of the project cost is included in the attached Project Estimate Information Sheet (Exhibit 1). Bid 3516 is an annual contract to provide miscellaneous concrete related repair and for small construction projects. Council stipulated that any projects costing $100,000 or more that are quoted through this bid must obtain separate Council approval. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) Bid 3516 was originally awarded by Council on June 25, 2006 and has been renewed through June 25, 2010. RECOMMENDATION Approve the award of a contract with Floyd Smith Concrete, Inc. in the amount of $209,925.45. PRINCIPAL PLACE OF BUSINESS Floyd Smith Concrete, Inc. Denton, TX ESTIMATED SCHEDULE OF PROJECT This project will begin upon Council approval and is estimated to be completed within 60 days. Agenda Information Sheet November 3, 2009 Page 2 FISCAL INFORMATION This item will be funded from accounts 350171453.1360.40100. Requisition 95990 has been entered in the Purchasing software system. EXHIBITS Exhibit 1: Project Estimate Information Sheet Respectfully submitted: Tom Shaw, C.P.M., 349-7100 Purchasing Agent 1-AIS-Bid 3516 ORDINANCE NO. _________ AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A PUBLIC WORKS CONTRACT FOR THE CONSTRUCTION OF CURB, GUTTER, AND DRIVEWAY STRUCTURES AND RADIUSES ON MULKEY LANE; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (BID 3516-AWARDED TO THE LOWEST RESPONSIBLE BIDDER MEETING SPECIFICATION, FLOYD SMITH CONCRETE, INC. IN THE AMOUNT OF $209,925.45). WHEREAS, the City has solicited, received and tabulated competitive bids for the construction of public works or improvements in accordance with the procedures of State law and City ordinances; and WHEREAS, the City Manager or a designated employee has received and recommended that the herein described bids are the lowest responsible bids for the construction of the public works or improvements described in the bid invitation, bid proposals and plans and specifications therein; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The following competitive bids for the construction of public works or improvements, as described in the "Bid Invitations", "Bid Proposals" or plans and specifications on file in the Office of the City's Purchasing Agent filed according to the bid number assigned hereto, are hereby accepted and approved as being the lowest responsible bids: BID NUMBER CONTRACTOR AMOUNT 3516 Floyd Smith Concrete, Inc. $209,925.45 SECTION 2. The acceptance and approval of the above competitive bids shall not constitute a contract between the City and the person submitting the bid for construction of such public works or improvements herein accepted and approved, until such person shall comply with all requirements specified in the Notice to Bidders including the timely execution of a written contract and furnishing of performance and payment bonds, and insurance certificate after notification of the award of the bid. SECTION 3. The City Manager is hereby authorized to execute all necessary written contracts for the performance of the construction of the public works or improvements in accordance with the bids accepted and approved herein, provided that such contracts are made in accordance with the Notice to Bidders and Bid Proposals, and documents relating thereto specifying the terms, conditions, plans and specifications, standards, quantities and specified sums contained therein. SECTION 4. Upon acceptance and approval of the above competitive bids and the execution of contracts for the public works and improvements as authorized herein, the City Council hereby authorizes the expenditure of funds in the manner and in the amount as specified in such approved bids and authorized contracts executed pursuant thereto. SECTION 5. This ordinance shall become effective immediately upon its passage and approval. PASSED AND APPROVED this the day of ,2009. ______________________________ MARK A. BURROUGHS, MAYOR ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY BY: _________________________________ 3-ORD-Bid 3516 éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009Questions concerning this acquisition may be directed DEPARTMENT: Materials Management to Kevin Gunn 349-8595 ACM: Jon Fortune SUBJECT Consider adoption of an ordinance approving the expenditure of funds for the purchase of disk storage to expand the Compellant Storage Area Network (SAN) available from only one source in accordance with the provision for state law exempting such purchases from requirements of competitive bids; providing for the expenditure of funds therefor; and providing an effective date (File 4426-Purchase of disk storage for Compellant Storage Area Network awarded to EST Group in the amount of $96,362). FILE INFORMATION The City of Denton issued RSFP#4133 in August, 2008 to procure a Storage Area Network (SAN) disk storage to replace several aging and end-of-life disk storage systems. The contract was awarded to EST Group in September 2008 for the purchase of Compellent SAN. The system began production operation in October 2008 and provides 22 terabytes of disk storage for critical systems including email, user files, database, and server operating systems. Technology Services is continuing the process of converting aging and end-of-life disk storage systems in addition to converting proprietary UNIX systems (e.g. NorthStar utility billing, JD Edwards database, Courts Case Management System) to Microsoft Windows based servers. To continue conversion requires expanding the existing Compellent SAN by an additional 22 terabytes. The expansion of the existing system is $96,362 with a recurring cost of $8,870. However, this expansion will reduce current recurring expenses in the amount of $117,333 by eliminating proprietary UNIX systems. Compellent products and services can only be purchased through an authorized reseller (EST Group). Section 252.022 of the Local Government Code provides that procurement of items that are only available from one source do not have to be competitively bid. RECOMMENDATION Approve the purchase of Compellent Storage Area Network disk storage, recurring maintenance support, and installation services to EST Group in the amount of $96,362. Agenda Information Sheet November 3, 2009 Page 2 PRINCIPAL PLACE OF BUSINESS EST Group Arlington, TX ESTIMATED SCHEDULE OF PROJECT Funds will be available upon Council approval and will be dispersed as equipment is received and installed. The system will be in production operation within 10 business days of receipt of equipment. FISCAL INFORMATION The total amount of the purchase is $96,362 and will be paid from Technology Services Project account 840023746.1355.30100 in the amount of $54,067 and 840023744.1355.30100 in the amount of $42,295. Respectfully submitted: Tom Shaw, C.P.M., 349-7100 Purchasing Agent Exhibit 1: EST Group Quotation Exhibit 2: Sole Source Letter from Compellent Û¨¸·¾·¬ ï Û¨¸·¾·¬ î ORDINANCE NO. ____________ AN ORDINANCE APPROVING THE EXPENDITURE OF FUNDS FOR THE PURCHASE OF DISK STORAGE TO EXPAND THE COMPELLANT STORAGE AREA NETWORK (SAN) AVAILABLE FROM ONLY ONE SOURCE IN ACCORDANCE WITH THE PROVISION FOR STATE LAW EXEMPTING SUCH PURCHASES FROM REQUIREMENTS OF COMPETITIVE BIDS; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (FILE 4426-PURCHASE OF DISK STORAGE FOR COMPELLANT STORAGE AREA NETWORK AWARDED TO EST GROUP IN THE AMOUNT OF $96,362). WHEREAS, Section 252.022 of the Local Government Code provides that procurement of items that are only available from one source, including; items that are only available from one source because of patents, copyrights, secret processes or natural monopolies; films, manuscripts or books; electricity, gas, water and other utility purchases; captive replacement parts or components for equipment; and library materials for a public library that are available only from the persons holding exclusive distribution rights to the materials; need not be submitted to competitive bids; and WHEREAS, the City Council wishes to procure one or more of the items mentioned in the above paragraph; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The following purchase of materials, equipment or supplies, as and the license terms attached are hereby approved: FILE NUMBER VENDOR AMOUNT 4426 EST Group $96,362 SECTION 2. The acceptance and approval of the above items shall not constitute a contract between the City and the person submitting the quotation for such items until such person shall comply with all requirements specified by the Purchasing Department. SECTION 3. The City Manager is hereby authorized to execute any contracts relating to the items specified in Section 1 and the expenditure of funds pursuant to said contracts is hereby authorized. SECTION 4. This ordinance shall become effective immediately upon its passage and approval. PASSED AND APPROVED this the _________ day of ____________, 2009. ______________________________ MARK A. BURROUGHS, MAYOR ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: ______________________________ APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY BY: _________________________________ 3-ORD-File 4426 AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Community Development Division ACM: Fred Greene SUBJECT Consider adoption of an ordinance of the City Council of the City of Denton, Texas, approving guidelines for operation of the City of Denton Home Improvement Program and eligibility criteria; authorizing expenditures in excess of $50,000 for projects meeting program guidelines and criteria; and providing an effective date. BACKGROUND This ordinance approves guidelines and eligibility criteria for the 2009 Home Improvement Program. Passage of this ordinance authorizes project payments that exceed $50,000 when project meets program eligibility criteria and guidelines. City Council awarded CDBG and HOME grant funds to HIP for the 2009-2010 program year as part of the City of Denton 2009 Action Plan for Housing and Community Development. Additional funding sources may include program income, a Denton County Housing Finance Corporation grant, Federal Home Loan Bank grant funds and owner-provided personal funds. Bids are let for all rehabilitation and reconstruction projects. Homeowners select their contractor from the bids that meet HIP guidelines. The following changes to the 2009 Home Improvement Program guidelines are being recommended: 1. The project maximum cost limit for rehabilitation is being raised from $65,000 $70,000 and, if a project must address lead-based paint and/or historical architectural work, project maximum limit is adjusting from $75,000 to 80,000. 2. $99,500, plus 5% for potential change orders. No other significant changes are proposed. ESTIMATED SCHEDULE OF PROJECT The program guidelines will be in effect for owner-occupied rehabilitation and reconstruction projects completed from October 1, 2009 through September 30, 2010. PRIOR ACTION/REVIEW (Council, Boards, Commissions) City Council approved funding for the Home Improvement Program activity in the City of Denton 2009-10 Action Plan for Housing and Community Development on May 5, 2009. Agenda Information Sheet November 3, 2009 Page 2 FISCAL INFORMATION Housing staff salaries related to program delivery will be paid with CDBG and HOME funds. No general fund dollars are included to manage this program. EXHIBITS 1.) Proposed Ordinance 2.) Exhibit A: 2009 Home Improvement Program Guidelines Respectfully submitted: Mark Cunningham, Director Planning & Development Prepared by: Barbara Ross Community Development Administrator ÛÈØ×Þ×Ì ï EXHIBIT 2 2009 Home Improvement Program Guidelines ßª¿·´¿¾´» ·² Í°¿²·¸ ñ Ü·°±²·¾´» »² Û°¿/±´ Ûºº»½¬·ª» Ü¿¬»æ ïðñðïñîððç 1 Applicant(s) Is Subject To Any Guideline Changes Prior to Contract Execution 2 TABLE OF CONTENTS INTRODUCTION Home Improvement Program ..................................................................................................................................5 Description of General Program Procedures ...........................................................................................................5 I. PURPOSE ....................................................................................................................................................5 II.DESIGNATED AUTHORITY ....................................................................................................................5 III. ELIGIBILITY REQUIREMENTS: .............................................................................................................5 IV. APPLICATION PROCESSING ..................................................................................................................7 V. SELECTION OF RECIPIENTS FOR ASSISTANCE ................................................................................8 VI. WAIVERS AND APPEALS PROVISION .................................................................................................8 VII.FINANCIAL ASSISTANCE .......................................................................................................................8 VIII. CONTRACT REQUIREMENTS ................................................................................................................9 IX. PROJECT FEASIBILITY CRITERIA ......................................................................................................10 X. PROJECT COST LIMITS .........................................................................................................................11 XI. ALLOWABLE EXPENSES ......................................................................................................................11 XII.PROGRAM ACTIVITY OPTIONS ..........................................................................................................11 A. Owner-Occupied Rehabilitation ........................................................................................12 B. Optional Reconstruction ....................................................................................................12 XIII. CONTRACTOR SELECTION AND PROJECT MONITORING ...........................................................12 XIV. PAYMENTS TO CONTRACTOR ...........................................................................................................13 XV. CONTRACTOR DEBARMENT...............................................................................................................14 