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June 3 Agenda Questions and Responses_final 3 June Agenda Questions and Responses smartsheet 1 05/31/25 Mayor Pro Tern Meltzer Consent F, I, N, R 25-880, What's driving the policy In support of the City of Denton's Strategic Initiative 1.2.10, Implement Policy Management Best Practices,a Policy 25-881, changes at this time? Prioritization Schedule was established to facilitate a comprehensive review of all City policies.This schedule enables a 25-885, rotating 12-month review cycle to evaluate policies for compliance,alignment with best practices,and overall effectiveness. 25-886 As part of this initiative,the City adopted a refined policy format focused on two key elements: Policy—What the policy is and why it is needed Standards—Uniform expectations for application Four policies were identified as high priority for revision due to challenges with operational effectiveness:Overtime,Corrective Action,Reduction in Force,and Disciplinary Appeal. In addition,the policies were overdue to be updated as two of them were over 12 years old and the other two were 5 years old. Item#25-880—Policy 106.04 Overtime Originally adopted in 1985;last updated in 2013 Enhanced clarity and readability;procedural steps removed Clarifies 40-hour workweek requirement(with FLSA exceptions for Police[80 hours/14 days]and Fire[96 hours/14 days]) Reinforces that overtime is based on hours worked beyond 40 per week—not per day Defines approval process for authorizing OT:supervisors authorize with department head approval Aligns with the City's Core Value of Fiscal Responsibility Identifies the need for a Manager Guide to ensure consistency in special cases(e.g.,holidays and OT in the same week) 1 Item#25-881 —Policy 109.01 Corrective Action Originally adopted in 1988;last updated in 2020 Improved clarity and readability;procedural steps removed Introduced a section on Performance Improvement Plans(PIPS)and guidance on HR documentation requirements Clarified applicability and exceptions for Council Appointees and Civil Service employees Included cross-references to related policies for improved alignment Item#25-885—Policy 109.04 Reduction in Force Originally adopted in 1994;no prior updates Clarified severance as subject to City Manager discretion and funding availability Updated selection criteria to include:departmental needs,performance,knowledge/skills/abilities(KSAs),and tenure(not based on"last in,first out") Removed the option to appeal RIF decisions Item#25-886—Policy 109.03 Disciplinary Appeal Originally adopted 1996;last updated 2020 Enhanced clarity and readability;procedural steps removed Clarified eligibility:regular full-time and part-time employees post-introductory period(1 year) Defined appealable actions:suspension,involuntary demotion,and termination Refined criteria for overturning decisions,focusing on actions that are: Arbitrary—Lacking a reasonable basis Capricious—Unpredictable or inconsistent with standard practices Updated the appeal committee structure to include: At least one director,assistant director,or deputy director At least one manager At least one additional member at least one level above the appellant's position 06/02/25 Council Member Beck Consent F 25-880 Do non-exempt employees No,employees are paid overtime when they exceed 40-hours per week and not hours per day. working over 8 hrs per day received additional compensation? 06/02/25 Council Member Beck Consent 1 25-881 If a supervisor's directives The answer would be depend on the facts of the scenario and policy involved. 3 initiates a violation of VI.A.8,are subordinates liable? Exported on June 3,2025 6:19:40 AM PDT Page 1 of 2 Date Submitted By Type Item Item# Question/Comment Final Response 06/01/25 Mayor Hudspeth Public Hearing A PD23- Timeline and changes in Timeline of applications: 0001 a submissions.Please provide a -Summer 2022—Pre-application conference conducted for Multifamily on Tracts A, B,and C and UNT Intermural Fields on timeline of submissions to the Tracts D&E city(applications or otherwise). -September 2022—Z22-0018 rezoning application submitted as straight zoning to Mixed-Use Neighborhood(MN)on Tracts A, Please provide a chart that list B,and C and Public Facilities(PF)on Tracts D&E(for UNT). the key changes in the -November 2022—ESA22-0032 submitted. submissions,side by side,by -January 2023—PD23-0001 applications submitted to remove Tract B from straight zoning case and