CP 2008-09-23
NOTICE OF CITY COUNCIL MEETING AND AGENDA
SEPTEMBER 23, 2008
DOUG STOVER, MARVIN FRANKLIN, Place 6
Mayor Mayor Pro Tem
TIM BRANCHEAU, Place 1 MARSHA TUNNELL, Place 4
JAYNE PETERS, Place 2 BILLY FAUGHT, Place 5
BRIANNA HINOJOSA-FLORES, Place 3 KAREN HUNT, 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)
Bd/Comm Reception 6:00 p.m. – 7:00 p.m. Atrium (By Invitation Only)
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, September 23, 2008, at 5:30 p.m. for
Executive Session, Board & Commission Reception from 6:00 p.m. until 7:00 p.m.,
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 reserves 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
1. Call to order.
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ITEM # ITEM DESCRIPTION
EXECUTIVE SESSION (Closed to the Public)
2. Convene Executive Session
A. Section 551.071, Texas Government Code - Consultation with City
Attorney.
1. The City of Coppell and Coppell Independent School District
opposition to a change of zoning request of the Billingsley
Corporation in the City of Dallas, Zoning Case Number Z045-
107; and City of Coppell vs. CB Parkway Business Center VI, et
al in the County Court at Law No. 3; and CB Parkway Business
Center, et al vs. City of Coppell, et al; and City of Dallas vs.
Douglas Stover, et al in the 191st District Court; and City of
Coppell, et al vs. City of Dallas, et al in the 101st District Court.
B. Section 551.074, Texas Government Code - Personnel Matters.
1. Appointment of Municipal Judge and Alternate Judges.
C. Section 551.087, Texas Government Code – Economic
Development Negotiations.
1. ED Prospects East and West of Beltline/Denton Tap and south
of Bethel Road.
WORK SESSION (Open to the Public)
3. Convene Work Session
A. Discussion regarding Board/Commission Orientation
B. Review of Service Organization Funding Request Process.
C. Discussion of Agenda Items.
Adjourn Work Session.
PPUBLIC ANNOUNCEMENTS
Public Service Announcements concerning local civic events and no Council
action is required or permitted.
RECEPTION FOR BOARD/COMMISSION/COMMITTEE MEMBERS IN ATRIUM FROM
6:00 PM TO 7:00 PM.
REGULAR SESSION (Open to the Public)
4. Convene Regular Session.
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ITEM # ITEM DESCRIPTION
5. Invocation.
6. Pledge of Allegiance.
7. Consider approval of an Ordinance appointing a Presiding Municipal
Judge and Alternate Municipal Judges of the Coppell Municipal Court of
Record No. 1 of the City of Coppell; and authorizing the Mayor to sign.
8. Swearing in of Municipal Judge and Alternate Municipal Judges.
9. Swearing in of newly appointed Board/Commission/Committee members.
10. Consider approval of a proclamation proclaiming the week of October
5th through 11th, 2008, as Fire Prevention Week, and authorizing the
Mayor to sign.
11. Consider approval of a proclamation proclaiming "National Night Out" on
Tuesday, October 7, 2008, and providing City Council Support and
endorsement of National Night Out festivities and authorizing the Mayor to
sign.
12. Citizens' Appearances
CONSENT AGENDA
13. Consider approval of the following consent agenda items:
A. Consider approval of minutes: September 9, 2008.
B. Consider approval of an Ordinance amending the Code of
Ordinances by amending Article 1-10, "Rules, Times and Procedures
for Conducting City Council Meetings," Section 1-10-4, "Types of
Meetings," Subsecton 1-10-4.1, "Regular Meetings," to provide for
regular scheduled meeting of the City Council; and authorizing the
Mayor to sign.
C. Consider approval of an agreement with the Chaucer Estates
Homeowners Association with regard to maintenance of a pond
contained within the subdivision common area; and authorizing the
City Manager to execute any necessary documents.
D. Consider approval of a bid award for Illuminated Street Signs (Bid #
Q-0908-04) to Consolidated Traffic Controls, Inc. in the amount of
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ITEM # ITEM DESCRIPTION
$155,016.00 for 6-foot and 8-foot lighted street signs for various
intersections, as budgeted; and authorizing the City Manager to
sign and execute any necessary documents.
E. Consider approval of a professional services agreement with Brinson
Benefits, Inc. for benefit consulting services and other health and
wellness related services in the amount of $118,028 and authorizing
the City Manger to sign.
F. Consider approval of a contract for the renewal of the Dallas
County Health Services Agreement, effective October 1, 2008
through September 30, 2009, in the amount of $3,131.00 and
authorizing the mayor to sign.
END OF CONSENT
14. Consider approval of a Resolution approving the revised Notice of
Intention to issue Combination Tax and Revenue Certificates of Obligation
and authorizing the Mayor to sign.
15. Consider approval of awarding bid RFP#0093 City of Coppell Medical
Plan Stop Loss Insurance to Aetna Signature Administrators in the amount
of $341,786 and authorizing the City Manager to sign.
16. Consider approval of a professional services agreement with United
Medical Resources (UMR) to provide third party health claim
administration for the City of Coppell Health Benefit Plan in the amount of
$147,893 and authorizing the City Manager to sign.
17. Consider approval of the Annual Report from the Coppell Education
Development Corporation.
18. Mayor and Council Reports.
A. Report by Mayor Stover regarding the Bond Rating.
B. Report by Mayor Stover regarding Hurricane Ike Assistance.
C. Report by Councilmembers Brancheau and Faught regarding
GrapeFest Mayoral Grape Stomp.
19. Council Committee Reports.
A. Carrollton/Farmers Branch ISD/Lewisville ISD – Tunnell
B. Coppell ISD – Peters and Hinojosa-Flores.
C. Coppell Seniors – Brancheau and Faught.
D. Dallas Regional Mobility Coalition – Peters.
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ITEM # ITEM DESCRIPTION
E. DFW Airport Board – Peters.
F. International Council for Local Environmental Initiatives (ICLEI) –
Brancheau
G. Metrocrest Hospital Authority – Tunnell.
H. Metrocrest Medical Foundation – Hunt.
I. Metrocrest Medical Services – Hinojosa-Flores.
J. Metrocrest Social Service Center – Hunt.
K. North Texas Council of Governments – Peters.
L. NTCOG/Regional Emergency Management – Franklin.
M. North Texas Commission – Franklin.
N. Senior Adult Services – Faught.
20. Necessary action resulting from Work Session.
21. Necessary action resulting from Executive Session.
Adjournment.
____________________________________
Douglas N. Stover, Mayor
CERTIFICATE
I certify that the above Notice of Meeting was posted on the bulletin board at
the City Hall of the City of Coppell, Texas on this 19th day of September, 2008, at
__________________.
____________________________________
Libby Ball, City Secretary
DETAILED INFORMATION REGARDING THIS AGENDA IS AVAILABLE ON
THE CITY'S WEBSITE (www.ci.coppell.tx.us) UNDER PUBLIC
DOCUMENTS, COUNCIL PACKETS.
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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 services (i.e. sign interpretative services, alternative audio/visual devices, and
amanuenses) for participation 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 forty-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).
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KEY TO COUNCIL GOALS ICONS
2007 — 2012
Maintain Sustainable, Financially Sound City Government with Excellent Services
• Maintain quality customer service resulting in 90+% customer satisfaction ratings
• Ensure adequate resources to support defined services and service levels
• Retain reserves consistent with city policy
• Invest in the city’s future: operations & capital
• Ensure residents are aware of city vision, goals, services and programs
Develop & Revitalize Commercial Areas & Corridors
• Continue development: corporate offices and major distribution businesses
• Revitalize aged or deteriorating strip centers
• Maintain and expand business tax base
• Develop a quality hotel serving residents and guests
• Retain and support expansion of current businesses located in Coppell
Maintain & Upgrade City Infrastructure
• Maintain and improve quality of roads, alleys, and sidewalks
• Improve quality of storm water management systems
• Improve and maintain quality of city facilities
• Facilitate efficient traffic flow within and through the city
• Improve municipal utilities where necessary and maintain existing
Develop an Alive Old Coppell – A Community Destination
• Develop a community destination: residents think of Old Coppell as a place to go
• Attract small, niche retail businesses
• Attract more restaurants
• Maintain and expand the Farmers’ Market
• Attract non-residents to come and return for dining, shopping and entertainment
Maintain Attractive, Livable Neighborhoods with Quality Homes
• Protect the integrity and identity of current neighborhoods
• Enhance the attractiveness of neighborhood infrastructure (trees, streetscapes)
• Maintain and increase property values in older homes
• Have infill developments that add value to the neighborhood
• Have a high percentage of owner-occupied single-family homes
Create a City for a Lifetime
• Provide leisure and recreational opportunities for all family generations
• Maintain a reputation as a safe community for all
• Have all generations and diverse populations feel welcome
• Maintain top quality schools in partnership with ISD’s
• Rejuvenate community events with a high level of participation
AGENDA REQUEST FORM
DATE: September 23, 2008
ITEM #: ES-2
EXECUTIVE SESSION
A. Section 551.071, Texas Government Code – Consultation with City Attorney.
1. The City of Coppell and Coppell Independent School District opposition to
a change of zoning request of the Billingsley Corporation in the City of
Dallas, Zoning Case Number Z045-107; and City of Coppell vs. CB Parkway
Business Center VI, et al in the County Court at Law No. 3; and CB
Parkway Business Center, et al vs. City of Coppell, et al; and City of Dallas
vs. Douglas Stover, et al in the 191st District Court; and City of Coppell, et
al vs. City of Dallas, et al in the 101st District Court.
B. Section 551.074, Texas Government Code – Personnel Matters.
1. Appointment of Municipal Judge and Alternate Judges.
C. Section 551.087, Texas Government Code – Economic Development
Negotiations.
1. ED Prospects East and West of Beltline/Denton Tap and south of Bethel
Road and north of S.H. 121 and east of Denton Tap.
Agenda Request Form - Revised 02/04 Document Name: %exsessn
AGENDA REQUEST FORM
DATE: September 23, 2008
ITEM #: WS-3
WORK SESSION
A. Discussion regarding Board/Commission Orientation.
B. Review of Service Organization Funding Request Process.
C. Discussion of Agenda Items.
Agenda Request Form - Revised 02/07 Document Name: %wksessn
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
City Manager
September 23, 2008
7
✔
ORDINANCE
Consider approval of an Ordinance appointing a Presiding Municipal Judge and Alternate Municipal Judges of the
Coppell Municipal Court of Record No. 1 of the City of Coppell; and authorizing the Mayor to sign.
The current 2-year contracts with Judge Marian Moseley and Alternate Judges Kim Nesbitt and Terry Landwehr are up
for renewal this year.
Staff recommends approval.
!Judges
ORDINANCE NO. _______________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
APPOINTING A PRESIDING MUNICIPAL JUDGE AND ALTERNATE
MUNICIPAL JUDGES OF THE COPPELL MUNICIPAL COURT OF
RECORD NO. 1 OF THE CITY OF COPPELL, TEXAS; PROVIDING A
SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, State law requires a municipality to enact ordinances for
the appointment of judges and alternate judges; and
WHEREAS, the term of the current Municipal Judge and Alternate
Judges have expired; and
WHEREAS, the Council desires to reappoint the current Municipal
Judge and Alternate Municipal Judges.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
COPPELL, TEXAS:
SECTION 1. That in accordance with the provisions of the City
Charter and State law, the City Council hereby appoints Hon. Marian
Moseley to serve as the Municipal Judge of the Coppell Municipal Court No.
1, and shall act as the presiding judge of said Court, and, the City Council
hereby appoints Hon. Kim Nesbitt and Hon. Terry Landwehr and shall each
serve as Alternate Municipal Judges. The Municipal Judge and Alternate
Municipal Judges appointed herein shall each have and possess the
authority, powers, rights, duties, and jurisdiction granted to and imposed on
municipal judges of the Courts of Record of the State of Texas by the
1
provisions of State law, City Charter and the ordinances of the City of
Coppell.
SECTION 2. That the Municipal Judge and the Alternate Municipal
Judges appointed hereunder shall each serve a term of office of two (2) years
commencing from the effective date hereof, unless sooner terminated
according to the provisions of law.
SECTION 3. That the City Manager shall determine the appropriate
compensation and negotiate with the foregoing persons such contracts and
agreements as may be deemed necessary and appropriate and shall execute
such contracts as the act and deed of the City.
SECTION 4. That should any word, phrase, paragraph, section or
phrase of this ordinance or of the Code of Ordinances, as amended hereby, be
held to be unconstitutional, illegal or invalid, the same shall not affect the
validity of this ordinance as a whole, or any part or provision thereof other
than the part so decided to be unconstitutional, illegal or invalid, and shall
not affect the validity of the Code of Ordinances as a whole.
2
SECTION 5. That this ordinance shall take effect immediately from
and after its passage and the publication, as the law and charter in such
cases provide.
DULY PASSED by the City Council of the City of Coppell, Texas, this
the 23rd day of September, 2008.
APPROVED:
____________________________________
DOUGLAS N. STOVER, MAYOR
ATTEST:
____________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
___________________________________
ROBERT E. HAGER, CITY ATTORNEY
3
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
City Manager
September 23, 2008
8
✔
PROCEDURAL
Swearing in of Municipal Judge and Alternate Municipal Judges.
Marian Moseley will be sworn in as Municipal Judge.
Kim Nesbitt and Terry Landwehr will be sworn in as Alternate Municipal Judges.
No Council action necessary.
!JudgesSwear
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
ȱ ȱ
City Secretary
September 23, 2008
9
✔
PROCEDURAL
Swearing in of newly appointed Board/Commission/Committee members.
%swearin
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
ȱ
Fire
September 23, 2008
10
✔
PROCLAMATION
Consider approval of a proclamation proclaiming the week of October 5th through 11th, 2008, as Fire Prevention
Week, and authorizing the Mayor to sign.
Staff recommends approval.
(FirePreventWK08-1AR
PROCLAMATION
WHEREAS, the City of Coppell is committed to ensuring the safety and
security of all those living in and visiting our City; and
WHEREAS, fire is a serious public safety concern both locally and nationally,
and homes are the locations where people are at greatest risk from fire; and
WHEREAS, home fires killed more than 2,500 people in the United States in
2006, according to the latest research from the National Fire Protection Association, and
fire departments in the United States responded to nearly 400,000 home fires; and
WHEREAS, cooking is the leading cause of home fires and home fire injuries,
while heating equipment and smoking are the leading causes of home fire deaths; and
WHEREAS, the City of Coppell first responders are dedicated to reducing the
occurrence of home fires and home fire injuries through prevention and protection
education; and
WHEREAS, the City of Coppell residents are responsive to public education
measures and are able to take personal steps to increase their safety from fire, especially
in their homes; and
WHEREAS, residents who have planned and practiced a home fire escape plan
are more prepared and will, therefore, be more likely to survive a fire; and
WHEREAS, the 2008 Fire Prevention Week theme, “It’s Fire Prevention Week
– Prevent Home Fires!” effectively serves to remind us all of the simple actions we can
take to stay safer from fire during Fire Prevention Week and year-round.
NOW, THEREFORE, I, Douglas N. Stover, Mayor of the City of Coppell, do
hereby proclaim the week of October 5 through 11, 2008, as
FIRE PREVENTION WEEK
AND, FURTHER THEREFORE, I urge all residents of the City of Coppell to
protect their homes and families by heeding the important safety messages of Fire
Prevention Week 2008, and to support the many public safety activities and efforts of
the City of Coppell Fire and Emergency Services.
