CP 2009-08-11
NOTICE OF CITY COUNCIL MEETING AND AGENDA
AUGUST 11, 2009
JAYNE PETERS, KAREN HUNT, Place 7
Mayor Mayor Pro Tem
TIM BRANCHEAU, Place 1 MARSHA TUNNELL, Place 4
BOB MAHALIK, Place 2 BILLY FAUGHT, Place 5
BRIANNA HINOJOSA-FLORES, Place 3 MARVIN FRANKLIN, Place 6
CLAY PHILLIPS, City Manager
MEETING TIME AND PLACE:
Call to Order 5:30 p.m. Council Chambers (Open to the Public)
Executive Session Immediately Following 1st Fl. Conf. Room (Closed to the Public)
Work Session Immediately Following 1st Fl. Conf. Room (Open to the Public)
Regular Session 7:30 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, August 11, 2009, at 5:30 p.m. for
Executive Session, Work Session will follow immediately thereafter, and Regular
Session will begin at 7:30 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 551.087, Texas Government Code – Economic
Development Negotiations.
1. ED Prospects south of Bethel Road, west of Freeport Parkway.
2. ED Prospects north of Southwestern Boulevard, east of
Freeport Parkway.
3. ED Prospects north of Bethel Road, east of S. Coppell Road
4. ED Prospects south of Bethel Road, west of S. Coppell Road.
WORK SESSION (Open to the Public)
3. Convene Work Session
A. Discussion regarding the Facilities Use Policy.
B. Discussion regarding the Annual Review of the written Investment
Policy.
C. Discussion regarding the Animal Services Ordinance.
D. Discussion of Agenda Items.
Adjourn Work Session.
PUBLIC ANNOUNCEMENTS
Public Service Announcements concerning local civic events and no Council
action is required or permitted.
REGULAR SESSION (Open to the Public)
4. Convene Regular Session.
5. Invocation.
6. Pledge of Allegiance.
7. Citizens' Appearances.
CONSENT AGENDA
8. Consider approval of the following consent agenda items:
A. Consider approval of minutes: July 28, 2009.
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ITEM # ITEM DESCRIPTION
B. Consider approval of accepting the resignation of Brent Wooten
from the Keep Coppell Beautiful Board.
C. Consider approval of a Resolution repealing in their entirety all
resolutions relating to the Community Red Cross Committee, and
authorizing the Mayor to sign.
D. Consider approval of a Resolution authorizing the use of Community
Development Block Grant funds from FY 2009 in the amount of
$56,401.00 as well as carryover funding from a previously completed
project in the amount of $1,769.26, for a total of $58,170.26, for the
installation of American with Disabilities Act compliant automatic
doors at the Justice Center and Town Center facilities, and
authorizing the Mayor to sign and execute any necessary
documents.
E. Consider approval of an ordinance amending Article 8-3 Parking,
Section 8-3-1(A) of the Code of Ordinances for the City of Coppell
to prohibit parking, stopping, or standing on school days, Monday
through Thursday between 7:00 a.m. and 9:00 a.m. and between
2:30 p.m. and 4:30 p.m., and on Friday between 7:00 a.m. and 9:00
a.m. and between 12:00 p.m. and 2:00 p.m., on the west side of
London Way from Sandy Lake Road to a point 300 feet north of the
north curb line of Westbury Drive, and authorizing the Mayor to sign.
F. Consider approval of an Ordinance amending the Code of
Ordinances for the City of Coppell Chapter 8, Article 1, Section 4,
School Zone Speed, to establish the maximum prima facie speed
limit for a designated school zone on Heartz Road, beginning 322
feet south of the curb line of Sandy Lake Road to 33 feet north of
the curb line of Westbury Drive; and authorizing the Mayor to sign.
G. Consider approval of the annual review of the written Investment
Policy of the City of Coppell as provided by the Public Funds
Investment Act, Chapter 2256, Texas Government Code.
H. Consider approval of an Ordinance of the City of Coppell, Texas,
amending Chapter 9, "General Regulations" by amending Section
9-1-8, "Animal Appeals and Advisory Board", by removing Chapter
826 (Rabies Control Act of 1981) and replacing it with Chapter 823
(Animal Shelters); and authorizing the Mayor to sign.
