CP 2004-05-25
NOTICE OF CITY COUNCIL MEETING AND AGENDA
MAY 25, 2004
DOUG STOVER, JAYNE PETERS, Place 2
Mayor Mayor Pro Tem
TIM BRANCHEAU, Place 1 BILLY FAUGHT, Place 5
DIANA RAINES, Place 3 THOM SUHY, Place 6
MARSHA TUNNELL, Place 4 BILL YORK, Place 7
JIM WITT, City Manager
MEETING TIME AND PLACE:
Call to Order 5:30 p.m. Council Chambers (Open to the Public)
Executive Session Immediately Following 1st Fl. Conf. Room (Closed to the Public)
Work Session Immediately Following 1st Fl. Conf. Room (Open to the Public)
Regular Session 7:00 p.m. Council Chambers (Open to the Public)
Notice is hereby given that the City Council of the City of Coppell, Texas will meet
in Regular Called Session on Tuesday, May 25, 2004, at 5:30 p.m. for Executive
Session, Work Session will follow immediately thereafter, and Regular Session will
begin at 7:00 p.m., to be held at Town Center, 255 Parkway Boulevard, Coppell,
Texas.
As authorized by Section 551.071(2) of the Texas Government Code, this meeting
may be convened into closed Executive Session for the purpose of seeking
confidential legal advice from the City Attorney on any agenda item listed herein.
The City of Coppell reser ves the right to reconvene, recess or realign the Work
Session or called Executive Session or order of business at any time prior to
adjournment.
The purpose of the meeting is to consider the following items:
ITEM # ITEM DESCRIPTION
REGULAR SESSION (Open to the Public)
1. Call to order.
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ITEM # ITEM DESCRIPTION
EXECUTIVE SESSION (Closed to the Public)
2. Convene Executive Session
A. Section 551.072, Texas Government Code - Deliberation regarding
Real Proper ty.
1. Discussion regarding the Car ter Crowley and Heatly-Moist
proper ties.
WORK SESSION (Open to the Public)
3. Convene Work Session
A. Discussion regarding Council Appointments.
B. Dis cussio n re g arding Co m m ercial Monument and Marquee Signs.
C. Discussion and Review of the Animal Services Ordinances.
D. Discussion regarding proposed brick sound wall at the Coppell
Public Librar y.
E. Discussion regarding Board and Commission Appointment Schedule.
F. Discussion of Agenda Items.
REGULAR SESSION (Open to the Public)
4. Invocation.
5. Pledge of Allegiance.
6. Consider appointment of Mayor Pro Tem as required by Section 3.05 of the
Home Rule Char ter.
7. Consider approval of a proclamation honoring David and Betty Phillips for
their long years of ser vice to this community, and authorizing the Mayor to
sign.
8. Presentation to Candy Sheehan, Coppell Woman of the Year 2004.
9. Repor t by Park Board.
10. Citizen's Appearances.
11. Consider approval of minutes: May 11, 2004.
12. Consider approval of a professional service contract for audit services for
the Fiscal Year 2004, Fiscal Year 2005, and Fiscal Year 2006 and
authorizing the City Manager to sign.
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ITEM # ITEM DESCRIPTION
13. Consider approval of Bid No. Q-0404-03 for the construction of a Parking
Lot at field #6 in Wagon Wheel Park to McMahon Contracting L.P. in the
amount not to exceed $303,663.20 and authorize the City Manager to sign
contract based on this award.
14. Consider approval of bid no. Q-0404-02 for the repair of the rock masonry
facade perimeter wall for ming the Allen Road Park lake, to Simmons
Builders General Contractor, Inc. in the amount not to exceed $ 286,600.00
and authorizing the City Manager to sign a contract based on this award.
15. Consider appointments to Council Committees.
16. Necessary action resulting from Work Session.
17. Mayor and Council Repor ts.
A. Repor t by Mayor Stover regarding Graduation.
B. Repor t by Mayor Stover regarding Memorial Day.
C. Repor t by Mayor Pro Tem Peters regarding the EMS Fair.
18. Council Committee Repor ts.
A. Carrollton/Farmers Branch ISD/Lewisville ISD - Councilmember
Suhy.
B. Coppell ISD - Councilmembers Raines and York.
C. Coppell Seniors - Councilmember York.
D. Dallas Regional Mobility Coalition - Mayor Pro Tem Peters.
E. Economic Development Committee - Mayor Pro Tem Peters and
Councilmember Brancheau.
F. Metrocrest Hospital Authority - Councilmember Tunnell.
G. Metrocrest Social Service Center - Councilmember Brancheau.
H. Nor th Texas Council of Governments - Councilmember Tunnell.
I. Nor th Texas Commission - Councilmember Tunnell.
J. Senior Adult Services - Councilmember Suhy.
K. Town Center/Architectural Committee - Councilmember Faught.
L. Trinity River Common Vision Commission - Councilmember Faught.
M. Trinity Trail Advisor y Commission - Councilmember Raines.
19. Necessary Action Resulting from Executive Session.
Adjournment.
________________________________
Douglas N. Stover, Mayor
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CERTIFICATE
I cer tify that the above Notice of Meeting was posted on the bulletin board at the
City Hall of the City of Coppell, Texas on this _________ day of _________________,
2004, at __________________.
________________________________
Libby Ball, City Secretar y
DETAILED INFORMATION REGARDING THIS AGENDA IS AVAILABLE
ON THE CITY'S WEBSITE (www.ci.coppell.tx.us) UNDER PUBLIC
DOCUMENTS, COUNCIL PACKETS.
PUBLIC NOTICES
STATEMENT FOR ADA COMPLIANCE
The City of Coppell acknowledges its responsibility to comply with the Americans
With Disabilities Act of 1990. Thus, in order to assist individuals with disabilities
who require special ser vices (i.e. sign interpretative services, alternative
audio/visual devices, and amanuenses) for par ticipation in or access to the City
of Coppell sponsored public programs, services and/or meetings, the City
requests that individuals make requests for these services for ty-eight (48) hours
ahead of the scheduled program, service and/or meeting. To make
arrangements, contact Vivyon V. Bowman, ADA Coordinator or other designated
official at (972) 462-0022, or (TDD 1-800-RELAY, TX 1-800-735-2989).
IN COMPLIANCE WITH CITY OF COPPELL ORDINANCE NO. 95724
Carr ying of a concealed handgun on these premises or at any official political
meeting in the City of Coppell is illegal.
Es ilegal llevar consigo un ar ma de fuego oculta, adentro de este edificio, o en
cualquier junta oficial de politica en la ciudad de Coppell.
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KEY TO COUNCIL GOALS ICONS
2004
Economic Development
• Focus on development "Hot Spots"