IN WITNESS THEREOF, I have set my hand and caused the seal of the City of
Coppell to be affixed this 23 day of September 2008. rd
__________________________
Douglas N. Stover, Mayor
ATTEST:
______________________________
Libby Ball, City Secretary
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
Police
September 23, 2008
11
✔
PROCLAMATION
Consider approval of a proclamation proclaiming "National Night Out" on Tuesday, October 7, 2008, and providing
City Council Support and endorsement of National Night Out festivities and authorizing the Mayor to sign.
On Tuesday, October 7th, neighborhoods throughout Coppell are being invited to join forces with thousands of
communities nationwide for the "25th Annual National Night Out" crime and drug prevention event. National Night
Out, which is sponsored by the National Association of Town Watch and co-sponsored locally by the Coppell Police
Department, will involve over 9,500 communities from all 50 states. In all, over 32 million people are expected to
participate in 'America's Night Out Against Crime' on Oct. 7th. From 7:00 to 10:00 p.m. on October 7th, residents in
neighborhoods throughout Coppell will be hosting a variety of special events to show their support of the National
Night Out crime prevention event.
Staff recommends approval.
)National Night Out
Proclamation
WHEREAS, The National Association of Town Watch is sponsoring the 25th Annual
edition of an important nationwide crime and drug prevention event on October 7, 2008, called
“National Night Out;” and
WHEREAS, The “25th Annual National Night Out” provides a unique opportunity for
Coppell, Texas to join forces with thousands of other communities across the country in
promoting cooperative police and community drug prevention efforts; and
WHEREAS, It is essential that all citizens of Coppell, Texas be aware of the importance
of crime prevention programs and the impact that their participation can have on reducing crime,
drugs, and violence in Coppell, Texas; and
WHEREAS, Police-Community partnerships, neighborhood awareness and safety, and
cooperation are important themes of the “National Night Out” program; and
WHEREAS, Neighborhood Crime Watch plays a vital part in assisting the Coppell
Police Department through joint crime prevention efforts in Coppell.
NOW, THEREFORE, I, Douglas N. Stover, Mayor of the City of Coppell, do hereby
proclaim Tuesday, October 7, 2008 as
“National Night Out”
in the City of Coppell, Dallas County, Texas.
IN WITNESS THEREOF, I have set my hand and caused the seal of the City of
Coppell to be affixed this ___________ day of September 2008.
____________________________________
Douglas N. Stover, Mayor
ATTEST:
____________________________________
Libby Ball, City Secretary
AGENDA REQUEST FORM
DATE: September 23, 2008
ITEM #: 12
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
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
City Secretary
September 23, 2008
13/A
✔
PROCEDURAL
Consider approval of minutes: September 9, 2008.
Minutes of the City Council meetings held on September 9, 2008.
Staff recommends approval.
%minutes
cm090908
Page 1 of 13
MINUTES OF SEPTEMBER 9, 2008
The City Council of the City of Coppell met in Regular Called Session on
Tuesday, September 9, 2008 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
Marvin Franklin, Mayor Pro Tem
Tim Brancheau, Councilmember
Jayne Peters, Councilmember
Brianna Hinojosa-Flores, Councilmember (late arrival)
Billy Faught, Councilmember
Karen Hunt, Councilmember
Councilmember Tunnell was absent. Also present were City Manager
Jim Witt, City Secretary Libby Ball and City Attorney Robert Hager.
1. Call to order.
Mayor Stover called the meeting to order, determined that a
quorum was present and convened into Executive Session.
EXECUTIVE SESSION (Closed to the Public)
2. Convene Executive Session
A. Section 551.071, Texas Government Code -
Consultation with City Attorney.
1. The City of Coppell and Coppell Independent
School District opposition to a change of
zoning request of the Billingsley Corporation in
the City of Dallas, Zoning Case Number Z045-
107; and City of Coppell vs. CB Parkway
Business Center VI, et al in the County Court
at Law No. 3; and CB Parkway Business Center,
et al vs. City of Coppell, et al; and City of
Dallas vs. Douglas Stover, et al in the 191st
District Court; and City of Coppell, et al vs.
City of Dallas, et al in the 101st District Court.
B. Section 551.072, Texas Government Code -
Deliberation regarding Real Property.
1. Purchase of Real Property West of Denton Tap
and South of Bethel Road.
cm090908
Page 2 of 13
2. Land Purchase West of MacArthur and South of
Beltline.
C. Section 551.087, Texas Government Code –
Economic Development Negotiations.
1. ED Prospects East and West of Beltline/Denton
Tap and south of Bethel Road and north of S.H.
121 and east of Denton Tap.
Councilmember Hinojosa-Flores arrived during Executive Session.
Mayor Stover convened into Executive Session at 5:45 p.m. as
allowed under the above-stated article. Mayor Stover recessed the
Executive Session at 6:25 p.m. and opened the Work Session.
WORK SESSION (Open to the Public)
3. Convene Work Session
A. Discussion regarding Board & Commission
Appointments and Orientation.
B. Update regarding Grapevine Springs Community
Center.
C. Discussion regarding the 2009 Budget/Council
Calendar.
D. Discussion of Agenda Items.
REGULAR SESSION (Open to the Public)
4. Convene Regular Session.
5. Invocation.
Councilmember Faught led those present in the Invocation.
6. Pledge of Allegiance.
Mayor Stover led those present in the Pledge of Allegiance.
7. Special presentation honoring Waste Management employees
Francisco Alvarez, Oscar Salceda and Michael Holbrook with
Certificates of Appreciation for their dedication and
commitment to the community of Coppell.
cm090908
Page 3 of 13
Mayor Stover presented Certificates of Appreciation to Francisco
Alvarez, Oscar Salceda and Michael Holbrook.
8. Citizens' Appearances.
There was no one signed up to speak under this item.
CONSENT AGENDA
9. Consider approval of the following consent agenda items:
A. Consider approval of minutes: August 26, 2008
September 2, 2008.
B. Consider approval of accepting the resignation of
Rebecca Carter from the Keep Coppell Beautiful
Board.
C. Consider approval of a Resolution amending
Resolution No. 010996.3 as heretofore amended,
with regard to other fees and authorizing the Mayor
to sign.
D. Consider approval of an ordinance electing for the
City to make current service and prior service
contributions to the City's account in the municipal
accumulation fund of the Texas Municipal
Retirement System at the actuarially determined
rate of total employee compensation and
authorizing the Mayor to sign.
E. Consider approval of an Ordinance for Case No. PD-
205R2-HC, Vista Ridge Addition, Lot 6, Block D (The
Plaza), a zoning change from PD-205R-HC (Planned
Development -205 Revised-Highway Commercial) to
PD-205R2-HC (Planned Development-205 Revision
2-Highway Commercial), to amend the Planned
Development to attach a Detail Site Plan to allow a
13,450-square-foot retail/restaurant building on
cm090908
Page 4 of 13
property located at the northwest corner of S.H. 121
and Plaza Blvd and authorizing the Mayor to sign.
F. Consider approval of an Ordinance for Case No. PD-
209R2-C, (Planned Development-209-Revision 2-
Commercial) TownOaks Centre, a zoning change
from PD-209R-C (Planned Development-209-Revised-
Commercial) to PD-209R2-C (Planned Development-
209-Revision 2-Commercial), to amend the
development regulations to allow two
restaurant/retail uses within this structure, on
property located at the southeast corner of Sandy
Lake Road and Denton Tap Road and authorizing the
Mayor to sign.
Action:
Councilmember Peters moved to approve Consent Agenda Items A,
B, C carrying Resolution No. 2008-0909.1, D carrying Ordinance
No. 2008-1204, E carrying Ordinance No 91500-A-505 and F
carrying Ordinance No. 91500-A-506. Councilmember Hunt
seconded the motion; the motion carried 6-0 with Mayor Pro Tem
Franklin and Councilmembers Brancheau, Peters, Hinojosa-Flores,
Faught and Hunt voting in favor of the motion.
10. Consider approval of an Ordinance approving and
adopting the budget for the City of Coppell for the Fiscal
Year of October 1, 2008 through September 30, 2009, and
authorizing the Mayor to sign.
Presentation:
Jennifer Miller, Director of Finance, made a presentation to the
Council.
Action:
Mayor Pro Tem Franklin moved to approve Ordinance No.
2008-1205 approving and adopting the budget for the City of
Coppell for the Fiscal Year of October 1, 2008 through September
30, 2009, and authorizing the Mayor to sign. Councilmember
Hinojosa-Flores seconded the motion; the motion carried 6-0 with
cm090908
Page 5 of 13
Mayor Pro Tem Franklin and Councilmembers Brancheau, Peters,
Hinojosa-Flores, Faught and Hunt voting in favor of the motion.
11. Consider the approval of the property tax revenue
increase as reflected in the 2008-2009 Annual Operating
Budget.
Presentation:
Jennifer Miller, Director of Finance, made a presentation to the
Council.
Action:
Councilmember Peters moved to adopt a budget that requires
raising more revenue from property taxes than the previous year
and to ratify the tax increase reflected in the budget.
Councilmember Faught seconded the motion; the motion carried
6-0 with Mayor Pro Tem Franklin and Councilmembers
Brancheau, Peters, Hinojosa-Flores, Faught and Hunt voting in
favor of the motion.
12. Consider approval of an Ordinance of the City of Coppell,
Texas levying the ad valorem taxes for the year 2008 at
.64146/$100 per valuation of which .49577 for
operations and maintenance and .14569 for interest and
sinking, and authorizing the Mayor to sign.
Presentation:
Jennifer Miller, Director of Finance, made a presentation to the
Council.
Action:
Councilmember Peters moved to approve Ordinance No. 2008-
1206 levying the ad valorem taxes for the year 2008 at
.64146/$100 per valuation of which .49577 for operations and
maintenance and .14569 for interest and sinking, and authorizing
the Mayor to sign. Councilmember Hunt seconded the motion; the
motion carried 6-0 with Mayor Pro Tem Franklin and
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Page 6 of 13
Councilmembers Brancheau, Peters, Hinojosa-Flores, Faught and
Hunt voting in favor of the motion.
13. Consider approval of the First Assembly of God Church
(Living Hope), Site Plan Amendment, to allow the
construction of an approximate 70-foot high bell tower at
the southwest corner of the existing 11,000-square-foot
exposed aggregate tilt wall building, on 5.95 acres of
property located at 200 S. Heartz Road.
Presentation:
Gary Sieb, Director of Planning, made a presentation to the
Council on items 13 and 14.
Denise Cardinal, representing the applicant T-Mobile, addressed
the Council.
Public Hearing:
Mayor Stover opened the Public Hearing for Item 14 and advised
that no one had signed up to speak on this proposal.
Action:
Mayor Pro Tem Franklin moved to close the Public Hearing and
approve:
Item 13
The First Assembly of God Church (Living Hope), Site Plan
Amendment, to allow the construction of an approximate 70-foot
high bell tower at the southwest corner of the existing 11,000-
square-foot exposed aggregate tilt wall building, on 5.95 acres of
property located at 200 S. Heartz Road,
And:
Item 14
Case No. S-1247-SF-12, T-Mobile (First Assembly of God Church),
zoning change request from SF-12 (Single Family-12) to S-1247-
SF-12 (Special Use Permit-1247-Single Family-12), to allow
wireless communication antennas to be mounted inside a
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Page 7 of 13
proposed 70-foot high bell tower and a 20’×20’ shelter constructed
at the base.
Councilmember Hunt seconded the motion; the motion carried 6-0
with Mayor Pro Tem Franklin and Councilmembers Brancheau,
Peters, Hinojosa-Flores, Faught and Hunt voting in favor of the
motion.
14. PUBLIC HEARING:
Consider approval of Case No. S-1247-SF-12, T-Mobile
(First Assembly of God Church), zoning change request
from SF-12 (Single Family-12) to S-1247-SF-12 (Special
Use Permit-1247-Single Family-12), to allow wireless
communication antennas to be mounted inside a
proposed 70-foot high bell tower and a 20’×20’ shelter
constructed at the base.
This item was considered under Item 13. See Item 13 for minutes.
15. PUBLIC HEARING:
Consider approval of Case No. PD–234-H, Lot 1, Block A,
Wilson-Kirkland-Minyard Addition, zoning change request
from H (Historic) to PD-234-H (Planned Development-234-
Historic) to allow the relocation of a 1,100-square-foot
house and a 600-square-foot replica of the Minyard’s drug
store on 0.27 acres of property located at the southeast
corner of W. Bethel Road and S. Coppell Road.
Presentation:
Gary Sieb, Director of Planning, made a presentation to the
Council.
Public Hearing:
Mayor Stover opened the Public Hearing and advised that no one
had signed up to speak on this proposal.
cm090908
Page 8 of 13
Action:
Councilmember Peters moved to close the Public Hearing and
approve Case No. PD–234-H, Lot 1, Block A, Wilson-Kirkland-
Minyard Addition, zoning change request from H (Historic) to PD-
234-H (Planned Development-234-Historic) to allow the relocation
of a 1,100-square-foot house and a 600-square-foot replica of the
Minyard’s drug store on 0.27 acres of property located at the
southeast corner of W. Bethel Road and S. Coppell Road. Mayor
Pro Tem Franklin seconded the motion; the motion carried 6-0
with Mayor Pro Tem Franklin and Councilmembers Brancheau,
Peters, Hinojosa-Flores, Faught and Hunt voting in favor of the
motion.
16. PUBLIC HEARING:
Consider approval of the Wilson-Kirkland-Minyard
Addition, Lots 1 & 2, Block A, Minor Plat, to establish a
building site to allow for the relocation of a 1,100-square-
foot house and a 600-square-foot replica of the Minyard’s
drug store on Lot 1 (.27 acres) and retention of the
existing structures on Lot 2 (.56 acres) located at the
southeast corner of W. Bethel Road and S. Coppell Road.
Presentation:
Gary Sieb, Director of Planning, made a presentation to the
Council, and advised the item is not a Public Hearing.
Action:
Councilmember Faught moved to approve the Wilson-Kirkland-
Minyard Addition, Lots 1 & 2, Block A, Minor Plat, to establish a
building site to allow for the relocation of a 1,100-square-foot
house and a 600-square-foot replica of the Minyard’s drug store on
Lot 1 (.27 acres) and retention of the existing structures on Lot 2
(.56 acres) located at the southeast corner of W. Bethel Road and
S. Coppell Road. Councilmember Brancheau seconded the motion;
the motion carried 6-0 with Mayor Pro Tem Franklin and
Councilmembers Brancheau, Peters, Hinojosa-Flores, Faught and
Hunt voting in favor of the motion.
17. PUBLIC HEARING:
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Page 9 of 13
Consider approval of the Stringfellow Addition (Coppell
Vision Center), Lot 9R, Block A, Replat, to establish fire
lanes, building lines and easements to allow the
construction of a 2,600-square-foot medical office on
0.434 acres of property located at the southeast corner of
Sandy Lake and Nash Road, 541 East Sandy Lake Road.
Presentation:
Gary Sieb, Director of Planning, made a presentation to the
Council.
Public Hearing:
Mayor Stover opened the Public Hearing and advised that no one
had signed up to speak on this proposal.