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ITEM # ITEM DESCRIPTION
I. Consider approval of an Ordinance of the City of Coppell, Texas,
amending Chapter 3 of the Code of Ordinances by amending
article 5-9, Scavenging Prohibited; to delete all references to an
authorized employee and replace with City Manager and his
designee and to delete all references to the Sanitation
Department; and authorizing the Mayor to sign.
J. Consider approval of a 90-day extension to the expiration date of
August 11, 2009 for the Coppell Office Village, Lot 1, Block A, Replat,
a replat to relocate and revise building lines, fire lanes and
easements to allow the development of an office building on 2.02
acres of land located along the south side of S.H. 121,
approximately 400 feet east of Denton Tap Road.
K. Consider approval of an Ordinance for Case No. PD-243-R,
Metrocrest Community Church, a zoning change from R (Retail) to
PD-243-R (Planned Development-243-Retail), to allow the
construction of a 7,419-square-foot church with a future expansion
area of 7,168 square feet on 1.99 acres of property located on the
south side of E. Sandy Lake Road, approximately 220 feet east of
Riverview Drive and authorizing the Mayor to sign.
END OF CONSENT
9. PUBLIC HEARING:
To receive public comment concerning the proposed 2009-2010 Budget
for the Coppell Crime Control and Prevention District.
10. To approve the proposed 2009-2010 Budget for the Coppell Crime Control
and Prevention District.
11. Consider approval of the certification of the 2009 anticipated collection
rate for the period of July 1, 2009 through June 30, 2010, and the amount
of excess debt collections during the period of July 1, 2008 through
June 30, 2009.
12. Consider approval of a proposed tax rate of 0.69146 for the 2009 tax year
and to set the Public Hearings on the proposed tax rate for the next
regularly scheduled Council Meeting on August 25, 2009 at 7:30 P.M. and
a Special called meeting on September 1, 2009 at 6:00 P.M.
13. Presentation regarding the Old Coppell development project.
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ITEM # ITEM DESCRIPTION
14. Consider approval of a Professional Services Agreement with Brinkley
Sargent Architects, in the amount of $521,745.00, for design and
construction administration services related to an expansion of the
Coppell Aquatics and Recreation Center, and authorizing the President of
the Coppell Recreation Development Corporation and the City Manager
to sign the necessary documents.
15. Consider approval of a Resolution authorizing the city staff to create a
Facility Rental Policy which stipulates fees for rental of city facilities,
acceptable uses, security measures, city and renter responsibilities, and
rules regarding the service and consumption of alcohol, and authorizing
the Mayor to sign the Resolution.
16. Consider approval of a Professional Services Agreement with Kimley-Horn
and Associates, Inc., in the amount of $125,000.00, for design and
construction administration services related to an expansion of the Wagon
Wheel Tennis Center, and authorizing the President of the Coppell
Recreation Development Corporation and the City Manager to sign the
necessary documents.
17. City Manager's Report.
A. Project Update and Future Agendas.
18. Necessary action resulting from Work Session.
19. Necessary action resulting from Executive Session.
Adjournment.
____________________________________
Jayne Peters, 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 7th day of August, 2009, at
__________________.
____________________________________
Libby Ball, City Secretary
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DETAILED INFORMATION REGARDING THIS AGENDA IS AVAILABLE ON
THE CITY'S WEBSITE (www.ci.coppell.tx.us) UNDER PUBLIC
DOCUMENTS, COUNCIL PACKETS.