• Develop comprehensive business retention plan
• Develop partnerships to revitalize vacant retail properties
• Make next level decisions on Old Coppell
Quality Public Facilities & Infrastructure
• Maintain and increase IMF funding as required
• Maintain quality of public facilities
• Provide quality park and recreation activities for all
• Strategically plan for community's future water needs
Excellent City Services & High Citizen Satisfaction
• Finalize assessment of Fire Department needs
• Focus on employee retention
• Timely responsiveness with quality delivery of service
• Provide for feedback opportunities for and input from citizens
Sense of Community
• Develop and support community special events
• Develop and support activities and programs for teens
• Create opportunities for citizen involvement
• Assess and finalize decision on community cemetery
Fiscal Stability
• Continue systematic reduction and management of debt
• Continue and improve financial planning and forecasting
• Ensure community can financially maintain what had been developed
• Continue to diversify the City's tax base
Neighborhood Integrity
• Focus on code enforcement
• Proactively monitor neighborhoods
• Develop a communication plan with Home Owner Associations
• Update Master Plan and zoning to ensure consistency
Effective Transportation
• Reduce traffic congestion
• Make policy decisions on regional transportation/DART
• Support transortation issues related to air quality
• Continue public education on regional transportation issues
Safe Community
• Maintain and improve on existing safety levels
• Raise awareness and support for Homeland Security
• Provide quality public safety education programs
• Enhance traffic control efforts
DATE: May 25, 2004
ITEM #: ES-2
AGENDA REQUEST FORM
EXECUTIVE SESSION
A. Section 551.072, Texas Government Code - Deliberation regarding Real Property.
1. Discussion regarding the Carter Crowley and Heatly-Moist properties.
Agenda Request Form - Revised 02/04 Document Name: %executivesession
DATE: May 25, 2004
ITEM #: WS-3
AGENDA REQUEST FORM
WORK SESSION
A. Discussion regarding Council Appointments.
B. Dis cussio n re g arding Co m m ercial Monument and Marquee Signs.
C. Discussion and Review of the Animal Services Ordinances.
D. Discussion regarding proposed brick sound wall at the Coppell Public Librar y.
E. Discussion regarding Board and Commission Appointment Schedule.
F. Discussion of Agenda Items.
Agenda Request Form - Revised 02/04 Document Name: %worksession
Rev: 05/29/03
COUNCIL’S COMMITTEES
CARROLLTON/FARMERS BRANCH ISD/LEWISVILLE ISD
Council: Thom Suhy Appointed: 05/27/03
CITY/COPPELL ISD LIAISONS
Council: Diana Raines Appointed: 05/27/03
Council: Bill York Appointed: 05/27/03
CISD: Kathie Gautille Appointed: 05/03
CISD: Dianne Miller Appointed: 05/03
COPPELL SENIORS
Council: Bill York Appointed: 05/27/03
DALLAS REGIONAL MOBILITY COALITION
Council: Jayne Peters Appointed: 05/27/03
ECONOMIC DEVELOPMENT COMMITTEE
Council: Tim Brancheau Appointed: 05/27/03
Jayne Peters Appointed: 05/27/03
METROCREST HOSPITAL AUTHORITY
Council: Marsha Tunnell Appointed: 05/27/03
METROCREST SOCIAL SERVICE CENTER
Council Tim Brancheau Appointed: 05/27/03
NCTCOG (NORTH TEXAS COUNCIL OF GOVERNMENTS)
(Appointed by City Council - annual basis)
Council: Marsha Tunnell Appointed: 05/27/03
NCTCOG (NORTH TEXAS COUNCIL OF GOVERNMENTS) – REGIONAL
EMERGENCY MANAGEMENT PLANNING COUNCIL
Council: Thom Suhy Appointed: 05/27/03
NORTH TEXAS COMMISSION
Council: Marsha Tunnell Appointed: 05/27/03
SENIOR ADULT SERVICES
Council: Thom Suhy Appointed: 05/27/03
TOWN CENTER/ARCHITECTURAL COMMITTEE
Council: Billy Faught Appointed: 05/27/03
Staff: Greg Jones, Chief Building
Official
TRINITY RIVER COMMON VISION COMMISSION
Council: Billy Faught Appointed: 05/27/03
TRINITY TRAIL ADVISORY COMMISSION
Council: Diana Raines Appointed: 05/27/03
Staff: Brad Reid, Director of Parks and
Recreation
MEMORANDUM
DATE: May 11, 2004
TO: Jim Witt, City Manager
FROM: Kathy Wilkerson, Deputy City Secretary
SUBJECT: Annual 2004 Board/Commission/Committee Appointments
RE: Process Schedule
Listed below is a tentative schedule of dates for the upcoming annual appointments of
members to the City’s Boards/Commissions/Committees that I would like to review with
the City Council during the Work Session of May 25, 2004:
Advertising - May 28 through July 23, 2004
A press release will be forwarded to the Citizens Advocate, Coppell
Gazette, Metrocrest News, Comcast Cable and put on the web site,
requesting citizens to volunteer to serve on the City’s
Boards/Commissions/Committees, and as the City’s American Red Cross
Representative. Advertising will continue for a period of eight (8)
consecutive weeks from May 28, 2004 through July 23, 2004. During the
month of June a mass mailing will be sent to all Coppell citizens. The
mailing will consist of an application and a summary of each of the
Boards/Commissions/Committees.
2004 agenda Schedule for board appointments.doc
Applications – June 1 through July 28, 2004
Applications will be available and accepted from 8:00 a.m. to 5:00 p.m.,
June 1st through July 28th in the City Secretary Department at Town
Center. Applications presently on file in the City Secretary Department
will not be considered.
Staff Liaisons - May 21, 2004
Staff Liaisons will be issued a membership list on May 21, 2004 for their
particular Board/Commission/Committee, indicating those members
whose terms expire October 2004 together with a new application form for
distribution, should those members wish to re-apply. Deadline for these
applications will also be July 28th.
City Council Applicant Packet
A binder will be prepared for members of Council containing a master list
of all applicants, together with copies of each application and pertinent
information. This document will be available in the City Secretary
Department for each member of Council at 8:00 a.m., Friday, August 6,
2004. Any binders not picked up by 5:00 p.m. on Friday will be put in the
Council mailboxes.
Interview Process - August 9 through August 27, 2004
Interviews may be conducted from August 9 through August 27, 2004,
however, I would appreciate direction from Council on how they would like
to proceed with scheduling these interviews so I may advise the applicants
of the date and approximate time.
Appointments - September 14, 2004
An agenda item will be submitted for the September 14, 2004 City Council
meeting to appoint members to the City’s Boards/Commissions/
Committees.
Letters of Appointment and/or Regret
The City Secretary Department will notify all applicants indicating their
appointment and date of being sworn into office, and/or letters of regret.
Staff Liaisons will be requested to contact applicants to confirm their
attendance at the swearing-in ceremony.
2004 agenda Schedule for board appointments.doc
2004 agenda Schedule for board appointments.doc
Swearing-in Ceremony
An agenda item and oaths of office will be prepared for the September 28,
2004 City Council meeting for the Mayor to formally swear in appointed
members. New members will officially take their position on the
Board/Commission/Committee on October 1, 2004.
Reception
A reception for the newly appointed members and the members whose
commission did not expire will be held prior to the September 28, 2004
City Council meeting.
DEPT: City Secretary
DATE: May 25, 2004
ITEM #: 6
AGENDA REQUEST FORM
ITEM CAPTION:
Consider appointment of Mayor Pro Tem as required by Section 3.05 of the Home Rule Charter.
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
Agenda Request Form - Revised 02/04 Document Name: %protem
DEPT: City Manager
DATE: May 25, 2004
ITEM #: 7
AGENDA REQUEST FORM
ITEM CAPTION: Consider approval of a proclamation honoring David and Betty Phillips for their long years of
service to this community, and authorizing the Mayor to sign.
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
Agenda Request Form - Revised 02/04 Document Name: !Phillips
PROCLAMATION
WHEREAS, David Phillips has lived in Coppell his entire life,
and he and his wife, Betty, wholeheartedly believed in and
supported this community, and raised two boys here; and
WHEREAS, David Phillips served as a Council Member from April
1978 to April 1982, and both David and Betty have participated in
numerous Citizen Summits where they helped to advise the City
Council regarding the needs in our community; and
WHEREAS, For the past eight years Betty Phillips has not only
directed and played the piano for the Senior Choral Group, but she
and her group have volunteered their time and energy to be part of
the Fourth of July and Holiday Parades. In addition Betty has
assisted our Parks and Recreation Department by playing the piano
for the past three summers for the Missoula Children’s Theatre;
and
WHEREAS, David and Betty have also volunteered their time and
money for more than 15 years purchasing, preparing and serving the
Seniors a Thanksgiving luncheon; and
WHEREAS, David and Betty have been true assets to the Coppell
community, and their many contributions have helped significantly
in creating the town that has grown from less than 500 residents
to 38,500 during their time here.
NOW, THEREFORE, I, Douglas N. Stover, Mayor of the city of
Coppell, do hereby thank David and Betty Phillips for their
stewardship in our community, and wish them every happiness as
they begin a new chapter in their lives in Canton.
IN WITNESS THEREOF, I have set my hand and caused the seal of
the city of Coppell to be affixed this _____ day of May 2004.
____________________________________
Douglas N. Stover, Mayor
ATTEST:
___________________________________
Kathryn Wilkerson, Deputy City Secretary
DEPT: City Secretary
DATE: May 25, 2004
ITEM #: 8
AGENDA REQUEST FORM
ITEM CAPTION:
Presentation to Candy Sheehan, Coppell Woman of the Year 2004.
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
Agenda Request Form - Revised 02/04 Document Name: %womanofyear
DEPT: City Secretary
DATE: May 25, 2004
ITEM #: 9
AGENDA REQUEST FORM
ITEM CAPTION:
Report by the Park Board.
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
DIR. REVIEW: FIN. REVIEW: CM REVIEW:
Agenda Request Form - Revised 09/02 Document Name: %boardreport
DATE: May 25, 2004
ITEM #: 10
AGENDA REQUEST FORM
CITIZENS' APPEARANCES
ORDINANCE NO. 2001-964
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, ESTABLISHING RULES, TIMES AND
PROCEDURES FOR CONDUCTING CITY COUNCIL MEETINGS.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THE
FOLLOWING ARE HEREBY ADOPTED AS THE RULES, TIMES AND PROCEDURES FOR
CONDUCTING COUNCIL MEETINGS OF THE CITY COUNCIL OF THE CITY OF COPPELL,
TEXAS:
The City of Coppell Code of Ordinances, Article 1-10 "Rules, Times and Procedures for Conducting City
Council Meetings," be, and the same is hereby, amended to read as follows:
"ARTICLE 1-10
RULES, TIMES AND PROCEDURES FOR CONDUCTING
CITY COUNCIL MEETINGS
". . .