Action:
Councilmember Hunt moved to close the Public Hearing and
approve the Stringfellow Addition (Coppell Vision Center), Lot 9R,
Block A, Replat, to establish fire lanes, building lines and
easements to allow the construction of a 2,600-square-foot medical
office on 0.434 acres of property located at the southeast corner of
Sandy Lake and Nash Road, 541 East Sandy Lake Road.
Councilmember Peters seconded the motion; the motion carried
6-0 with Mayor Pro Tem Franklin and Councilmembers
Brancheau, Peters, Hinojosa-Flores, Faught and Hunt voting in
favor of the motion.
18. Consider approval of the Deer Run Addition, Phase II, Lot
1, Block 1, Minor Plat, to establish a building site and
setback lines to allow the construction of a new single-
family home to front on Hawken Drive, on 0.709 acres of
property located on the north side of Ruby Road, property
known as 600 Ruby Road.
Presentation:
Gary Sieb, Director of Planning, made a presentation to the
Council.
cm090908
Page 10 of 13
Action:
Councilmember Faught moved to approve the Deer Run Addition,
Phase II, Lot 1, Block 1, Minor Plat, to establish a building site and
setback lines to allow the construction of a new single-family home
to front on Hawken Drive, on 0.709 acres of property located on
the north side of Ruby Road, property known as 600 Ruby Road
subject to the following conditions:
1) If any trees are to be removed, a Tree Removal Permit will be
required, and the tree survey will need to be brought into
compliance with 12-34-2 of the Zoning Ordinance;
2) Engineering review and approval of the location of new taps
and meters for water and sewer;
3) Drainage will be evaluated during engineering plan review;
4) Engineering review and approval of proposed curb cut on
Hawken, and the removal of the curb cuts on Ruby Road.
Councilmember Hunt seconded the motion; the motion carried
6-0 with Mayor Pro Tem Franklin and Councilmembers
Brancheau, Peters, Hinojosa-Flores, Faught and Hunt voting in
favor of the motion.
19. Consider approval of an ordinance approving a negotiated
settlement with Atmos Energy Corp., Mid-Tex Division,
regarding the Rate Review Mechanism filing and finding
the attached Tariffs implementing new rates within the
corporate city limits of the City of Coppell are just and
reasonable; and authorizing the Mayor to sign.
Presentation:
Jim Witt, City Manager, made a presentation to the Council.
Action:
Councilmember Brancheau moved to approve Ordinance No.
2008-1207 approving a negotiated settlement with Atmos Energy
Corp., Mid-Tex Division, regarding the Rate Review Mechanism
filing and finding the attached Tariffs implementing new rates
cm090908
Page 11 of 13
within the corporate city limits of the City of Coppell are just and
reasonable; and authorizing the Mayor to sign. Councilmember
Hinojosa-Flores seconded the motion; the motion carried
6-0 with Mayor Pro Tem Franklin and Councilmembers
Brancheau, Peters, Hinojosa-Flores, Faught and Hunt voting in
favor of the motion.
20. Consider appointments to the City’s
Boards/Commissions/Committees.
Mayor Stover read the proposed slate as follows:
American Red Cross:
3-year Regular Gail Modic
Animal Services Advisory and Appeals Board
2-year Veterinarian Dr. Reid Garfield
Board of Adjustment
2-year Regular Robert Chomiak
Mark LeGros
Laura Ketchum
2-year Alternate Robert Mahalik
Doug Robinson
Coppell Economic Development Committee
2-year Regular Bradley Snyder
Bill Rohloff
Gary Roden
Ken Luttmer
Greg Jenkins
Coppell Education Development Corporation
2-year Regular Brian Letzkus
Thomas Massimi
Gina Mote
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Page 12 of 13
Keep Coppell Beautiful
2-year Regular Brent Wooten
Shannon Olmstead
Craig Pritzlaff
1-year Regular Brandi Todd
Keep Coppell Beautiful – Youth Advisor
1-year Student James Halpin
Paul Chung
Library Board
2-year Regular Meme Collins-Tabuena
Wendy Dunn
Thomas Dwyer
Marcia Raines
2-year Alternate Steven Smith
Library Board – Youth Advisors
1-year Student Diane Feldman
Geetika Rao
Parks and Recreation Board
2-year Regular Jack Clark
Greg Garcia
Larry Jones
Dixon Rich
Scott Sumpter
Terra Taylor
Mark Tepper
2-year Alternate Brian Brandstetter
Carolyn Horner
Planning and Zoning Commission
2-year Regular Anna Kittrell
Greg Frnka
Derek Jett
cm090908
Page 13 of 13
Councilmember Brancheau moved to approve the slate as
presented. Councilmember Faught seconded the motion; the
motion carried 6-0 with Mayor Pro Tem Franklin and
Councilmembers Brancheau, Peters, Hinojosa-Flores, Faught and
Hunt voting in favor of the motion.
21. Mayor and Council Reports.
A. Report by Mayor Stover regarding Metroplex Mayors’
Meeting.
B. Report by Mayor Stover regarding meeting with the
Coppell Women’s Club.
A. Mayor Stover, Jim Witt and Clay Phillips attended the
Mayors’ Metroplex Meeting with guest speaker, Dr. David
Daniel, President of the University of Texas at Dallas. Dr.
Daniel spoke regarding the missed opportunity of not
having an accredited research university in the metroplex.
B. Mayor Stover spoke to the Coppell Women’s Club and
provided a question and answer session on projects
occurring around the community.
22. Necessary action resulting from Work Session.
There was no action necessary under this item.
23. Necessary action resulting from Executive Session.
There was no action necessary under this item.
There being no further business to come before the City Council, the
meeting was adjourned.
____________________________________
Douglas N. Stover, Mayor
ATTEST:
____________________________________
Libby Ball, City Secretary
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
City Secretary
September 23, 2008
13/B
✔
ORDINANCE
Consider approval of an Ordinance amending the Code of Ordinances by amending Article 1-10, "Rules, Times and
Procedures for Conducting City Council Meetings," Section 1-10-4, "Types of Meetings," Subsecton 1-10-4.1, "Regular
Meetings," to provide for regular scheduled meeting of the City Council; and authorizing the Mayor to sign.
This ordinance would provide for the months of June, November and December to only have one regularly scheduled
meeting to be held on the second Tuesday of each of those months.
Staff recommends approval.
%meetings
ORDINANCE NO. ____________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING THE CODE OF ORDINANCES BY AMENDING
ARTICLE 1-10, “RULES, TIMES AND PROCEDURES FOR
CONDUCTING CITY COUNCIL MEETINGS,” SECTION 1-10-
4, “TYPES OF MEETINGS,” SUBSECTION 1-10-4.1,
“REGULAR MEETINGS,” TO PROVIDE FOR REGULAR
SCHEDULED MEETING OF THE CITY COUNCIL;
PROVIDING A REPEALING CLAUSE; PROVIDING A
SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE.
WHEREAS, the City of Coppell Home Rule Charter provides that the
city council shall determine it own rules and order of business; and
WHEREAS, the city council adopted such rules and order of business
by Ordinance No. 2001-964, codified as Article 1.10 of the Coppell Code of
Ordinances; and
WHEREAS, Section 3.09 of the Home Rule Charter provides that the
city council shall hold at least one regular meeting each month and as many
additional meetings as it deems necessary to transact the business of the city;
and
WHEREAS, Article 1-10, subsection 1-10-4.1 provides, in relevant
part, that the council shall meet on the second and fourth Tuesday of each
month; and
WHEREAS, the city council desires to amend its rules to provide for
the regular meeting schedule; and
WHEREAS, Section 1-10-3.12 provides, in relevant part, that the rules
may be amended by a two-thirds vote of all members of the council, provided
that the new proposed amendments have been introduced into the record at
the last regular council meeting; and
Page 1
TM 31051.2.000
WHEREAS, pursuant to Subsection 1-10-3.12, the city council desires
to amend such rules by amending Subsection 1-10-4.1 to provide for the
regular meeting schedule of the city council.
NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF
COPPELL, TEXAS, THAT:
SECTION 1. That Article 1-10, "Rules, Times and Procedures for
Conducting Council Meetings", of the Code of Ordinances be, and the same is,
hereby amended by amending Subsection 1-10-4.1 to provide for the regular
meeting schedule of the city council, which shall read as follows:
“ARTICLE 1-10. RULES, RIMES AND PROCEDURES FOR
CONDUCTING CITY COUNCIL MEETINGS
. . . . .
1-10-4.1. Regular meetings. The council shall meet in the
council chamber at the City Hall on the second and fourth
Tuesday of each month, excluding the months of June,
November and December which shall only be on the second
Tuesday, at 7:00 p.m. for open session unless otherwise officially
changed by the city council (Charter Article 3, Section 3.09).
The starting times for executive and work sessions shall remain
flexible.”
SECTION 2. That except as amended herein, all provisions of Article 1-
10 of the Code of Ordinances shall remain in full force and effect.
SECTION 3. That all provisions of the Ordinances of the City of
Coppell, Texas, in conflict with the provisions of this ordinance be, and the
same are hereby, repealed, and all other provisions of the Ordinances of the
City not in conflict with the provisions of this ordinance shall remain in full
force and effect.
Page 2
TM 31051.2.000
SECTION 4. That this ordinance shall take effect immediately from and
after its passage as the law and charter in such cases provide.
DULY PASSED by the City Council of the City of Coppell, Texas, this
the _______ day of ___________________, 2008.
APPROVED:
____________________________________
DOUGLAS N. STOVER, MAYOR
ATTEST:
____________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
___________________________________
ROBERT E. HAGER, CITY ATTORNEY
(REH/cdb 09/16/08)
Page 3
TM 31051.2.000
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
ȱ ȱ
Engineering
September 23, 2008
13/C
✔
CONTRACT/BID or PROPOSAL
Consider approval of an agreement with the Chaucer Estates Homeowners Association with regard to maintenance
of a pond contained within the subdivision common area; and authorizing the City Manager to execute any
necessary documents.
Approval of the agreement will allow for the payment of budgeted funds for the dredging project and the inspection
of the work through the Engineering Department.
Staff recommends approval of the agreement.
#Chaucer Estates Pond Agmt
MEMORANDUM
TO: Mayor and City Council
FROM: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
DATE: September 23, 2008
REF: Consider approval of an agreement with the Chaucer Estates Homeowners
Association with regard to maintenance of a pond contained within the
subdivision common area; and authorizing the City Manager to execute any
necessary documents.
In the mid-1990’s several meetings were held between the city of Coppell and representative of
the Chaucer Estates Homeowners Associations regarding the pond that lies north of Park Valley
Drive and the William T. Cozby Public Library in a common area of the Chaucer Estates HOA.
The meetings between the two parties were held concerning the silt that had accumulated in the
pond during the construction of various projects that were built upstream of the pond, many of
them city of Coppell facilities. The understanding at that time was once all upstream properties
had been developed that the city would dredge the existing pond to restore it to its original
condition.
In 1995 the city of Coppell performed a study on the pond and discovered that at that time there
was approximately 11-27 inches of silt already within the pond. Recently the last piece of
upstream property, Town Center Plaza, was developed, which is the Town Center Plaza. In
anticipation of the completion of that project, $75,000 was placed in the Engineering budget this
year to provide for the dredging of the existing pond.
On August 5, 2008 bids were opened for the dredging of the pond. Only one bid was received
from American Underwater Services in an amount of $74,699.28. The bidder also noted that
they would be unable to provide the appropriate bonding required for a project of this magnitude.
After some discussion, it was decided to approach the HOA to see if they would be willing to
take on the project if the city provided the funding. The Chaucer Estates HOA has decided that
they would accept the $75,000 and assume all responsibility for the existing pond, including any
and all maintenance and silt removal to be performed on the pond from this point forward.
Attached to this agenda item is an agreement between the city and the Chaucer Estates HOA that
states the city will provide $75,000 to the HOA, and at such time as they choose to have the pond
dredged, the city will also provide inspection services. The inspection services may seem like
we are provided them the money and also inspecting the project, however, it is important that we
inspect any work that takes place to ensure that there is no damage to existing city infrastructure
during the process and to ensure that any silt, mud or muck removed from this pond and
transported is done so correctly without spillage onto existing streets.
The city recommends approval of the agreement between the city of Coppell and Chaucer
Estates Homeowners Association in the agreed amount of $75,000 for the future dredging of the
Chaucer Estates pond located north of Park Valley Drive and south of the William T. Cozby
Public Library. Staff will be available to answer any questions at the council meeting.