APPENDICES .......................................................................................................................................................15 APPENDIX 1 Qualifying Income Limits for Federally Assisted Programs .........................................................16 APPENDIX 2 Targeted Neighborhoods Map........................................................................................................17 APPENDIX 3 HOME Certification and Participation Agreement .......................................................................18 APPENDIX 4 Temporary Rehousing Questionnaire and Agreement ...................................................................20 APPENDIX 5 Space & Amenity Allowances For Reconstruction Activities .......................................................21 APPENDIX 6 Lead Based Paint Hazard Control Relocation Policy and Procedure ............................................23 3 INTRODUCTION The City of Denton objective is to assist low and moderate-income families in securing safe, sanitary and decent housing. This objective is accomplished through owner-occupied rehabilitation and optional reconstruction activities. Rehabilitation of an owner-occupied dwelling corrects code violations and makes needed repairs. If a dwelling is not feasible for rehabilitation, the applicant may be eligible for a replacement single-family dwelling. Optional reconstruction activity provides funds to demolish dilapidated dwellings and construct new modest, energy efficient and safe single- lots. The Home Improvement Program is administered by the City of Denton Community Development and is funded by federal grant dollars from the United States Department of Housing and Urban Development (HUD), participating owner funds, program income and other grant and private dollars, when available. Home Improvement Program The following pages contain a detailed description of the including program and project guidelines, application instructions and project bidding process. The purpose of the guidelines is to explain to potential applicants and the citizens of Denton, the Home Improvement Program and the levels of assistance available. For further information or clarification of the guidelines, please contact the: Community Development Division 601 E. Hickory Street, Suite B Denton, Texas 76205 (940) 349-7726 nd Located at City Hall East 2 Floor 4 Home Improvement Program Description of General Program Procedures I. PURPOSE A. The City of Denton Home Improvement Program provides technical and financial assistance for eligible low and moderate-income households to complete rehabilitation or reconstruction of their principal residence. B. Assistance shall be subject to the availability of program funds. Administrative procedures will be modified to meet any change in rules and regulations of HUD that may occur over time. II. DESIGNATED AUTHORITY A. Administrative authority for implementation of the program will rest with the City of Denton Community Development Division. Community Development staff approves contractual and budget changes, as needed for project completion. B. The Community Development Administrator will have the responsibility for final determination of the amount of assistance available to individual applicants, in accordance with the program guidelines, policies and procedures. C. The Community Development Administrator will be responsible for approval of applicant eligibility for the program and final approval of applicants to be assisted. III. ELIGIBILITY REQUIREMENTS: is completed in two phases as described in sections A. and B. below. A. Applicant(s) / Household Eligibility Requirements: 1. Must be a United States citizen or a legal resident alien. 2. Must own, currently occupy and have occupied the dwelling for at least the past two consecutive years. (The period of time an applicant has lived in a property under a lease for purchase or contract for deed form of purchase may be taken into consideration in calculating the two consecutive years.) 3. Must hold a Fee Simple Title to the property. City staff will verify ownership through a general title search. a. does not gain title to the property deed until all contractual obligations have been met, applicant is not eligible for assistance. The seller must provide the purchaser with a filed warranty deed on the property to satisfy this eligibility requirement. b. If applicant(s) inherited the property, the legal documents establishing applicant(s) has fee simple proof of financial responsibility for the property (i.e. tax payments, and/or utility payments, fee simple title, executed, filed affidavit of heirship, etc.), and, proof of residency, both, for not less than the most recent, two consecutive years. 4. a. Gross annual total household income is at or below the following, adjusted for family size. Current maximum income limit by household size is: 5 Î»¸¿¾·´·¬¿¬·±² ñ Î»½±²¬®«½¬·±² èðû ±º ¬¸» ßÓ× Ø±«»¸±´¼ Í·¦» Ó¿¨·³«³ ×²½±³» Ô·³·¬ ï üíéôèëð î üìíôíðð í üìèôéðð ì üëìôïðð ë üëèôìëð ê üêîôéëð é üêéôïðð èüéïôìðð b. Must not have assets (total combined for all household members) in excess of $100,000. NOTE 2: uide for Determining Income and Allowances for the HOME Program as described in the Home Improvement Program Policies and Procedures Manual. 5. Must have acceptable credit under the City of Denton Community Development underwriting policy. Applicant(s) must exhibit the financial ability to pay creditors, including the following basic housing expenses: a. Home Mortgage Payment, including the loan with the City of Denton for Home Improvement assistance. b. Loan and revolving credit payment(s). c. Property Taxes (City, County, DISD) for all owned properties. d. e. Utilities: electrical/water/sewage/solid waste and gas 6. Applicants denied assistance due to poor credit history may be reconsidered for the program upon verifiable completion of six (6) consecutive months of successful debt management with Consumer Credit Counseling of North Texas or other debt management companies. Note: Debt management will be recertified prior to signing contracts. 7. Must demonstrate that income exceeds projected housing expenses and would allow the applicant to maintain the dwelling. 8. Homeowner may be required to provide owner contribution toward project cost (see Section VII.A.). 9. Pre-existing mortgage note balance cannot exceed 80 percent of the or reconstruction. 10. See "household" guideline at section III.B.10.a. below. NOTE: The City of Denton reserves the right to request an independent market analysis. B. Property Eligibility Requirements 1. Must be zoned to allow for single-family construction and be situated in a Targeted Neighborhood within the city limits of Denton (Refer to Targeted Neighborhoods Map - Appendix 2). 2. Must exhibit building code deficiencies that make the dwelling unsafe or unsanitary. 3. Structure must be more than 20 years old. 4. May not have existing property code violations (such as high weeds, trash, debris, junk vehicles, etc). Any liens placed on a property for correcting any past or present code violations must be paid in full by the time application processing occurs. Any items cited as a code violation on the property must be corrected or removed before assistance is provided. 6 5. Must be serviced by or be accessible to City-approved water supply, sanitary sewer and electrical system. 6. 7. Must comply with and meet all environmental regulations; i.e., historical, floodplain, noise, lead, etc. 8. May not exceed Community Development Replacement Housing Space Allowances Policy for reconstruction. Projects that would exceed the set standards due to property deed restrictions or neighborhood minimum requirements are not eligible for assistance. 9. Must be covered by an approved property is going to be reconstructed, the applicant must sign a HOMEOWNER AFFIDAVIT OF UNDERSTANDING AGREEMENT FOR HOMEOWNE requirement. Proof of homeowners insurance must be provided at completion of a rehab or reconstruction. 10. Households and/or properties previously assisted through this program may or may not be eligible for additional assistance as follows: a. A household that has received assistance to rehabilitate or reconstruct a home that they subsequently sold is not eligible for assistance on another home they purchase, regardless of the circumstances. b. A property that received rehabilitation assistance after March 1996 when the total dollar amount spent was above $30,000 is not eligible for additional assistance from this program. c. A property that received rehabilitation assistance before April 1996 may be eligible for additional assistance when all liens have been paid and released. d. A property that has received reconstruction assistance is not eligible for additional assistance from this program. IV. APPLICATION PROCESSING A. To be placed on the waiting list, applicants must meet the following criteria: 1. 1). 2. Owner is living in and has owned the single-family dwelling for not less than twelve consecutive months. 3. Property is located in a Targeted Neighborhood (see Appendix 2). 4. Property meets all requirements in Section III.B. 5. Applicant must complete a Waiting List Application Form and attach a copy of their property deed or proof of ownership. (Waiting List Application Forms are available at the Community Development Division, 601 E. Hickory Street, Suite B Denton, Texas, 76205, 940-349-7726.) B. Upon submission of a waiting list application to Community Development, applicants are placed on the waiting list in the order in which their application was received. C. When applicant reaches the top of the waiting list, s/he will be notified in writing to complete the application process and must provide all items requested on the checklist. In addition to checklist items, further documentation may be required to process application. NOTE: Contact deadline dates will be specified in the notice to apply letter from Community Development. Applicant must schedule an appointment to apply and must submit required application information prior to the stated deadline. These deadlines are strictly enforced. D. Application information regarding household income and composition must be complete, accurate and up-to- date. All information will be verified by Community Development staff. 7 Any intentionally falsified information will cause the application to be rejected and the applicant will not be allowed to reapply. Failure to disclose information that may affect eligibility requirements shall also constitute fraud. Applicants shall be required to make full restitution to the City in the event Community Development services are provided to applicants who provided inaccurate or incomplete information in order to meet eligibility requirements. E. Applicant must provide a detailed persona determine if household has enough discretionary income available to pay back a loan to the City. F. Applicant must attend a homeownership workshop, with emphasis being placed on maintenance, budgeting, cost effective decorating, and responsibilities of home ownership. G. Community Development staff will notify eligible applicant(s) of the financial assistance category he/she is eligible for under the program guidelines. Applicant will be notified that final eligibility for assistance is determined upon completion of the feasibility study of the property. Ineligible applicants will be notified of the reason their application for assistance is being rejected. H. Any applicant who feels that s/he has been unjustly denied assistance under the Home Improvement Program should follow the appeal procedure outlined in Section VI. V. SELECTION OF RECIPIENTS FOR ASSISTANCE A. Assistance will be provided to households on a first come, first served basis. The date upon which the Eligibility Certification Part I was approved will be used to determine the order of assistance. In availability of funds*. addition to the date certified, assistance is also dependant on the These two factors will determine the order of assistance and date funds will be made available. *The HIP Program project targets stated in the Action Plan must be met. If funds needed to complete a project are not available, the applicant will be assisted based on the date of application submission when funds become available. B. Community Development Staff will provide counseling and assistance as needed to facilitate the applicant's rehousing/housing, including the following: 1. Information on the program and rehousing/housing options available. 2. Assistance in soliciting bids for replacement housing. 3. Assistance in contractual compliance between applicant and contractor. 