1-10-6.2.1 CITIZENS APPEARANCE
Persons wishing to speak on any matter other than an item scheduled for a public hearing on the agenda, must sign
a register and list their residence address, provided by the City Secretary on a table outside the Council Chambers,
and such persons may be heard only at the "Citizens Appearance" portion of a regular meeting or special meeting.
Each speaker must state his or her name and address of residence. Presentations by individuals during the
"Citizens Appearance" shall be limited to two (2) minutes each. An individual speaker's time may be extended for
an additional two (2) minutes with the approval of a majority of the Council members present. There shall be a
cumulative limit of twenty (20) minutes allotted of any regular or special Council meeting. Those persons who
signed up to speak at the "Citizens Appearance" shall be called upon in the order that they have signed the
provided register. No personal attacks by any speaker shall be made against any member of the Council, Mayor,
individual, group or corporation (Charter Article 3, Section 3.12).
Agenda Request Form - Revised 09/02 Document Name: %citapp.doc
DEPT: City Secretary
DATE: May 25, 2004
ITEM #: 11
AGENDA REQUEST FORM
ITEM CAPTION:
Consider approval of minutes: May 11, 2004
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
Agenda Request Form - Revised 02/04 Document Name: %minutes
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MINUTES OF MAY 11, 2004
The City Council of the City of Coppell met in Regular Called Session on
Tuesday, May 11, 2004, at 5:30 p.m. in the City Council Chambers of Town
Center, 255 Parkway Boulevard, Coppell, Texas. The following members were
present:
Doug Stover, Mayor
Jayne Peters, Mayor Pro Tem
Tim Brancheau, Councilmember
Diana Raines, Councilmember
Marsha Tunnell, Councilmember
Billy Faught, Councilmember
Thom Suhy, Councilmember
Bill York, Councilmember (late arrival)
Also present were City Manager Jim Witt, City Secretary Libby Ball and City
Attorney Robert Hager.
REGULAR SESSION (Open to the Public)
1. Call to order.
Mayor Stover called the meeting to order, determined that a quorum was
present and convened into Work Session.
WORK SESSION (Open to the Public)
2. Convene Work Session
A. Presentation by the Planning Department regarding Old
Coppell Master Plan.
B. Discussion of Council Goals and Objectives.
C. Discussion of Agenda Items.
Councilmember York arrived after Work Session.
RECEPTION FOR LEADERSHIP COPPELL GRADUATES IN 2nd FLOOR
CONFERENCE ROOM FROM 6:15 PM TO 7:00 PM.
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REGULAR SESSION (Open to the Public)
3. Invocation.
Dr. Ray Collver, Living Hope Church led those present in the Invocation.
4. Pledge of Allegiance.
Mayor Stover led those present in the Pledge of Allegiance.
5. Graduation of 2004 Leadership Coppell Class.
Sharon Logan, Community Information Officer, and Mayor Stover
conducted a graduation ceremony for the Leadership Coppell graduates.
6. Consider approval of a proclamation honoring Deena Reeve for
her service on the Coppell Independent School Board, and
authorizing the Mayor to sign.
Presentation:
Mayor Stover read the proclamation for the record and presented the
same to Deena Reeve.
Action:
Councilmember Tunnell moved to approve a proclamation honoring
Deena Reeve for her service on the Coppell Independent School Board,
and authorizing the Mayor to sign. Councilmember Raines seconded the
motion, the motion carried 7-0 with Mayor Pro Tem Peters and
Councilmembers Brancheau, Raines, Tunnell, Faught, Suhy and York
voting in favor of the motion.
7. Consider approval of a proclamation honoring Dianne Miller for
her service on the Coppell Independent School Board, and
authorizing the Mayor to sign.
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Presentation:
Mayor Stover read the proclamation for the record and presented the
same to Dianne Miller.
Action:
Councilmember Faught moved to approve a proclamation honoring
Dianne Miller for her service on the Coppell Independent School Board,
and authorizing the Mayor to sign. Councilmember Brancheau seconded
the motion, the motion carried 7-0 with Mayor Pro Tem Peters and
Councilmembers Brancheau, Raines, Tunnell, Faught, Suhy and York
voting in favor of the motion.
8. Consider approval of a proclamation naming Friday, May 14,
2004 as Coppell High School Boys Soccer Appreciation Day,
and authorizing the Mayor to sign.
Presentation:
Councilmember Brancheau congratulated the individual team members.
Mayor Stover read the proclamation for the record and presented the
same to Coach John Lawhon and the team members present.
Action:
Councilmember Brancheau moved to approve a Proclamation naming
Friday, May 14, 2004 as Coppell High School Boys Soccer Appreciation
Day, and authorizing the Mayor to sign. Councilmember Suhy seconded
the motion, the motion carried 7-0 with Mayor Pro Tem Peters and
Councilmembers Brancheau, Raines, Tunnell, Faught, Suhy and York
voting in favor of the motion.
9. Consider approval of a proclamation proclaiming the week of
May 16-22, 2004 as Emergency Medical Services Week and
authorizing the Mayor to sign.
Presentation:
Mayor Stover read the proclamation for the record and presented the
same to Tim Oates, David Green and Chris Price.
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Action:
Councilmember York moved to approve a Proclamation proclaiming the
week of May 16-22, 2004 as Emergency Medical Services Week and
authorizing the Mayor to sign. Mayor Pro Tem Peters seconded the
motion, the motion carried 7-0 with Mayor Pro Tem Peters and
Councilmembers Brancheau, Raines, Tunnell, Faught, Suhy and York
voting in favor of the motion.
10. Presentation by CMS North students regarding completed
survey.
Anna Casey and Katie Mozynski, students at CMS North, made a
presentation to Council regarding a survey their class had taken.
Item 12 was considered at this time. Please see Item 12 for minutes.
11. Presentation by Coppell Copperheads Summer League.
Rick Selah, President of Coppell Copperheads, made a presentation to
Council.
12. Presentation by Jennifer Parry requesting amendment to sign
ordinance to allow marquee sign at the high school.
Stacy Coalson, teacher, Jennifer Parry, student, and Emily Anderson,
student, made a presentation to Council regarding a marquee sign at
Coppell High School.
13. Citizen's Appearances.
There was no one signed up to speak on this item.
There was a short recess held at this time.
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CONSENT AGENDA
14. Consider approval of the following consent agenda items:
A. Consider approval of minutes: April 27, 2004
April 30, 2004.
B. Consider accepting the resignation of John Harton from
the Conduct Review Board.
C. Consider approval of an ordinance abandoning a 50-foot
wide construction easement across portions of Tracts 3.2,
3.3 and 5 of the B.B.B. and C.R.R. Survey, Abstract 1772
(northeast corner of S.H. 121 and Coppell Rd.) in favor of
the property owners of record of the real property; and
authorizing the Mayor to sign.
D. Consider approval of an ordinance amending Section 8-1-
3 of the Code of Ordinances for the City of Coppell
establishing 20 miles per hour as the maximum prima
facie speed limit on Oak Grove Lane; and authorizing the
Mayor to sign.
E. Consider approval of awarding Bid/Contract #Q-0204-02
for the construction of the Shadow Ridge Estates
Retaining Wall project to Craig Olden, Inc., in the amount
of $81,300 as funded in the 1999 Capital Improvement
Program; and authorizing the City Manager to sign.
Land Use and Development
F. Consider approval of an Ordinance for Case No. S-1098R2,
Kroger, zoning change from C-S-1098R (Commercial-
Special Use Permit 1098 Revised) to C-S-1098R2
(Commercial, Special Use Permit-1098 Revision 2), to
allow a drive-through pharmacy with canopy along the
west side of the existing grocery store located at the
northwest corner of Sandy Lake and MacArthur, and
authorizing the Mayor to sign.
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G. Consider approval of an Ordinance for Case No. S-1194R3,
Firehouse Wings, zoning change from PD-178R-S-1194R2
(Planned Development-178R-Special Use Permit-1194
Revision 2) to PD-178R-S-1194R3 (Planned Development-
178R-Special Use Permit-1194 Revision 3), to allow an
approximate 1,405 square-foot restaurant, with private
club, to be located in Suite 600 of the Town Center West
Retail Center at 171 N. Denton Tap Road, and authorizing
the Mayor to sign.
H. Consider approval of an Ordinance for a text amendment
to Chapter 12, Zoning, of the Code of Ordinances,
Sections 12-22-1 and 12-30-9, to revise the uses
permitted in Highway Commercial districts, and
authorizing the Mayor to sign.
I. Consider approval of an Ordinance for a text amendment
to Chapter 12, Zoning, of the Code of Ordinances, Section
12-29-4.3(A)i, regarding Sign Regulations for Business
districts, and authorizing the Mayor to sign.