place into an Overlay PD. side...etc so that I can see the Overlay PD limited allowable uses to multifamily,with increased side yard setbacks,and specified building orientation along changes.What is the difference Corbin Road,landscape requirements and caped the amount of multifamily allowed. between R2&PD R2? -September 2023-Z22-0018 narrative revised to remove potential UNT Intermural Fields for Tracts D&E and instead propose the land area be dedicated to the City.Zoning remained PF. -October 2023—Traffic scoping pre-application meeting conducted. -January 2024—Traffic impact analysis(TIA24-0001)submitted. •September 2023-May 2024—ongoing resubmittals and refinements of above listed applications to determine readiness to move on to public hearing. -June 12 and July 24,2024—Z22-0018 and PD23-0001 items on Planning and Zoning Commission Agenda with requests to continue cases to subsequent meeting. -August 14,2024, Items Z22-0018 and PD23-0001 were on Planning and Zoning Commission Agenda.Applicant requested to withdraw indefinitely. •January 2025,Z22-0018 closed and PD23-0001 is revised to include entire 195 acres.As part of this revision,access conditions added for Tracts A,B,and C,and parkland dedication language is added for Tracts D&E.Base zoning remains MN 4 for Tracts A,B and C and PF for Tracts D&E. •In early April 2025—PD23-0001 is revised regarding Tract B.Allowable uses on Tract B changed from Multifamily to Single- Family and Townhomes only.Base zoning remained MN. Conditions for Tracts A&C,and Tracts D&E remain the same with MN requested on A&C and PF requested on D&E. •April 9,2025—Planning and Zoning Commission Meeting held—recommend denial 5-0. -in late April 2025—Following the Planning and Zoning Commission meeting,Tract B revised to remove MN base zoning on Tract B.Tract B changed to a base zoning of Residential 2(R2)and limits allowable uses to single-family only. •May 2025-Access conditions surrounding Corbin Road improvements revised to require improvements to the entire length of Corbin Road before permits may be issued. Differences between R2 and PD-R2 In this case,the difference between R2 and PD-R2 varies based on the tracts. -For Tract B,the PD limits the allowable uses to Single-Family Residential only whereas R2 typically allows a variety of Residential Uses,Community Uses,Educational Uses,Recreational Uses,and Public and Semi-Public Uses.Additionally,the PD-R2 zoning on Tract B includes additional requirements than what a straight rezoning to R2 would require,including additional landscape buffering and roadway improvements along Corbin Road.A detailed description of these differences is provided in Exhibit 1. -On Tracts D&E,the PD-R2 serves to prohibit all Residential Uses but requests no other deviations from the DDC for R2 zoning.While the PD-R2 on these Tracts would still allow for Community Uses,Educational Uses,Recreational Uses,and Public and Semi-Public Uses as noted above,due to the significant floodplain encumbrances,it is unlikely to develop as such and the intended use is agricultural. Chart is attached. O6/01/25 Mayor Hudspeth Work Session B 25-766 Please provide a visual Billing SOP for co-sponsored events is attached.For all non-co-sponsored events,Police currently contract with a third party, example of the billing process. Extra Duty Solutions(EDS)to coordinated with special event organizers to hire off-duty officers.All payments are paid to EDS Starting with the application by the organizer/vendor and EDS sends payment directly to the officers as 1099 employees. submission.Is there a way to https://www.cityofdenton.com/1134/Hire-an-Off-Duty-Police-Officer The Fire department does not currently work with a third remove the city from the middle party to Schedule ShittS Tor special events. However,the department has an internal process for assigning EMS personnel for 5 of the billing process....by special events. Finance can meet with both Police and Fire to discuss a plan moving forward and launching an RFP,for third having event coordinators pay party services if needed. off duty officers&fire fighters. Can the city send an RFP to generate an approved vendor list....is that something the city is allowed to do? 06/02/25 Council Member Beck Consent L 25-993 Where will this station be The station will be located between the Landfill and the Pecan Creek Water Reclamation plant on Treatment Plant Road. 6 located?Who will access the Access will be ungated and appropriate signage will be posted directing vehicles in how to approach and utilize the fill station. station and how will they access The station will be accessible to both city vehicles and public contractors that have set up an account with the City of Denton the station? beforehand. 