4. Assistance in inspection of construction of replacement dwelling, if applicable. VI. WAIVERS AND APPEALS PROVISION A. Request for Waiver: The City of Denton Home Improvement Program must follow specific guidelines in order to assure proper administration and management. In the event that an applicant feels that his/her circumstances require special consideration, s/he may request, in writing, a waiver from the usual requirements. All requests should specify the requirement(s) to be considered for waiver and state the approved. The Community Development Administrator will review requests on a case-by-case basis. Applicant will be notified in writing of the final decision. VII.FINANCIAL ASSISTANCE Owner Contribution A. is a percentage of the total project cost that the applicant must provide at contract signing. These funds are held in an escrow account and will be expended before City funds are used when making contractor payments. The owner contribution increases on a sliding scale as household income increases. See Appendix I for percent of owner contribution by income ranges and family size. City of Denton Funds: B. The City of Denton will fund the remaining project costs using Federal HUD CDBG and HOME dollars, program income and private funds, when available. Term of the Note C. is determined by the activity to be completed and/or total project cost as follows: 8 Activity / Project Cost Term Rehabilitation/Below $10,000 60 months (5 years) Rehabilitation/Between $10,000 -$25,000120 months (10 years) Rehabilitation/Above $25,000 - $45,000 180 months (15 years) Reconstruction or Rehabilitation/Above $45,000 240 months (20 years) Financial Assistance Levels D. : The City-funded dollars are payable through a two-part loan. See Appendix I for income ranges by household size, payable to deferred loan ratios and description of Payable and Deferred loans. E. Applying to the Home Improvement Program is voluntary. Funds for temporary relocation are not provided. VIII.CONTRACT REQUIREMENTS A. The City of Denton will be in the first lien position. When a first lien position is not possible, the City may accept second lien position, subject to the review and approval of the Community Development Administrator. Liens are released once all the requirements and conditions of the deed and promissory note have been met. DEFAULT ON CONTRACT: B. If the applicant defaults on their contract, the lien will be called due in full, e note as allowed by law. The City will make every effort to work with the applicant to avoid foreclosure and will examine each situation on a case-by-case basis. Examples of loan default include, but are not limited to: 1.) Delinquent loan payments; 2.) Failure of grantee to reside in the assisted dwelling unit as the principal residence of applicant; 3.) Failure to maintain adequate homeowner insurance coverage; 4.) Failure to pay property taxes when due. SALE OF PROPERTY: C. In the event the grantee sells the property prior to maturity of the note, the sum of the unpaid balance of the loan and the unforgiven balance of the deferred loan amount will become due immediately. Under no circumstance will assistance be provided to grantee on any future property purchased. DISCONTINUATION OF RESIDENCY: D. In the event the owner(s) no longer resides in the unit due to death or a permanent medical condition and the heirs/owner decide to sell the property, the City of Denton lesser of will accept as settlement of the note the : 1. or, conduct an independent appraisal), 2. Payment of the entire loan balance (both payable and forgivable) owed at the time of grantee's death or date grantee was no longer able to reside in his/her home due to medical reasons. If the heirs decide to reside in the property, the City of Denton will negotiate a modified and/or continuation of the note depending on beneficiary income and ownership circumstances. If the heirs decide to set up the property as a rental unit, they will pay the balance due as calculated in "D" above and may request a monthly payment arrangement. The heirs will be required to sign a Modification of Note and Lien. TEMPORARY DISCONTINUATION OF RESIDENCY: E. In the event the owner(s) temporarily discontinues residence due to a medical condition, but has a all intention to return to the primary residence; owner must continue to make timely loan payments and comply with the following: 1. Keeping the property in good repair and condition; 2. Paying all taxes and assessments on the property when due; 3. Preserving the lien's priority as it is established in this deed of trust; 4. Maintaining in a form acceptable to Beneficiary, an insurance policy; a. If a house remains vacant for 60 days or longer, an insurance company could cancel the policy, or deny claims. more than 60 days, to ensure that the house has required insurance coverage. Homeowner is responsible for contacting their insurance company to ensure coverage. Coverage must comply with the following: 9 covers all improvements for their full insurable value - contains a replacement cost coverage clause for the reconstructed structure - provides fire and extended coverage, including windstorm coverage - protects Beneficiary with a standard mortgage clause - provides flood insurance at any time property is in a flood hazard area - F. After homeowner returns home, it will be the homeowners responsibility to ensure that the policy LOSS OF with all contract requirements. HOUSEHOLD INCOME: If, after the project begins, a household experiences a permanent, substantial loss of household income, an applicant may request a re-evaluation of their total annual gross household income. This evaluation may result in a decrease in the payable portion of the note. The loss of income must be from an income-earning household member(s) whose income was used in determining the original loan Please note: assistance category. Loss of employment (voluntarily or involuntarily) is not considered a 1. death 2. retirement (must be 62 years of age or older) 3. permanent disability 4. Other substantial permanent loss of income, when approved by Community Development Administrator. All household members must complete all income information and forms as required in section IV, Application Processing - Application processing will be completed to determine if an adjustment and/or extension to the payable portion of the note is eligible. A determination will be made after evaluating the household size and income using the program guideline income limits and financial assistance categories that are being used at the time the request for reduced loan payment is made. When a loan adjustment and/or extension is granted, the applicant must sign a Modification and Extension of Real Estate Note and Lien reflecting the adjustment and/or extension of the note. IX. PROJECT FEASIBILITY CRITERIA A. A decision as to the type and amount of assistance an applicant is allowed is based on the feasibility of a property to be rehabilitated. An assessment will be completed using the following factors: 1. Determine if the rehabilitation cost will be affected by: the zoning of a property, a property being located in a designated 100-year floodplain or floodway, a need to abate possible presence of lead- based paint, possible historical restoration requirements, or if a rehab will reduce noise levels if property is in a high noise area. NOTE: The Floodplain Management regulations limit the total cost of all non-code repairs for any dwelling located in a designated 100-year floo-rehabilitation appraised value as set by the Denton Central Appraisal District (dwelling [not land] value only). 2. Determine if the framework and foundation of a dwelling are stable, or can be made stable through rehabilitation. (May allow for structural engineer evaluation of structure when staff cannot determine.) 3. Lead-based paint hazard reduction techniques will be used when lead- acceptable limits for lead content in existing paint. when lead content exceeds 1 mg per cm² (one milligram per centimeter squared), or 5000 ppm (parts per million). The reduction techniques used by this program are described and found in the U. S. Department Guidelines for the Evaluation and Control of Lead-Based Paint Hazards in Housing, issued June 1995. NOTE: The homeowner may be required to make arrangements for relocation if it is required in the Homeowner Protection Plan for Lead Based Paint Hazard Control work. See Lead- Based Paint Hazard Control Policy & Procedure for more information. 4. Is a room addition(s) needed to relieve serious overcrowding? 10 NOTE: Room additions and improvements to relieve serious overcrowding may be eligible and require the approval of the Community Development Administrator. B.A structural evaluation and project cost determination is completed. Projects that will exceed the Project Cost Limits (Section X) are not eligible for rehabilitation assistance. Applicant may be referred for optional reconstruction assistance. X. PROJECT COST LIMITS A. A rehabilitation project must meet all of the following 3 tests to be considered feasible to rehabilitate. Projects not feasible for the rehabilitation activity may be eligible for reconstruction and must meet the cost criteria in items 2 and 3 of this section. 1. Using the post project square feet, rehabilitation is limited to $55 per square foot of total living space up to a maximum bid limit of $70,000, plus 10% for potential change orders. Exceptions: An additional $10 per square foot may be available to comply with lead reduction. An additional $10 per square foot may be available to comply with historical requirements. When rehabilitation includes either lead-based paint and/or historical work, a project bid is limited to a maximum of $80,000, plus 10% for potential change orders. 2. Reconstruction: Reconstruction bid limit, which includes demolition and reconstruction of a home, will not exceed $99,500, plus 5% for potential change orders. 3. Total project cost will not exceed the current Maximum Per Unit Home Subsidy Limits for Denton as set by HUD (See Appendix I). 4. The after project appraised property value will not exceed 95% of the current Single Family Mortgage Limit for Denton as established by HUD (See Appendix I). B. PROGRAM MINIMUM LIMITS FOR Home Improvement projects: A dwelling needing less than $5000 of repairs is not eligible for Home Improvement Program assistance. XI. ALLOWABLE EXPENSES Federal CDBG and HOME grant funds will be used to pay for eligible project costs to complete substantial rehabilitation of existing owner-occupied properties and reconstruction of substandard owner-occupied properties. Some allowable fees are: o Cost of room addition(s), to relieve serious overcrowding when approved by the Community Development Administrator. o Demolition of substandard structures as needed to complete projects. o Costs necessary to build modest, energy efficient, safe and sanitary replacement of principal residences o Other eligible expenses the Community Development Division determines necessary to facilitate the completion of activities allowed by this program (Example: title search, filing fees, platting, engineering reports, permit and tap fees, etc.) o Eligible administrative costs. o Other fees and costs as allowed by the CDBG and HOME regulations. NOTE: Funds for temporary relocation during project construction are not provided. XII.PROGRAM ACTIVITY OPTIONS The Home Improvement Program provides three options. The process required for all activities will be: Ð®±½» o CD staff will complete a project feasibility study. This inspection will include a detailed evaluation of all deficiencies needing to be addressed to bring the dwelling up to minimum program standards. o Activity option determined based on feasibility criteria (Section IX.). o Project details completed and approved by applicant. 11 o CD staff completes a cost estimate of the work to be completed. o CD Administrator certifies the project as "eligible" or "not eligible." oIf eligiblefor reconstruction, applicant must signthe Temporary Rehousing Questionnaire and Agreement (Appendix 4) or for rehabilitation of homes built before 1978, the Lead Based Paint Hazard Control Relocation Policy and Procedure (Appendix 6). o Bid packet is prepared, bid out as described in Contractor Selection and Monitoring (Section XIII), owner chooses contractor from eligible bids, contracts are signed and project begins. o City codes and project specifications. Community Development staff completes final inspection. o For reconstruction activity, owner must have utilities connected and provide proof of homeowner's insurance before property can be occupied. o Project is closed upon contractor receiving contingency payment; owner receives loan payment schedule; invoicing begins. In the event a procedure is not addressed in these guidelines the Program Manager will determine the best course of action. ßò Ñ©²»®óÑ½½«°·»¼ Î»¸¿¾·´·¬¿¬·±² This activity will assist eligible applicants rehabilitate single-family principal residences by making needed repairs with the first priority being to correct code violations. This activity is eligible when a completed project will yield a structurally sound, safe, sanitary and decent single-family dwelling that meets City's building codes (see Section IX). Þò Ñ°¬·±²¿´ Î»½±²¬®«½¬·±² The reconstruction activity is offered when existing dwellings are not feasible for rehabilitation. Optional reconstruction provides funds to demolish existing dilapidated dwellings and reconstruct modest, energy efficient, safe and sanitary replacement single-family dwellings. XIII.CONTRACTOR SELECTION AND PROJECT MONITORING All applicants are responsible for finding a contractor who will develop a proposal to complete approved home improvement activity. Eligible applicants may request assistance from Community Development staff to help homeowner with the bidding process. The homeowner may elect to seek a bid proposal from a qualified contractor of their choice. Bids by contractors submitted by the applicant must be reasonable (within 10 percent, high or low, of the Community Development cost estimate). Contractors selected by the applicants must meet eligibility and insurance requirements. Contact any reputable and experienced contractor and request a bid for the required work. IF YOU HAVE ANY TROUBLE FINDING A CONTRACTOR, contact any of the following places for assistance: Your local Better Business Bureau Any friends or neighbors who have had remodeling done to their properties. Chamber of Commerce When a contractor comes to meet with you, you should: Show him/her the mandatory work items that have been identified by the Community Development per the work write up, construction plans and project standards. Advise him/her that the bid proposal must be returned to you for submission to the rehabilitation program by a due date. DO NOT SIGN ANY AGREEMENT WITH THE CONTRACTOR. 12 Community Development at 601 E. Hickory Street, Suite B Denton, TX 76205. The Community Development staff will review the proposal to verify that: 1. The contractor is licensed and has all City-required insurance coverage. 2. All required improvements have been included in the bid. 3. 4. All proposed costs are reasonable (as verified by CD staff prepared cost estimate). 