f1
BID Q 0808 02 DR 08 01
THE CITY OF
COPPELL
8
BID Q 0808 02
CHAUCER ESTATE POND DREDGING
BIDDERS PLEASE NOTE ONE COpy OF THE FOLLOWING BID
SHEETS HAVE BEEN ENCLOSED FOR YOUR CONVENIENCE
SPECIFICATIONS AND CONFLICT OF INTEREST FORM
TWO COPIES MUST BE RETURNED TO THE PURCHASING DEPARIMENT
NO LATER mAN TUESDAY AUGUsr 5 2011AT 3 00 PM
CITYOFCOPPELL PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL TEXAS 75019 Page 11
BID Q 0808 02 DR 08 01
Scope of Work
This work shall consist of the removal of silt and sediment deposited within the
Chaucer Estates Pond located adjacent to the city of Coppell public Library at 177 N
Heartz Road The goal of the project is to restore the pond to the original depth and
configuration as indicated in the attached as built drawing
The surface area of the pond is approximately 46 875 square feet with a plan depth of 10
feet at the middle of the pond Probing the depth of the pond yields from 0 to 4 feet of
sediment The area of greatest accumulation is located at the two storm drain outfalls as
depicted in the attached drawings This project is being bid as a lump sum removal and as
such it is strongly recommended that the contractor visit the site and make their own
measurements of material quantity for removal
The material removal shall be accomplished either by dredging or by dewatering the pond
and excavating the material In either case there is no location available in the vicinity of
the job site for dewatering the material This includes the use offields pits ponds or bags
within the project area All material removed shall be loaded into trucks trailers or other
movable devices specifically intended for transportation and removed from the project
area in a timely fashion
It shall be the sole responsibility of the contractor to find a suitable site to dispose of the
material hauled off from this project Disposal of material shall comply with all applicable
state federal and local regulations
The successful contractor will be responsible for repair to any damaged streets walks
structures landscaping irrigation system or any other property disturbed during the
progress of work Any item disturbed shall be returned to original condition or better at
the contractor s sole expense
The contractor shall make all reasonable effort to preserve any wildlife within the pond If
the pond is to be drained any fish turtles or other aquatic life shall be transported to an
alternate location prior to draining the pond If dredging is used all efforts shall be made
to minimize impact to said wildlife
For this project the Standard Specifications for Public Works Construction North
Central Texas Fourth Edition as prepared by the North Central Texas Council of
Governments the City ofCoppell Standard Construction Details Ord 2006 112 and
Appendix c Design Criteria and Standards in the City of Coppell Subdivision Ordinance
Ord 94 643 shall govern all work to be done together with any additional
Supplementary Conditions Specific Project Requirements and General Notes included
herein This project requires a standard 5 bid bond This project shall be bid as a lump
sum
Number of Calendar Days to Complete the Work 40
CITYOFCOPPELL PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL TEXAS 75019 Page 12
BID Q 0808 02 DR 08 01
The lump sum bid amount shall be full compensation for all work necessary to successfully
complete the project including labor materials tools equipment and incidentals
Lump Sum Amount if 7 L
I 6 q 1 tJ g
Communications concerning this Bid shall be addressed to the address of BIDDER indicated on the applicable signature
page
BIDDER understands that the Owner is exempt from State Limited Sales and Use Tax on tangible personal property to
be incorporated into the project Said taxes are not included in the Contract Price see Instructions to Bidders
The terms used in this Bid which are defined in the General Conditions of the Construction Contract included as part of
the Contract Documents have the meanings assigned to them in the General Conditions
The City of Coppell reserves the right to delete any portion of this project or adjust quantities as it may deem
necessary to stay within the City s availablefunds Should the City elect to delete any portion the contract quantities
will be adjusted accordingly
SUBMITfED ON
L fir
lv Ii Lt cJo g
f
CITY OF COPPELL PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL TEXAS 75019 Page 13
BID Q0808 02 DR 08 01
Company Information
CompanvName l motl lulV lMfJfll CAc pv tJS IJL
Address P flJOl IJ J 6 6
I
F1 VvJ i 11 t 6 6
Phone Number 5 1 1 73 S I
Fax Number 0 36 1 6 iJ
Contact P on AVI J Jv
E mail Add fA Hy ifA Jyt IIkJ 19VlfI5I S Pivt Cj eo
CITYOFCOPPELL PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL TEXAS 75019 Page 14
BID Q 0808 02 DR 08 01
CONFLICT OF INTEREST QUESTIONNAIRE FORM
CIQ
For vendor or other person doing business with local governmental entity
This questionnaire is being filed in accordance with chapter 176 of the Local OFFICE USE ONLY
Government Code by a person doing business with the governmental entity Date Received
By law this questionnaire must be filed with the records administrator of the
local government not later than the 7th business day after the date the
person becomes aware of facts that require the statement to be filed See
Section 176 006 Local Government Code
A person commits an offense if the person violates Section 176 006 Local
Government Code An offense under this section is a Class C misdemeanor
1 Name of person doing business with local governmental entity
2
J Check this box if you are filing an update to a previously filed questionnaire
The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than
September 1 of the year for which an activity described in Section 176 006 a Local Government Code is pending and
not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate
3 Name each employee or contractor of the local governmental entity who makes recommendations to a local
government officer of the governmental entity with respect to expenditures of money AND describe the
affiliation or business relationship
4 Name each local government officer who appoints or employs local government officers of the governmental
entity for which this questionnaire is filed AND describe the affiliation or business relationship
Adopted 1110212005
CITYOFCOPPELL PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL TEXAS 75019 Page 15
BID Q0808 02 DR 08 01
FORM CIQ
CONFLICT OF INTEREST QUESTIONNAIRE
Page 2
For vendor or other person doing business with local governmental entity
5 Name of local government officer with whom filer has affiliation or business relationship Complete this
section only if the answer to A B or C is YES
This section item 5 including subparts A 8 C D must be completed for each officer with whom the filer has
affiliation or other relationship Attach additional pages to this Form CIQ as necessary
A Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the
questionnaire 0 Yes 0 No
8 Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local
government officer named in this section AND the taxable income is not from the local governmental entity 0
Yes 0 No
C Is the filer of this questionnaire affiliated with a corporation or other business enti that the local government officer
serves as an officer or director or holds an ownership of 10 percent or more 0 Yes 0 No
D Describe each affiliation or business relationship
6
Signature of person doing business with the governmental entity Date
CITYOFCOPPELL PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL TEXAS 75019 Page 16
e
P O Box 126216
Fort Worth Texas 76126
Phone 817 377 8512
Fax 817 367 6383
August 5 2008
We re having a hard time getting bonded at this time due to being rejected by two bonding
companies I am one of the principal owners in this company that is going through a 2 year
divorce The divorce has temporary damaged my personnel credit which the bonding companies
rely on
Key points I would like to add
We understand that we will be funded within 10 days after successfully completing the project
We do not have any subs we own the dredge trucks and other related equipment that will
successfully complete this project
I understand that this is an exceptional circumstance and apologize for the inconvenience
If you have any questions please do not hesitate to contact me
Sincerely
Anthony DiIulio
President
www americanunderwaterservices com
AGREEMENT
This Agreement is made on this the _____ day of ___________, 2008, by and
between the City of Coppell (“City”) and the Chaucer Estates Homeowners Association
(“Chaucer”). The two parties agree as follows:
I. TERMS
WHEREAS, The City of Coppell (“City”) and the Chaucer Estates Homeowners
Association (“Chaucer”), both desire to see the retention pond dredged in the Chaucer
Estates dredged.
WHEREAS, The City believes dredging the pond will improve drainage on the
public lands nearby the pond;
WHEREAS, Chaucer desires to have the pond dredged;
THEREFORE, PREMISES CONSIDERED the City and Chaucer enter into
the following Agreement:
The City shall pay seventy five thousand dollars ($75,000.00) to Chaucer for the
purposes of dredging the Chaucer pond. At such time as the pond is dredged, the City
will provide inspection services at no cost to Chaucer. The City shall not have any other
role in the dredging other than the payment of seventy five thousand dollars ($75,000.00)
to Chaucer Estates and inspection of the future dredging.
Upon payment of the seventy five thousand dollars ($75,000.00) by the City,
Chaucer shall release the City from all claims based on drainage or silting problems with
the pond. Chaucer will also be responsible for all maintenance to be done on the pond
from the date of execution of this contract forward.
II. ENTIRE AGREEMENT
This Agreement contains the entire agreement of the parties hereto, and no other
oral or written commitments shall have any force or effect if not contained herein.
III. SEVERABILITY
In case any one (1) or more of the provisions contained herein shall for any reason
be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or
un-enforceability shall not affect any other provision thereof, and this contract shall
construed as if such invalidity, illegality or unenforceable provision had never been
contain herein.
31048
IV. AUTHORITY
The undersigned officers and/or agents authorized to execute this contract on
behalf of the partied hereto, and each party hereto certifies to the other that any necessary
resolutions extending such authority have been duly passed and are now in full force and
effect.
V. REMEDIES
No right or remedy granted or reserved to the parties, is exclusive of any other
right or remedy herein by law or equity provided or permitted; but each shall be
cumulative of every other right or remedy given hereunder. No covenant or condition of
this Agreement may be waived without written consent of the parties. Forbearance or
indulgence by either party shall not constitute a waiver of any covenant or condition to be
performed pursuant to this Agreement.
VI. APPLICABLE LAW
This Agreement is governed by the laws of the State of Texas; any venue for any
action shall be in State District Court of Dallas County.
VII. SUCCESSORS AND ASSIGNS
This Agreement is binding on the successors, executors, administrators and
assigns of the parties to this Agreement. Neither party will assign, sublet, subcontract or
transfer agreement without the written consent of the other party. No assignment
delegation of duties or subcontract under this contract will be effective without the prior
written consent of the other party.
VIII. RECITALS AND EXHIBITS
The recitals and Exhibits to this Agreement are incorporated herein for all
purposes as if set out herein verbatim.
31048
CITY OF COPPELL:
Jim Witt, City Manager
CHAUCER ESTATES HOMEOWNERS ASSOCIATION
President, Chaucer Estates
31048
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
ȱ
Engineering
September 23, 2008
13/D
✔
CONTRACT/BID or PROPOSAL
Consider approval of a bid award for Illuminated Street Signs (Bid # Q-0908-04) to Consolidated Traffic Controls, Inc. in
the amount of $155,016.00 for 6-foot and 8-foot lighted street signs for various intersections, as budgeted; and
authorizing the City Manager to sign and execute any necessary documents.
Approval of this bid award will provide illuminated street name signs at 19 major intersections throughout the city.
Funds are budgeted in the Traffic Control, Sign/Signal account, for this project.
Staff recommends approval of the bid award to Consolidated Traffic
Controls.
#Lighted Street Signs Bid
MEMORANDUM
TO: Mayor and City Council
FROM: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
DATE: September 23, 2008
REF: Consider approval of a bid award for Illuminated Street Signs (Bid #Q-0908-
04) to Consolidated Traffic Controls, Inc. in the amount of $155,016.00 for 6-
foot and 8-foot lighted street signs for various intersections, as budgeted.
In the FY 2007-2008 Budget, money was placed in the Traffic Control account for the purchase
of illuminated street signs for the remaining 19 intersections in the city of Coppell that do not
currently have illuminated street signs.
On September 2, 2008, five bids were opened for the illuminated street sign project. The
apparent low bidder was Pro-Lite, Inc. in the amount of $121,824.00. However, their product
did not meet the city’s specifications for the signs for this project. Subsequently their bid was
rejected.
The second low bidder was Consolidated Traffic Controls, Inc. in the amount of $155,016.00.
Their bid did meet the specifications. They are also the supplier for the current illuminated street
signs being placed on the new traffic signals along Bethel Road.
The estimated cost for this project was approximately $300,000.
Staff recommends award of Bid #Q-0908-04 for Illuminated Street Signs to Consolidated Traffic
Controls, Inc. in the amount of $155,016.00. Staff will be available to answer any questions at
the council meeting.
MEMORANDUM
Date: September 11, 2008
To: Ken Griffin, P.E., Director of Public Works
From: Glenn D. Hollowell, P.E., Assistant Director of Public Works
RE: Internally Illuminated Street Signs
Ken:
On September 2, 2008, we opened bids for our Internally Illuminated Street Sign
project. We had five bidders who submitted quotes for the bid. I have reviewed the
bids and consulted with Jared Anderson and Per Birdsall on the award of the bid.
We have disqualified Pro-Lite, Inc. from Costa Mesa, Ca. Their product does not
meet specifications.
I recommend that all that the bid for Internally Illuminated Street Signs be
awarded to Consolidated Traffic Controls, Inc. in the amount of $155,016.00.
If you have any questions or concerns regarding this matter, do not hesitate to
contact me.
1 INCH = FT.
0 3300
3300
1650
Proposed Locations for
Internally Lighted Street Name
(ILSN) Sign Installation
Created in LDDTS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\ILSN LOCATIONS 08
Created on: 09 September 2008 by Scott Latta
PROPOSED ILSN
SIGN LOCATIONS
T H E C I T Y O F
T
E
X A S 1 8 9 0
Bid #Q-0908-04 -Internally Illuminated Street Name Signs
Creation Date Aug 13, 2008 End Date Sep 2, 2008 3:00:00 PM CDT
Start Date Aug 15, 2008 9:04:16 AM CDT Awarded Date Not Yet Awarded
Q-0908-04-1-01 Individual Sign Cost
Vendor Unit Price Qty/Unit Total Price Attch. Docs
Pro -Lite, Inc. First Offer -$992.00 1 / each $992.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Brand:
Model Number(s):
Variations from Specifications:
Availability:
Consolidated Traffic Controls, Inc. First Offer -$1,978.00 1 / each $1,978.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Brand:
Model Number(s):
Variations from Specifications:
Availability:
Republic ITS First Offer -$2,185.00 1 / each $2,185.00 Y Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Brand: Southern Manufacturing
Model Number(s): IS-LED-819S
Variations from Specifications: None
Availability: 12-16 weeks after receipt of
approved drawings
Company contact information and Manufacturer
& Model Form attached
Twincrest Technologies First Offer -$2,425.00 1 / each $2,425.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Brand:
Model Number(s):
Variations from Specifications:
Availability:
FDC COMPANIES/FDC SIGNS &
LIGHTING First Offer -$3,800.00 1 / each $3,800.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Brand: FDC Signs
Model Number(s): 0001
Variations from Specifications: None
Availability: 45 Days
Q-0908-04-1-02 Individual Installation Cost
Vendor Unit Price Qty/Unit Total Price Attch. Docs
Twincrest Technologies First Offer -$0.00 1 / each $0.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Consolidated Traffic Controls, Inc. First Offer -$175.00 1 / each $175.00 Y
Agency Product Code: Supplier Product Code:
City of Coppell
Sep 2, 2008 3:13:04 PM CDT p. 1
Agency Notes:Vendor Notes:
Republic ITS First Offer -$340.00 1 / each $340.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Pro -Lite, Inc. First Offer -$700.00 1 / each $700.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
FDC COMPANIES/FDC SIGNS &
LIGHTING First Offer -$1,600.00 1 / each $1,600.00 Y
Agency Product Code:
Agency Notes:
Supplier Product Code:
Vendor Notes:
Vendor Totals
Pro-Lite, Inc. $1,692.00 (2/2 items)
Bid Contact Andy Kaoh
austin@pro-lite.com
Ph 714-668-9988 x103
Fax 714-668-9898
Address 3505 Cadillac Ave. Bldg. D
Costa Mesa, CA 92626
Agency Notes:Vendor Notes:
Consolidated Traffic Controls, Inc. $2,153.00 (2/2 items)
Bid Contact Jerry Priester
HJPriester@aol.com
Ph 817-265-3421 x101
Address P.O. Box 151837
Arlington, TX 76015
Agency Notes:Vendor Notes:
Twincrest Technologies $2,425.00 (2/2 items)
Bid Contact Ian Lee
ianlee@twincresttech.com
Ph 817-539-2200
Address PO Box 757
Mansfield, TX 76063
Agency Notes:Vendor Notes:
Republic ITS $2,525.00 (2/2 items)
Bid Contact Tonya Hendon
thendon@republicits.com
Ph 817-633-5300
Address 2725 114th Street
Grand Prairie, TX 75050
Agency Notes:Vendor Notes:
FDC COMPANIES/FDC SIGNS & LIGHTING $5,400.00 (2/2 items)
Bid Contact Reginald C Blair
fdccompanies@netzero.net
Ph 972-230-6810
Fax 972-230-6871
Address 1336 Lyndon Ave. Suite C
Desoto, TX 75115
Agency Notes:Vendor Notes:
**All bids/proposals submitted for the designated project are reflected on this tabulation sheet. However, the listing of the
bid/proposal on this tabulation sheet shall not be construed as a comment on the responsiveness of such bid/proposal or as any
indication that the agency accepts such bid/proposal as being responsive. The agency will make a determination as to the
responsiveness of the vendor responses submitted based upon compliance with all applicable laws, purchasing guidelines and
project documents, including but not limited to the project specifications and contract documents. The agency will notify the
successful vendor upon award of the contract and, as according to the law, all bid/proposal responses received will be available
for inspection at that time.
City of Coppell
Sep 2, 2008 3:13:04 PM CDT p. 2
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
Human Resources
September 23, 2008
13/E
✔✔
CONTRACT/BID or PROPOSAL
Consider approval of a professional services agreement with Brinson Benefits, Inc. for benefit consulting services and
other health and wellness related services in the amount of $118,028 and authorizing the City Manger to sign.
This professional services agreement is for benefit consulting services for the City's entire benefits program which
consists of medical, dental, life and ad&d, long term disability, flexible spending accounts and vision programs. In
addition to the benefit consulting services, Brinson Benefits, Inc. through its membership with United Benefit Advisors,
allows the City to access other professional services at very discounted costs such as the City's electronic enrollment
software (Benefits Connect) and the City's new wellness program (Wellness Works) including their wellness website
owned by Matria. Attached you will find the professional services agreement and related costs of these programs.
Funds are budgeted in the Self Insurance Fund for this agreement.
&Brinsonagreement-1AR
Professional Services Agreement
THE STATE OF TEXAS)
DALLAS COUNTY OF TEXAS)
This contract is made and entered into by and between the CITY OF COPPELL, a home
rule municipal corporation, of Dallas County, Texas, (hereinafter Referred to as "CITY") and
Brinson Benefits, Inc. having a principal place of business at 12720 Hillcrest Road, Suite 810-b,
Dallas, TX, 75230, (hereinafter referred to as "CONTRACTOR").