7 8 Exported on June 3,2025 6:19:40 AM PDT Page 2 of 2 SOP Owner Grants Revision# N/A Implementation Date 10/01/2022 „r DENTON Last Reviewed/Update Date Approval SOP FOR STANDARD OPERATING PROCEDURES PURPOSE Effective June 15,2022,co-sponsorship grants for in-kind services was merged with the City's Sponsorship program. Requests are accepted through an annual application process, reviewed by the Community Partnership Committee, and final awards are approved by City Council. Balances for in-kind services performed by the City in excess of the approved-sponsorship amount will be billed to the event organizer.This SOP outlines the process for the billing and collection of the outstanding fees. PRE-REQUISITES City staff is responsible for the initial assessment of requests that are received in the form of an application. In accordance with the established guidelines, sponsorship requests will only be considered for events and/or organizations hosting events that meet the eligibility criteria. Final award is approved by City Council. Funds will be distributed per the executed agreements. ROLES AND RESPONSIBILITIES GRANT ANALYST Prepares approved Award Amount and Balance Spreadsheet. Collects New Account Request form from each organization. Receives blank Balance Spreadsheet from customer service and fills in correct information. Sends completes Balance spreadsheet to Special Events Supervisor for review. SPECIAL EVENTS SUPERVISOR Performs review of the Award Amount and Balance Spreadsheet. Performs review of Balance Spreadsheet and sends to Customer Service. Performs monthly review of account balances. Updates actual in-kind service costs post-event. Works with customer service to adjust Event Organizer's balances based on actuals. Communicates with event organizers. Prepares Account Transfer Sheet for Accounting. Prepares Organization Financial Standing sheet CUSTOMER SERVICE-BILLING TEAM Creates NorthStar accounts for each event organization using the New Account Request forms. Provides blank account balance spreadsheet to Grant Analyst.Sets up account balance in accordance with the Balance Spreadsheet. Provides monthly account balance report to Grant Analyst and Special Event Supervisor. PARKS BUDGET MANAGER Performs review and approval of the Account Transfer Sheet ACCOUNTING - ASSISTANT CONTROLLER Performs accounting transfers according to Account Transfer Sheet PROCEDURE GRANT ANALYST- AWARD TRACKING • Enters approved sponsorship amounts in the Award Amount and Balance Spreadsheet.Sends to Special Event Supervsior for review and approval. • Collects New Account Request Form from each organization and sends to Customer Service (utility.billing@citvofdenton.com) using the subject line, "Special Event Billing." • Sends Award Amount and Balance Spreadsheet and Event Organization Billing Information Sheet to Special Events Supervisor • Receives blank balance spreadsheet from Customer Service and fills in with each organization's projected balance. • Sends completed Balance Spreadsheet to Special Events Supervisor for review SPECIAL EVENTS SUPERVISOR- REVIEW & COMMUNICATION WITH EVENT ORGANIZERS • Reviews and approves Award Amount and Balance Spreadsheet. • Receives completed Balance Spreadsheet from Grant Analyst. • Reviews and approves completed Balance Spreadsheet and sends to Customer Service. • Sends individual NorthStar account numbers to each event organization's main contact(located on blank Balance Spreadsheet). • Reviews monthly balance report generated by Customer Service. • After each event,determines actual in-kind service cost.Works with Customer Service to adjust Event Organizer's balance based on the actual costs of City services provided the event. • By May 1; • Reviews all account balances • Notifies Event Organizers of outstanding balances and June 1st due date for payment ■ Events occurring on or after June 1"will be notified of a due date by the Termination Date of the Agreement for City services provided to the event in excess of the approved award. • Prepares Organization Financial Standing sheet and sends to Grant Analyst • Prepares Account Transfer Sheet and sends to Parks Budget Manager for Review CUSTOMER SERVICE- ACCOUNT