J. Consider approval of an Ordinance for a text amendment
to Chapter 12, Zoning, of the Code of Ordinances, Section
12-42-1, to add two new definitions regarding
Warehouse/Distribution and Limited Assembly and
Manufacturing uses, and authorizing the Mayor to sign.
Action:
Councilmember Suhy moved to approve Consent Agenda Items A, B, C
carrying Ordinance No. 2004-1074, D carrying Ordinance No. 2004-
1075, E, F carrying Ordinance No. 91500-A-373, G carrying Ordinance
No. 91500-A-374, H carrying Ordinance No. 91500-A-375, I carrying
Ordinance No. 91500-A-376, and J carrying Ordinance No. 91500-A-377.
Mayor Pro Tem Peters seconded the motion, the motion carried 7-0 with
Mayor Pro Tem Peters and Councilmembers Brancheau, Raines, Tunnell,
Faught, Suhy and York voting in favor of the motion.
15. Consider selection of Coppell Woman of the Year for 2004.
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Presentation:
Jeanne Heath from the Selection Committee recommended Candy
Sheehan to be selected as Woman of the Year.
Action:
Councilmember York moved to accept the Selection Committees
recommendation that Candy Sheehan be selected as the 2004 Coppell
Woman of the Year. Councilmember Raines seconded the motion, the
motion carried 7-0 with Mayor Pro Tem Peters and Councilmembers
Brancheau, Raines, Tunnell, Faught, Suhy and York voting in favor of
the motion.
16. Consider approval of awarding Bid/Contract #Q-0404-01 to Fox
Contractors, Inc. for the construction of Coppell Road/ Service
Center 18” Sanitary Sewer Line in an amount of $202,036.00,
as provided for in water and sewer CIP funds; and authorizing
the City Manager to sign.
Presentation:
Ken Griffin, Director of Engineering and Public Works, made a
presentation to Council.
Action:
Councilmember York moved to approve awarding Bid/Contract #Q-0404-
01 to Fox Contractors, Inc. for the construction of Coppell Road/Service
Center 18" Sanitary Sewer Line in an amount of $202,036.00, as
provided for in water and sewer CIP funds; and authorizing the City
Manager to sign. Councilmember Brancheau seconded the motion, the
motion carried 7-0 with Mayor Pro Tem Peters and Councilmembers
Brancheau, Raines, Tunnell, Faught, Suhy and York voting in favor of
the motion.
17. Consider approval of awarding Bid/Contract #Q-1203-01 to
MasTec North America, Inc., for the construction of Deforest
Road Lift Station Improvements Force Main Line ‘D’ in an
amount of $2,364,835.54, as provided for in water and sewer
CIP funds; and authorizing the City Manager to sign.
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Presentation:
Ken Griffin, Director of Engineering and Public Works, made a
presentation to Council.
Action:
Councilmember Faught moved to approve awarding Bid/Contract #Q-
1203-01 to MasTec North America, Inc., for the construction of Deforest
Road Lift Station Improvements Force Main Line 'D' in am amount of
$2,364,835.54, as provided for in water and sewer CIP funds; and
authorizing the City Manager to sign. Councilmember York seconded the
motion, the motion carried 7-0 with Mayor Pro Tem Peters and
Councilmembers Brancheau, Raines, Tunnell, Faught, Suhy and York
voting in favor of the motion.
18. PUBLIC HEARING:
Consider approval of Case No. PD-200-SF-12, Petterson
Addition, Lots 1-4, Block A, zoning change request from 2F-9
(Two Family-9) to PD-200-SF-12 (Planned Development-200,
Single Family-12) to allow the construction of four single-
family homes on 2.27 acres of property located along the north
side of Sandy Lake Road, approximately 120 feet west of
Summer Place Drive.
Presentation:
Gary Sieb, Director of Planning, made a presentation to Council.
Walter Nelson, 1812 Carla Avenue, Arlington, Applicant, addressed
Council and stated that the Applicant wanted to withdraw.
Public Hearing:
Mayor Stover opened the Public Hearing and asked for those persons
wishing to speak regarding this proposal. Randal Taylor, 109 Summer
Place, spoke in favor of this item.
CM051104
Page 9 of 13
Action:
Councilmember Tunnell moved to close the Public Hearing and deny
Case No. PD-200-SF-12, Petterson Addition, Lots 1-4, Block A, zoning
change request from 2F-9 (Two Family-9) to PD-200-Sf-12 (Planned
Development-200, Single Family-12) to allow the construction of four
single-family homes on 2.27 acres of property located along the north
side of Sandy Lake Road, approximately 120 feet west of Summer Place
Drive. Councilmember Raines seconded the motion to deny, the motion
carried 5-2 with Mayor Pro Tem Peters and Councilmembers Raines,
Tunnell, Faught and York voting in favor of the denying the motion and
Councilmembers Brancheau and Suhy voting against denying the
motion.
19. PUBLIC HEARING:
Consider approval of the Petterson Addition, Lots 1-4, Block A,
Replat of Lots 1 and 2, to allow the construction of four single-
family homes on 2.27 acres of property located along the north
side of Sandy Lake Road, approximately 120 feet west of
Summer Place Drive.
Presentation:
Gary Sieb, Director of Planning, made a presentation to Council.
Walter Nelson, 1812 Carla Avenue, Arlington, Applicant, addressed
Council and stated that the Applicant wanted to withdraw their request.
Public Hearing:
Mayor Stover opened the Public Hearing and advised that no one had
signed up to speak on this proposal.
Action:
Councilmember Tunnell moved to close the Public Hearing and deny
approving the Petterson Addition, Lots 1-4, Block A, Replat of Lots 1 and
2, to allow the construction of four single-family homes on 2.27 acres of
property located along the north side of Sandy Lake Road, approximately
120 feet west of Summer Place Drive. Councilmember York seconded the
motion to deny, the motion carried 5-2 with Mayor Pro Tem Peters and
Councilmembers Raines, Tunnell, Faught and York voting in favor of
denying the motion and Councilmembers Brancheau and Suhy voting
against denying the motion.
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Page 10 of 13
20. PUBLIC HEARING:
Consider approval of Case No. S-1214, Cowboy Creek, zoning
change request from C (Commercial) to C-S-1214 (Commercial-
Special Use Permit-1214), to allow a miniature golf course,
batting cages and ancillary uses (indoor amusement and food
service) on 5.87 acres of property located at 1730 State
Highway 121, (the northeast corner of S.H. 121 and Coppell
Road).
Presentation:
Gary Sieb, Director of Planning, made a presentation to Council.
Trey DeLoach, Applicant, addressed questions of Council.
Public Hearing:
Mayor Stover opened the Public Hearing and advised that no one had
signed up to speak on this proposal.
Action:
Councilmember York moved to close the Public Hearing and approve
Case No. S-1214, Cowboy Creek, zoning change request from C
(Commercial) to C-S-1214 (Commercial-Special Use Permit-1214), to
allow a miniature golf course, batting cages and ancillary uses (indoor
amusement and food service) on 5.87 acres of property located at the
northeast corner of S.H. 121 and Coppell Road subject to the following
condition:
1) Provide details of proposed fountain on plan.
Councilmember Raines seconded the motion, the motion carried 7-0 with
Mayor Pro Tem Peters and Councilmembers Brancheau, Raines, Tunnell,
Faught, Suhy and York voting in favor of the motion.
21. Consider approval of the Cowboy Creek Addition, Lot 1, Block
A, Minor Plat, to allow a miniature golf course, batting cages
and ancillary uses (indoor amusement and food service) on 5.87
acres of property located at the northeast corner of S.H. 121
and Coppell Road.
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Page 11 of 13
Presentation:
Gary Sieb, Director of Planning, made a presentation to Council.
Action:
Councilmember Tunnell moved to approve the Cowboy Creek Addition,
Lot 1, Block A, Minor Plat, to allow a miniature golf course, batting cages
and ancillary uses (indoor amusement and food service) on 5.87 acres of
property located at the northeast corner on S.H. 121 and Coppell Road
subject to the following conditions:
1) No improvements are allowed to be constructed in the 100-
year floodplain.
2) Compliance with the following Engineering Department
comments:
a) Provide a copy of the offsite drainage easement
documents. Minimum width is 20’.
b) The proposed utility plan indicated the 10’
Enserch easement is to be abandoned, but the
plat doesn’t. If it is to be abandoned, provide to
the City a copy of the abandonment agreement
for our records.
c) No improvements, such as fences, batting cages,
etc. are allowed within the 100-year floodplain.
d) Additional comments may be generated during
the detailed engineering review.
Councilmember Suhy seconded the motion, the motion carried 7-0 with
Mayor Pro Tem Peters and Councilmembers Brancheau, Raines, Tunnell,
Faught, Suhy and York voting in favor of the motion.