5. The contractor chosen by owner has not been disqualified by any local, State or Federal government agency. not be eligible to participate in this program. References will be checked and claims of substandard workmanship will be cause to declare a contractor ineligible. The contractor must also submit all required proof of insurance forms and bonds (if applicable). Failure to submit these will result in rejection of the bid proposal. The bid proposals that are submitted by the applicant will be reviewed by the Community Development to determine if the total bid price is reasonable per cost estimate and under the maximum allowable amount. THE CITY OF DENTON AND THE APPLICANT RESERVE THE RIGHT TO REJECT ANY AND ALL BIDS. If the Community Development Administrator approves the bid proposal submitted by the applicant, the Community Development staff shall proceed. A construction contract must be signed. Before the contractor can start work, the applicant must issue a notice to proceed. Denton building code inspector. If the applicant considers any work done by the contractor to be unsatisfactory or incomplete, the applicant should advise the contractor of the discrepancy and ask that it be corrected. In the event a dispute exists between the applicant and the contractor with respect to the work, the City shall take appropriate action in accordance with the provisions of the construction contract to assure that the applicant is satisfied before making any payment to the contractor. In the event a dispute cannot be resolved, the Department Director shall consider all pertinent facts and shall decide an appropriate course of action to resolve the dispute. Acceptance of Work 1. Final Inspection: In order for the contractor to close out a project, a final inspection shall be made by the City of Denton building code inspector, the Community Development staff, and the applicant. If the final inspection results in no additional work or no specified corrections, the applicant shall sign building code inspector shall sign a final inspection form to confirm the same. At this time, the contractor is advised to submit to the Community Development copies of all warranties and releases of liens from subcontractors and suppliers prior to contingency payment. 2. Warranty of Work As stated in the contract, the contractor shall guarantee the work performed for a period of at least one-year from the date of final acceptance. The contractor will return in thirty (30) days and ask the applicant if any additional repairs are necessary. Any deficiencies or necessary repairs to specified work will be completed at this time. XIV. PAYMENTS TO CONTRACTOR A. The contractor shall receive approved final payment, minus a 10 percent contingency, for completed contract within 15 working days after final inspection approval. The contingency is calculated on the final contract amount by adding the total project bid amount plus or minus change orders, minus, if applicable, the cost for demolition. Contingency is withheld for thirty (30) days from the date of final acceptance by Community Development staff. After thirty days, if no additional or warranty work remains, the contractor must request written approval from owner and CD staff to release withheld contingency funds. Contractor must endorse the Mechanic's Lien Note over to the City of Denton and sign a release of note and lien of the Mechanic's Lien Contract before contingency payment can be released. 13 B. A contractor may request interim-project payments throughout the course of the project. Interim payments will be made available to the contractor upon applicant and CD staff approval of any contract work that has been completed. Contractor will submit a CONTRACTOR REQUEST FOR PAYMENT AND PERIODIC STATEMENT form to the applicant when requesting payments. C. subcontractors and suppliers must be submitted to the Community Development before final payment can be released to contractor. Any electrical, plumbing, mechanical, window and/or roofing permits and termite inspection report must also be submitted to the Community Development prior to releasing contingency payment to the contractor. XV. CONTRACTOR DEBARMENT A. A contractor will be declared ineligible to participate in projects funded by the City of Denton Home Improvement Program for one or more of the following causes: 1. Failure to complete a project within the prescribed contract period. 2. Failure to complete warranty repairs within a reasonable time period. 3. Failure to use licensed plumbing and electrical subcontractors. 4. Failure to obtain City- 5. Failure to complete work in accordance with program specifications and/or accepted standards of workmanship. 6. Failure to pay all subcontractors working on the project appropriately and/or by not submitting affidavits of payment signed by all subcontractors. 7. Failure to obtain proper permits for work in progress. 8. Failure to treat applicants with respect and courtesy. 9. Other offenses not described here when the Community Development Director believes a contractor's action(s) does not serve the best interest of the program, the City or the applicant. B. Contractors will be notified of their proposed debarment and will be afforded the opportunity to comment or appeal the action. All appeals must be made in writing to the Community Development by the 15th day from the date of the notification letter. 14 APPENDICES Appendix 1 Qualifying Income Limits and Ranges for the City of Denton's Federally Assisted Programs Appendix 2 Target Neighborhoods Map Appendix 3 Homeowner HOME Certification and Agreement to Participate in the Home Improvement Program Owner Occupied Assistance Appendix 4 Temporary Rehousing Questionnaire and Agreement Appendix 5 Space & Amenity Allowances For Reconstruction Activities Appendix 6 Lead Based Paint Hazard Control Relocation Policy and Procedure 15 APPENDIX 1 FY 2009/2010 City of Denton Community Development Department Qualifying Income Limits for Federally Assisted Programs Rehabilitation and Optional Reconstruction Eligible Income Ranges îóÐ¿®¬ Ô±¿² Î¿¬·±ö öêðû Ð¿§¿¾´» ñ ìðû Ü»º»®®»¼ öìðû Ð¿§¿¾´» ñ êðû Ü»º»®®»¼ öîëû Ð¿§¿¾´» ñ éëû Ü»º»®®»¼ öïëû Ð¿§¿¾´» ñ èëû Ü»º»®®»¼ Ñ©²»® Ý±²¬®·¾«¬·±² ïû ±º Ì±¬¿´ Ð®±¶»½¬ Ý±¬ òéëû ±º Ì±¬¿´ Ð®±¶»½¬ Ý±¬ òëû ±º Ì±¬¿´ Ð®±¶»½¬ Ý±¬ òîëû ±º Ì±¬¿´ Ð®±¶»½¬ Ý±¬ ModerateLowVery-Low Extremely-Low ×²½±³» Î¿²¹» íðû ßÓ× èðû ßÓ× êëû ßÓ×êëû ßÓ× ëðû ßÓ×ëðû ßÓ× íðû ßÓ× Ú¿³·´§ Í·¦» ï üíéôèëð ó üíðôéëï üíðôéëð üîíôêëï üîíôêëð ó üïìôîðï üïìôîðð ±® Þ»´±© î üìíôíðð ó üíëôïëï üíëôïëð ó üîéôðëï üîéôðëð ó üïêôîëï üïêôîëð ±® Þ»´±© í üìèôéðð ó üíçôëëï üíçôëëð ó üíðôìðï üíðôìðð ó üïèôîëï üïèôîëð ±® Þ»´±© ì üëìôïðð ó üìíôçëï üìíôçëð ó üííôèðï üííôèðð ó üîðôíðï üîðôíðð ±® Þ»´±© ë üëèôìëð ó üìéôìëï üìéôìëð ó üíêôëðï üíêôëðð ó üîïôçðï üîïôçðð ±® Þ»´±© ê üêîôéëð óüëðôçëï üëðôçëð ó üíçôîðï üíçôîðð ó üîíôëëï üîíôëëð ±® Þ»´±© é üêéôïðð ó üëìôëðï üëìôëðð ó üìïôçðï üìïôçðð ó üîëôïëï üîëôïëð ±® Þ»´±© è üéïôìðð ó üëèôððï üëèôððð ó üììôêðï üììôêðð îêôèðï üîêôèðð ±® Þ»´±© *In this two-part loan: Part I: Payable Loan is based on a percentage of the total City-paid project cost (see Section VII.D.). The payable portion of the loan is amortized over the term of the note (60 to 240 months - see Section VII.C.), and carries a 2 percent interest rate. There is no penalty for paying the payable loan off early. Part II: Deferred Loan is based on a percentage of the total City-paid project cost (see Section VII.D.). This portion of the loan carries a zero percent interest rate. For every month applicant complies with deed and note requirements, a fraction of the deferred loan is forgiven (on a 5-year note, 1/60, on a 10-year note 1/120, on a 15-year note 1/180, and on a 20-year note 1/240). The deferred loan terms are from between 60 to 240 months (5 to 20 years) based on project cost and/or type of assistance activity (see Section VII.C.). At the end of the contract term the deferred loan is forgiven, provided applicant has satisfied all the conditions listed in the Deed of Trust and Promissory Note. The deferred loan is secured by a lien on the property. *Persons age 62 or older are eligible to receive a reduction of 5% on the payable loan portion. The 5% will be included in the deferred portion of the loan. Reportable Income: Gross income for all household members aged 18 and above must be included to determine determining the payback category that the eligible househol grandchildren or legal guardians of the applicant who are aged 18 up to 22 and/or children aged 22 up to 25 who are full or part-time students. Incomes for household members aged 25 and older will be included in determining the payback category for the household . : Income Limit Source:U.S. Department of Housing and Urban Development. Effective 3/19/2009 Home 221(D)(3) Maximum Per-Unit Subsidy Limits For Denton - Effective: 7/1/2009 0-BDR=$107,838 1-BDR=$123,618 2-BDR=$150,319 3-BDR=$194,463 4-BDR=$213,462 95 Percent of the 2007 Single Family Mortgage Limit for Denton ($271,050) = $257,497 Effective: 2/25/2009 16 APPENDIX 2 City of Denton, Texas Targeted Neighborhoods Map 17 ßÐÐÛÒÜ×È í City of Denton Community Development Home Improvement Program Homeowner HOME Certification and Participation Agreement Community Development staff: Homeowner: Mailing Address (if different from above): Phone: Mobile: Fax: Email: 1. I certify that I, Homeowner named above, am the owner/occupant of the property located at the above-referenced Street Address and that it is my principal residence. 2. As the Homeowner, I acknowledge I am responsible for completing and returning all required documentation to the Community Development staff within the time period stated on the application materials. Required documentation will include, but is not limited to, a completed Community Development Home Improvement Program Verification of Income Application, proof of income and proof of home ownership. If I fail to provide these documents in a timely manner, or if I fail to respond to any inquiries made by Community Development staff regarding my HOME Application for Assistance, I may be disqualified from participating in this program and receiving benefits. 3. I understand the funding limitations of the HOME program and have been instructed regarding which services I may receive. I understand a thorough inspection of my home may result in one of the following recommendations: REHABILITATION a. Repairs are made to the existing home in order to eliminate its construction deficiencies, in accordance with the Home Improvement Program Minimum Construction Standards as established by the City of Denton Home Improvement Program. The homeowner may be required to make arrangements for relocation while the rehabilitation takes place. RECONSTRUCTION b. Due to excessive construction deficiencies which cannot be repaired or rehabilitated sufficiently to meet required minimum construction standards, the existing structure is demolished and replaced with a newly constructed home built on the same site. Reconstructed homes must comply with 2003 International Residential Code (IRC) standards. The homeowner will be required to make arrangements for relocation while the reconstruction takes place. NOT ELIGIBLE c. R budget or funding limitations, or when either the Community Development staff or Homeowner elect not to allow rehabilitation or reconstruction of the home. 4. I understand that by accepting funding for rehabilitation / reconstruction of my property, I will be required to sign a deed contract that will make me legally responsible for: a. regular upkeep and maintenance of the home following rehabilitation / reconstruction; b. keeping my home adequately insured as described in the Home Improvement Program Policies and Procedures booklet; c. keeping all my property taxes paid when due; d. paying the loan payments in a timely manner. 5. I have reviewed the Home Improvement Program Policies and Procedures with Community Development staff and have initialed all areas included in the detailed review. I have initialed each item on the attached checklist that was reviewed in detail with me. I was provided an opportunity to ask any que regarding such items as contracts, minimum building standards and specifications, financial limits, type of loans, funding Homeowner Certification and Agreement to Participate sources contractor selection and payments, etc., prior to signing this in the Home Improvement Program. 6. I understand it is my responsibility to arrange access to the home for building contractors, inspectors, and workers performing construction or repair services to the home. Following completion of the construction, the home will continue to be accessible for completion of punch list items and warranty work. If reasonable and timely access is denied to a building 18 contractor or inspector who is attempting to make a good faith effort to make or inspect required repairs, I will become responsible for completing the repairs at my expense. 7. I understand that the security of the property, household goods, and personal items is my responsibility and that I may be required to move and/or store personal property at my expense. If personal property is damaged, displaced or lost during the construction or inspection of the property, I will immediately report the situation to the Community Development staff, but it will be my responsibility to pursue damages for any losses through my own insurance provider. I will complete photographic and written inventory prior to the beginning of rehabilitation / reconstruction. 8. During rehabilitation / reconstruction, I will not touch, disturb, move, or otherwise affect, the construction areas, tools, materials and/or equipment. I will make a reasonable effort to stay away from the construction zone. 9. I will provide all existing utilities for use by Building Contractor only as they relate to the rehabilitation / reconstruction of the home. I am responsible for continuous maintenance and payment of existing utilities. 