1. PURPOSE
The purpose of this Contract is to state the terms and conditions under which
CONTRACTOR shall provide Employee Benefit Consultant Services.
2. DESCRIPTION OF SERVICES
CONTRACTOR'S services hereunder shall include, but shall not be limited to, the
following:
A. CONTRACTOR shall perform all the services as set forth and agreed to by the
CITY attached hereto as Exhibit "A" and "B" inclusive of agreed to Contractor's
fees for Required Services, both of which are made a part of this Contract for all
purposes; should there be any future conflict between the terms of the Required
Services and rates for the Required Services as provided by the Contractor, the
agreed to terms of this Contract shall be final and binding.
B. CONTRACTOR shall work closely with the Director of Administration/Human
Resources or his/her designee (hereinafter referred to as "City Staff" and
appropriate CITY officials) and perform any and all related tasks required by City
Staff in order to fulfill the purposes of this Contract.
C. CONTRACTOR shall deliver all data, reports and documents which result from
its services to City Staff in such form as is satisfactory to the City Staff.
D. CONTRACTOR shall work through the appropriate city staff to obtain all pricing
and proposals by means that comply with State and Federal Laws.
3. PERFORMANCE OF SERVICES
CONTRACTOR and its employees or associates shall perform all the services under the
Contract. CONTRACTOR represents that all its employees or associates who perform services
under the Contract shall be fully qualified and competent to perform the service described in
Section 2.
4. TERM
The term of this Contract shall begin on October 1, 2008 and renew on October 1st of
each subsequent year subject to City Staff recommendation and City Council approval.
CONTRACTOR understands and agrees that time is of the essence. All services, written reports,
and other data are to be completed and delivered to CITY by agreed upon dates and times within
the contract period unless an extension of time, based upon good reasons presented by
CONTRACTOR, is approved by City Staff.
5. PAYMENT FOR SERVICES
In consideration of the professional services to be performed by CONTRACTOR under
the terms of the Contract, CITY shall pay CONTRACTOR for services actually performs as set
out by the Fees for Required Services as defined in Exhibit "A" unless other conditions
necessitate additional services, which must be authorized in advance by the City Manager or
designee. CONTRACTOR'S charges for its services are not to exceed similar charges of
CONTRACTOR for comparable services to other customers. Payments to CONTRACTOR
shall be in the amount shown by the billings and other documentation submitted and shall be
subject to City Staff's approval. All services shall be performed to the satisfaction of City Staff,
and CITY shall not be liable for any payment under this Contract for services which are
unsatisfactory and which have not been approved by City Staff.
6. CHANGE IN SERVICES
CITY through its City Staff may request, from time to time, changes in the scope or focus
of the activities and services conducted or to be conducted by CONTRACTOR pursuant to the
Contract. Any such change which varies significantly from the scope of services set out in
Section 2 and would entail a significant increase in cost or expense to CONTRACTOR shall be
mutually agreed on by CONTRACTOR and the City Staff. Changes in the scope, which in the
opinion of CONTRACTOR and the City Staff would require additional funding by CITY, must
first be authorized in advance by the City Manager or his designee.
7. CONFIDENTIAL WORK
No reports, information, project evaluation, project designs, data or any other
documentation developed by, given to, prepared by or assembled by CONTRACTOR under this
Contract shall be disclosed or made available to any individual or organization by
CONTRACTOR without the express prior written approval of the City Manager.
8. OWNERSHIP OF DOCUMENTS
Upon acceptance or approval by CITY, all reports, information and other data, given to,
prepared or assembled by CONTRACTOR UNDER THIS Contract, and any other related
documents or items shall become the sole property of CITY and shall be delivered to CITY.
CONTRACTOR may make copies of any and all documents for its files.
9. CONTRACTOR'S LIABILITY
Approval of CITY shall not constitute nor be deemed a release of the responsibility and
liability of CONTRACTOR, its employees, agents or associates for the accuracy and
competency for their designs, reports, information, and other documents or services nor shall
approval be deemed to be the assumption of such responsibility by CITY for any defect, error or
omission in the documents prepared by CONTRACTOR, its employees, agents or associates.
10. INDEMNITY
CONTRACTOR shall defend, indemnify, and hold CITY whole and harmless against
any and all claims for damages, costs, and expenses to persons or property that may arise out of,
or be occasioned by or from any negligent act, error or omission of CONTRACTOR or any
agent, servant, or employee of CONTRACTOR in the execution or performance of this Contract.
11. RIGHT OF REVIEW
CITY may review any and all of the services performed by CONTRACTOR under this
Contract.
12. The following shall be conditions of, and a part of, the consideration of this Contract, to-
wit:
CONFLICT OF INTEREST OF CITY EMPLOYEES
No officer or employee of the City shall have any financial interest, direct or indirect, in
any contract with the City or be financially interested, directly or indirectly, in the sale to the
City of any land, materials, supplies or services, except on behalf of the City as an officer or
employee. Any violation of this section shall constitute malfeasance in office and any officer or
employee guilty thereof may be subject to removal from his office or position. Any violation of
this section, with knowledge, express or implied, of the person or corporation contracting with
the City shall render the contract involved voidable by the City Manager.
CONFLICT OF INTEREST OF CONTRACTOR
Contractor shall not accept other employment or engage in outside activities incompatible
with the proper discharge of his duties and responsibilities with the City, or which might impair
his independent judgement in the performance of his duty to the City nor personally provide
services for compensation, directly or indirectly, to a person or organization who is requesting an
approval, investigation or determination from the City.
13. NONDISCRIMINATION
As a condition of this Contract, CONTRACTOR covenants that CONTRACTOR will
take all necessary actions to insure that, in connection with any work under this Contract,
CONTRACTOR, his associates and subcontractors, will not discriminate in the treatment or
employment of any individual or groups of individuals on the grounds of race, color, religion,
national origin, age, sex, or physical handicap unrelated to job performance, either directly,
indirectly or through contractual or other arrangements. In this regard, CONTRACTOR shall
keep, retain and safeguard all records relating to the Contract or work performed hereunder for a
minimum period of three (3) years from final Contract completion, with full access allowed to
authorized representatives of the City, upon request, for purposes of evaluating compliance with
this and other provisions of the Contract.
14. CONTRACT PERSONAL
The Contract provides for personal or professional services, and the CONTRACTOR
shall not assign the Contract, in whole or in part, without the prior written consent of CITY.
15. TERMINATION
CITY may terminate this Contract upon Thirty (30) days written notice to
CONTRACTOR with the understanding that all services being performed under this Contract
shall cease upon the date specified in such notice. CONTRACTOR shall invoice for all services
completed and shall be compensated in accordance with the terms of this Contract for all such
services performed by CONTRACTOR prior to the date specified in such notice.
16. NOTICES
All notices, communications, and reports required or permitted under this Contract shall
be personally delivered or mailed to the respective parties by depositing same in the United
States mail, postage prepaid, or delivered electronically at the following addresses. Mailed
notices shall be deemed communicated as of five (5) days after mailing.
If intended for CITY, to:
Vivyon V. Bowman (vbowman@ci.coppell.tx.us)
Director of Administration/Human Resources
City of Coppell
255 Parkway Blvd.
Coppell, TX 75019
If intended for CONTRACTOR, to:
Brinson Benefits, Inc.
12720 Hillcrest Road, Suite 810-b
Dallas, TX 75230
ATTN: Dee Beasley Hayden
17. INDEPENDENT CONTRACTOR
In performing services under this Contract, CONTRACTOR is performing services of the
type performed prior to this Contract, and CITY and CONTRACTOR by the execution of this
Contract do not change the independent status of CONTRACTOR. No term or provision of this
Contract shall be construed as making CONTRACTOR the agent, servant, or employee of CITY.
18. VENUE
The obligation of the parties to this Contract are performable in Dallas County, Texas,
and if legal action is necessary to enforce same, exclusive venue shall lie in Dallas County,
Texas.
19. APPLICABLE LAWS
This Contract is made subject to the provisions of the Charter and ordinances of CITY, as
amended, and all applicable State and Federal laws.
20. GOVERNING LAW
This Contract shall be governed by and construed in accordance with the laws and court
decisions of the State of Texas.
21. LEGAL CONSTRUCTION
In case any one or more of the provisions contained in this Contract shall for any reason
be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or
unenforceability shall not affect any other provision thereof and this Contract shall be considered
as if such invalid, illegal, or unenforceable provision had never been contained in this Contract.
22. COUNTERPARTS
This Contract may be executed in any number of counterparts, each of which shall be
deemed an original and constitute one and the same instrument.
23. CAPTIONS
The captions to the various clause of this Contract are for informational purposes only
and shall not alter the substance of the terms and conditions of this Contract.
24. SUCCESSORS AND ASSIGNS
This Contract shall be binding upon and inure to the benefit of the parties hereto and their
respective heirs, executors, administrators, successors and, except as otherwise provided in this
Contract, their assigns.
25. ENTIRE AGREEMENT
This Contract embodies the complete agreement of the parties hereto, superseding all oral
or written previous and contemporary agreements between the parties and relating to matters in
the Contract, and except as otherwise provided herein cannot be modified without written
agreement of the parties to be attached to and made a part of this Contract.
EXECUTED this the ___________day of _________________________________, 2008, by
CITY, signing by its City and by CONTRACTOR.
BY ________________________________
City of Coppell
CONTRACTOR:
Brinson Benefits, Inc.
BY _________________________________
S. Dawn Brinson
President
PROFESSIONAL SERVICES AGREEMENT
EXHIBIT A
City of Coppell
Total Fee
Brinson Benefits, Inc. services include:
Plan Benefit/Cost Renewal Analysis
Plan Design Consultation & Strategic Benefit Planning
Plan Management and Data Analysis
Vendor Negotiations
Annual Bid Process and Plan Implementations
Open Enrollment/Communication Support
Customer Service
Consulting Fee
$48,440/Annual
Includes Medical, Specific and
Aggregate Stop Loss, Transplant,
Dental, Vision, Basic Life & AD&D,
Voluntary Products and Disability
Subsequent Renewal
Annual 3% Cost of Living Adjustment
Brinson Benefits Purple Card
Employee Benefit Statements
Matria/Wellness Works Program (additional fees will
apply if additional services are purchased, i.e. biometric
screenings, incentives, custom workshops, etc.)
$4,509/Annual
See EXHIBIT B
$10 pepm
Benefits Connect (additional fees will apply if changes are
made to the system throughout the year)
$20,529
The following are not included in the compensation:
5500 preparation, printing, graphic design work, custom
programming, contracted third-party services &/or
products (COBRA/HIPAA, Technology,
Legal/Accounting, Wellness Services, etc.), travel
outside of DFW area, and independent third party
audits. Any lines of coverage or services not provided
in this proposal are subject to additional fees.
To be determined at time of request and
agreed upon by the City.
EXHIBIT B
EMPLOYEE BENEFIT STATEMENTS
Our Brinson Benefits Team can produce personalized employee benefit statements
that can help the City of Coppell improve employee awareness of employer paid
benefits. The average employee is usually not aware that company sponsored
comprehensive benefit packages often account for a third or more of employer’s total
employee related costs.
Standard Cost $15 per Employee Benefit Statement if all required
data is delivered by the City in the excel format and
worksheet standard as provided by the Brinson
Benefits employee benefit statement consulting team.
Any deviation from the Brinson Benefits standard format or additional data
manipulation on the part of the Brinson Benefits consulting team will result in the
application of the additional associated non-standard cost as referenced below:
Non-Standard Costs
• Data Creation – If data must be obtained and/or input from other sources, or
data must be calculated by formula, the costs will be an additional $15.00 per
Employee Benefit Statement (Total of $30 per Employee Benefit Statement.)
• Revisions – Up to 2 revisions of data or format on the standard layout will be
permitted without additional costs following submission of the initial review file.
• Additional Revisions – A $100 fee for EACH additional revision or manipulation
required of the original data will be added to the total cost.
• Custom Layout or Format – An additional cost of $500 will be added to the total
for a Custom Format. A choice of 4-5 Standard formats will be offered at no
additional charge.
• Non-Standard Categories – An additional charge of $1.00 per category per
Employee Benefit Statement will be charged.
• Postage – If Employee Benefit Statements are to be mailed to the Employee’s
home, the postage costs will be at the Client’s expense.
The Brinson Benefits team will initiate an initial conference call with the appropriate
parties at the City of Coppell in order to establish a time line expectation for the
project along with assuring that all parties involved are informed of the parameters of
the project. Timeline target dates will change depending on client’s response time to
each Timeline element.
PROFESSIONAL SERVICES AGREEMENT ADDENDUM
EXHIBIT C
MATRIA PROGRAM ADDENDUM
The City of Coppell (the “Customer”) has elected to utilize one or more wellness
programs (the “Programs”) developed and maintained by Matria Health Enhancement Company
and its Affiliates (“Matria”). Brinson Benefits, Inc. the “Participating Member Firm”) has an
agreement with Matria requiring the Participating Member Firm to enter into an agreement with
the Customer to have the Customer to acknowledge and fulfill certain obligations with respect to
the Programs. This addendum to the contract between the Customer and the Participating
Member Firm (the “Contract”) sets forth those obligations and is incorporated into, and forms a
part of, the Contract. For the consideration specified in the Contract, including the ability to
utilize the Programs, the Customer acknowledges and agrees to the following:
1. The Customer will: (i) conduct business in a manner that does not reflect
unfavorably on the products, services, goodwill and reputation of Matria or the
Participating Member Firm, (ii) avoid deceptive, misleading, or unethical
practices that are or might be detrimental to Matria or the Participating Member
Firm or its products or services, including without limitation disparagement of
Matria or the Participating Member Firm or its products or services, (iii) make no
false or misleading representation with respect to the Programs, (iv) not publish or
use any misleading or deceptive advertising material, and (v) not convert, adjust,
alter or modify Programs without Matria’s prior written consent.
2. Matria and the Participating Member Firm may sell the Programs and any other
products and services to other entities unrelated to the Customer without any
obligation to the Customer.
3. The Customer will not directly or indirectly sell the Programs.
4. The Customer will use all reasonable efforts to cause its employees, Affiliates,
agents, and End-Users to cooperate with the Participating Member Firm in
connection with Matria’s provision of the Programs. For purposes of this
addendum, the term “Affiliate” means any individual, enterprise or entity that,
directly or indirectly, through one or more intermediaries, controls, is controlled
by or is under common control with such party. For purposes of this addendum,
the term “End-User” means all active employees of the Customer and non-
Medicare eligible retirees of the Customer eligible for a Program, all persons on
long-term disability eligible for a Program, all non-Medicare eligible employees
or retirees claiming COBRA coverage that are eligible for a Program, and all
persons who obtain coverage, including COBRA coverage, for a non-Medicare
eligible dependent who is eligible for a Program.
5. In connection with the use of the Programs, the Customer will comply with all
applicable laws, including, without limitation, laws regarding confidentiality of
health records, and will only access, use and disclose patient health records and
information in accordance with all applicable laws. Without limiting the
generality of the foregoing, the Customer agrees to comply with the applicable
provisions of HIPAA, the Employee Retirement Income Security Act (“ERISA”),
if applicable, and related regulations, and to enter into such agreements with the
Participating Member Firm as may be reasonably necessary from time to time to
evidence such compliance.