PUBLIC NOTICES
STATEMENT FOR ADA COMPLIANCE
The City of Coppell acknowledges its responsibility to comply with the Americans With
Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require
special 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
COPPELL VISION 2030
Sustainable City Government
• Excellent City Services with high level of Customer Satisfaction
• “Green” City Operations and Facilities
• Excellent and Well-maintained City Infrastructure and Facilities
• Top Quality City Workforce
• Financial Resources to Support City Services
Business Prosperity
• Retention and Attraction of Businesses that generate revenues for the City
• Major Retail and Top Quality Business Office Park along I-635 and SH 121
• Old Coppell as a Small Town Village
• Community Commercial Centers
• House Offices and Home-Based Businesses
Community Wellness and Enrichment
• Community Gathering Places
• Recreation Programs and Services for all Generations
• Expand Cultural Arts Amenities and Opportunities
• Residents’ Wellness and Longevity
• Community Education Programs and Support of Top Quality Schools
• Multi-Use Trail Systems Connecting the City
Sense of Community
• Residents and Businesses Engaging and Contributing to the Coppell Community
• Strong Community Events and Festivals
• New Residents Welcome and Involved
• Effective Community Partnerships
• Future Civic Community Leaders’ Development
Special Place to Live
• Quality Housing for Family Generations
• Beautiful Green City
• Revitalizing Neighborhoods
• Mobility within Coppell
• Easy Access to Dallas-Fort Worth Regions
AGENDA REQUEST FORM
DATE: August 11, 2009
ITEM #: ES-2
EXECUTIVE SESSION
A. Section 551.087, Texas Government Code – Economic Development
Negotiations.
1. ED Prospects south of Bethel Road, west of Freeport Parkway.
2. ED Prospects north of Southwestern Boulevard, east of Freeport Parkway.
3. ED Prospects north of Bethel Road, east of S. Coppell Road.
4. ED Prospects south of Bethel Road, west of S. Coppell Road.
Agenda Request Form - Revised 02/04 Document Name: %exsessn
AGENDA REQUEST FORM
DATE: August 11, 2009
ITEM #: WS-3
WORK SESSION
A. Discussion regarding the Facilities Use Policy.
B. Discussion regarding the Annual Review of the written Investment Policy.
C. Discussion regarding the Animal Services Ordinance.
D. Discussion of Agenda Items.
Agenda Request Form - Revised 02/07 Document Name: %wksessn
AGENDA REQUEST FORM
DATE: August 11, 2009
ITEM #: 7
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
August 11, 2009
8/A
✔
PROCEDURAL
Consider approval of minutes: July 28, 2009
Minutes of the City Council meeting held on July 28, 2009
Staff recommends approval.
%minutes
MINUTES OF JULY 28, 2009
The City Council of the City of Coppell met in Regular Called Session on
Tuesday, July 28, 2009, at 5:30 p.m. in the City Council Chambers of Town
Center, 255 Parkway Boulevard, Coppell, Texas. The following members were
present:
Jayne Peters, Mayor
Karen Hunt, Mayor Pro Tem
Tim Brancheau, Councilmember
Bob Mahalik, Councilmember
Brianna Hinojosa-Flores, Councilmember
Marsha Tunnell, Councilmember
Billy Faught, Councilmember
Marvin Franklin, Councilmember (late arrival)
Also present were City Manager Clay Phillips, City Secretary Libby Ball and
City Attorney Robert Hager.
1. Call to order.
Mayor Peters 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. Discussion regarding Zoning Application Number
S-1033R2-SF-12.
2. Discussion regarding Northlake Settlement.
B. Section 551.087, Texas Government Code – Economic
Development Negotiations.
1. North of Bethel Road and East of Freeport Parkway.
2. North of Southwestern and East of Freeport
Parkway.
3. North of Creekview and West of Freeport Parkway.
4. North of Sandy Lake and West of North Coppell
Road.
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5. South of Bethel Road and West of South Coppell
Road.
Councilmember Franklin arrived prior to convening into Executive
Session.
Mayor Peters convened into Executive Session at 5:50 p.m. Mayor Peters
adjourned the Executive Session at 7:27 p.m. and reopened the Regular
Session.
WORK SESSION (Open to the Public)
3. Convene Work Session
A. Discussion regarding Boards & Commissions.
B. Discussion of Agenda Items.
REGULAR SESSION (Open to the Public)
4. Convene Regular Session.
5. Invocation.
Councilmember Billy Faught led those present in the Invocation.
6. Pledge of Allegiance.
Boy Scout Troop 842 led those present in the Pledge of Allegiance.