10. ct each item Request for Payment, I am verifying that to the best of my knowledge and belief each of the listed rehabilitation / reconstruction items has been completed according to the required standards and specification. If I am not satisfied with a particular item of repair that has been presented for payment, I may delete the items(s) until such repair is satisfactorily completed. If the repair is completed according to standards and specifications but I refuse to approve the payment request, I understand that I may be responsible for payment to Building Contractor for any lost time. Community Development staff shall resolve any such conflicts. final 11. Before approving payment I will receive a Warranty from Building Contractor. If warranty work is required during the warranty period, I will be responsible for contacting Building Contractor by telephone. If no contact is made by telephone, I will send a certified letter (with a return receipt) to Building Contractor. If Building Contractor has not responded within 30 days, I will immediately report the situation to Community Development staff. I will provide Community Development staff with copies of my receipts and letters supporting my attempt to contact Building Contractor. If warranty issues or other an informal conference and possibly, binding arbitration. Participation Agreement. I/We certify that, to the best of my/our knowledge, all required documents and materials I/we have completed and submitted to Community Development staff for my/our Application for Assistance are true and correct. I/We certify that Contract Administrator has explained to me/us, and I/we understand the benefit options available under the Home Improvement Program. I/We choose to participate in the Home Improvement Program and to comply with all Program requirements. NOT I/We choose to participate in the Home Improvement Program or to receive any services provided and/or funded by the Program. Signature of Homeowner Date Signature of Homeowner Date 19 APPENDIX 4 ÌÛÓÐÑÎßÎÇ ÎÛØÑËÍ×ÒÙ ÏËÛÍÌ×ÑÒÒß×ÎÛ ßÒÜ ßÙÎÛÛÓÛÒÌ Ç±«® °¿®¬·½·°¿¬·±² º±® ±°¬·±²¿´ ®»½±²¬®«½¬·±² ¿·¬¿²½» · ª±´«²¬¿®§ò Î»½±²¬®«½¬·±² º«²¼ ¿®» ´·³·¬»¼ ¬¸»®»º±®»å ¬¸» Ð®±¹®¿³ ¼±» ²±¬ ½±ª»® ½±¬ ²»½»¿®§ º±® ¸±«»¸±´¼ ¬± ®»´±½¿¬» ¼«®·²¹ ®»½±²¬®«½¬·±² ±º ¬¸» °®±°»®¬§ò Ð´»¿» ½±³°´»¬» ¬¸» º±´´±©·²¹ ¯«»¬·±²²¿·®»ò Ì¸· ·²º±®³¿¬·±² ©·´´ ¸»´° ±«® ¬¿ºº ·² ¼»¬»®³·²·²¹ ·º §±« ©·´´ ¾» »´·¹·¾´» º±® ±°¬·±²¿´ ®»½±²¬®«½¬·±² ¿·¬¿²½»ò ïò× «²¼»®¬¿²¼ ¬¸¿¬ ½±¬ ©·´´ ¾»¹·² ¬± ·²½«® ¬¸¿¬ ³¿§ ·²½´«¼» ¾«¬ ¿®» ²±¬ ´·³·¬»¼ ¬± º·´·²¹ô °´¿¬¬·²¹ô ®»ó°´¿¬¬·²¹ô ¬·¬´» »¿®½¸ô °®±°»®¬§ «®ª»§ ¿²¼ ±¬¸»® ½±¬ ¼»»³»¼ ²»½»¿®§ò × «²¼»®¬¿²¼ × ©·´´ ¾» ®»°±²·¾´» º±® ¬¸»» ½±¬ô »ª»² ¬¸±«¹¸ °®±¶»½¬ ³¿§ ±® ³¿§ ²±¬ ¾» ½±³°´»¬»¼ò Ç» Ò± îò× «²¼»®¬¿²¼ ¬¸¿¬ ·¬ · ³§ ®»°±²·¾·´·¬§ ¬± ®»´±½¿¬» ³§ ¸±«»¸±´¼ô ¾»º±®» ¬¸» ®»½±²¬®«½¬·±² ¿²¼ ¿º¬»® ¬¸» ®»½±²¬®«½¬·±² · ½±³°´»¬»¼ô ¿²¼ ¬¸¿¬ × ¿³ ®»°±²·¾´» º±® ¿´´ ½±¬ ·²ª±´ª»¼ ¬± ¼± ±ò × ¿´± «²¼»®¬¿²¼ ¬¸¿¬ × ³«¬ ª¿½¿¬» °»®³¿²»²¬´§ ¬¸» ½«®®»²¬´§ ±½½«°·»¼ «¾¬¿²¼¿®¼ ¼©»´´·²¹ ©·¬¸·² ïð ¼¿§ ²±¬·½» ¾§ ¬¸» Ý·¬§ò Ç» Ò± íò× «²¼»®¬¿²¼ ¬¸¿¬ ¿ ¿ ®»«´¬ ±º ®»½±²¬®«½¬·±²ô ³§ ¿°°®¿·»¼ °®±°»®¬§ ª¿´«»ô »¬ ¾§ ¬¸» Ü»²¬±² Ý»²¬®¿´ ß°°®¿·¿´ô ³¿§ ·²½®»¿» ·¹²·º·½¿²¬´§ º®±³ ¬¸» ¿³±«²¬ ¿¬ ©¸·½¸ ·¬ · ½«®®»²¬´§ ª¿´«»¼ò Ç» Ò± ìò× «²¼»®¬¿²¼ ¬¸¿¬ ¿² ·²½®»¿» ·² ³§ °®±°»®¬§ ª¿´«» ³¿§ ½¿«» ³§ °®±°»®¬§ ¬¿¨» ¬± ·²½®»¿» ¾§ ¿ ·¹²·º·½¿²¬ ¿³±«²¬ò × ¿³ º·²¿²½·¿´´§ °®»°¿®»¼ ¬± ³»»¬ ¿²§ ·²½®»¿»ò Ç» Ò± ëò× «²¼»®¬¿²¼ ¬¸¿¬ × ¿³ ±¾´·¹¿¬»¼ ¬± ½¿®®§ ¸±³»±©²»®ù ·²«®¿²½» º±® ¬¸» ¼«®¿¬·±² ±º ¬¸» ´·»² øîð §»¿®÷ ¬¸¿¬ ¬¸» Ý·¬§ ±º Ü»²¬±² ©·´´ ¸¿ª» ±² ³§ °®±°»®¬§ò × «²¼»®¬¿²¼ ¬¸¿¬ × ³«¬ ®»¯«»¬ ¬¸¿¬ ³§ ·²«®¿²½» ½±³°¿²§ ´·¬ ¬¸» Ý·¬§ ±º Ü»²¬±² ¿ ¿ þÝ»®¬·º·½¿¬» Ø±´¼»®þ ±² ³§ °±´·½§ò Ç» Ò± êò× «²¼»®¬¿²¼ ¬¸¿¬ ³§ ¸±³»±©²»® ·²«®¿²½» °®»³·«³ ©·´´ ³±¬ ´·µ»´§ ·²½®»¿» ¿ ¿ ®»«´¬ ±º ¬¸» ®»½±²¬®«½¬·±²ò × ¿³ ¿©¿®» ¬¸¿¬ ³§ ·²«®¿²½» °±´·½§ ³«¬ ½±ª»® ¬¸» ¿º¬»®ó®»½±²¬®«½¬·±² ¿°°®¿·»¼ ª¿´«» ±º ³§ °®±°»®¬§ò × ¿³ º·²¿²½·¿´´§ °®»°¿®»¼ ¬± ³»»¬ ¬¸· ·²½®»¿»ò Ç» Ò± éò× «²¼»®¬¿²¼ ¬¸¿¬ × ³«¬ ¬¿µ» °±»·±² ¿²¼ ±½½«°§ ¬¸» ®»°´¿½»³»²¬ ¼©»´´·²¹ ©¸»² ¬¸» ®»½±²¬®«½¬·±² · ½±³°´»¬»¼ ¿²¼ ¬¸» Ý·¬§ ¼»¬»®³·²» ·¬ ¬± ¾» ®»¿¼§ º±® ±½½«°¿²½§ò × «²¼»®¬¿²¼ ¬¸¿¬ × ³¿§ ¾» ®»¯«·®»¼ ¬± ®»·¹² ½±²¬®¿½¬ò Ç» Ò± èò× «²¼»®¬¿²¼ ¬¸¿¬ Ì¸» Ý·¬§ ±º Ü»²¬±² · ´·³·¬»¼ ·² ¬¸» ¿³±«²¬ ±º º«²¼ ·¬ ½¿² °»²¼ ¬± ®»½±²¬®«½¬ ¿ °®±°»®¬§ò × ¸¿ª» ¾»»² ¾®·»º»¼ ±² ¬¸»» ´·³·¬ ¿²¼ «²¼»®¬¿²¼ ¬¸¿¬ ³§ »´·¹·¾·´·¬§ º±® ±°¬·±²¿´ ®»½±²¬®«½¬·±² ¿·¬¿²½» ©·´´ ¾» ¹®¿²¬»¼ ±²´§ ·º ·¬ · ¼»¬»®³·²»¼ ¬¸¿¬ ¬¸» ¬±¬¿´ ±º ¿´´ ½±¬ ·²ª±´ª»¼ ¬± ®»½±²¬®«½¬ ³§ °®±°»®¬§ ©·´´ ¾» ¿¬ ±® ¾»´±© ¬¸» ¿´´±©¿¾´» °®±¹®¿³ ´·³·¬ò Ç» Ò± Ì¸· ßÐÐÔ×ÝßÌ×ÑÒ ©¿ ½±³°´»¬»¼ ¾§ ÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁ±² ò Þ§ ·¹²·²¹ ¾»´±©ô × ¿³ ®»¯«»¬·²¹ ¬¸¿¬ ¬¸» Ý·¬§ ±º Ü»²¬±²ù Ý±³³«²·¬§ Ü»ª»´±°³»²¬ ¬± ¿½½»°¬ ¬¸· ¿ ³§ ¿°°´·½¿¬·±² ¬± ¾» ½±²·¼»®»¼ º±® ±°¬·±²¿´ ®»½±²¬®«½¬·±² ¿·¬¿²½»ò Ü¿¬» 20 APPENDIX 5 ÍÐßÝÛ ú ßÓÛÒ×ÌÇ ßÔÔÑÉßÒÝÛÍ ÚÑÎ ÎÛÝÑÒÍÌÎËÝÌ×ÑÒ ßÝÌ×Ê×Ì×ÛÍ Ì¸» Ý·¬§ ±º Ü»²¬±² ³¿§ °®±ª·¼» ®»°´¿½»³»²¬ ·²¹´»óº¿³·´§ ³±¼»¬ô ¿º»ô »²»®¹§ó»ºº·½·»²¬ô ¼»½»²¬ ¼©»´´·²¹ò ß² Û²»®¹§Í¬¿®r ¯«¿´·º·»¼ ¸±³»ò Í°¿½» ¿²¼ ®±±³ ´·³·¬ º±® ®»°´¿½»³»²¬ ¸±«·²¹ ¿®» ¼»¬»®³·²»¼ ¾§ ¸±«»¸±´¼ ²»»¼ò Î»°´¿½»³»²¬ ¸±«·²¹ ©·´´ °®±ª·¼» «° ¬± ¬¸» º±´´±©·²¹æ Ð®±ª·¼»¼ Í°¿½» ï Õ·¬½¸»² ï Ü·²·²¹ ß®»¿ ±® Õ·¬½¸»²»¬¬» ENERGY ï Ô¿«²¼®§ ß´½±ª» ï Ú±±¼ Ð¿²¬®§ Ý´±»¬ ¿²¼ñ±® Ý¿¾·²»¬ STAR r ï Ý±¿¬ Ý´±»¬ ï Ô·²»² Ý´±»¬ Qualified ï Ô·ª·²¹ ß®»¿ îóí Þ»¼®±±³ööö ÉñÝ´±»¬öö Home ï ±® î Þ¿¬¸®±±³ö ï ß¬¬¿½¸»¼ øÒ±²óÝ±²¼·¬·±²»¼÷ Í¬±®¿¹» ß®»¿ Ó¿¨·³«³ Í¯«¿®» Ú»»¬ ß´´±©»¼ øÉ·¬¸·² î °»®½»²¬ ¸·¹¸ ±® ´±©÷ î Þ»¼®±±³ ï ¾¿¬¸ ó çèë ÍÚ Compared with standard homes, ENERGY STAR qualified homes use î Þ»¼®±±³ î ¾¿¬¸ ó ïðìðÍÚ substantially less energy for heating, í Þ»¼®±±³ ï ¾¿¬¸ ó ïïðð ÍÚ cooling, and water heating - delivering í Þ»¼®±±³ î ¾¿¬¸ ó ïïèð ÍÚ in annual savings. ì Þ»¼®±±³ î ¾¿¬¸ ó ïîîë ÍÚ øööö³«¬ ¾» ¿°°®±ª»¼÷ ß³»²·¬·» ï Þ®·½µ Ó¿·´¾±¨ ï Ý»·´·²¹ º¿² °»® ¾»¼®±±³ ¿²¼ ï ·² Ô·ª·²¹ Î±±³ ï ØÊßÝ Ë²·¬ øïìóÍ»»® ßÝ÷ ï Ú®±²¬ ú ï Î»¿® Û¨¬»®·±® É»¿¬¸»®°®±±º Û´»½¬®·½¿´ Ñ«¬´»¬ ï Ú®±²¬ Û²¬®§ Ü±±® ï Î»¿® ±® Í·¼» Û²¬®§ Ü±±® ï ëð ¹¿´´±² É¿¬»® Ø»¿¬»® ï Ú®±²¬ ú ï Î»¿® Ø±» Þ·¾ îóÝ¿® Ü®·ª»©¿§ Í°¿½» ï ß¬¬·½ ß½½» Í¬¿·® Ð®±¹®¿³³¿¾´» Ì¸»®³±¬¿¬ Í¬¿²¼¿®¼ ´·¹¸¬·²¹ ·²½´«¼·²¹ »¨¬»®·±® ¿º»¬§ ´·¹¸¬ º®±²¬ ¿²¼ ¾¿½µ ï Û²»®¹§ Í¬¿® Î»º®·¹»®¿¬±® ï ì ¾«®²»® Ù¿ ±® Û´»½¬®·½ Î¿²¹»ñ·²¹´» Ñª»² ø¿°°´·¿²½» ·º ²»»¼»¼÷ Ú´±±®·²¹ æ Ñ©²»® ½¸±±» ½±³¾·²¿¬·±² ¿²¼ °´¿½»³»²¬ ±º Ý¿®°»¬ñÐ¿¼ô Í¸»»¬ Ê·²§´ ±® Ì·´» Ê·²§´ Ú´±±®·²¹ ó ³¿¨·³«³ ±º ±²» ½¿®°»¬ ¿²¼ ±²» ª·²§´ ½¸±·½» °»® ¸±«»ò Ù®¿æ Í±¼ ©·´´ ¾» ·²¬¿´´»¼ ¿¬ ¿ ³·²·³«³ ±º ëù ©·¼» ¿®±«²¼ »²¬·®» º±«²¼¿¬·±²ñ°»®·³»¬»®ô íù ©·¼» ¿®±«²¼ ·¼»©¿´µ ¿²¼ ¼®·ª»©¿§ò Í»¿±²ó¿°°®±°®·¿¬» »»¼ ©·´´ ¾» °®»¿¼ ±² ®»³¿·²¼»® ±º «²ó±¼ §¿®¼ò Þ¿¬¸®±±³ æ öß º«´´ ¾¿¬¸®±±³ ³¿§ ¾» ³¿¼» ßòÜòßò ¿½½»·¾´» ¬± ¿½½±³³±¼¿¬» ¿ °¸§·½¿´´§ ¸¿²¼·½¿°°»¼ ¸±«»¸±´¼ ³»³¾»®ò Ø±«»¸±´¼ ³¿§ ¿´± »´»½¬ ¿ ïñî ±® íñì ¾¿¬¸ ·² °´¿½» ±º ¿ »½±²¼ º«´´ ¾¿¬¸ô ·º ¼»·®»¼ò öö Ý´±¬¸» ½´±»¬ 21 ööö Ü»¬»®³·²·²¹ Ó¿¨·³«³ Ò«³¾»® ±º Þ»¼®±±³ º®±³ ¸±«»¸±´¼ ³¿µ»«°æ ß ¸±«»¸±´¼ ³¿§ »´»½¬ «° ¬± ¿ í ¾»¼®±±³ î ¾¿¬¸®±±³ ¸±«» ¾¿»¼ ±² ²»»¼ò ß º±«®¬¸ ¾»¼®±±³ ³¿§ ¾» ®»¯«»¬»¼ ·² ©®·¬·²¹ ©¸»² ¿ ¸±«»¸±´¼ ¾»´·»ª» ¬¸»®» · ¿ ª¿´·¼ ²»»¼ º±® ¬¸» ¿¼¼·¬·±²¿´ °¿½»ò Ì¸» Ý±³³«²·¬§ Ü»ª»´±°³»²¬ ß¼³·²·¬®¿¬±® ¿°°®±ª» ®»¯«»¬ ±² ¿ ½¿»ó¾§ó½¿» ¾¿·ò Ë²¼»® ²± ½·®½«³¬¿²½» ©·´´ ¬¸· °®±¹®¿³ °®±ª·¼» °¿½» »¨½»»¼·²¹ ¬¸¿¬ ¼»½®·¾»¼ ¿¾±ª»ò 22 Appendix 6 Lead-Based Paint Hazard Control Policy & Procedure 23 Lead-Based Paint Hazard Control Policy & Procedure The purpose of this Policy & Procedure is to provide guidance during rehabilitation of properties when lead-based paint has been identified as a hazard in homes occupied by low and moderate income families with children less than 72 months (six years) of age. The policy/procedure establishes standards, project timelines, etc., for eligible households receiving lead hazard Home Improvement Program. control work through the This policy and procedure also provides a mechanism for obtaining agreement for and approval of temporary relocation . provisions Please read the information in this policy/procedure in its entirety. If you agree with the information established for this project as outlined below, please sign and date the last page of this document and return it to the Community Development Department. Should you have any questions or concerns regarding this policy, please feel free to call (940) 349-7726 and schedule an appointment with staff. General Policies The following are general policies: Only properties that were built before 1978, occupied by families that are approved to participate in the Home Improvement Program and have children under 72 months of age are eligible for LHCG funds (when available). Lead hazards will be completed using Federal CDBG and HOME funds when LHCG funds are not available. Pre-hazard blood lead testing for every child less than 72 months of age within 6 months prior to the start of rehabilitation/lead remediation work is required. Blood lead testing must be completed by a qualified medical agency. to be provided, but documentation from the qualified medical agency must be provided documenting the child(ren) has been tested. Funds for temporary relocation during project lead hazard control work are not provided. Since the owner occupied rehabilitation programs are entirely voluntary, the Uniform Relocation Act does not apply. (Relocation requirements during lead hazard control work for elderly households may be waived by owners when no children live in or regularly visit the property). All back up documentation in individual project files and available for review on request. The files need to be maintained for the term of the loan. Environmental Requirements: Must comply with and meet all lead based paint regulations. Lead-based paint hazard reduction techniques will be used when lead- limits when lead content exceeds 1 mg per cm² (one milligram per centimeter squared), or 5000 ppm (parts per million). The reduction techniques used by this program are described and found in the U. S. Department of on, Guidelines for the Evaluation and Control of Lead-Based Paint Hazards in Housing, issued June 1999 Page 24 APPENDIX 6 Inspection, Risk Assessment Testing, and Clearance Procedures: All lead hazard evaluations will be conducted by risk assessors. Risk assessments may be conducted either by staff or contracted through qualifying firms. Clearance tests for projects may be conducted by clearance sampling technicians. All lead hazard control methods will fall into the category of interim controls although some activity may in fact permanently remove lead hazards. Rehabilitation Specialists will use professional judgment and expertise in determining appropriate methods to address deficient conditions based on recommendations from the risk assessment. Homeowner Protection: Home Improvement ProgramHomeowner Protection Plan, The requires that an includes all household members, mustbe in effect before lead hazard control work can commence. Safety is given first priority in determining these plans. Homeowner protection is mandatory and designed to protect homeowner(s), members of the household, pets and personal belongings Homeowner Protection Plan during lead hazard control work. The attached is specific to your lead hazard control project and was developed based on the scope of work to be completed. This Plan assures safe housing is available to the homeowner. These plans are the final decision and responsibility of the Lead Abatement Project Designer. By signing and dating the Home Improvement Relocation Approval page, you will be agreeing to the Homeowner Protection Plan that is a part of this document: Project Start Date: Project Start Date Once the homeowner(s) has selected a contractor a must be established. This date is determined through a cooperative effort and agreed upon by the contractor, homeowner(s) Project and Community Development staff. The three factors that must be considered to set a Start Date are: First: The date the contractor can actually begin the project. Contractor is to include time needed to meet the Three-day Right of Rescission requirement as well as any time needed to prepare for the project such as, ordering materials needed that must be available on the date the LHC work actually begins (windows, doors, etc.). Second: The date the homeowner(s) has prepared for all requirements of the Temporary Relocation Plans (as written above). This date must take into account all arrangements needed to be made by owner (such as hotel reservations, packing, storage, if required, and any other arrangements that must be made prior to the work beginning). Third: The date City of Denton staff can have contracts ready for signing (including a date all parties required to sign contracts will be available to sign) Project Start DateProject All parties must give priority to reaching an acceptable . Once a Start Date has been established, all parties will be notified of: Project Completion Date: The amount of time needed to complete a project is decided on a project-by-project basis but usually fluctuates from between two days and two weeks. The contractor is required to provide a set project completion date (or, provide the number of consecutive working days the project will Page 25 APPENDIX 6 take to complete). The Lead Abatement Project Designer must approve this timeline. The Project Completion Date will become part of the project contracts. Clearance Testing Requirement: Before homeowner(s) can return to the property, the property must pass: 1.) visual inspection; 2.) dust wipe; and 3.) soil clearance tests. If clearance is not achieved on first testing results, the relocation process must be prolonged to allow contractor time to achieve clearance levels (put the levels here). Reaching clearance is the responsibility of the contractor; therefore, any Project Completion Date must be extended because of a failed clearance test, liquidated damages will be enforced for every day homeowner(s) cannot return to the property. The contractor will also be responsible for lab fees, if retesting is required, and the cost of these fees will be deducted from the contract amount. Homeowner(s) will not be permitted to enter the worksite once the project has started for the duration of the hazard reduction activities until such a time that clearance testing has passed all requirements. Moving and Storage: Funds for temporary relocation during project rehabilitation/reconstruction are not provided. In Lead Abatement most cases, household goods will not have to be moved. In the event the Project Designer determines that some or all furniture and household goods must be moved out Home Improvement Program of the property, the will notify homeowner(s). If furniture needs to be moved:Home Improvement The homeowner(s) will be notified by Program of the areas where work will be conducted. These areas will need to bereadily available to the contractor to begin working. If furniture needs to be moved, closets emptied, shelves cleared etc., it is the responsibility of the homeowner(s) to relocate their possessions to assist the contractors timely and efficient work schedule. The homeowner(s) is responsible for packing and storing valuable possessions. Neither the contractor nor the City of Denton is responsible for missing or damaged property that has not been properly packed and stored by the homeowner(s). It is advisable that homeowner(s) make a checklist of all valuables stored. Steps for relocating a family: Home Improvement Program 1. A draft of relocation plan will be made by the . Contractor will submit plan of work schedule stressing all exterior work to be completed. Home Improvement Program 2. informs homeowner(s) of abatement commencement, preferably 10 days before. Home Improvement Program 3. starts paperwork and will advise and consult regarding extended period of relocation. Home Improvement Program 4. will inform or provide the family with: a. Information of time span required for the relocation. Page 26 APPENDIX 6 b. Everything they should take that they will need for the maximum number of days they will be relocated. c. All pets should be relocated or boarded. 