6. The Customer will designate one member of its staff to serve as a liaison between
the Customer and the Participating Member Firm and Matria with respect to the
use of the Programs.
7. The Customer hereby represents and warrants to the Participating Member Firm
as follows:
a) The Customer owns, holds or otherwise possesses, or lawfully uses, all
licenses that are in any manner necessary for it to utilize the Programs.
b) To the extent required by applicable laws, including HIPAA, the Customer
represents and warrants that it has obtained all legally required consents
and authorizations that are necessary for the Participating Member Firm
and Matria and their Affiliates to provide the Programs to the Customer
and End-Users.
c) The Customer will utilize the reports provided by the Participating
Member Firm or Matria solely for the purpose of evaluating the Programs.
The Customer will not provide the reports or any information therein to
any third party without the Participant Member Firm’s or Matria’s prior
written consent. To the extent that the Customer has requested the
Participating Member Firm or Matria to provide reports or information
that may in any way provide identifiable End-User information, the
Customer (1) will only allow persons to have access to such information to
the extent authorized in accordance with all applicable laws, including
without limitation, ERISA, if applicable and HIPAA, and (2) will not use
or disclose such information in violation of this addendum or any
applicable law, including, without limitation, ERISA, if applicable, and
HIPAA.
8. This addendum will terminate upon the termination of the Contract. This
addendum may be terminated by the Participating Member Firm (1) in the event
the Participating Member Firm’s ability to provide the Programs terminates or (2)
upon 60 days advance written notice to the Customer. The Customer may
terminate this addendum upon 60 days advance written notice to the Participating
Member Firm. Notwithstanding the preceding sentence, the Customer may not
terminate the addendum for at least one year. If the Customer elects to utilize a
2
Program other than Matria’s “On Line Wellness Program,” the use of that other
Program may only be terminated by the Customer on an annual anniversary date
of the commencement of the use of the On Line Wellness Program.
Upon termination of this addendum for any reason, the Customer will
immediately: (i) discontinue use of Matria Marks, (ii) cease all use of the
Programs, and (iii) return all Confidential Information (as defined below) to
Matria or the Participating Member Firm. Each of the parties will reasonably
cooperate to wind-up the relationship between the parties. The Customer will
bear the expense of notifying its End-Users of the termination of the addendum
and any costs associated with transitioning its End-Users to a new program.
Termination of this addendum will not relieve the Customer of its obligation to
pay all fees incurred prior to the effective date of such termination and will not
limit a party from pursuing all remedies available to it. Provisions of this
addendum relating to confidentiality, proprietary rights, disclaimers, limitations of
liability and indemnification, along with other provisions intended to survive, will
survive termination of this addendum.
9. The Customer will (a) not, directly or indirectly, use or disclose Confidential
Information except to the extent necessary to utilize the Programs, and (b) retain
Confidential Information in strictest confidence. These restrictions will apply so
long as this addendum is in effect and for a period of three years thereafter;
provided, that with regarding to any Confidential Information constituting a
“trade secret” under applicable law, these restrictions will continue to apply for so
long as such item constitutes a trade secret. Notwithstanding the foregoing, a
party may disclose Confidential Information when, and to the extent, required to
do so by applicable law, a court of competent jurisdiction or a governmental
entity; provided, however, that such party shall, to the extent practicable, give
prompt notice of such requirement to the other party so that such other party may
seek a protective order or other appropriate remedy and may disclose Confidential
Information to its attorney. For purposes of this addendum, the term
“Confidential Information” means (1) any materials, information, or data of
Matria, its affiliates and suppliers in any form, and (2) any derivative works based
on any such materials, information or data; provided, however, Confidential
Information shall not include materials, information or data to the extent it (i) was
lawfully known to the receiving party at the time of disclosure and not subject to
an agreement of confidentiality between the parties, (ii) is or becomes publicly
known through no act or omission by the receiving party, (iii) is disclosed to the
receiving party by a third party having the legal right to make such disclosure
without restriction, or (iv) is intended to be distributed to the Participating
Member Firm or Customer, including but not limited to marketing materials to be
provided to potential Customers. In addition, the terms of this Addendum and the
pricing for the Programs will be considered Confidential Information of Matria.
3
10. The Programs are proprietary to Matria and/or its Affiliates and are comprised, in
part, of Matria Confidential Information. Except as expressly set forth in this
addendum, the Programs and Confidential Information may not be duplicated,
modified, reproduced, or used for the benefit of a third party. The Customer
acknowledges and agrees that it does not now own, nor by virtue of this
addendum or the serves rendered hereunder will it acquire, any right, title or
interest in or to the Programs or the intellectual property underlying such
Programs, including, without limitation, Matria web sites, educational materials,
Program software and hardware, technology, content, information, know how,
forms, policies, procedures, manuals, specifications, service models, and designs,
or any Matria Confidential Information, and that such right, title and interest is
and will remain owned by Matria and its Affiliates, as applicable.
11. During the period in which this addendum is in effect, the parties may use the
Marks of the other party to the extent reasonable and necessary to convey
information and perform their obligations under this addendum; provided, that
each party will retain all right, title, and interest in such Marks; further provided,
that Matria may issue a statement and/or other release noting that the Customer is
a customer of Matria, subject to the approval of the Customer. For purposes of
this addendum, “Mark” includes without limitation trademarks, trade names,
service marks, and service names. The Customer and Matria reserve the right to
change their Marks at any time. The Customer will be responsible for choosing
Marks and private labels that do not infringe the rights of others, that do not
inaccurately portray the Programs or mislead End-Users, and that are chosen and
used in accordance with all applicable laws. The Customer will indemnify,
defend and hold harmless Matria, its Affiliates and is subcontractors against
claims brought by third parties regarding such Marks and private labels,
including, but not limited to, infringement by or of its own Marks.
12. If the Customer breaches or threatens to commit a breach of any of the provisions
of paragraphs 9, 10 or 11, Matria will have the right to seek injunctive relief and
specific performance, each of which is in addition to, and not in lieu of, any other
rights and remedies available to Matria at law or in equity (or otherwise), it being
agreed that any such breach or threatened breach would cause irreparable injury to
Matria and that money damages would not provide an adequate remedy.
13. THE PROGRAMS ARE EDUCATIONAL AND INFORMATIONAL TOOLS
ONLY AND DO NOT CONSTITUTE CLINICAL SERVICES. EXCEPT AS
EXPRESSLY SET FORTH IN THIS AGREEMENT, NEITHER THE
PARTICIPATING MEMBER FIRM NOR MATRIA MAKES AND HEREBY
DISCLAIMS ANY REPRESENTATION OR WARRANTY OF ANY KIND,
EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OR
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE,
REGARDING THE PROGRAMS, THEIR ABILITY TO REDUCE COSTS OR
IMPROVE OUTCOMES. IN NO EVENT SHALL EITHER THE
PARTICIPATING MEMBER FIRM OR MATRIA BE LIABLE FOR
INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR SPECIAL
4
DAMAGES, LOSS OF DATA OR LOST PROFITS, EVEN IF EITHER HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. MATRIA’S
AND THE PARTICIPATING MEMBER FIRM’S AGGREGATE MONETARY
LIABILITY TO THE CUSTOMER, ITS AFFILIATES AND END-USERS
UNDER THIS ADDENDUM AND WITH RESPECT TO THE PROGRAMS
FURNISHED HEREUNDER (WHETHER UNDER CONTRACT, TORT, OR
ANY OTHER THEORY OF LAW OR EQUITY) SHALL NOT EXCEED,
UNDER ANY CIRCUMSTANCES, THE LESSER OF (I) THE PRICE PAID
BY THE CUSTOMER TO THE PARTICIPATING MEMBER FIRM FOR THE
PROGRAMS DURING THE ONE YEAR PRECEDING THE CLAIM, OR (II)
FIVE HUNDRED THOUSAND DOLLARS ($500,000). THE FOREGOING
LIMITATION OF LIABILITY REPRESENTS THE ALLOCATION OF RISK
BETWEEN THE PARTIES AS REFLECTED IN THE PRICING HEREUNDER
AND IS AN ESSENTIAL ELEMENT OF THE BASIS OF THE BARGAIN
BETWEEN THE PARTIES.
HEALTH INFORMATION PROVIDED IS BASED ON MEDICAL
LITERATURE. HOWEVER, USE OF SUCH INFORMATION IS NOT
INTENDED TO REPLACE PROFESSIONAL MEDICAL ADVICE AND
CARE FROM A DOCTOR. THE HEALTH INFORMATION IS INTENDED
TO HELP PEOPLE MAKE BETTER HEALTH CARE DECISIONS AND
TAKE GREATER RESPONSIBILITY FOR THEIR OWN HEALTH, BUT
MAY NOT RESULT IN ACTUAL ACHIEVEMENT OF THESE GOALS. THE
CUSTOMER EXPRESSLY ACKNOWLEDGES AND AGREES THAT
NEITHER THE PARTICIPATING MEMBER FIRM NOR MATRIA IS
RESPONSIBLE FOR THE RESULTS OF ITS END-USERS’ USE OF SUCH
INFORMATION, INCLUDING, BUT NOT LIMITED TO, END-USERS
CHOOSING TO SEEK OR NOT TO SEEK PROFESSIONAL MEDICAL
CARE, OR END- USERS CHOOSING OR NOT CHOOSING SPECIFIC
TREATMENT.
14. In addition to the indemnity provided in the contract, the Customer will indemnify
and hold harmless Matria, the Participating Member Firm, their respective
Affiliates and their respective shareholders, directors, partners, officers,
employees and agents, from and against any and all claims, damages, costs and
expenses (including, without limitation, attorneys’ fees and expenses)
(collectively “Damages”), brought or otherwise claimed by a third party and
arising out of or relating to any material breach by Customer of this addendum or
from the willful misconduct or negligence of the Customer or any of its officers,
agents or employees in any manner related to the subject matter of this addendum.
The Customer’s indemnification obligations under this paragraph will be
conditioned on the receipt of prompt written notice from Matria or the
Participating Member Firm to the Customer specifying any event or assertion of
which Matria or the Participating Member Firm may request indemnification
hereunder. Matria and/or the Participating Member Firm and the Customer will
cooperate in determining the validity of any claim or assertion requiring
5
indemnity hereunder and in defending against third parties with respect to the
same. Unless otherwise determined by the Customer in its sole discretion, the
defense of such litigation will be within the control of the Customer. In the event
that the Customer elects to control the defense of any such litigation, Matria
and/or the Participating Member Firm will be entitled to participate in such
defense with counsel of its choice at its own expense, and shall cooperate fully in
connection therewith. Matria’s and/or the Participating Member Firm’s failure to
give timely notice or to provide copies of documents or to furnish relevant data in
connection with any such third party claim will constitute a defense (in whole or
in part) to any claim for indemnification by it.
15. The relationship of the parties will be that of independent contractors, and nothing
in this addendum will be construed to: (a) give either party the power to direct and
control the day-to-day activities of the other, (b) permit either party to make any
representation on behalf of the other or to bind the other, or (c) constitute the
parties as partners, joint venturers or co-owners.
16. Notwithstanding anything to the contrary, Matria will have the right to de-identify
information and data (collectively, “Data”) and to aggregate such de-identified
Data with Matria’s and/or its Affiliates’ databases, and to use such de-identified
Data in accordance with all applicable laws for purposes such as to evaluate and
improve performance of its Programs, and such de-identified Data will be the
property of Matria or its Affiliates.
17. During the period this addendum is in effect and for one year thereafter, the
Customer will not, directly or indirectly, employ or offer to employ (as an
employee, independent contractor, consultant or otherwise) any current or former
employee of Matria or the Participating Member Firm, who then is or was during
the preceding one year period involved, in any material respect, in the provisions
or receipt of services under this addendum.
18. Neither Matria nor the Participating Member Firm will be liable for any claim
under or breach of this addendum resulting from any failure to perform if such
performance is prevented by any event of force majeure, including, without
limitation, fire or explosion, flood, earthquake, severe weather or other act of
God, strike, lockout, boycott, picketing, labor dispute or disturbance, order of any
governmental entity, act of terrorism, or other reason beyond the reasonable
control of the parties.
19. The Customer (a) makes all payment determinations with respect to an End-User
or a health care provider’s claim for health care services and neither the
Participating Member Firm nor Matria is responsible for payment of any such
claims and (b) makes all coverage decisions with respect to an End-User’s
eligibility for or entitlement to coverage or entitlement to receive payment for any
admission or health care service provided to the End-User and neither the
Participating Member Firm nor Matria shall have any duty to advise healthcare
providers or End-Users, with respect to the foregoing. Neither the Participating
6
Member Firm nor Matria, its Affiliates or agents are required to engage in any
activity which may be construed or deemed to constitute the practice of medicine
under any state’s laws.
20. The parties agree and intend that, for purposes of ERISA, if applicable, the
Consolidated Omnibus Budget Reconciliation Act of 1985 (“COBRA”), and any
other applicable law, neither the Participating Member Firm nor Matria will be
deemed the “Administrator” and/or “named Fiduciary” or other fiduciary. The
Customer waives and will not have any cause of action, at law or in equity,
against the Participating Member Firm or Matria, their Affiliates, employees,
agents, officers and directors, and hereby releases each of the foregoing parties of
and from any and all claims, demands, obligations, liabilities, and causes of action
of every nature whatsoever, relating to, arising out of, or resulting from the
enforcement of any compliance with ERISA, if applicable, or COBRA.
21. Due to the provisions of the Programs by Matria to the Customer through the
Participating Member Firm, Matria is entitled to the benefit of the foregoing
acknowledgements, disclaimers and limitations.
Executed by Customer:
Date: ____________________________
Signature: ________________________
Printed
Name: ___________________________
KD_IM-740315_4.DOC
7
OCTOBER 2008-SEPTEMBER 2009 CITY OF COPPELL
It is the pleasure of Brinson Benefits to
present for your consideration...
Presented by:
Dee Beasley Hayden
(972) 788-9119, ext. 192
dee@brinsonbenefits.com
Online Enrollment, Management
System Offers Multiple Efficiencies
benefitsCONNECTSM streamlines enrollment processes, enhances benefits management, and improves
information sharing among employees, employers, and insurance providers.
How does benefitsCONNECTSM streamline the enrollment process?
• Enables efficient data sharing and transferring of benefits information to any third party who can
accept electronic files
• Produces enrollment forms populated with information entered online by the employees for vendors who require forms • Produces online employee benefit statements • Allows documents, such as SPDs or benefit overviews, to be uploaded for employees to access any time • Includes a modeling component to calculate benefit costs during the enrollment process
How does benefitsCONNECTSM enhance benefits management?
• Leverages the use of information collected for management reporting purposes. Information can
be downloaded into Microsoft Excel or Access to further customize reports • Integrates benefit election data with existing internal systems, such as payroll, HRIS, and other corporate accounting and management systems • Produces vendor billing information • Maintains a chronological transaction log vital to the integrity and accountability of any benefits administration system • Increases accuracy and efficiency by collecting all required employee information the first time
It is estimated that over $50 billion is spent annually on duplicative paper processes in the administration
of group insurance products.
Brinson Benefits’ unique partnership with benefitsCONNECTSM offers a web-based employee benefits
enrollment and management system, which can reduce administrative time and costs.