7. Presentation of the 2009 Achievement of Excellence in
Libraries Award from the Texas Municipal Library Directors
Association to the William T. Cozby Public Library.
Mayor Peters made a presentation and presented an award to Kathy
Edwards, Library Director.
8. Report by the Coppell Economic Development Committee.
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Bill Rohloff made the Board’s semi-annual report.
9. Citizens' Appearances.
1) Jeff Powell, 150 London Way, spoke against the Manara ordinance.
2) Paul Roth, 722 Armstrong, spoke regarding Toll Brothers
Construction and spoke regarding the size of the homes.
3) Felix Erfe, 718 Armstrong, spoke regarding the houses overlooking
his back yard.
4) Robert Boss, 978 Village Parkway, spoke regarding Kimbel Kourt,
regarding council procedures and the decision process and asked
to deny Manara.
5) Michael Erfe, 718 Armstrong, spoke regarding home sizes and
construction noises.
6) Louay Alkhatib, 2905 Trailwood Ln., spoke in support of Manara.
CONSENT AGENDA
10. Consider approval of the following consent agenda items:
A. Consider approval of minutes: July 14, 2009.
B. Consider approval of TXMAS Quote #130576, through
Miller Office Interiors, for supply and installation of the
furnishings for the Coppell Senior and Community
Center, in the amount of $65,895.28, and authorizing the
City Manager to execute the necessary documents.
C. Consider approval of an Ordinance for Case No. S-1033R2-
SF-12, Manara Academy, a zoning change request from
S-1033R-SF-12 (Special Use Permit-1033 Revised-Single
Family-12) to S-1033R2 SF-12 (Special Use Permit-1033
Revision 2-Single Family-12), to allow a Charter School
for Grades K-5, with a enrollment capacity of 326
students, to occupy the Christ Our Savior Lutheran
Church building only for the 2009 – 2010 school year on
4.58 acres of property, located at 140 S. Heartz Road and
authorizing the Mayor to sign.
Item C was pulled from the Consent Agenda for separate consideration.
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Items A and B:
Action:
Councilmember Tunnell moved to approve Consent Agenda Items A and
B. Councilmember Hinojosa-Flores seconded the motion; the motion
carried 7-0 with Mayor Pro Tem Hunt and Councilmembers Brancheau,
Mahalik, Hinojosa-Flores, Tunnell, Faught and Franklin voting in favor of
the motion.
Item C:
Presentation:
Marcie Diamond, Assistant Director of Planning, made a presentation to
Council.
Action:
Councilmember Franklin moved to approve Ordinance No. 91500-A-530.
Councilmember Brancheau seconded the motion.
Councilmember Franklin moved to amend the motion to add the
following conditions to the ordinance:
H. A 10 foot no play buffer area from the south and eastern property
lines shall be established. This “buffer zone” will be marked with
cones and students and staff will be instructed on compliance; and
I. School events that occur during evening hours, will be either split
by grades K-2nd and 3rd-5th on separate evenings or the event will
be split by student last name over at least two separate evenings.
Mayor Pro Tem Hunt seconded the amendment; the amendment carried
5-2 with Mayor Pro Tem Hunt and Councilmembers Mahalik, Hinojosa-
Flores, Faught and Franklin voting in favor of the amendment and
Councilmembers Brancheau and Tunnell voting against the amendment.
Vote was taken on the main motion which included the amendment. The
main motion carried 7-0 with Mayor Pro Tem Hunt and Councilmembers
Brancheau, Mahalik, Hinojosa-Flores, Tunnell, Faught and Franklin
voting in favor of the motion.
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11. City Manager's Report.
A. Project Update and Future Agendas.
A. City Manager Clay Phillips reported that S. Coppell Rd. is under
construction and should be complete around next summer. The
Kimbel Kourt project is the first project using the ¼ cent sales tax
fund. Southwestern Blvd. construction will begin in August.
Pensfold and Denton Tap will be going to bid in August. The
cemetery grand opening was held on July 18 and was well received
by the community. The Senior Center project is moving slowly but
should be set to open the beginning weeks of September. Allen
Road Park is complete and should be filled with kids soon. A
formal presentation of Old Coppell should be presented at the
August 11 meeting. The final budget workshop was held on July
30. Work plans, a facility use policy and discussion regarding
alternative fence materials will all be coming forward in the next
few months.