SET UP AND BILLING MANAGEMENT • Receives New Account Request forms for each organization from Grant Analyst. SOP for Standard Operating Procedures 2 • Creates NorthStar account for each Event organization • Generates Blank Balance Spreadsheet with account numbers and sends to Grant Analyst • Receives completed Blanace Spreasheet from Special Events Supervisor and generates a bill for each organization in accordance with the Balance Spreadsheet • Bill is sent directly to each event organizer. • Sends monthly report of billing to the Special Event Supervisor. PARKS BUDGET MANAGER- BUDGET TRANSFER REVIEW • Receives Account Transfer Sheet from Special Event Supervisor, reviews and approves transfer amounts and HBUs. • Sends approved Account Transfer Sheet to Accounting-Assistant Controller. ASSISTANT CONTROLLER- BUDGET TRANSFER • Receives approved Account Transfer Sheet from Parks Budget Manager and performs budget transfers from Parks Special Event HBU to each department's HBU PROCESS FLOW CHART Award Amount and Balance Spreadsheet & NorthStar accounts created for NorthStar bill generated each organization New Account Request Forms collected from organizations I Account balances reviewed monthly Organizers notified of Bill sent to each organization & outstanding balances and final Account adjustments based on due date event actuals Organization Financial Standing Account Transfer Sheet Sheet created and sent to created Funds Transfered Grant office RELATED DOCUMENTS New Account Request Form (Exhibit A) SOP for Standard Operating Procedures 3 EXHIBIT A NEW ACCOUNT REQUEST FORM Request for Service Please Submit Completed Form To Utility Bill inpid,cityofdenton.com or Fax.940-349-7211 601 E Hickory St.Suite F,Denton,TX 76205 For Office Use Only: ern Acct# Customer# III D EN TO N Cycle/RoFee Connect Fee Deposit Amount Denton Municipal Utilities Applying for: Landfill _ Electric —1 WaterlWastewater`J Solid Waste L Drainage Connect/Delivery Date_ Email Business/Account Name SS# Federal Tax ID# Driver's License#&State Business Phone Cell Phone Service Address City State Zip Unit Numbers Billing Address City State Zip Requested Solid Waste Container Information: Permanent Trash or Container Number of Pick-ups Contact for Site Visit or Recycling Size Containers per Week Temporary Name, Email,&Phone Number Service Placement Instructions: "'Solid Waste Terms.Agreement,and Regulations can be found at www.cityofdenton.com for Chapters 24 and 26 of the City of Denton Code of Ordinances,and the current City of Denton Solid Waste Rate Ordinances.Rates and fees are based on the current Rate Ordinance.Must have a container number when calling in for services or services may be denied. For questions contact_(940)349-8700. "'I am the owner of the above account:or authorized to represent the owner.All Information that I have provided on this form Is true and correct to the best of my knowledge.All deposits received will be applied to the final billing.The customer is responsible for canceling any utility services. NO METERS WILL BE SET UNLESS BRASS ID TAG IS ON METER BASE. Authorized Signature Date Authorized Name(Print Name) OUR CORE VALUES Integrity• Fiscal Responsibility• Transparency• Outstanding Customer Service ADAIEOEADEA Nww.cih ofden ton.co m 1DD(800)733-2999 Updak-d/Approve.[0/2020 SOP for Standard Operating Procedures 4 Denton 195-Key Changes Over Time PD23-0001(April 2025)-As reviewed by (January Planning and Zoning Commission PD23 Mixed-Use Not part of request.Tract PD-MN.Added to the Overlay PD with a base zoning of MN. PD-MN.Conditions remain the same as January PD-MN.Base zoning and landscape requirements along TXDOT Neighborhood(MN)- remained in straight zoning case Condition added requiring applicant provide a minimum 10-foot- 2024 requirements. right-of-way remain unchanged.Access conditions as described straight zoning (Z22-0018). wide landscape buffer along the future northbound 1-35W frontage previously have been modified to require one-half the full required Road.Adds conditions regarding Corbin Road improvements: width of street improvements for Corbin Road be constructed for building permits for the development of Tract A shall not be issued the entire length between New Bonnie Brae and the Future 1-35W until adequate access is provided to the site through one of the northbound frontage road,AND said street improvements shall be following street improvements(whichever comes first):One-half connected to either