Third Year Implementation Schedule of Fees—Fiserv
System Development
Annual User Fee – Client Access License(s)
Electronic Feed Distribution
Fiserv – Medical, PBM, HRA & FSA , DM Survey
Humana—Dental
Block Vision—Vision
Annual Technical & Consulting Support Fees
Total 3rd Year Implementation Fee $ 20,529
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
Parks and Recreation
September 23, 2008
13/F
✔
CONTRACT/BID or PROPOSAL
Consider approval of a contract for the renewal of the Dallas County Health Services Agreement, effective October 1,
2008 through September 30, 2009, in the amount of $3,131.00 and authorizing the mayor to sign.
For FY 2009, the Dallas County Commissioners Court elected not to increase the contract amount, therefore, the
contract cost is based on the FY 2008 contract amount.
Funds for this contract are budgeted in Environmental Health, Other Professional Services.
^Dallas Co. Health- 1 AR
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
Finance
September 23, 2008
14
✔
RESOLUTION
Consider approval of a Resolution approving the revised Notice of Intention to issue Combination Tax and Revenue
Certificates of Obligation and authorizing the Mayor to sign.
During negotiations for the acquisition of the land, it was necessary to revise the amount of land being acquired. This
change resulted in the revised Notice of Intention being published on September 12, 2008 and September 19, 2008.
This change also moved the sale sate of the Certificates from September 23, 2008 to October 14, 2008. The closing
date remains October 23, 2008.
Staff recommends approval.
$Intent to Issue Revised-1AR
CERTIFICATE FOR RESOLUTION
THE STATE OF TEXAS :
COUNTIES OF DALLAS AND DENTON :
CITY OF COPPELL :
We, the undersigned officers of said City, hereby certify as follows:
1. The City Council of said City convened in REGULAR MEETING ON THE 23RD
DAY OF SEPTEMBER, 2008, at the City Hall, and the roll was called of the duly constituted officers
and members of said City Council, to-wit:
Douglas N. Stover, Mayor
Marvin M. Franklin, Mayor Pro Tem
Jayne Peters
Brianna Hinojosa-Flores
Marsha Tunnell
Billy Faught
Karen Hunt
Libby Ball, City Secretary
and all of said persons were present, except the following absentees:
______________________________ thus constituting a quorum. Whereupon, among other business, the
following was transacted at said Meeting: a written
RESOLUTION APPROVING REVISED NOTICE OF INTENTION TO ISSUE COMBINATION
TAX AND REVENUE CERTIFICATES OF OBLIGATION
was duly introduced for the consideration of said City Council and read in full. It was then duly moved
and seconded that said Resolution be passed; and, after due discussion, said motion carrying with it the
passage of said Resolution, prevailed and carried by the following vote:
AYES: All members of said City Council shown present above voted "Aye".
NOES: None.
2. That a true, full and correct copy of the aforesaid Resolution passed at the Meeting
described in the above and foregoing paragraph is attached to and follows this Certificate; that said
Resolution has been duly recorded in said City Council's minutes of said Meeting; that the above and
foregoing paragraph is a true, full and correct excerpt from said City Council's minutes of said Meeting
pertaining to the passage of said Resolution; that the persons named in the above and foregoing paragraph
are the duly chosen, qualified and acting officers and members of said City Council as indicated therein;
that each of the officers and members of said City Council was duly and sufficiently notified officially
and personally, in advance, of the time, place and purpose of the aforesaid Meeting, and that said
Resolution would be introduced and considered for passage at said Meeting, and each of said officers and
members consented, in advance, to the holding of said Meeting for such purpose, and that said Meeting
was open to the public and public notice of the time, place and purpose of said meeting was given, all as
required by Chapter 551, Texas Government Code.
3. That the Mayor of said City has approved and hereby approves the aforesaid Resolution;
that the Mayor and the City Secretary of said City have duly signed said Resolution; and that the Mayor
and the City Secretary of said City hereby declare that their signing of this Certificate shall constitute the
signing of the attached and following copy of said Resolution for all purposes.
SIGNED AND SEALED the 23rd day of September, 2008.
____________________ _________________________
City Secretary Mayor
(CITY SEAL)
RESOLUTION #__________
RESOLUTION APPROVING REVISED NOTICE OF INTENTION TO ISSUE
COMBINATION TAX AND REVENUE CERTIFICATES OF OBLIGATION
THE STATE OF TEXAS :
COUNTIES OF DALLAS AND DENTON :
CITY OF COPPELL :
WHEREAS, the City Council, at a regular meeting of August 12, 2008, authorized the
publication of Notice of Intention to issue Combination Tax and Revenue Certificates of Obligation,
Series A and Series B, for the acquisition of land known as North Lake Property as owned by Luminant
Energy; and
WHEREAS, the Notice of Intention (“Notice”) to issue the Combination Tax and Revenue
Certificates of Obligation (“Certificates of Obligation”) was published on August 15, 2008 and August
22, 2008, for the sale and authorization of the Certificates of Obligation by the City Council on
September 23, 2008; and
WHEREAS, after negotiations for the acquisition of the land, it was necessary to revise the
Notice of Intention to reduce the amount of land which is to be acquired, and also reduce the amount of
the proposed Certificates of Obligation, Series B, which resulted in a publication of a revised Notice of
Intention to issue Combination Tax and Revenue Certificates of Obligation for the sale and authorization
by the City, at the City Council’s regular meeting of October 14, 2008; and
WHEREAS, the revised Notice has been duly published on September 12, 2008 and September
19, 2008 for the sale and authorization of the Certificates of Obligation; and
WHEREAS, it is hereby officially found and determined that the meeting at which this
Resolution was passed, was open to the public and public notice of the time, place, and purpose of said
meeting was given, all as required by Chapter 551, Texas Government Code.
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COPPELL:
1. That attached hereto is the form of the revised Notice of Intention to issue Combination Tax
and Revenue Certificates of Obligation which has been duly published in a newspaper of general
circulation in said City on September 12, 2008 and September 19, 2008, and such Notice is hereby
approved, ratified and affirmed by the City Council on behalf of the City.
2. That this Resolution shall become effective immediately upon adoption.
APPROVED AND ADOPTED this 23rd day of September, 2008.
ATTEST:
____________________________ ____________________________
City Secretary Mayor
APPROVED:
_____________________________
City Attorney
REVISED NOTICE FOR PUBLICATION
CITY OF COPPELL, TEXAS
NOTICE OF INTENTION TO ISSUE COMBINATION TAX AND REVENUE
CERTIFICATES OF OBLIGATION
The City of Coppell does hereby give notice of intention to issue Combination Tax and
Revenue Certificates of Obligation, in one or more series, being the Series A, in the
principal amount not to exceed $20,000,000, for the acquisition of approximately 360 acres
and the Series B, in the principal amount not to exceed $6,500,000, for the acquisition of
approximately 115 acres; being a total of approximately 475 acres all out of a tract of land of
approximately 940 acres known as North Lake property owned by Luminant, being located east of
south Beltline, south of east Beltline, west of Valley Ranch Road being located in Irving and north
of Hackberry Road, to be used in part for water system improvements including storage facilities
and pumping station and in part for future municipal improvements, facilities and purposes, and
for paying legal, fiscal, and engineering fees in connection with such projects. The City
proposes to provide for the payment of such Certificates of Obligation from the levy and
collection of ad valorem taxes in the City as provided by law, and from limited surplus
revenues of the City's Waterworks and Sewer System, remaining after payment of all
operation and maintenance expenses thereof, and all debt service, reserve, and other
requirements in connection with all of the City's revenue bonds or other obligations (now
or hereafter outstanding), which are payable from all or any part of the Net Revenues of
the City's combined Waterworks and Sewer System. The City Council intends to consider
for passage at a Regular Meeting to be held at 7:00 P.M., on October 14, 2008, the
Ordinances authorizing the issuance of City of Coppell, Texas Combination Tax and
Revenue Certificates of Obligation, Series A and Series B, at the City Hall, Coppell,
Texas.
Douglas N. Stover, Mayor
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
Human Resources
September 23, 2008
15
✔
CONTRACT/BID or PROPOSAL
Consider approval of awarding bid RFP#0093 City of Coppell Medical Plan Stop Loss Insurance to Aetna Signature
Administrators in the amount of $341,786 and authorizing the City Manager to sign.
Staff worked with our benefits consultant to request proposals for stop loss insurance coverage. All of these proposals
were reviewed by our staff Insurance Committee which consists of the City Manager's office, Director of Finance,
Chief Accountant, Director of Administration and Human Resources and the Assistant Director of Human Resources.
The Insurance Committee recommends awarding the contract to Aetna Signature Administrators for the City's Health
Benefit Plan Stop Loss insurance coverage in the amount of $341,786. Attached is an outline of the fees associated
with this agreement.
Funds for this contract are budgeted in the Self Insurance Fund.
Staff recommends approval.
&Aetnaagreement-1AR
City of Coppell
Renewal Analysis - $85,000 Stop Loss with Aggregating Specific
Census Information for Reinsurance Costs
Single 202
Family 128
Total 330 SOLD 10.01.08
Proposed Vendors:Current Initial Renewal Revised Renewal Option 1 Option 1
Claims Administrator Fiserv Fiserv Fiserv Fiserv Fiserv
Stop Loss Carrier Aetna Aetna Aetna Aetna Aetna
PPO Network Aetna Aetna Aetna Aetna Aetna (Revised)
Reinsurance Coverage:
Specific Deductible/Person
$75,000 with 45k
Agg. Spec.
$75,000 with 45k
Agg. Spec.
$75,000 with 45k
Agg. Spec.
$85,000 with 45k
Agg. Spec.
$85,000 with 45k
Agg. Spec.
Contract Basis 18/12 24/12 24/12 24/12 24/12
Lifetime Maximum Benefit/Person $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000
Specific Coverage Medical & Rx Medical & Rx Medical & Rx Medical & Rx Medical & Rx
Aggregate Coverage Medical & Rx Medical & Rx Medical & Rx Medical & Rx Medical & Rx
Reinsurance Costs:
Specific Reinsurance Premium (Single) $38.72 $54.58 $51.97 $49.39 $47.02
Specific Reinsurance Premium (Family) $116.03 $158.98 $151.39 $143.86 $136.97
Aggregate Reinsurance Premium $4.35 $4.48 $4.35 $4.53 $4.40
Monthly Medical/Rx Aggregate Factor (Single) $337.66 $354.43 $354.43 $358.84 $358.84
Monthly Medical/Rx Aggregate Factor (Family) $1,011.87 $1,032.42 $1,032.42 $1,045.26 $1,045.26
Monthly Reinsurance Premiums (fixed) $24,109 $32,853 $31,311 $29,886 $28,482
Monthly Aggregate Attachment Point (claims) $197,727 $203,745 $203,745 $206,279 $206,279
Annual Reinsurance Costs (premium + claims) $2,662,026 $2,839,173 $2,820,672 $2,833,981 $2,817,134
Fully Insured Transplant Costs:
Fully Insured Transplant Premium
Single $3.74 $3.74 $3.74 $3.74 $3.74
Family $8.52 $8.52 $8.52 $8.52 $8.52
Monthly Fully Insured Transplant Premiums 1,846 1,846 1,846 1,846 1,846
Administration Costs:
Medical Plan Administration Fee $18.32 $18.32 $18.32 $18.32 $18.32
Rx Administration - PBM $1.50 $1.50 $1.50 $1.50 $1.50
COBRA / HIPAA Administration Fee (paid annual in advance) $1.73 $1.73 $1.73 $1.73 $1.73
Wellness $8.00 $10.00 $10.00 $10.00 $10.00
Brinson Benefits $11.88 $12.23 $12.23 $12.23 $12.23
Utilization Review Services $5.85 $5.85 $5.85 $5.85 $5.85
Preferred Provider Network Fee $9.00 $9.00 $9.00 $9.00 $9.00
Monthly Administrative Fixed Costs $18,571 $19,349 $19,349 $19,349 $19,349
Group Totals:
Annual Reinsurance Cost $289,305 $394,238 $375,736 $358,634 $341,786
Annual Fully Insured Transplant Premiums $22,152 $22,152 $22,152 $22,152 $22,152
Annual Administration Cost $222,853 $232,184 $232,184 $232,184 $232,184
Annualized Fixed Cost $534,311 $648,575 $630,073 $612,970 $596,123
Expected Aggregate Stop Loss (Expected Claims) $1,898,176 $1,955,948 $1,955,948 $1,980,278 $1,980,278
Annualized Aggregate Stop Loss (Maximum Claims) $2,372,720 $2,444,935 $2,444,935 $2,475,348 $2,475,348
Aggregating Specific Potential Liability $45,000 $45,000 $45,000 $45,000 $45,000
Attached Laser Liability $0 $75,000 $75,000 $65,000 $65,000
Expected Annual Fixed + Claim Cost $2,477,487 $2,724,523 $2,706,021 $2,703,248 $2,686,401
Maximum Annual Fixed + Claim Cost $2,952,031 $3,213,510 $3,195,008 $3,198,318 $3,181,470
Percentage Change:
Reinsurance Cost 36.27% 29.88% 23.96% 18.14%
Administration Cost 4.19% 4.19% 4.19% 4.19%
Expected Claims 3.04% 3.04% 4.33% 4.33%
Aggregate Stop Loss 3.04% 3.04% 4.33% 4.33%
Fixed Renewal Cost (Reinsurance + Administration) 21.39% 17.92% 14.72% 11.57%
Expected Renewal Cost (Fixed + Expected Claims) 9.97% 9.22% 9.11% 8.43%
Maximum Renewal Cost (Fixed + Maximum Claims) 8.86% 8.23% 8.34% 7.77%
City of Coppell
9/12/2008 15
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
Human Resources
September 23, 2008
16
✔
CONTRACT/BID or PROPOSAL
Consider approval of a professional services agreement with United Medical Resources (UMR) to provide third party
health claim administration for the City of Coppell Health Benefit Plan in the amount of $147,893 and authorizing the
City Manager to sign.
The Staff Insurance committee which consists of the City Manager's Office, Director of Finance, Chief Staff
Accountant, Director and Assistant Director of Human Resources along with our benefits consultant Brinson Benefits
reviewed several companies solicited request for proposals. Staff recommends that we remain with UMR using the
Aetna PPO network for our City employees' health plan administration because their proposed services offered a
competitive overall cost. We believe that the Aetna network gives the City the best opportunity to be able to control
health care costs this next year. In addition, the services available through UMR gives the City the opportunity to
maintain our HRA medical plan design and Flexible Benefits plan through one provider. The total annual amount of
this agreement is $147,893.
Funds for this agreement are budgeted in the Self Insurance Fund.
Staff recommends approval.
&UMRagreement-1AR
A renewal presentation for:
City of Coppell
Presented to Brinson Benefits by Kelly Millender & Jana Nentwich
July 2008
City of Coppell Page 2
Health Care Trends
At UMR, our customers and members come first. Our goal is to promote overall health in
members, while controlling costs.
In 2007 . . .
•Nationwide, medical trend was 11.6 percent for PPO plans1
•UMR book of business medical trend was 2.2 percent
•Employees across the country were asked to contribute more through higher premiums,
deductibles, co-payments, and coinsurance levels
•The momentum of high deductible health plans was slower than previously predicted
In 2008 . . .