12. Council Committee Reports.
A. Carrollton/Farmers Branch ISD/Lewisville ISD – Tunnell
B. Coppell ISD – Mahalik and Hinojosa-Flores.
C. Coppell Seniors – Brancheau and Faught.
D. Dallas Regional Mobility Coalition – Peters and Hunt.
E. DFW Airport Board – Peters.
F. International Council for Local Environmental Initiatives
(ICLEI) – Brancheau
G. Metrocrest Hospital Authority – Tunnell.
H. Metrocrest Medical Foundation – Mahalik.
I. Metrocrest Medical Services – Hinojosa-Flores.
J. Metrocrest Social Services – Franklin.
K. North Texas Council of Governments – Tunnell.
L. NTCOG/Regional Emergency Management – Faught.
M. North Texas Commission – Hunt.
N. Senior Adult Services – Franklin.
A. Councilmember Tunnell said CFBISD has a new superintendant
named Bobby Burns. He was the Acting Superintendant for the
past nine months. CFBISD will also be having a special election in
November to replace the new school board member who happens
to reside outside the district. The New Teacher Lunch will be held
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August 12. The first day of school for CFBISD and LISD will be
August 24.
B. Councilmember Mahalik reported that CISD has three new
principles. David Apple and Cindy Warner will be the school board
liaisons to the city. The New Teacher Breakfast will be held on
August 11. Finally, a few projects are underway using the bond
money approved in May: a new energy management control
system, heating and AC, new carpeting and roofing and auditorium
seating renovations.
C. Councilmember Faught informed Council that Happy Hour Bingo
will be held on August 15. A luau with entertainment by Doc Gibbs
will be held on August 26. Upcoming tours will be held at the Mrs.
Baird’s Bakery in Ft. Worth on August 6, the Frontiers of Flight
Museum on August 10 and the Sixth Floor Museum on August 18.
Councilmember Brancheau announced that a well-attended
breakfast was held at the Senior Center on the new Senior
Community Center. The architect and staff were on-hand to
answer questions.
D. Mayor Peters reported that after a year of negotiation, NTTA has
agreed to paint the sound walls on SH 121.
E. Nothing to report.
F. Nothing to report.
G. Councilmember Tunnell stated the name change is official. Trinity
Hospital is now Baylor Medical Center of Carrollton and RHD is
now Texas Hospital for Advanced Medicine. They are looking to
bring in the specialties of diabetes and craniofacial surgeries.
H. Councilmember Mahalik said the board met on July 14. They are
looking for sponsorships for the Wheels and Pearls Gala to be held
on September 25. The next meeting will be September 8.
I. Nothing to report.
J. Councilmember Franklin reported that a mini-retreat was held on
July 16. The agenda included discussion on increasing the
agency’s reserve fund, recommending new board memberships and
funding alternatives for relocation.
K. Councilmember Tunnell said the board met on June 12. Bobby
Waddle, Mayor of DeSoto, was appointed as Chair to the Executive
Board. Councilmember Tunnell has now been appointed as the
liaison to the Trinity River Commission Vision Program where she
will be updating the corridor development certification manual with
FEMA.
L. Nothing to report.
M. Mayor Pro Tem Hunt reported that the R&R programs continues
and actively seeks participation for the remaining dates of the year.
N. Councilmember Franklin announced that Tee It Up for Seniors will
be held on October 12 at the Indian Golf Club. The Book Worm
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Dash will be held on November 6 & 7 in Addison. Finally, a new
resource has been implemented called the Aging and Disability
Resource Center. It is a virtual effort offering information and
resources to seniors and those with disabilities.
13. Necessary action resulting from Work Session.
There was no action necessary under this item.