the intersection with New Bonnie Brae Street the full required width of street improvements for Corbin Road OR future completed 1-35W northbound frontage road.Condition shall be constructed and said improvements are extended to the added that uses allowed on Tract C may have full access through A intersection with New Bonnie Brae Street.OR One-half the full other Tracts within this PD that have the PD-112 Zoning District required width of street improvements of Corbin Road shall be designation regardless of if the use is permitted or not in the PD-112 constructed and said improvements are extended to intersect with district. the future completed 1-35W northbound frontage road. B Mixed-Use Tract is removed from the PD-MN.Retains all previously mentioned requirements from PD-MN.Removal of Multifamily Dwellings as a PD-112.Base zoning changed to Residential 2 with use restricitons Neighborhood(MN)- straight zoning case and placed January 2023 and adds conditions regarding Corbin Road permitted use in the MN District,and restricts allowing for Single-Family Residential only.Modifies landscape straight zoning into an Overlay PD as PD-MN- improvements:building permits for the development of Tract B this Tract to Townhome and Single-Family requiremetns along Corbin Road and eastern prperty line.Removes with conditions requiring shall not be issued until adequate access is provided to the site Residential uses only.Unit cap revised to 150. increased setback requirements,unit cap,and height limitation. additional landscape buffers through one of the following street improvements(whichever Retains access,height,connectivity,buffering, Access conditions as described previously have been modified to along the eastern property line, comes first):One-half the full required width of street orientation,and setback requirements. require one-half the full required width of street improvements for increased side and rear yard improvements for Corbin Road shall be constructed and said Corbin Road be constructed for the entire length between New setback,350 unit cap, height improvements are extended to the intersection with New Bonnie Bonnie Brae and the Future 1-35W northbound frontage road,AND restrictions to a maximum of 40' Brae Street.OR One-half the full required width of street said street improvements shall be connected to either the and building orientation improvements of Corbin Road shall be constructed and said intersection with New Bonnie Brae Street OR future completed(- specifications along Corbin Road.improvements are extended to intersect with the future completed 35W northbound frontage road. 1-35W northbound frontage road. C Mixed-Use Not part of request.Tract PD-MN.Added to the Overlay PD with a base zoning of MN. PD-MN.Conditions remain the same as January PD-MN.Conditions remain the same as January 2024 requirement Neighborhood(MN)-- remained in straight zoning case Conditions added require building permits for Tract C not be issued 2024 requirements. with addition that uses allowed on Tract C may have full access straight zoning (Z22-0018). until the completion of the future northbound 1-35W frontage road. through other Tracts within this PD that have the PD-112 Zoning Condition added requiring applicant provide a minimum 10-foot- District designation regardless of if the use is permitted or not in wide landscape buffer along the future northbound 1-35W frontage the PD-112 district. Road. D Public Facilities(PF)- Not part of request.Tract PD-PF.Added to the Overlay PD with a base zoning of MN. PD-PF.Conditions remain the same as January PD-112.Base zoning changed to Residential 2 with use restrictions, straight zoning remained in straight zoning case Conditions added surrounding dedication of the land area as park 2024 requirements. prohibiting all Residential Uses.Parkland dedication no longer (Z22-0018). land or public open space.Use restrictions to Park,Open Space, contemplated. Playground only. E Public Facilities(PF)- Not part of request.Tract PD-PF.Added to the Overlay PD with a base zoning of MN. PD-PF.Conditions remain the same as January PD-R2.Base zoning changed to Residential 2 with use restrictions straight zoning remained in straight zoning case Conditions added surrounding dedication of the land area as park 2024 requirements. prohibiting all Residential Uses.Parkland dedication no longer (Z22-0018). land or public open space.Use restrictions to Park,Open Space, contemplated. Playground only.