7. Homeowner(s) will be made responsible for insuring that all household members are relocated during lead hazard control work and the house be made available to begin project. Homeowner(s) will provide keys to the contractor. Home Improvement Program 8. will inform Homeowner(s) of final clearance. If house Home Improvement Program does not pass clearance, then will inform property homeowner(s). Page 27 APPENDIX 6 Home Improvement Program Lead-Based Paint Hazard Control Homeowner Protection Plan Includes all household members / pets / household goods and belongings Homeowner(s) Name: Project Address: Homeowner Protection: Pet Protection (If Applicable): Personal Belongings/Household Goods Protection: Other Instructions required for this project: Signed: Lead Abatement Project Date Plan Developed Designer Name Printed: Contract Signing Date 1.) : Project Start Date 2.): Project Completion Date: 3.) NOTE One: If for any reason any of the dates established above cannot be met after they have been agreed upon, the party responsible for providing that date must notify a Home Improvement Program staff immediately to provide an alternate date. This action may cause further delays. All Page 28 APPENDIX 6 other parties will be notified if the established date must be changed and must agree to a new date. Page 29 APPENDIX 6 Home Improvement Program Project Relocation Plan Approval Date Policy/Procedure Received: Project Address: Homeowner Name(s): Homeowner Address: City State: Zip: : Homeowner Phone Contractor :City State: Zip: Contractor Phone: : Contractor Address By my/our signature(s) below, I/we acknowledge and agree to the terms as written in the Lead- Based Paint Hazard Control Policy & Procedure and the Homeowner Protection Plan. I/We understand that it is my responsibility to approve specifications; review the bids and select a contractor (subject to Home Improvement Program approval), to sign the construction contracts and change orders, and to approve the payouts. Homeowner Signature Homeowner Signature Date Date Homeowner Signature Date Community Development staff Signature City of Denton Community Development Department 601 E. Hickory, Suite B Denton, TX 76205 940-349-7726 Page 30 APPENDIX 6 Project Relocation Plan Approval Page 2 Steps for relocating a family: Home Improvement Program 1. A draft of relocation plan will be made by the . Contractor will submit plan of work schedule stressing all exterior work to be completed. Home Improvement Program 2. informs property homeowner(s) of abatement commencement, preferably 10 days before. Home Improvement Program 3. starts paperwork and will advise and consult regarding extended period of relocation. Home Improvement Program 4. will inform or provide the family with: a. Information of time span required for the relocation. b. Everything they should take that they will need for the maximum number of days they will be relocated. c. All pets should be relocated or boarded. 7. Homeowner(s) will be made responsible for insuring that all household members, pets and belongings are protected during lead hazard control work by complying with the available to contractor to begin project. Homeowner(s) will provide keys, as required, to the contractor. Home Improvement Program 8. will inform Homeowner(s) of final clearance. If house Home Improvement Program does not pass clearance, then will inform property homeowner(s). Page 31 APPENDIX 6 City of Denton Community Development Home Improvement Program 601 E. Hickory, suite B, Denton, TX 76205 (Owner Name) I/we, , hereinafter referred to as Owner, have applied for assistance from the Home Improvement Program to complete a rehab and will include lead hazard reduction and controls on my property. If this assistance is granted, I understand that the Home Improvement Program will be inspecting my property, acting as Home Improvement Property Address. I understand that even though Home Improvement Program provides a deferred loan*, it is my responsibility to approve specifications; review the bids and select a contractor (subject to Home Improvement Program approval), to sign the construction contracts and change orders, and to approve the payouts. I acknowledge that I have been advised that I should inspect the work as frequently as possible, and discuss with the contractor, or Home Improvement Program personnel any difficulties or poor workmanship observed. I understand that once materials are in place that cost of repair or replacement is substantial. Owner Protection and Temporary Relocation During Lead Hazard Reduction In most jobs that require lead hazard reduction, our agency requires appropriate actions to be taken to protect owner(s) and all members of the household from lead-based paint hazards. In those cases, owner(s) or no member of the household may not enter the worksite during the lead hazard reduction activities. Re-entry is permitted only after such activities are completed and the unit has passed a clearance examination. Owners of the unit do not have to be relocated if: rehab work will not disturb lead-based paint or create lead-contaminated dust; hazard reduction activities can be completed within one 8 hour daytime period and the worksite is contained to prevent safety, health or environmental hazards; exterior-only work is being performed where the windows, doors, ventilation intakes and other openings near the worksite are sealed during hazard reduction activities and cleaned afterward, allowing for a lead-free entry to be maintained; hazard reduction activities will be completed within 5 calendar days and the work area is sealed, the area within 10 feet of the containment area is cleaned each day, owner(s) or members of the household have safe access to sleeping areas, bathroom and kitchen facilities in the same housing unit or in another convenient location; and owner(s)or members of the household are not permitted into the worksites until after clearance has been achieved. If occupied units are to undergo more extensive lead hazard reduction activities, the owner(s) ) or members of the can be covered and sealed with protective plastic sheeting, although storage of major furniture and removal of all small furnishings during the hazardous materials reduction work may sometimes be necessary. The owner(s) is responsible for carefully packing all breakables; removing all clothing from closets, etc. During the hazard reduction work, only workers trained in lead hazard reduction may enter the work site. This means that owner(s) and members of the housheold are not permitted to return to the work site during the day or at night. If you have special needs to re-enter the site, please contact your rehab specialist. Only when the unit has been cleaned to the federally- mandated standards and passed a clearance examination is it safe and permissible to return to your home. The rehab specialist will notify you with an Authorization for Re-Occupancy. Sometimes the jobs are completed in stages, with the lead hazard reduction work occurring first and the other renovation work following. In these cases interim dust lead clearance must be obtained prior to re-occupancy by the owner(s) or members of the housheold and other non-lead related rehabilitation workers. Final lead dust clearance must be repeated following the rehabilitation work to verify that the residence is free of lead hazards. (Note: HUD has advised that relocation of elderly owners is not typically required, so long as complete disclosure of the nature of the work is provided and informed consent of the elderly owner(s) is obtained before commencement of the work.) Page 32 APPENDIX 6 A. I understand that Home Improvement Program provides work-in-progress inspections to me for their protection. However, these services are not a guarantee of any type, and do not make Home Improvement Program responsible C.I understand that the staff of Home Improvement Program cannot be personally available for all inspections of each segment of the work performed on the construction site and that both Home Improvement Program and its employees, members, officers, and directors will reasonably rely on the competence and skill of each individual contractor as is normal in the course of such business negotiations, transactions, and execution of the contract. I authorize the staff of Home Improvement Program to issue emergency orders and/or instructions in the event that the Residential Construction Specialist is available to observe the work in progress, and can anticipate that without authority to issue such instructions, work will be done which will substantially alter the intentions of the homeowner(s), injure the property or violate the specifications of the contact. contact the general contractor or subcontractor most directly responsible for the work in question and the homeowner(s) as quickly as possible, and all parties will examine and approve or re-negotiate the work in question before the job proceeds. General Provisions A. I further agree to hold harmless and indemnify Home Improvement Program and its employees, members, officers, and directors, in connection with acts performed by them which would reasonably be associated with consultation, technical advice, financial counseling, loan processing, property inspections, and other related activities. B.I authorize the staff of Home Improvement Program to obtain or provide specific reports, such as personal credit reports, property title and tax searches, building code inspection reports, property appraisals, repair specifications, cost estimates, contractors bids (and such other reports which said staff deems necessary to perform its functions). C. respectively, if more than one owner signs below. Date Date Page 33 APPENDIX 6 éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Community Development ACM: Fred Greene SUBJECT Consider adoption of an ordinance of the City of Denton, Texas amending Section 15-36 of the Code of Ordinances of the City of Denton, clarifying provisions relating to the enforcement of Fair Housing complaints, providing for severability and an effective date. BACKGROUND Ordinance requires that within 30 days of receipt of the complaint, the fair housing administrator will investigate the complaint and give notice in writing to the person aggrieved what action(s) will be taken. Three options are currently provided: 1) initiate action to resolve the complaint; 2) take no action to resolve the complaint; 3) forward the complaint to the US Department of Housing and Urban Development (HUD). In most instances, the complaint is forwarded to the Fort Worth HUD Office of Fair Housing and Equal Opportunity (FHEO) for review and any subsequent action. Section 15-36 to state that the fair housing administrator will provide information and, if necessary, assist residents with submission of complaints to HUD FHEO. No additional actions are included as options for the administrator. HUD FHEO staff has indicated that this is an appropriate method of handling fair housing complaints for a community the size of Denton. This will ensure that fair housing complaints are reviewed and acted upon by officials that have the appropriate credentials and experience. ESTIMATED PROJECT SCHEDULE The new ordinance will be enforced upon Council approval. PRIOR ACTION/REVIEW (Councils, Boards, Commissions) N/A FISCAL INFORMATION N/A Agenda Information Sheet November 3, 2009 Page 2 EXHIBITS 1.Section 15-36 of current Ordinance 2.Proposed revision of Section 15-36, Fair Housing Ordinance Respectfully submitted: Mark Cunningham Director of Planning and Development Prepared by: Barbara Ross Community Development Administrator EXHIBIT 1 CURRENT ORDINANCE Sec. 15-36. Enforcement; complaints. (a) Any person who claims to have been injured by a discriminatory housing practice or who believes that he will be irrevocably injured by a discriminatory housing practice that is about to occur, hereinafter referred to as the "person aggrieved," may file a complaint with the administrator. Complaints shall be in writing and shall contain such information and be in such form as the administrator requires. Upon receipt of such complaint, the administrator shall furnish a copy of the complaint to the person who allegedly committed or is about to commit the alleged discriminatory housing practice. A copy of all written complaints received by the administrator shall be forwarded to the Fair Housing and Equal Opportunity Division of the Region VI office of the Department of Housing and Urban Development. Within thirty (30) days after receiving a complaint, the administrator shall investigate the complaint and give notice in writing to the person aggrieved, proposing one of the following actions: (1) the administrator will initiate action to resolve the complaint, or (2) the administrator will not initiate action to resolve the complaint, or (3) the administrator will forward the complaint to the U.S. Department of Housing & Urban Development, Fair Housing and Equal Opportunity Division, for further action, if any. If the administrator initiates action to resolve the complaint, he or she shall proceed to try to eliminate or correct the alleged discriminatory housing practice by informal methods of conference, conciliation and persuasion. Nothing said or done in the course of such informal endeavors may be made public or used as evidence in subsequent proceedings in the municipal court without the written consent of the persons concerned. (b) A complaint under subsection (a) of this section shall be filed within thirty (30) days after the alleged discriminatory housing practice occurred. Complaints shall be in writing and shall state the facts upon which the allegations of a discriminatory housing practice are based. Complaints may be reasonably and fairly amended at any time. A respondent may file a written answer to the complaint against him within ten (10) days of receipt of notification and may amend his answer at any time. Both complaints, answers and amendments shall be verified. (c) If, upon electing to initiate action on the complaint, the administrator has been unable to secure voluntary compliance with the provisions of this article within sixty (60) days after the complaint was filed, yet reasonably believes that a discriminatory housing