22. Consider approval of the Sandy Lake Addition, Lot 3, Block A
(McAnelly), Site Plan, to allow the construction of an
approximate 4,800-square-foot medical office, Phase One being
3,572-square feet and 1,228-square feet in Phase 2, on 0.83 of
CM051104
Page 12 of 13
an acre of property located along the north side of Sandy Lake
Road, approximately 400 feet west of Samuel Boulevard.
Presentation:
Gary Sieb, Director of Planning, made a presentation to Council on Items
22 and 23.
Action:
Councilmember Brancheau moved to approve the following:
Item 22:
The Sandy Lake Addition, Lot 3, Block A (McAnelly), Site Plan, to allow
the construction of an approximate 4,800-square-foot medical office,
Phase One being 3,572-square feet and 1,228-square feet in Phase 2, on
0.83 of an acre of property located along the north side of Sandy Lake
Road, approximately 400 feet west of Samuel Boulevard; and
Item 23:
The Sandy Lake Addition, Lot 3, Block A (McAnelly), Minor Plat, to allow
the construction of an approximate 4,800-square-foot medical office,
Phase One being 3,572-sqare feet and 1,228-square feet in Phase 2, on
0.83 of an acre of property located along the north side of Sandy Lake
Road, approximately 400 feet west of Samuel Boulevard.
Councilmember Tunnell seconded the motion, the motion carried 7-0
with Mayor Pro Tem Peters and Councilmembers Brancheau, Raines,
Tunnell, Faught, Suhy and York voting in favor of the motion.
23. Consider approval of the Sandy Lake Addition, Lot 3, Block A
(McAnelly), Minor Plat, to allow the construction of an
approximate 4,800-square-foot medical office, Phase One being
3,572-square feet and 1,228-square feet in Phase 2, on 0.83 of
an acre of property located along the north side of Sandy Lake
Road, approximately 400 feet west of Samuel Boulevard.
This item was considered with Item 22. See Item 22 for minutes.
24. Necessary action resulting from Work Session.
There was no action necessary under this item.
CM051104
Page 13 of 13
25. City Manager's Report.
A. Appointment of Staff Liaison to CISD.
A. Jim Witt, City Manager, announced that he has appointed Clay
Phillips, Deputy City Manager, to serve as the City of Coppell’s
Staff Liaison to Coppell Independent School District.
26. Mayor and Council Reports.
A. Report by Mayor Stover regarding Metroplex Mayors'
meeting.
A. Mayor Stover reported on the Metroplex Mayors’ meeting he
attended.
There being no further business to come before the City Council, the meeting
was adjourned.
___________________________
Douglas N. Stover, Mayor
ATTEST:
______________________________________
Libby Ball, City Secretary
DEPT: Finance
DATE: May 25, 2004
ITEM #: 12
AGENDA REQUEST FORM
ITEM CAPTION: Consider approval of a professional service contract for audit services for the Fiscal Year
2004, Fiscal Year 2005, and Fiscal Year 2006 and authorizing the City Manager to sign.
GOAL(S):
EXECUTIVE SUMMARY: See attached Bid Tabulation and Staff Comments. It is Staff’s recommendation to
award the contract to Grant Thornton. Grant Thornton is the 5th largest CPA firm. Their quote is comparable to
Weaver & Tidwell when consideration is given to the cost of CPE that Grant Thornton will provide for selected
Finance Department employees.
FINANCIAL COMMENTS: Funds are budgeted in the Finance Department Other Professional Services for this
contract.
Agenda Request Form - Revised 02/04 Document Name: $Audit-1AR
Evaluation Criteria Grant Thornton Weaver & Tidwell
Mandatory Criteria:
1. Audit Firm is independent &
licensed to practice in Texas
Yes, office is in Dallas Yes, office is in Dallas
2. Audit Firm’s professional
personnel have received
adequate CPE within preceding
two years
Appears adequate Appears adequate
3. Audit Firm has no conflict of
interest with regard to any other
work performed by the Firm for
the City
Meets criteria Meets criteria
Note: Audit Partner lives in Coppell.
4. Firm submitted a copy of its
most recent external quality
control review report and the
firm has a record of quality
audit work.
Peer review submitted with
proposal. Date of last peer review
was November 21, 2002
Peer review submitted with proposal.
Date of last peer review was
September 13, 2001
5. Firm adhered to the instructions
in the RFB on preparing and
submitting the bid. (Section 2
of the RFB describes required
information)
- Cover letter
- Executive Summary
- Table of Contents
- Firm Background, Principal
Officers & prior experience
- Scope and Audit Approach
- Proposed Schedule
- Other references
- Additional data & other info.
- Concluding remarks
- Cost bid form
Yes, proposal in requested format.
Proposal was professional and very
informative.
Yes, proposal in requested format.
Proposal was clear and concise.
Bid evaluation factors:
Grant Thornton Weaver & Tidwell
1. Demonstrated experience,
qualifications, and professional
activities of the audit team and
Firm (technical expertise,
resources available to the Firm,
specialization in municipal
government and Federal
funding auditing). (50 points
maximum score for this area)
Member GFOA, GFOAT, Award reviewer.
Partner involved with GASB 34
implementations. Partner well known and
respected in Governmental Finance/Audit
arena.
Firm has extensive experience with Single
Audits.
Large firm with many types of useful
resources available.
Auditor of approximately 25
entities receiving GFOA
award.
Prior auditor of the City of
Coppell.
Partner is member of
Technical Issues Committee
of AICPA as a liaison to the
GASB.
2. Evaluated cost (20 points
maximum score for this area)
See comparison of costs schedule.See comparison of costs
schedule
3. Responsiveness of the bid in
clearing stating the following:
- understanding of work to be
performed
- understanding and ability to
meet terms and conditions
of the RFB (scheduling, and
completeness &
thoroughness of the
technical data and
documentation)
(20 points maximum score for
this area)
Proposed schedule consistent with
schedule in RFP. Provided adequate
documentation of audit approach.
Cover letter informative and personalized.
Proposed schedule consistent
with schedule in RFP.
Clearly understands work to
be performed.
4. Commitment to Governmental
Accounting and Auditing:
- demonstration of the Firm’s
commitment to
governmental issues by
knowledge of current issues
and membership in related
organizations (GFOA or
TML)
- Firm’s ability to
communicate to the client
changes in regulations or the
environment. (offer CPE
training to client personnel
on current or relevant
issues)
(10 points maximum score for
this area)
Partner is member of GFOA review
committee, GFOA, GFOAT, serves on
Board of Southwest School of Government
Finance, AICPA government conference
speaker.
Firm will provide 3 full days of training
related to government for Director of
Finance, Asst. Director, and Chief
Accountant.
Firm provides newletter to government
clients, publishes various brochures and
guides for clients on industry topics.
Firm hosts breakfast meetings where
various industry related topics are covered
– upcoming topic is Controlling Healthcare
Costs.
Partner conducts GFOA
award reviews.
Member GFOA, GFOAT.
City did receive GFOA
award while Firm was
Coppell’s auditor.
Firm will make certain that
CPA conducted in-house is
available to select members
of the City accounting staff.
(doesn’t appear to have
formal program – no CPE
offered when Firm was
Coppell’s auditor.
Evaluation Criteria Patillo, Brown & Hill Broswske, Mares &
Smothermon
Mandatory Criteria:
1. Audit Firm is independent &
licensed to practice in Texas
Yes, office located in Waco Yes, office located in Dallas
area
2. Audit Firm’s professional
personnel have received
adequate CPE within preceding
two years
Appears adequate Appears adequate
3. Audit Firm has no conflict of
interest with regard to any other
work performed by the Firm for
the City
Meets criteria Meets criteria
(Note: Mr. Smothermon
former member of City of
Coppell Finance Committee)
4. Firm submitted a copy of its
most recent external quality
control review report and the
firm has a record of quality
audit work.
Yes, date of last review was November 29,
2001
Yes, date of last review was
March 2, 2002
5. Firm adhered to the instructions
in the RFB on preparing and
submitting the bid. (Section 2
of the RFB describes required
information)
- Cover letter
- Executive Summary
- Table of Contents
- Firm Background, Principal
Officers & prior experience
- Scope and Audit Approach
- Proposed Schedule
- Other references
- Additional data & other info.
- Concluding remarks
- Cost bid form
Yes, proposal in requested format.
Proposal presented in clear and concise
format.
Yes, proposal in requested
format. Proposal presented
in clear and concise format.
Bid evaluation factors:Patillo, Brown & Hill Broswske, Mares &
Smothermon
1. Demonstrated experience,
qualifications, and professional
activities of the audit team and
Firm (technical expertise,
resources available to the Firm,
specialization in municipal
government and Federal
funding auditing). (50 points
maximum score for this area)
Audit team composed of members of the
GFOA Special Review.
GFOAT members
Many governmental clients. Firm stated
that governmental industry is its fastest
growing segment of business.