14. Necessary Action Resulting from Executive Session.
Action:
Councilmember Brancheau moved to approve a third amendment to the
settlement agreement to extend the closing date on the North Sliver Tract
to August 31, 2009 and preserving the unit cap covenant; and authorize
the City Manager to execute such amendment. Councilmember Mahalik
seconded the motion; the motion carried 7-0 with Mayor Pro Tem Hunt
and Councilmembers Brancheau, Mahalik, Hinojosa-Flores, Tunnell,
Faught and Franklin voting in favor of the motion.
There being no further business to come before the City Council, the
meeting was adjourned.
____________________________________
Jayne Peters, Mayor
ATTEST:
____________________________________
Libby Ball, City Secretary
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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
August 11, 2009
8/B
✔
PROCEDURAL
Consider approval of accepting the resignation of Brent Wooten from the Keep Coppell Beautiful Board.
Brent Wooten has submitted a letter of resignation from the Board. His appointment is set to expire next year. Staff
recommends that a new member be chosen for a 1-year term from the pool of applicants received during the Board
and Commission appointment process in August.
Staff recommends accepting the resignation and appointing a new
member in August.
%kcbresignation
Christel Pettinos - resignation
Hi Christel,
I am saddened but here goes:
Let this serve as an official notice and letter of my resignation from the Keep Coppell Beautiful Board effective prior to the next
scheduled meeting of KCB on August 20, 2009.
I wish to thank all of you for the friendships I have enjoyed while serving for the City of Coppell. I will truly miss all of you, and it is
my hope and goal to apply the knowledge I have attained from the multitudes of extremely talented and diverse professionals that
the city of Coppell employs to my new residence and opportunities in Prosper.
Thank you again for all that you do
God Bless
Brent Wooten
1220 Monticello Dr.
Prosper, Tx 75078
bljwoo@gmail.com
From: "Brent Wooten" <bljwoo@verizon.net>
To:
"Christel Pettinos" <cpettinos@ci.coppell.tx.us>, <citycouncil@ci.coppell.tx.us>, "Cristal Rollins"
<crollins@ci.coppell.tx.us>, "Libby Ball" <lball@ci.coppell.tx.us>, "Clay Phillips"
<cphillips@ci.coppell.tx.us>, "Clay Phillips" <cphillip@ci.coppell.tx.us>
Date: 7/24/2009 8:15 PM
Subject: resignation
Page 1 of 1
7/27/2009file://C:\Documents and Settings\cpettinos\Local Settings\Temp\XPgrpwise\4A6A167CCity_of_Coppell...
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
August 11, 2009
8/C
✔
RESOLUTION
Consider approval of a resolution repealing in their entirety all resolutions relating to the Community Red Cross
Committee, and authorizing the Mayor to sign.
The City of Coppell currently appoints three volunteer American Red Cross Representatives. The Division of Emergency
Management is recommending dissolution of the representative positions, listed under Resolution No. 082598.2,
Resolution No. 2002-1022.2, Resolution No. 2004-0914.1 and Ordinance No. 89-450. The American Red Cross - Dallas
Chapter has been consulted regarding the representative positions and supports the dissolution.
Staff recommends dissolution of the representative positions for the
American Red Cross Board.
(American Red Cross
Page 1 TM 38370.2.000
RESOLUTION NO. ________________
A RESOLUTION OF THE CITY OF COPPELL, TEXAS,
REPEALING IN THEIR ENTIRETY ALL RESOLUTIONS RELATING TO
THE COMMUNITY RED CROSS COMMITTEE, TO WIT: RESOLUTION
NOS. 082598.2, 092491.1, 2002-1022.2, AND 2004-0914.1; AND PROVIDING
AN EFFECTIVE DATE.
WHEREAS, on or about September 26, 1989, by the adoption of Ordinance No. 89-450,
the City of Coppell created the Community Red Cross Committee for the purpose of providing
assistance and support to the American Red Cross to ensure that trained volunteers were available to
provide instruction and training for the citizens of Coppell; and
WHEREAS, after the adoption of Ordinance No. 89-450, the City adopted additional
Resolutions related to the Community Red Cross Committee for the purpose of designating
representatives in Resolution Nos. 082598.2 and 092491.1, adding an alternate by Resolution No.