practice has occurred, the administrator may refer such alleged violation to the city attorney for prosecution. (d) The municipal court in which a proceeding is instituted under this article shall assign the case for hearing at the earliest practicable date and cause the case to be in every way expedited. (e) The administrator shall receive and accept notification and referral complaints from the U.S. Attorney General and the Secretary of Housing and Urban Development pursuant to the provisions of Title VIII, Fair Housing Act of 1968, Public Law 90-284, as amended (42 U.S.C. 3610), and shall treat such complaints in the same manner as other complaints filed pursuant to this section. (f) Whenever the administrator has reasonable cause to believe that any person or group of persons is engaged in a pattern or practice of resistance to the full enjoyment of any of the rights granted by this article or that any group of persons has been denied any of the rights granted by this article, he may prepare and file a complaint setting forth the facts in his own name, and such complaint shall be treated in the same manner as a complaint filed by a person aggrieved. (Code 1966, § 9 1/2-9; Ord. No. 99-209, § 1, 6-15-99) Û¨¸·¾·¬ î éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009Questions regarding this report may be directed to DEPARTMENT: Finance/Risk Management Scott Payne at 349-7836 ACM: Jon Fortune SUBJECT Consider adoption of an Ordinance approving an Interlocal Participation Agreement between the City of Denton and Public Employee Benefits Alliance for the provision of employee benefits; and declaring an effective date. BACKGROUND The Public Employee Benefits Alliance (PEBA) was established on January 13, 2006, pursuant to Chapter 791 of the Texas Government Code and Subchapter 271 of the Texas Local Government Code. PEBA was created by a group of Texas government leaders who were working together to develop strategies to manage the rising cost of providing healthcare benefits. By creating a necessary leverage to effectively negotiate with benefit vendors while continuing to be sensitive to the service requirements of public entities. PEBA allows public entity members to pool their respective size without pooling their losses. Bringing more employees and dependents to the table, allows PEBA to have more substantial buying power in the marketplace. PEBA has contracted with the Texas Municipal League Intergovernmental Employee Benefits Pool (TMLIEBP) and with the Texas Association of Counties Health and Employee Benefits Pool (HEBP) to provide administration of the Alliance. The City of Denton has been involved with PEBA on an informational basis, but we have not formally participated in any benefit relateecently PEBA sent out an RFP to the market for Pre and Post-65 retiree health benefits. The City has been who are eligible for Medicare. Currently the Medicare eligible retirees pay the same rate as the non--insured health program is secondary to Medicare. The PEBA RFP secured very competitive rates for a fully insured Medicare Advantage plan, through Aetna, and a fully insured Medicare Supplement plan, through Hartford. These plans will provide our Medicare eligible retirees with health benefits similar to what they currently Agenda Information Sheet November 3, 2009 Page 2 have but at a lower monthly premium amount. In addition, by moving the Medicare eligible retirees to a fully insured plan, the City removes those health and prescription drug claims from our self-insured health plan. This saves the City money and reduces our GASB 45 liability. The City has looked at Medicare Advantage and Medicare Supplement plans in the past but the rates proposed were not favorable to our retirees. However, by pooling the retirees from multiple public entities, PEBA was able to obtain much more competitive rates than the City could have on our own. Since the retirees pay the vast majority of the cost of their health coverage, the total cost to the those contracts will not require Council approval. However, in order to take part in those programs the City must formally join PEBA. Because PEBA requires that each member execute an Interlocal Participation Agreement that has been agreed to that Agreement is being brought before Council. PRIOR ACTION/REVIEW There has been no prior action by the City Council regarding membership in PEBA. FISCAL INFORMATION The annual membership fee to participate in PEBA is based on the size of the political is $700. Additionally there is a fee to participate in each RFP that PEBA submits. The fee is based on the complexity of the RFP and the time necessary for PEBA to manage the process. The fee for the Pre & Post 65 Retiree RFP is $2,500. EXHIBITS Exhibit 1 PEBA Ordinance & Interlocal Agreement Respectfully submitted: ______________________________ Scott Payne Risk Manager éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Transportation Operations ACM: Howard Martin, Utilities, 349-8232 SUBJECT Consider the adoption of an ordinance of the City Council of the City of Denton, Texas, chancing Railroad Avenue to a one-way street heading south between McKinney Street/FM 426 and Hickory Street, providing for thirty-degree angle parking on the east and parallel parking on the west side of Railroad and providing a savings clause, providing a severability clause, providing a penalty not to exceed five hundred dollars; and declaring an effective dates. Mobility Committee Recommends approval 3-0. BACKGROUND The Denton County Transportation Authority (DCTA) and the City of Denton are working on a joint project to construct the Downtown Denton Transit Center on the south side of Hickory Street and across from City Hall East. Citizens and city employees accessing City Hall East currently use the parking lot at that location. With the addition of the Transit Center and the parking needed for transit patrons, parking capacity for those currently using the City owned lot will be eliminated. In order to supplement the loss of these spaces, staff has determined that by making Railroad Avenue one-way southbound from McKinney Street/FM 426 to Hickory Street, angle parking can be installed on the east side of Railroad Avenue and thus increase the number of stalls by approximately one-third more than what is presently available. In addition, if needed, additional parallel parking stalls may be considered on the westerly side. Staff is also concerned with the sight distance restriction for northbound Railroad Avenue at its intersection with McKinney Street/FM426 because of the elevation difference of the railroad tracks immediately to the west and the potential increase in traffic using this intersection as a result of the transit station. Furthermore, this intersection is also not signalized. The making of Railroad Avenue one-way southbound would eliminate this concern and thus improve safety at this intersection. Those who would have used northbound Railroad Avenue can proceed easterly to any one of a number of other cross-streets, including Wood Street, which has a signal at McKinney Street/FM426 or proceed westerly on Hickory Street to the signalized intersection of Bell Avenue. OPTIONS: 1.Make a recommendation to City Council to make Railroad Avenue one-way southbound from McKinney Street/FM 426 to Hickory Street. 2.Provide staff with direction on revisions and request this item be brought back through the Traffic Safety Commission and Mobility Committee. 3.Make no recommendation. PRIOR ACTION/REVIEW The Mobility Committee recommended consideration of the proposal at their July 28, 2009 meeting. The Traffic Safety Commission recommended approval of the proposal to make Railroad Avenue one-way southbound from McKinney Street/FM 426 to Hickory Street, 8-0, on July 6, 2009. RECOMMENDATION Staff recommends Option 1, proposal to make Railroad Avenue one way southbound from McKinney Street/FM 426 to Hickory Street. EXHIBITS 1.Draft Ordinance 2.Location Map – Railroad Avenue 3.Location Map – overall of area with transit information 4.Transit Center Site Plan 5.Mobility Committee Minutes (excerpt), July 28, 2009 Respectfully submitted: Mark Nelson Transportation Director ÛÈØ×Þ×Ì ï ÛÈØ×Þ×Ì î EXHIBIT 2 ÛÈØ×Þ×Ì í EXHIBIT 3 ÷äôóúóè MINUTES 1 City Council Mobility Committee 2 Tuesday, July 28, 2009 3 4 After determining that a quorum of the Mobility Committee of the Denton City Council was 5 present, the Chair of the Committee on the Mobility thereafter convened into a meeting on 6 Tuesday, July 28, 2009 at 2:06 p.m. in the City Council work session room, 215 E. McKinney 7 Street, Denton, Texas. 8 9 Present: Chair Pete Kamp, Mayor Mark Burroughs and Council Member Dalton Gregory 10 11 Also Present: Jim Coulter, Director Water Utilities; Mark Nelson, Transportation Director; 12 Emerson Vorel, Director Parks & Recreation; Bob Ticker, Parks Superintendent; Ann Forsythe, 13 Boards and Committees Coordinator; Boris Palchak, DCTA; and Lowell Brown, Denton Record 14 Chronicle 15 16 OPEN MEETING 17 18 3)Receive a report, hold a discussion and take appropriate action regarding the proposal to 19 make Railroad Avenue one-way southbound from McKinney Street to Hickory Street. 20 21 Chair Pete Kamp asked what the Police and Fire departments thought about the proposal. 22 Nelson replied that both were okay but that the Fire Department asked staff to ensure that there 23 would be fire lane access; which is programmed into the proposal. 24 25 Council Member Dalton Gregory asked how many additional parking spaces would be added. 26 Nelson replied about five to six additional spaces along the east side of Railroad Avenue. 27 28 Mayor Mark Burroughs moved to approve Item 3 with a second from Council Member 29 Dalton Gregory. The motion was approved by a 3-0 vote. 30 31 The meeting was adjourned by consensus at 3:23 p.m. 32 33 34 35 Pete Kamp, Chair Howard Martin, ACM Utilities 36 37 38 Ann Forsythe, Boards & Committee Coordinator 39 40 41 EXHIBIT 5 AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: City Manager-Administration ACM: Howard Martin, Utilities, 349-8232 ______________________________________________________________________________ SUBJECT Consider adoption of an ordinance of the City of Denton, Texas authorizing the City Manager to execute a First Amendment to Professional Services Agreement for engineering development review services by and between the City of Denton, Texas and Freese and Nichols, Inc.; providing for the expenditure of funds therefor; and providing an effective date ($100,000 further professional engineering services; totalling $387,518 of professional engineering services). BACKGROUND In 2005 city contracted with the consulting firm Freese & Nichols, Inc. (FNI) to provide engineering services associated with development review. This contract was approved for three years. At the expiration of this contract to further continue to engage a consultant to provide engineering services associated with development review, a Request for Proposal (RFP) was issued on July 23, 2008. Five firms responded to the RFP. A Selection Committee comprising of staff from the Planning and Water Utilities departments ranked Freese & Nichols number one. A one year engineering services contract was then negotiated with FNI and was approved by the City Council on November 4, 2008. The current contract will expire on November 4, 2009. Staff requested a cost proposal from FNI to continue the current contract for another year. It has been the goal of the DRC Engineering department to incrementally bring more of the development engineering review inhouse until all of this work is done by staff engineers. In consideration of this goal, and with the greater comfort level with the inhouse engineering capability for development review, the review of the Preliminary Plats has been eliminated from the scope of the consultant contract for the contract extension. FNI has submitted the requested cost proposal (Exhibit 1) that does not include review of the Preliminary Plats. Per the latest cost proposal FNI will provide engineering review services only for the Final Plats, flood plain studies review for CLOMR (Conditional letter of map revision) and LOMR (Letter of map revision) from FEMA, and TIA’s (Traffic Impact Analysis studies). The FNI cost proposal comprises of two components. These two components of the cost proposal are discussed below: 1.A Monthly Recurring Fee: This fee is negotiated at $4,855 per month. This includes weekly review of the Applicant submittals with the DRC Engineering and Utilities operations staff, Applicant meetings on Thursdays, answer any Applicant/Engineer queries related to engineering reviews, and attend any additional meetings for engineering issues related to development applications that could not be completed in the Thursday Applicant meetings. 2.A Per Submittal Review Fee: According to the schedule below: Í«¾³·¬¬¿´ïïððÔ±¬ïïëðÔ±¬ëïïððÔ±¬âïððÔ±±¬ Ð®±°òÚ»»Ð®±°òÚ»»Ð®±°òÚ»»»Ð®±°òÚ»» Ú·²¿´Ð´¿²ñÐ´¿¬ø±®·¹·²¿´õï Î»«¾³··¬¬¿´÷üïôêíëüíôèîðüëôèççëüéôîíë ß¼¼·¬·±²¿´ÚÐÎ»ª·»©©üêððüïôïçðüîôíëëëüíôëïë ÝÔÑÓÎüíôðëëüíôðëëüíôðëëëüíôðëë ÔÑÓÎøÚ±´´±©·²¹ÝÔÑÑÓÎ÷üïôïïëüïôïïëüïôïïïëüïôïïë ÔÑÓÎøÉÉ·¬¸±«¬ÝÔÑÓÓÎ÷üíôðëëüíôðëëüíôðëëëüíôðëë ß¼¼·¬·±²¿´ÝÔÑÓÎ±®ÔÑÓÎÎ»ª·»»©üïôïïëüïôïïëüïôïïïëüïôïïë Ì×ßø±®·¹·²¿´õïÎ»«¾¾³·¬¬¿´÷üîôééëüîôééëüîôéééëüîôééë ß¼¼·¬·±²¿´Ì×ßÎ»ª·»©üïôðððüïôðððüïôððððüïôððð There is no change in the Per SSubmittal Reeview Fee frfrom the existing contraact. Howeverr, the MonthlyRecurring fee has beeen reduced tto $4,855 frrom $8,230 resulting inn cost savinggs of $40,500for the cooming year. This cost saving hass been realiized by eliimination off the Preliminaary Plat revview from tthe consultaant’s scope of work, aand rearrangging the intternal developmment review schedule too make more efficient uutilization off the staff eengineers annd the consultannt’s time. Lookingback, from the 2005 too 2008 contrract period FFNI was paid $15,500 pper month foor the MonthlyRecurring FFee. After reorganizationn of the DRCC process lasst year and thhe creation oof the DRC Engineering grroup, the Monthly Recuurring Fee inn the 2008 FFNI contract was reducced to $8,230.IIn this propoosed renewall of the FNI contract thee Monthly RRecurring Feee will be redduced to $4,855. With theese reductionns the savinngs in the MMonthly Reecurring Feee will amouunt to $127,7400 over the twwo year period. This is iin addition tto the fees ciity is collectting for all oof the developmment reviewss conducted by the staff developmennt review enggineers inhouse. OPTIONNS 1. Approve the propoosed Ordinannce. 