No mention of submitting
GASB 34 compliant CAFR
for GFOA award.
New person hired from east
coast that has governmental
experience. However, does
not have experience auditing
Texas Cities – perhaps lacks
familiarity with Texas laws
and unique items.
2. Evaluated cost (20 points
maximum score for this area)
See comparison of costs schedule.See comparison of costs
schedule.
3. Responsiveness of the bid in
clearing stating the following:
- understanding of work to be
performed
- understanding and ability to
meet terms and conditions
of the RFB (scheduling, and
completeness &
thoroughness of the
technical data and
documentation)
(20 points maximum score for
this area)
Agreed to City’s timeline.
Referred to “general purpose” financial
statements and not “basic” financial
statements or ‘ government-wide”
financial statements. Executive
summary makes reference to general
purpose financial statements, combined
statements and account groups. This no
longer applies under GASB 34. This is
all under “understanding of work to be
performed.” Also, firm provided
separate price for implementing GASB
34. We’ve already implemented GASB
34. See CAFR and information in RFB.
Completed proposal as
requested in RFB.
Firm believes it can meet the
timeline stated in the
proposal.
4. Commitment to Governmental
Accounting and Auditing:
- demonstration of the Firm’s
commitment to
governmental issues by
knowledge of current issues
and membership in related
organizations (GFOA or
TML)
- Firm’s ability to
communicate to the client
changes in regulations or the
environment. (offer CPE
training to client personnel
on current or relevant
issues)
(10 points maximum score for
this area)
Firm did not include the offering of
CPA/technical training to City
employees.
Members of Association of Government
Accountants, GFOAT, Texas Society of
CPA’s Government Accounting
Standards Committee.
Firm stated that all clients who have
tried for the GFOA award have received
it.
No mention of involvement in
GFOA, GFOAT nor TML.
Did not offer CPE
opportunities to Finance Dept.
employees.
RFB stated that firm is “not
specialized in any one
industry.”
Evaluation Criteria Davis Kinard
Mandatory Criteria:
1. Audit Firm is independent &
Licensed to practice in Texas
Yes, office located in Abilene
2. Audit Firm’s professional
personnel have received
adequate CPE within preceding
two years
Appears adequate.
3. Audit Firm has no conflict of
interest with regard to any other
work performed by the Firm for
the City
Meets criteria.
4. Firm submitted a copy of its
most recent external quality
control review report and the
firm has a record of quality
audit work.
Yes, date of last review was
October 4, 2001.
5. Firm adhered to the instructions
in the RFB on preparing and
submitting the bid. (Section 2
of the RFB describes required
information)
- Cover letter
- Executive Summary
- Table of Contents
- Firm Background, Principal
Officers & prior experience
- Scope and Audit Approach
- Proposed Schedule
- Other references
- Additional data & other info.
- Concluding remarks
- Cost bid form
Yes, proposal in requested format.
Proposal presented was clear,
concise and informative.
Bid evaluation factors:Davis Kinard
1. Demonstrated experience,
qualifications, and professional
activities of the audit team and
Firm (technical expertise,
resources available to the Firm,
specialization in municipal
government and Federal
funding auditing). (50 points
maximum score for this area)
Ten cities audited in last ten years.
Did help clients implement GASB 34.
However, did not state whether the
clients received the GFOA CAFR
award.
Partner for the Firm served on auditing
standards board of the AICPA and was
responsible for issuing SAS 96 – Audit
documentation.
Firm is member of CPA Associates a
way for firms to obtain various research
resources.
2. Evaluated cost (20 points
maximum score for this area)
See comparison of costs schedule.
3. Responsiveness of the bid in
clearing stating the following:
- understanding of work to be
performed
- understanding and ability to
meet terms and conditions
of the RFB (scheduling, and
completeness &
thoroughness of the
technical data and
documentation)
(20 points maximum score for
this area)
Appears firm agrees to timeline listed in
the RFB.
Provided detail on what will be audited.
4. Commitment to Governmental
Accounting and Auditing:
- demonstration of the Firm’s
commitment to
governmental issues by
knowledge of current issues
and membership in related
organizations (GFOA or
TML)
- Firm’s ability to
communicate to the client
changes in regulations or
the environment. (offer CPE
training to client personnel
on current or relevant
issues)
(10 points maximum score for
One of the audit Partners is a member
of GFOA and applying to be associate
member of GFOAT. Firm applying to
be sponsor of GFOAT.
No mention of involvement in TML.
Audit Senior is not member of any
government organizations.
this area)
City of CoppellAudit Proposals - Cost AnalysisMay 18, 2004FY FY FYFirm 2004 2005 2006 CommentsPrior Contract with KPMG Base Audit 2002 Fees = $42,000, 2003 Fees = 54,720Grant Thornton Base Audit 42,900 45,050 47,200 Firm will provide the Director, Asst. Director, and Out-of-pocket expenses 2,920 3,030 3,190 Chief Accountant with 24 hours of CPE each per year of Total for Audit Services 45,820 48,080 50,390 contract. This is estimated to be valued at $3,600 - $7,200per contract year.CAFR Preparation - An option that would only be used when there were staffing issues. $6,000 each year.Single Audit - At this time, the City does not anticipate the need for a Single Audit. $11,425 for 2004, $12,000 for 2005, and $12,575 for 2006Weaver and Tidwell, LLP Base Audit ** 40,750 42,750 45,000 Total for Audit Services 40,750 42,750 45,000Single Audit - At this time, the City does not anticipate the need for a Single Audit. $3,560 for 2004, $3,750 for 2005, and $4,000 for 2006**Cost to audit retroactive capitalization of infrastructure will be negotiated - average cost is $7,500 - $10,000.CAFR Preparation - An option that would only be used when there were staffing issues. $7,500 each year.Cost to review debt coverage calculation, when applicable is $2,000
City of CoppellAudit Proposals - Cost AnalysisMay 18, 2004FY FY FYFirm 2004 2005 2006 CommentsPatillo, Brown & Hill Base Audit 36,020 37,100 38,200 Note: This firm included an hourly rate to be charged Assistance with GFOA Award 1,140 1,200 1,300 for implementing GASB 34. The City has already Total for Audit Services 37,160 38,300 39,500 implemented as stated in the RFB and shown in the CAFR.Also, the total price shown on summary page did not agreewith total price shown on detailed page.Single Audit - At this time, the City does not anticipate the need for a Single Audit. $3,210 for 2004, $3,300 for 2005, and $3,400 for 2006Typing of camara ready copy of the CAFR - An option that would only be used when there were staffubg issues. $400 per year.CAFR Preparation - An option that would only be used when there were staffing issues. $2,230 - 04, $2,300 - 05, $2,400 - 06Broswske, Mares & Smothermon Base Audit 33,600 34,600 35,650 Firm did not provide complete cost information for all three years. Total for Audit Services 33,600 34,600 35,650Single Audit - At this time, the City does not anticipate the need for a Single Audit. $1,626 for 2004,and price not submitted for 2005 and 2006.Prepare camara ready copy of the CAFR - An option that would only be used when there were staffing issues. $962 (cost provided for 2004 only)CAFR Preparation - An option that would only be used when there were staffing issues. $2,010 (cost provided for 2004 only)
City of CoppellAudit Proposals - Cost AnalysisMay 18, 2004FY FY FYFirm 2004 2005 2006 CommentsDavis Kinard Base Audit 34,400 35,100 35,800 Total for Audit Services 34,400 35,100 35,800Single Audit - At this time, the City does not anticipate the need for a Single Audit. $3,200 for 2004, $3,265 for 2005, and $3,330 for 2006.CAFR Preparation - An option that would only be used when there were staffing issues. $11,525 for 2004, $11,755 for 2005, and $11,990 for 2006.