2002-1022.2, and increasing the number of members in Resolution No. 2004-0914.1; and
WHEREAS, the City currently has in place an Emergency Management Division which
has the duty and responsibility of implementing the Emergency Management Plan including such
things as mitigating, preparing, responding to, and recovering from the effects of war, natural
disaster, technological accidents and major incidents, in addition to serving as the City’s liaison with
outside agencies including the American Red Cross; and
WHEREAS, with the Emergency Management Division in place, the City has abolished the
Community Red Cross Committee by and through the adoption of Ordinance No. 2009-1231,
passed July 14, 2009; and
WHEREAS, based on the foregoing the City Council is of the opinion that such
organization has been replaced by other or more effective municipal assets and finds that all
resolutions relating to the Community Red Cross Committee, being Resolution Nos. 082598.2,
092491.1, 2002-1022.2, and 2004-0914.1, should repealed in their entirety.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS, THAT:
SECTION 1. That Resolution Nos. 082598.2, 092491.1, 2002-1022.2, and 2004-0914.1
be, and the same are, hereby repealed in their entirety.
SECTION 2. This Resolution shall become effective immediately from and after its
passage.
Page 2 TM 38370.2.000
DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas,
on this the ______ day of ________________, 2009.
CITY OF COPPELL, TEXAS
___________________________________________
JAYNE PETERS, MAYOR
ATTEST:
___________________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
____________________________________
CITY ATTORNEY
(REH/cdb 07/28/09)
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:
Engineering
August 11, 2009
8/D
✔
RESOLUTION
Consider approval of a Resolution authorizing the use of Community Development Block Grant funds from FY 2009 in
the amount of $56,401.00 as well as carryover funding from a previously completed project in the amount of
$1,769.26, for a total of $58,170.26, for the installation of American with Disabilities Act compliant automatic doors at
the Justice Center and Town Center facilities, and authorizing the Mayor to sign and execute any necessary
documents.
Approval of this Resolution will allow the city to utilize its allocated FY 2009 Community Development Block Grant
(CDBG) funding, as well as additional block grant funding from a previously completed project, for the installation of
automatic doors at the Justice Center and Town Center facilities.
Staff will be available to answer any questions.
Funds will be provided by the Community Development Block Grants for this project.
Staff recommends approval of the Resolution.
#CDBG Project
MEMORANDUM
TO: Mayor and City Council
VIA: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
FROM: Sheri Moino, Facilities Manager
DATE: August 11, 2009
REF: Consider approval of a Resolution authorizing the use of Community
Development Block Grant funds from FY 2009 in the amount of
$56,401.00 as well as carryover funding from a previously completed
project in the amount of $1,769.26, for a total of $58,170.26 for the
installation of Americans with Disabilities Act compliant automatic
doors at the Justice Center and Town Center facilities, and
authorizing the Mayor to sign and execute any necessary documents.
The City of Coppell is eligible to receive a total of $58,170.26 of Community
Development Block Grant (CDBG) funding from Dallas County. The City of Coppell is
interested in using this funding for the installation of automatic doors at both the Justice
Center and Town Center facilities.
The public meeting for citizen input on possible projects for CDBG FY 2009 funding was
held on May 15, 2009. Following the meeting, it was decided to use the available
funding for ADA compliant automatic doors at the Justice Center and Town Center
facilities. Grant applications were made and submitted to Dallas County by their June 15,
2009 deadline for these projects.
Dallas County is requesting a City of Coppell Resolution officially approving the use of
these funds as outlined above to be submitted as the final portion of the application
process. Once approved by Dallas County, these funds will be available on October 1,
2009.
Staff recommends approval and will be available to answer any questions.
Outside view of Sliding Entrance Door,
will be trimmed in white
EXHIBIT A
JUSTICE CENTER
Outside view of Sliding Entrance Door
TOWN CENTER
EXHIBIT B
A RESOLUTION OF THE CITY OF COPPELL, TEXAS
RESOLUTION NO. _________________
A RESOLUTION OF THE CITY OF COPPELL, TEXAS AUTHORIZING
THE USE OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FROM
CURRENT FISCAL YEAR 2009 IN THE AMOUNT OF $56,401.00 AS WELL AS $1,769.26
FROM A CARRYOVER PROJECT FOR A TOTAL OF $58,170.26 FOR THE
INSTALLATION OF AMERICAN WITH DISABILITIES ACT COMPLIANT
AUTOMATIC DOORS AT THE JUSTICE CENTER AND TOWN CENTER FACILITIES,
AND AUTHORIZING THE MAYOR TO SIGN.