2. Deny aapproval of tthe proposedd Ordinance. 3. Table for future coonsideration RECOMMMENDATIION Staff recoommends appproval of thhe proposed OOrdinance. PRIORAACTION/RREVIEW (CCouncil, Boaards, Commmissions) City Couuncil: Approvved a one yeear contract wwith Freese & Nichols Inc. on Noveember 4, 20008. FISCALL INFORMAATION $200,000 is budgeteed in the FYY 2010 for funding thee consultant for engineeering servicees for developmment review (see Exhibitt 2). EXHIBIITS 1. Freesee & Nichols PProposal 2. FY 2010 Budget DDetail Sheet 3. Ordinaance Resppectfully subbmitted, P. S. Arora, P.E. DRCC Engineerinng Administtrator ÛÈØ×Þ×Ì ï ÛÈØ×Þ×Ì í ORDINANCE NO. 2009-________ AN ORDINANCE OF THE CITY OF DENTON, TEXAS AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR ENGINEERING DEVELOPMENT REVIEW SERVICES BY AND BETWEEN THE CITY OF DENTON, TEXAS AND FREESE AND NICHOLS, INC.; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE ($100,000 FURTHER PROFESSIONAL ENGINEERING SERVICES; TOTALLING $387,518 OF PROFESSIONAL ENGINEERING SERVICES). WHEREAS, the City Council deems that it is in the public interest to continue to engage the engineering firm of Freese and Nichols, Inc. (F&N), of Fort Worth, Texas, to provide professional engineering services for the City of Denton, Texas services related to development review; and WHEREAS, on November 4, 2008 the Council approved Ordinance No. 2008-267 which approved a “Professional Services Agreement for Engineering Development Review Services” (hereafter the “Agreement”) in the amount of not-to-exceed $287,518, by and between the City of Denton and F&N, under RFSP Number 4106; which Agreement provided for a one-year term, ending on November 4, 2009; and WHEREAS, being satisfied with F&N’s performance under the Agreement, staff requested that F&N present it with a cost estimate of their services for the year beginning November 4, 2009 through November 3, 2010 that provided for a reduction of F&N staff time so that the DRC Engineering Department could incrementally bring more of the development engineering review in-house during the years 2009-2010; and WHEREAS, City staff has reported to the City Council that there is a substantial need for the above-referenced professional engineering services, and that limited City staff cannot adequately perform the specialized services and tasks with its own personnel; and WHEREAS, Chapter 2254 of the Texas Government Code, known as the “Professional Services Procurement Act,” generally provides that a City may not select a provider of professional services on the basis of competitive bids, but must select the provider on the basis of demonstrated competence, knowledge, and qualifications, and for a fair and reasonable price; NOW THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1: The preamble to this ordinance is incorporated herewith by reference as a part of this Ordinance. SECTION 2: The City Manager is hereby authorized by the City Council to execute a “First Amendment to Professional Services Agreement for Engineering Development Review Services” (the “First Amendment”) with Freese and Nichols, Inc., Fort Worth, Texas, 1 for professional engineering services related to the development review process, for a professional fee of not-to-exceed $100,000; in substantially the form of the “First Amendment” that is attached hereto as Exhibit “A” and incorporated herewith by reference. SECTION 3: The award of this Agreement by the City is on the basis of the demonstrated competence, knowledge, and qualifications of F&N and the demonstrated ability of F&N to perform the services needed by the City for a fair and reasonable price. SECTION 4: The expenditure of funds as provided in the attached First Amendment is hereby authorized. SECTION 5: This ordinance shall become effective immediately upon its passage and approval. PASSED AND APPROVED this the ______ day of __________________, 2009. ________________________________ MARK A. BURROUGHS, MAYOR ATTEST: JENNIFER WALTERS, CITY SECRETARY By: __________________________________ APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY By: __________________________________ 2 éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Transportation Operations ACM: Howard Martin, Utilities, 349-8232 ______________________________________________________________________________ SUBJECT Consider the adoption of an ordinance of the City of Denton, Texas, extending the term of a right of entry and possession, dated March 3, 2009, as extended on May 5, 2009, as extended and expanded on June 23, 2009, as extended and expanded on September 1, 2009, as extended on September 15, 2009, and as extended and expanded on September 22, 2009 (as amended and extended, the “Right of Entry”) in favor of the Denton County Transportation Authority (DCTA) and authorizing DCTA to enter upon and take possession of certain real property of the City of Denton for the purpose of performing activity as described in the Right of Entry; and providing and effective date. BACKGROUND The City of Denton (Parks and Recreation) has certain ownership rights to approximately eight miles of the former Missouri Kansas Texas rail right of way (ROW) as part of the Rail Banking Program. The Parks and Recreation Department currently utilizes and maintains this ROW for the Denton Branch Rail Trail and the Water Department has an easement along the eastern boundary of the corridor for a 30-inch raw water line. Additional City of Denton utilities also occupy easements in this corridor. Denton County Transportation Authority (DCTA) is requesting the City of Denton to provide a perpetual easement in the corridor to allow for the construction of the proposed regional commuter rail line between Denton, Highland Village, Lewisville and Carrollton. DCTA, City of Denton and representatives with Dallas Area Rapid Transit (DART) continue to negotiate terms and conditions of a proposed agreement that would establish operating rights for each entity accessing the corridor as well as preserve existing uses by the City of Denton relating to various utility and non-utility infrastructure. DCTA remains committed to initiating rail service between Denton and Carrollton as expeditiously as possible, necessitating construction activities begin as soon as possible along the corridor. City of Denton staff is recommending consideration of Amendment 6 to the initial 90- day Right of Entry and Possession (ROE) granted by Ordinance 2009-059 on March 3, 2009. A 30-day extension of the March 2009 ROE was extended by Ordinance 2009-118 on May 5, 2009. The ROE was amended by Ordinance 2009-149 on June 23, 2009 to expand the scope of construction to include construction activities permitted in Phase I of the corridor and extend the ROE for 70 days, terminating Tuesday, September 8, 2009. The ROE was later amended on September 1, 2009 by Ordinance 2009-195 expanding the scope of construction activities to include both Phase I and Phase II and extending the term until September 15, 2009. The ROE was amended on September 15, 2009 extending the term of the ROE outlined in Ordinance 2009-195 to September 22, 2009. The ROE was last amended on September 22, 2009 by Ordinance 2009-241 to expand the scope of permitted construction activities and extend the term of the ROE until November 6, 2009. Amendment 6 proposes to extend the term of the ROE until 5:00 p.m. on December 14, 2009, a term of 38 days. This term will coincide with a DART Letter of Assurance, waiving and releasing any rights or claims related to construction activities in the corridor, to be provided in advance of the November 3, 2009. PRIOR ACTION/REVIEW Ordinance 2009-241, adopted September 22, 2009 extended the term to November 6, 2009 and expanded the scope of activities to include Phase III. Ordinance 2009-213 dated September 15, 2009 extending the term of the agreement outlined in Ordinance 2009-195 to September 22, 2009 (seven days). Ordinance 2009-195 dated September 1, 2009 expanded scope of activities to include Phase I and Phase II and extended the ROE by 14 days. Ordinance 2009-149, dated June 23, 2009, extended the ROE by 70 days to September 8, 2009 and expanded the scope of permitted construction activities to include Phase I of the corridor. Ordinance 2009-118 was adopted on May 5, 2009 extending the original 90-day ROE entry by 30 days. Ordinance 2009- 059 was adopted on March 3, 2009 providing DCTA a 90-day Right of Entry and Possession to conduct limited pre-construction activities. Staff has briefed the City Council on the proposed perpetual easement for the corridor during Closed Session at multiple meetings between February 17, 2009 and October 20, 2009. FINANCIAL The proposed agreement will require DCTA to submit a sum of $10.00 to the City of Denton in consideration for the right of entry and possession. EXHIBITS 1.Draft Ordinance 2.Ordinance 2009-241 Respectfully Submitted: Mark Nelson Transportation Director Page 2 ÷äôóúóè ÷äôóúóè éÕÔÊÍÜÖØÑØ×ÉÛÑÜÏÒÔÏÉØÏÉÔÎÏÜÑÑÄ AGENDA INFORMATION SHEET AGENDA DATE: November 3, 2009 DEPARTMENT: Finance ACM: Jon Fortune SUBJECT Consider approval of a Resolution nominating members to the Appraisal Review Board of the Denton Central Appraisal District; and declaring an effective date. BACKGROUND The Appraisal Review Board (ARB) is a body specifically charged with the responsibility of reviewing protested appraisal records. They meet primarily between May and July and as needed thereafter. Members of the ARB serve two-year staggered terms. Approximately half the provided by the taxing jurisdictions and appointed by the Denton Central Appraisal District (DCAD) Board of Directors by a majority vote. The City Council may submit as many nominations as they desire. Attached is a brief summary of qualifications for appointment to the ARB. Nominations from the City of Denton are due to the DCAD by November 4, 2009. The Board of Directors is scheduled to make their selection during their December meeting. Attached is a listing of the current ARB members. There are eight members whose terms will expire in December 2009. These members are eligible for re-appointment and have expressed a willingness to serve another term. FISCAL INFORMATION There is no fiscal impact to the City. EXHIBITS Appraisal Review Board Information Resolution Respectfully submitted: Bryan Langley Director of Finance îððç ßÐÐÎß×ÍßÔ ÎÛÊ×ÛÉ ÞÑßÎÜ Current TermTerm Beg.Term End Expires ¬ ïò Ñ®·¹·²¿´ Ì»®³ ó Ö¿²«¿®§ îððë ïîñíïñîðïð ï Ì»®³æ ðïñðïñîððë ïîñíïñîððê ²¼ É×ÔÔ×ßÓ Ûò ØÑÍÕ×ÒÍ î Ì»®³æ ðïñðïñîððé ïîñíïñîððè ®¼ ìíðë Û»¨ Ý¬òò í Ì»®³æ ðïñðïñîððç ïîñíïñîðïð Ú´±©»® Ó±«²¼ô ÌÈ éëðîè çéîóëíçóéëéì ¬ îò Ñ®·¹·²¿´ Ì»®³ ó Ö¿²«¿®§ îððë ïîñíïñîðïð ï Ì»®³æ ðïñðïñîððë ïîñíïñîððê ²¼ ÉßÇÒÛ Ù×ÔÔËÓ î Ì»®³æ ðïñðïñîððé ïîñíïñîððè ®¼ ëðì Í±«¬¸ Õ·®¾§ í Ì»®³æ ðïñðïñîððç ïîñíïñîðïð Ð·´±¬ Ð±·²¬ô ÌÈ éêîëè çìðóêèêóîéðè ¬ íò Ñ®·¹·²¿´ Ì»®³ ó Ö¿²«¿®§ îððë ïîñíïñîðïð ï Ì»®³æ ðïñðïñîððë ïîñíïñîððê ²¼ ÜÑÒßÔÜ Ôò Ó×ÔÔÛÎ î Ì»®³æ ðïñðïñîððé ïîñíïñîððè ®¼ êéïð Ñ´·ª»® Ý®»»µ Î±¿¼ í Ì»®³æ ðïñðïñîððç ïîñíïñîðïð Ö«¬·²ô ÌÈ éêîìé çìðóêìèóííèé ÍÌ ìò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððé ïîñíïñîððç ï Ì»®³æ ðïñðïñîððé ïîñíïñîððé ²¼ ÖÑØÒ ÜËÚÚÇ î Ì»®³æ ðïñðïñîððè ïîñíïñîððç ®¼ ïëïí Ê·¬¿ Ê»®¼» í Ì»®³æ Ü»²¬±²ô ÌÈ éêîïð çìðóíèéóîêðï ¬ ëò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððé ïîñíïñîððç ï Ì»®³æ ðïñðïñîððé ïîñíïñîððé ÒÜ Ô×ÒÜß ÚÎßÒÕÔ×Ò î Ì»®³æ ðïñðïñîððè ïîñíïñîððç ®¼ ëðè Ø·´´ Í¬ò í Ì»®³æ ß«¾®»§ô ÌÈ éêîîé çìðóíêëóîëëî ¬ êò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððé ïîñíïñîððç ï Ì»®³æ ðïñðïñîððé ïîñíïñîððé ²¼ ÖßÝÕ×Û ÝßÎÐÛÒÌÛÎ î Ì»®³æ ðïñðïñîððè ïîñíïñîððç ®¼ ÐòÑò Þ±¨ îïì í Ì»®³æ ß®¹§´»ô ÌÈ éêîîê çìðóìêìóïïîð ¬ éò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððè ïîñíïñîððç ï Ì»®³æ ðïñðïñîððè ïîñíïñîððç ²¼ ×Îß Üò ÉÛ×ÒÍÌÛ×Ò î Ì»®³æ ®¼ ïðíðë Ó«®®¿§ Íò Ö±¸²±² í Ì»®³æ Ü»²¬±²ô ÌÈ éêîðé çìðóîêîóðïëï ¬ èò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððè ïîñíïñîððç ï Ì»®³æ ðïñðïñîððè ïîñíïñîððç ²¼ ÞÛÎÒßÎÜ Öò Ù×ÔÔÛÌÌ î Ì»®³æ ®¼ èèðè Í¸¿¼§ Í¸±®» Ü®·ª» í Ì»®³æ Ú®·½±ô ÌÈ éëðíì çéîóéïîóèëíí ¬ çò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððè ïîñíïñîððç ï Ì»®³æ ðïñðïñîððè ïîñíïñîððç ²¼ Ö×ÓÓÇ ÎßÇ î Ì»®³æ ®¼ ìðí Ø±¹¿² Ü®·ª» í Ì»®³æ Ì®±°¸§ Ý´«¾ô ÌÈ éêîêî èïéóìçïóíêðè ¬ ïðò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððè ïîñíïñîððç ï Ì»®³æ ðïñðïñîððè ïîñíïñîððç ²¼ ÖÑØÒ Øò ÓÑÎÎ×Í î Ì»®³æ ®¼ çïè É»¬ Ñ¿µ Í¬ò í Ì»®³æ Ü»²¬±²ô ÌÈ éêîðï çìðóëêëóêìïì ¬ ïïò Ñ®·¹·²¿´ Ì»®³ Ö«²» îððè ïîñíïñîððç ï Ì»®³ ðêñðïñîððè ïîñíïñîððç ²¼ Î×ÍØ×ÇËÎ Õò ÓÑØßÒ î Ì»®³ ®¼ íêïî Ô¿ª±®¬±² Ð´¿½» í Ì»®³ Ú´±©»® Ó±«²¼ô ÌÈ éëðîî çéîóíëëóíêëí ¬ ïîò Ñ®·¹·²¿´ Ì»®³ ó Ö¿²«¿®§ îððç ïîñíïñîðïð ï Ì»®³ ðïñðïñîððç ïîñíïñîðïð ²¼ ÖÑßÒÒÛ ÞßÍÌ×ßÒ î Ì»®³ ®¼ êìë Ó»´±¼§ Ô¿²» í Ì»®³ Ô¿µ»©±±¼ Ê·´´¿¹»ô ÌÈ éëðêè çéîóçèéóììíí ¬ ïíò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððç ïîñíïñîðïð ï Ì»®³ ðïñðïñîððç ïîñíïñîðïð ²¼ ÖÑØÒ Öò ÙÎÛÛÒÍÔßÜÛ î Ì»®³ ®¼ íçëï Í°·²²¿µ»® Î«² Ð±·²¬» í Ì»®³ Ô·¬¬´» Û´³ô ÌÈ éëðêè çéíóçîìóîíïì ¬ ïìò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððç ïîñíïñîðïð ï Ì»®³ ðïñðïñîððç ïîñíïñîðïð ÒÜ ÙßÎÎÇ Óò ÔÛßÝØ î Ì»®³ ®¼ ííðî ß¸´»¿º Ü®ò í Ì»®³ Ý¿®®±´´¬±²ô ÌÈ éëððé çéîóìçîóêèçï ¬ ïëò Ñ®·¹·²¿´ Ì»®³ Ö¿²«¿®§ îððç ïîñíïñîðïð ï Ì»®³ ðïñðïñîððç ïîñíïñîðïð ²¼ ÝËÎÌ×Í Ôò ÎÛÛÍÛ î Ì»®³ ®¼ ïèïê Í¿²¼¬±²» Ü®ò í Ì»®³ Í¿²¹»®ô ÌÈ éêîêê çìðóîíïóëèìè ¬ ïêò Ñ®·¹·²·¿´ Ì»®³ Ö¿²«¿®§ îððç ïîñíïñîðïð ï Ì»®³ ðïñðïñîððç ïîñíïñîðïð ÒÜ ÜÑÎÑÌØÇ ßò ÌÎËÛÈ î Ì»®³ ®¼ ïíîî Ý±´´»¹» Ð¿®µ©¿§ í Ì»®³ Ô»©·ª·´´»ô ÌÈ éëðéé çéîóìíìóîíìë SA0ur Documents\Resolutions1091Appraisat Review Board 2009.doe RESOLUTION NO. A RESOLUTION NOMINATING MEMBERS TO THE APPRAISAL REVIEW BOARD OF THE DENTON CENTRAL APPRAISAL DISTRICT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the term of office for various Appraisal Review Board members of the Denton Central Appraisal District will expire on December 31, 2009; and WHEREAS, the City of Denton, Texas wishes to nominate members to said Board; NOW, THEREFORE THE COUNCIL OF THE CITY OF DENTON HEREBY RESOLVES: SECTION 1. The City of Denton, Texas, hereby nominates , , and , as members to the Appraisal Review Board of the Denton Central Appraisal District. SECTION 2. This Resolution shall become effective immediately upon its passage and approval. PASSED AND APPROVED this the day of , 2009. MARK A. BURROUGHS, MAYOR ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY BY: 1 m, k L~i