Bid Evaluation Factors:Grant Thornton Weaver & Tidwell
1. Demonstrated experience,
qualifications, and professional
activities of the audit team and Firm
(technical expertise, resources
available to the Firm, specialization
in municipal government and Federal
funding auditing). (50 points
maximum score for this area)
Chad: 45
Kim: 45
Chad: 40
Kim: 40
2. Evaluated cost (20 points maximum
score for this area)
Chad: 10
Kim: 10
Chad: 10
Kim: 8
3. Responsiveness of the bid in clearly
stating the following:
- understanding of work to be
performed
- understanding and ability to meet
terms and conditions of the RFB
(scheduling, and completeness &
thoroughness of the technical data
and documentation)
(20 points maximum score for this
area)
Chad: 20
Kim: 20
Chad: 20
Kim: 20
4. Commitment to Governmental
Accounting and Auditing:
- demonstration of the Firm’s
commitment to governmental
issues by knowledge of current
issues and membership in related
organizations (GFOA or TML)
- Firm’s ability to communicate to
the client changes in regulations
or the environment. (offer CPE
training to client personnel on
current or relevant issues)
(10 points maximum score for this
area)
Chad: 10
Kim: 10
Chad: 8
Kim: 7
Total Score:170 153
Bid Evaluation Factors:Patillo, Brown & Hill Broswske, Mares &
Smothermon
1. Demonstrated experience,
qualifications, and professional
activities of the audit team and Firm
(technical expertise, resources
available to the Firm, specialization
in municipal government and Federal
funding auditing). (50 points
maximum score for this area)
Chad: 40
Kim: 40
Chad: 5
Kim: 5
2. Evaluated cost (20 points maximum
score for this area)
Chad: 15
Kim: 15
Chad: 20
Kim: 20
3. Responsiveness of the bid in clearly
stating the following:
- understanding of work to be
performed
- understanding and ability to meet
terms and conditions of the RFB
(scheduling, and completeness &
thoroughness of the technical data
and documentation)
(20 points maximum score for this
area)
Chad: 10
Kim: 5
Chad: 15
Kim: 10
4. Commitment to Governmental
Accounting and Auditing:
- demonstration of the Firm’s
commitment to governmental
issues by knowledge of current
issues and membership in related
organizations (GFOA or TML)
- Firm’s ability to communicate to
the client changes in regulations
or the environment. (offer CPE
training to client personnel on
current or relevant issues)
(10 points maximum score for this
area)
Chad: 5
Kim: 5
Chad: -0-
Kim: -0-
Total Score:135 75
Bid Evaluation Factors:Davis Kinard
1. Demonstrated experience,
qualifications, and professional
activities of the audit team and Firm
(technical expertise, resources
available to the Firm, specialization
in municipal government and Federal
funding auditing). (50 points
maximum score for this area)
Chad: 20
Kim: 15
2. Evaluated cost (20 points maximum
score for this area)
Chad: 18
Kim: 18
3. Responsiveness of the bid in clearly
stating the following:
- understanding of work to be
performed
- understanding and ability to meet
terms and conditions of the RFB
(scheduling, and completeness &
thoroughness of the technical data
and documentation)
(20 points maximum score for this
area)
Chad: 15
Kim: 15
4. Commitment to Governmental
Accounting and Auditing:
- demonstration of the Firm’s
commitment to governmental
issues by knowledge of current
issues and membership in related
organizations (GFOA or TML)
- Firm’s ability to communicate to
the client changes in regulations
or the environment. (offer CPE
training to client personnel on
current or relevant issues)
(10 points maximum score for this
area)
Chad: 3
Kim: 1
Total Score:105
DEPT: Parks and Recreation
DATE: May 25, 2004
ITEM #: 13
AGENDA REQUEST FORM
ITEM CAPTION:
Consider approval of Bid No. Q-0404-03 for the construction of a Parking Lot at field #6 in Wagon Wheel Park to
McMahon Contracting L.P. in the amount not to exceed $303,663.20, and authorize the City Manager to sign
contract based on this award.
GOAL(S):
EXECUTIVE SUMMARY:
This item is to request award of a bid to allow the construction of additional parking areas on the northwest portion
of Wagon Wheel Park. This parking will serve the newly developed practice areas on this part of the park as well
as Baseball Field #6. Ten bids were received on April 20, 2004 for installation of this project. McMahon
Contracting L.P. was the lowest, most responsible bidder, meeting all specifications. McMahon bid $303,663.20
and is recommended for award of the bid.
This concrete parking lot will create spaces for 216 cars. The existing 73-space lot was planned as a temporary lot
when construction was first considered in this location. The reason for the temporary nature of the lot was due to
the incomplete nature of the master plan for this portion of the park. The lot was made of asphalt with the
intention of removal at the time when the site was finally planned. The master plan for the new practice areas
completed the layout for the entire northwest corner of the park.
The Parks and Recreation Department will be in attendance at the meeting to present this item.
FINANCIAL COMMENTS: Funds are available in the 2000 Park CIP account.
Agenda Request Form - Revised 02/04 Document Name: ^Wagon Wheel Park Parking Lot
PARKS AND RECREATION DEPARTMENT
CITY COUNCIL AGENDA ITEM
Date: May 25, 2004
To: Mayor and City Council
From: Brad Reid, Director
Re: Consider approval of Bid No. Q-0404-03 for the construction of a Parking Lot at
field #6 in Wagon Wheel Park to McMahon Contracting L.P. in the amount not to exceed
$303,663.20, and authorize the City Manager to sign a contract based on this award.
Background:
The project to install the practice areas on the northwest corner of Wagon Wheel Park
has created the necessity for additional parking and has allowed the opportunity to
finalize the master plan for this area of the park. The existing 73-space lot was planned as
a temporary lot when construction was first considered in this location. The reason for
the temporary nature of the lot was due to the incompleteness of the master plan for this
portion of the park. The lot was made of asphalt with the intention of removal at the time
when the site was finally planned. The master plan for the new practice areas completed
the layout for the entire northwest corner of the park. The permanent, concrete parking
lot under consideration for award will create spaces for 216 cars and will serve the newly
developed practice areas on this part of the park as well as Baseball Field #6.
Ten bids were received on April 20, 2004 for installation of this project. McMahon
Contracting L.P. was the lowest, most responsible bidder, meeting all specifications.
McMahon submitted a price of $303,663.20 and is recommended for award of the bid.
McMahon has successfully completed projects of similar scope for the city of Coppell.
City Council Action requested:
Approval of Bid No. Q-0404-03 for the construction of a Parking Lot at field #6 in
Wagon Wheel Park to McMahon Contracting L.P. in the amount not to exceed
$303,663.20, and authorize the City Manager to sign a contract based on this award.
Staff Recommendation:
Staff recommends approval of this item.
Wagon Wheel Parking LotQ-0404-03Bid TabulationApril 20, 20042:00 p.m.VASEngineering &ConstructionAmerican CivilConstructorsPayneCon, Inc.McMahonContractingL.P.Jeske Construction, Inc.TotalBidNo Bid$422,221.58$339,350.00$303,663.20$398,400.00JRJ Paving, Inc.Barson Utilities, Inc.Dean Electric Inc.NorthStar Construction,Inc.Cole Construction,Inc.QuantumContracting, Inc.$325,000.00$321,756.75$337,377.00$388,890.00$432,820.00$341,000.00
DEPT: Parks & Recreation
DATE: May 25,2004
ITEM #: 14
AGENDA REQUEST FORM
ITEM CAPTION:
Consider approval of bid no. Q-0404-02 for the repair of the rock facade perimeter wall forming the Allen Road
Park Lake, to Simmons Builders General Contractor, Inc. in the amount not to exceed $ 286,600.00 and
authorizing the City Manager to sign a contract based on this award.
GOAL(S):
EXECUTIVE SUMMARY:
This item is requested to award a bid for the repair of the wall at the Allen Road Park Pond. The wall surrounding
the pond has begun to fail and is in need of significant repairs. Engineering drawings and specifications were
prepared and the project advertised for bid. Simmons Builders General Contractor, Inc. is the lowest, most
responsible bidder meeting all specifications and is recommended for award in an amount not to exceed
$286,600.00.
The Parks and Recreation Department will be in attendance at the meeting to present this item.
FINANCIAL COMMENTS: Funds for this project are available in the Infrastructure Maintenance Fund.
Agenda Request Form - Revised 02/04 Document Name: Allen Road Park Lake Masonry Wall
PARKS AND RECREATION DEPARTMENT
CITY COUNCIL AGENDA ITEM
Date: May 25, 2004
To: Mayor and City Council
From: Brad Reid, Director
Re: Consider approval of bid no. Q-0404-02 for the repair of the rock facade
perimeter wall forming the Allen Road Park Lake, to Simmons Builders General
Contractor, Inc. in the amount not to exceed $ 286,600.00, and authorizing the City
Manager to sign a contract based on this award.
Background:
Late in 2003 the staff began to notice that portions of the wall at the Allen Road Park
Pond were beginning to separate from the foundation and collapse into the water. A
contractor was contacted and asked to review the status of the wall and prepare pricing to
make the repairs. During the time that this activity was occurring, additional sections of
wall continued to loosen and fall into the pond, making an estimate to repair the wall
impossible. The determination was made to hire a contractor to pump the water out of
the pond, exposing the bottom of the wall so that a recommendation could be formulated
regarding how to make the repairs. A dam was constructed at the southwestern portion
of the pond and the pond was drained. Upon revealing the bottom of the wall and the
associated base on which the wall has rested, the nature of the wall failure was
discovered. The wall was originally constructed on a natural shale foundation, which has
deteriorated over the years by the action of the water. The stone façade of the wall is
actually suspended in many locations without a foundation supporting the wall from
below.
The contractor was asked to estimate the cost of the repairs based on what was revealed.