•Nationwide, medical trend is projected to be between 9.4 percent and 11.7 percent1
•UMR book of business medical trend is projected to be between 5 percent and 6 percent
•The focus on cutting-costs moves from increasing member expenditures to education and
wellness programs
Together companies and employees can influence the bottom line now and in the future. UMR
looks forward to continuing our role in providing options and solutions designed to achieve
successful results.
1- 2008 Segal Health Plan Cost Trend Survey
City of Coppell Page 3
Renewal Administration Fee Summary
City of Coppell
Effective: 10/01/2008
All fees shown as PEPM unless noted
Administration and Access Fees EEs Current Renewal %Change
Medical claims 335 $18.32 $18.32 0.00%
Aetna Signature AdministratorsSM – access fee 335 $9.00 $9.00 0.00%
Commission 335 Net Net 0.00%
Stop loss interface 335 Included Included 0.00%
Enhanced utilization and case management 335 $3.00 $3.00 0.00%
Disease management 335 $2.85 $2.85 0.00%
Health reimbursement account 335 Included Included 0.00%
Flex – HCA - PPPM 67 $4.00 $4.00 0.00%
Flex – DCA
33
Included in HCA
fee
Included in HCA
fee 0.00%
Average PEPM: $33.97 $33.97 0.00%
Total annual: $136,559 $136,559 0.00%
Other Products and Services Current Renewal
Ad hoc reports and analysis – per hour (2 hours are
included in the administrative fee) $100.00 $100.00
ID card mailing charge – employee residence Included Included
New York surcharge filing and administration – annual
fee Included Included
Medstat reporting Included Included
Electronic eligibility to outside vendor - current
arrangement Included Included
Customized ID cards – per new card set up Waived $1,000 per new card setup
Mail special packets to new hires - current arrangement Postage cost Postage cost
Claim reprocessing – per claim $25.00 $25.00
Subrogation – percent of recoveries 33% 33%
Banking - positive pay agreement – annual fee $700.00 $700.00
Cost reduction and savings program - percent of savings 30% 30%
Insured transplant carveout coordination fee Included Included
Run-out claim administration* – Month 1 Base medical administration fee (network access, UM/CM,
and disease management fees not charged)
Run-out claim administration* – Month 2 75% of base medical administration fee
Run-out claim administration* – Month 3 50% of base medical administration fee
Run-out claim administration* – Month 4 $1,000 flat fee
Run-out claim administration* – Month 5 – Month 6 No charge
Run-out claim administration* – Month 7 $500 flat fee
Run-out claim administration* – Month 8 – Month 12 No charge
*If the contract is terminated before October 1, 2010, a $2,500 early termination fee will be applied.
City of Coppell Page 4
Optional Products and Services Summary
City of Coppell
Effective: 10/01/2008
All fees shown as PEPM unless noted
Optional Products
UnitedHealthcare Options PPO Network – access fee – 335 employees $10.40
Conditions
•UMR assumes all services provided will be handled according to our standard format
and procedures, unless otherwise specifically addressed within this proposal. Specialized
services will be priced as necessary.
•Fees proposed assume utilization and case management services are provided through
Avidyn Health in order to access the UnitedHealthcare Options PPO Network.
•Fees proposed assume UMR will provide at a minimum, medical administration,
network access, utilization and case management, prescription drug coverage, and stop
loss purchased through UMR on an Aetna stop loss policy to access the Aetna Signature
Administrators(SM) network.
•Aetna Signature AdministratorsSM network access fees assume a standard PPO plan
design with a minimum differential of 20 percent coinsurance between in-network and
out-of-network benefits, no referral administration, and no primary care physician
tracking.
•Fees proposed assume that the schedule of benefits complies with the minimum
differential which may be required by the network(s). UMR will assist with that
determination if needed.
•Fees proposed are subject to change if a division, subsidiary, affiliated company is added
or deleted from the plan, or if the number of covered employees changes by 15 percent or
more from this proposal.
•Fees proposed assume a three-year contract. Additional fees apply if contract is
terminated early.
•This proposal is valid until the effective date and does not bind coverage or obligate
UMR.
•All quoted product fees assume UMR administers the medical plan.
•Claims reprocessing due to situations such as retroactive benefit or eligibility changes
may require additional fees.
•Utilization of non-approved PBM may require additional fees. Please refer to your UMR
contact for approved PBMs.
•Deductible integration of prescription drug and medical claims requires daily
connectivity between the pharmacy benefits manager (PBM) and the plan administrator,
additional coordination fees apply. External vendors are subject to prior approval.
•UMR and the stop loss carriers are not bound by any typographical errors and/or
omissions contained herein. Refer to actual proposal rates, contingencies, and other
conditions.
•Proposed fees assume a standard PPO plan design with no referral administration and
no primary care physician tracking.
WORK SESSION CONSENT REGULAR
DEPT:
DATE:
ITEM #:
AGENDA REQUEST FORM
ITEM TYPE:
ITEM CAPTION:
GOAL(S):
EXECUTIVE SUMMARY:
FINANCIAL COMMENTS:
RECOMMENDED ACTION: ACTION TAKEN BY COUNCIL:
ȱ
City Manager
September 23, 2008
17
✔
PROCEDURAL
Consider approval of the Annual Report from the Coppell Education Development Corporation.
Only four meetings were held because only seven grant applications were submitted. We have written to the school
districts involved and requested they spend the outstanding revenue.
Staff recommends approval.
!CEDC-1AR
COPPELL EDUCATION DEVELOPMENT CORPORATION
ANNUAL REPORT
FY07-08 ANNUAL PERFORMANCE REVIEW
FY08-09 PROJECTION OF GOALS
FY09 BUDGET
SEPTEMBER 23, 2008
ANNUAL CORPORATE BUDGET
FY07-08 ANNUAL PERFORMANCE REVIEW, FY08-09 PROJECTION OF GOALS
AND FY09 BUDGET
FY07-08 ANNUAL PERFORMANCE REVIEW
FY07-08 (October 1, 2007 through September 30, 2008) was the seventh fiscal year for the
Coppell Education Development Corporation (CEDC). Sales tax collection was scheduled to
end December 31, 2007, but was extended by the State Comptroller to March 31, 2008. The
following seven individuals comprised the CEDC Board of Directors:
1) Antonio Altemus 467 Clear Creek Lane, Coppell, TX 75019 2-yr. term
2) Gina Mote 1523 Falls Road, Coppell, TX 75019 1-yr. term
3) Bill Elieson 369 E. Parkway Blvd., Coppell, TX 70519 2-yr. term
4) Marilyn Kibler 306 Buttonwood Court, Coppell, TX 75019 2-yr. term
5) Brian Letzkus 105 Branchwood Trail, Coppell, TX 75019 1-yr. term
6) Thomas Massimi 1018 Gibbs Crossing, Coppell, TX 75019 1-yr. term
7) April Terry 164 Bricknell Lane, Coppell, TX 75019 2-yr. term
The CEDC Board of Directors met on Wednesday, November 14, 2007 at Coppell Town
Center. At this first meeting the CEDC Board elected the following individuals to serve as
officers per its bylaws:
Antonio Altemus, President
Biran Letzkus, Vice President
Gina Mote, Secretary
With these officers presiding, joined by the CEDC staff liaison Jim Witt, Coppell City
Manager, and Kathy Bowling, Recording Secretary, the CEDC held four Board of Director
meetings throughout FY07-08 including November 14, 2007, December 12, 2007, February
13, 2008, and May 14, 2008. The regularly scheduled October 2007, January, March, April,
June, July, August and September 2008 meetings were cancelled because there were no grants
to review.
GRANT APPLICATIONS AND REVIEW
At the November 14, 2007 meeting the Board unanimously approved three grants from the
Coppell Independent School District. They included: A grant in the amount of $1,236,368 for
18 ESL teachers, 3 aides and 3 bilingual teachers; a grant in the amount of $847,412 for 13
Spanish teachers at the high school, and 2.5 Spanish teachers at Coppell middle schools; and a
2
grant in the amount of $761,314 for 13 literacy intervention support teachers. One grant from
The North Hills Preparatory School was also approved to provide funding for computers,
keyboards, monitors, printers and software to update technology in the amount of $54,210.
At the December 12, 2007 meeting the Board voted to approve a grant application from the
Lewisville Independent School District in the amount of $9,660 for books at Rockbrook
Elementary.
At the February 13, 2008 meeting a grant from Coppell Independent School District in the
amount of $45,000 for production equipment for students interested in communications careers
at the high school was unanimously approved.
SCHOOL # OF
STUDENTS
% OF
FUNDS
BUDGET ALLOCATION
AS OF 4/15/08 PLUS
CARRYOVERS
Coppell ISD 8,292 92.68% $8,376,722.97
Carrollton/Farmers
Branch ISD
515 5.76% $637,084.82
North Hills School 84 .94% ($367.90)
Lewisville ISD 56 .63% $18,666.07
TOTAL 8,947 100.00% $9,032,105.96
At the May 14, 2008 meeting a grant from The North Hills Preparatory School in the
amount of $25,000 was approved unanimously. The grant was for seven technology stations,
headphones, and six hours of professional development training for the entire faculty. City
Manager Jim Witt distributed the estimated sales tax collections as of April 15, 2008.
2008 ACTUAL RESULTS
CISD Total: $1,473,878 of $1,449,294 using $24,584*
CFBISD Total: $97,028 of $90,013 using $7,015*
NHS Total: $27,105 of $14,682 using $12,423*
LISD Total: $9,660 of $9,788 leaving $128
$1,607,671 of $1,563,777
*Funds carried forward.
3
Original sales tax projection was $3,700,000. Actual collections were $3,189,348 --
$510,652 less due to collections being less than anticipated. Any unspent funds roll forward to
the next year.
SUMMARY OF FY 2007-08 GRANT AWARDS
2008-L02 CISD ESL $1,236,368.00
20086-S01 CISD Spanish Teachers $ 847,412.00
2008-L01 CISD Literacy $ 761,314.00
2008-T02 CISD Technology $ 45,000.00
2008-L03 LISD Books $ 9,660.00
2008-T01 North Hills Technology $ 54,210.00
2008-T03 North Hills Technology $ 25,000.00
TOTAL $2,978,964.00
FY08-09 PROJECTION OF GOALS
The purpose and overriding goal of the Coppell Education Development Corporation, a
nonprofit, non-stock corporation with no members, is to finance programs to publicly funded
institutions which will promote literacy, foreign language and career technology for a skilled
workforce, as authorized by Section 379A of the TEXAS LOCAL GOVERNMENT CODE, as
amended. The collection of a half-cent sales tax for education ended on March 31, 2008.
Current board members will continue to serve until all funds have been expended. In support
of this goal, the objectives of the CEDC Board of Directors for FY08-09 (October 1, 2008
through final disbursement in 2009) are represented in brief by the following bulleted list:
Continue to convene the CEDC Board of Directors at regularly scheduled
meetings throughout FY09 to faithfully administer the CEDC grant application,
review and award funding in accordance with the bylaws, and the grant review
policy adopted by the Mayor and Council. The current CEDC education
development plan, in accordance with city of Coppell budgetary estimates,
expects to administer during FY09 the following levels of grant awards:
FY07 379A Sales Tax Revenue Estimate $9,032,106
Process FY09 Grant Applications from October 2008 through final distribution
of all remaining revenue.
Finalize FY09 Grant Agreements from October 2008 through final disbursement
of all funds.
4
Develop and submit final CEDC Annual Corporate Budget report by October 1,
2009.
Work with school districts to expend all remaining funds in as expedient a
manner as possible.
FY09 BUDGET
The CEDC FY09 Budget included herein is based on the most current available estimate of
FY08 collectable 379A sales tax revenues as provided by the Coppell Finance Director. This
budget is also simply modeled to reflect the four (4) top-level account categories used as a
standard in the budgets of the city of Coppell.
Revenues
Section 379A (Municipal Education Development Act) Sales Tax Revenue $200,000
Expenditures
Salary & Benefits $0
Supplies $0
Maintenance $0
Services
Grant Award Services $9,032,106
This Annual Corporate Budget report is respectfully submitted in accordance with the
Bylaws of the Coppell Education Development Corporation (CEDC) this 23rd day of September
2008.
ON BEHALF OF THE CEDC BOARD OF DIRECTORS
By: ___________________________________
Antonio Altemus, President
5
AGENDA REQUEST FORM DATE: September 23, 2008
ITEM #: 18
MAYOR AND COUNCIL REPORTS
A. Report by Mayor Stover regarding Bond Rating.
B. Report by Mayor Stover regarding Hurricane Ike Assistance.
C. Report by Councilmembers Brancheau and Faught regarding GrapeFest Mayoral
Grape Stomp.
Agenda Request Form - Revised 09/02 Document Name: %mayorreport
AGENDA REQUEST FORM
DATE: September 23, 2008
ITEM #: 19
COUNCIL COMMITTEE REPORTS
A. Carrollton/Farmers Branch ISD/Lewisville ISD – Tunnell.
B. Coppell ISD – Peters and Hinojosa-Flores.
C. Coppell Seniors – Brancheau and Faught.
D. Dallas Regional Mobility Coalition – Peters.
E. DFW Airport Board – Peters.
F. International Council for Local Environmental Initiatives (ICLEI) –Brancheau
G. Metrocrest Hospital Authority – Councilmember Tunnell.
H. Metrocrest Medical Foundation – Hunt.
I. Metrocrest Medical Services – Hinojosa-Flores.
J. Metrocrest Social Service Center – Hunt.
K. North Texas Council of Governments – Peters.
L. NTCOG/Regional Emergency Management – Franklin.
M. North Texas Commission – Franklin.
N. Senior Adult Services – Faught.
Agenda Request Form - Revised 06/03 Document Name: %ccommreport
AGENDA REQUEST FORM
DATE: September 23, 2008
ITEM #: 20
NECESSARY ACTION RESULTING FROM WORK SESSION
Agenda Request Form - Revised 02/04 Document Name: %necessaryactionwork
AGENDA REQUEST FORM
DATE: September 23, 2008
ITEM #: 21
NECESSARY ACTION RESULTING FROM EXECUTIVE SESSION
Agenda Request Form - Revised 09/02 Document Name: %necessaryactionexec
CERTIFICATE OF AGENDA ITEM SUBMISSION
Council Meeting Date: September 23, 2008
Department Submissions:
Item No. 10 was placed on the Agenda for the above-referenced City
Council meeting by the Fire Department. I have reviewed the Agenda
Request (and any backup if applicable) and hereby submit this item to the
City Council for consideration.
____________________
Fire Department
Item No. 11 was placed on the Agenda for the above-referenced City
Council meeting by the Police Department. I have reviewed the Agenda
Request (and any backup if applicable) and hereby submit this item to the
City Council for consideration.
____________________
Police Department
Item No. 13/F was placed on the Agenda for the above-referenced City
Council meeting by the Parks Department. I have reviewed the Agenda
Request (and any backup if applicable) and hereby submit this item to the
City Council for consideration.
____________________
Parks Department
Item Nos. 13/C and 13/D were placed on the Agenda for the above-
referenced City Council meeting by the Engineering Department. I have
reviewed the Agenda Requests (and any backup if applicable) and hereby
submit these items to the City Council for consideration.
____________________
Engineering Department
Item Nos. 13/E, 15 and 16 were placed on the Agenda for the above-
referenced City Council meeting by the Human Resources Department. I
have reviewed the Agenda Requests (and any backup if applicable) and
hereby submit these items to the City Council for consideration.
____________________
Human Resources 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
(or Deputy City Manager)