An estimate of approximately $250,000 was given. At this point, the decision was made
to hire an engineer with experience in this type of project. Glenn W. Campbell
Engineering was hired to produce drawings and specifications for the repairs necessary to
restore the walls. The resulting construction documents called for the creation of a
concrete foundation to support the stone façade along the entire length of the wall, in
addition to placing the displaced stone back into place.
The project was advertised for bid through the city’s regular, formal procurement
process, and bids opened on April 22, 2004. Two bids were opened at 10:00AM on April
22, 2004 but one bid was disqualified due to the contractor not submitting all the required
documentation. The remaining bidder, Simmons Builders General Contractor, Inc.,
meets all specifications and is recommended for award of this bid. The bid price for the
work is $286,600.00 and the time for completion is 130 calendar days from the time
construction begins. Simmons Builders has been in business for over 25 years
performing a variety of construction projects and have successfully completed prior
projects of this nature. They have a long history of working with municipalities and
other public entities.
City Council Action requested:
Approval of bid no. Q-0404-02 for the repair of the rock facade perimeter wall forming
the Allen Road Park Lake, to Simmons Builders General Contractor, Inc. in the amount
not to exceed $286,600.00, and authorizing the City Manager to sign a contract based on
this award
Staff Recommendation:
Staff recommends approval of this item.
CITY OF COPPELL
ALLEN ROAD PARK
Masonry Wall Repairs
SCOPE OF THE WORK
The work covered by these contract documents consists of repairing and remediating the Milsap
masonry façade perimeter wall forming the Allen Road Park Lake in the City of Coppell, Texas.
The normal pool water level is approximately 3 feet below the top of the wall.
In several places the rock façade has broken along horizontal mortar joints and displaced
vertically caused by deterioration of the shale foundation. The rock above the mortar joint
remains intact. Locations where this has occurred are 1) 85 feet length at Sta 0+25 to Sta 1+10
(approximate), 2) 24 feet length at Sta 7+80, 3) 21 feet length at Sta 11+00, and 4) 137 feet length
at Sta 11+30 to 12+67. The repair for this condition consists of removing the broken rock,
constructing a new concrete foundation, and rebuilding the mortared stone facade.
Over the remainder of the wall, remediation of the rock façade consists of constructing a
continuous concrete foundation to prevent the occurrence of future failures.
Both repairs and remediation require lowering the water level in the lake to expose the toe of the
rock façade. Lowering and maintaining the water level will be the responsibility of the contractor
performing this work. There currently exists a dike in the channel on the south end of the lake,
which was installed in December 2003, to lower the water level to investigate the façade failures.
Additional miscellaneous repairs shall also include 1) backfilling several voids located behind the
retaining wall with flowable fill and 2) removing silt and debris from the lake bottom directly in
front of three small diameter storm drain pipes located below the water line.
Access to the lake and wall will be permitted from four locations identified as: a) 50 foot wide
construction easement from Allen Road; b) 50 foot wide construction easement from Andover
Lane; c) 20 foot wide construction easement from Aberdeen Court; d) 50 foot wide construction
easement from the alley behind Woodlake Drive. The contractor will not be permitted to park
vehicles or store materials in the streets or alleys. All parking, material storage and staging must
be accomplished within the designated construction easements or other areas if prior approval is
obtained. The contractor will be responsible for restoring the vegetation and irrigation systems to
original condition in disturbed areas after construction is complete.
A four-foot high metal fence encloses the lake with a gate at approximate station 1+75. The
contractor will be permitted to remove single panels in the metal fence for access conditioned
upon the following: a) the removed panels must not be damaged and must be safely stored and
protected; b) the removed panels must be replaced when the work is complete; c) the replaced
panels must be seal welded and repainted to match the intact fence; d) the contractor must
securely close the openings with approved construction fencing during the construction period
and post no-entry warning signs on the fencing.
DEPT: City Secretary
DATE: May 25, 2004
ITEM #: 15
AGENDA REQUEST FORM
ITEM CAPTION:
Consider appointments to Council Committees.
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
Agenda Request Form - Revised 02/04 Document Name: %councomm
Rev: 05/29/03
COUNCIL’S COMMITTEES
CARROLLTON/FARMERS BRANCH ISD/LEWISVILLE ISD
Council: Thom Suhy Appointed: 05/27/03
CITY/COPPELL ISD LIAISONS
Council: Diana Raines Appointed: 05/27/03
Council: Bill York Appointed: 05/27/03
CISD: Kathie Gautille Appointed: 05/03
CISD: Dianne Miller Appointed: 05/03
COPPELL SENIORS
Council: Bill York Appointed: 05/27/03
DALLAS REGIONAL MOBILITY COALITION
Council: Jayne Peters Appointed: 05/27/03
ECONOMIC DEVELOPMENT COMMITTEE
Council: Tim Brancheau Appointed: 05/27/03
Jayne Peters Appointed: 05/27/03
METROCREST HOSPITAL AUTHORITY
Council: Marsha Tunnell Appointed: 05/27/03
METROCREST SOCIAL SERVICE CENTER
Council Tim Brancheau Appointed: 05/27/03
NCTCOG (NORTH TEXAS COUNCIL OF GOVERNMENTS)
(Appointed by City Council - annual basis)
Council: Marsha Tunnell Appointed: 05/27/03
NCTCOG (NORTH TEXAS COUNCIL OF GOVERNMENTS) – REGIONAL
EMERGENCY MANAGEMENT PLANNING COUNCIL
Council: Thom Suhy Appointed: 05/27/03
NORTH TEXAS COMMISSION
Council: Marsha Tunnell Appointed: 05/27/03
SENIOR ADULT SERVICES
Council: Thom Suhy Appointed: 05/27/03
TOWN CENTER/ARCHITECTURAL COMMITTEE
Council: Billy Faught Appointed: 05/27/03
Staff: Greg Jones, Chief Building
Official
TRINITY RIVER COMMON VISION COMMISSION
Council: Billy Faught Appointed: 05/27/03
TRINITY TRAIL ADVISORY COMMISSION
Council: Diana Raines Appointed: 05/27/03
Staff: Brad Reid, Director of Parks and
Recreation
DATE: May 25, 2004
ITEM #: 16
AGENDA REQUEST FORM
NECESSARY ACTION RESULTING FROM WORK SESSION
Agenda Request Form - Revised 02/04 Document Name: %necessaryactionwork
DATE: May 25, 2004
ITEM #: 17
AGENDA REQUEST FORM
MAYOR AND COUNCIL REPORTS
A. Repor t by Mayor Stover regarding Graduation.
B. Repor t by Mayor Stover regarding Memorial Day.
C. Repor t by Mayor Pro Tem Peters regarding the EMS Fair.
Agenda Request Form - Revised 09/02 Document Name: %mayorreport
DATE: May 25, 2004
ITEM #: 18
AGENDA REQUEST FORM
COUNCIL COMMITTEE REPORTS
A. Carrollton/Farmers Branch ISD/Lewisville ISD - Councilmember Suhy.
B. Coppell ISD - Councilmembers Raines and York.
C. Coppell Seniors - Councilmember York.
D. Dallas Regional Mobility Coalition - Mayor Pro Tem Peters.
E. Economic Development Committee - Mayor Pro Tem Peters and Councilmember
Brancheau.
F. Metrocrest Hospital Authority - Councilmember Tunnell.
G. Metrocrest Social Service Center - Councilmember Brancheau.
H. Nor th Texas Council of Governments - Councilmember Tunnell.
I. Nor th Texas Commission - Councilmember Tunnell.
J. Senior Adult Services - Councilmember Suhy.
K. Town Center/Architectural Committee - Councilmember Faught.
L. Trinity River Common Vision Commission - Councilmember Faught.
M. Trinity Trail Advisor y Commission - Councilmember Raines.
Agenda Request Form - Revised 06/03 Document Name: %ccommreport
DATE: May 25, 2004
ITEM #: 19
AGENDA REQUEST FORM
NECESSARY ACTION RESULTING FROM EXECUTIVE SESSION
Agenda Request Form - Revised 09/02 Document Name: %necessaryactionexec
CERTIFICATE OF AGENDA ITEM SUBMISSION
Council Meeting Date: May 25, 2004
Department Submissions:
Item Nos. 13 and 14 was placed on the Agenda for the above-referenced
City Council meeting by the Parks Department. I have reviewed the
Agenda Requests (and any backup if applicable) and hereby submit this item
to the City Council for consideration.
____________________
Parks Department
Financial Review:
I certify that I have reviewed all the items submitted for consideration on
the Agenda for the above-referenced City Council Meeting and have inserted
any financial comments where appropriate.
____________________
Finance Department
City Manager Review:
I certify that I have reviewed the complete Agenda and Packet for the
above-referenced City Council Meeting and hereby submit the same to the
City Council for consideration.
____________________
City Manager