WHEREAS, the replacement of existing double-doors at the front, front vestibule, back
and back vestibule entries to Town Center with bi-parting automatic sliding doors will better
meet the needs of individuals with disabilities that utilize this facility, and
WHEREAS, the replacement of the existing entry doors at the front and front vestibule
entries to the Justice Center with two single slide automatic sliding doors will better meet the
needs of individuals with disabilities that utilize this facility, and
WHEREAS, the installation of ADA compliant automatic door systems at the Justice
Center and Town Center facilities has been approved as an appropriate project for the use of
Community Development Block Grant (CDBG) funds; and
WHEREAS, the city has available CDBG funds totaling $58,170.26 by Dallas County;
and
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
Hereby requests that Dallas County use all of the aforesaid available funds from FY 2009
and carryover funding for the installation of American with Disabilities Act compliant automatic
sliding door systems at the Justice Center and Town Center and facilities.
1
DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of
____________, 2009.
APPROVED:
_________________________________________
JAYNE PETERS, MAYOR
ATTEST:
_________________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
___________________________________
ROBERT E. HAGER, CITY ATTORNEY
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:
Engineering
August 11, 2009
8/E
✔
ORDINANCE
Consider approval of an ordinance amending Article 8-3 Parking, Section 8-3-1(A) of the Code of Ordinances for the
City of Coppell to prohibit parking, stopping, or standing on school days, Monday through Thursday between 7:00 a.m.
and 9:00 a.m. and between 2:30 p.m. and 4:30 p.m., and on Friday between 7:00 a.m. and 9:00 a.m. and between
12:00 p.m. and 2:00 p.m., on the west side of London Way from Sandy Lake Road to a point 300 feet north of the north
curb line of Westbury Drive, and authorizing the Mayor to sign.
Approval of this ordinance for no parking during certain hours on the west side of London Way will discourse dropping
off and picking up students behind the Manara Academy on Heartz Road.
Staff will be available to answer any questions at the council meeting.
Staff recommends approval of the ordinance.
#Prohibit Parking
MEMORANDUM
TO: Mayor and City Council
VIA: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
FROM: DiWanna Baskins, Graduate Engineer
DATE: August 11, 2009
RE: Consider approval of an ordinance amending Article 8-3 Parking,
Section 8-3-1(A) of the Code of Ordinances for the City of Coppell to
prohibit parking, stopping, or standing on school days, Monday
through Thursday between 7:00 a.m. and 9:00 a.m. and between 2:30
p.m. and 4:30 p.m., and on Friday between 7:00 a.m. and 9:00 a.m.
and between 12:00 p.m. and 2:00 p.m., on the west side of London
Way from Sandy Lake Road to a point 300 feet north of the north
curb line of Westbury Drive, and authorizing the Mayor to sign.
Residents of the Westbury Manor subdivision have expressed concern about students
attending the new Manara Academy being dropped off and picked up along London Way.
This new charter school faces Heartz Road, and backs up to London Way. Engineering
staff has worked with these residents to establish a “No Parking, Stopping or Standing”
area adjacent to the school property that will not adversely affect the residents of the
subdivision.
The no parking, stopping, or standing will be along the west side of London Way from
Sandy Lake Road to a point 300 feet north of the north curb line of Westbury Drive. The
times listed on the prohibition are from 1 hour before, to 1 hour after school starts, and 50
minutes before, to 50 minutes after school lets out. The Friday afternoon times
correspond to the early release the school has indicated will take place every Friday.
Staff recommends prohibiting parking during the specified times on the west side of
London Way. Refer to the attached exhibit for a detailed layout.
Staff will be available to answer questions at the Council meeting.
Proposed No Parking
London Way, South of
Sandy Lake Road
Created in LDDT
1 INCH = 1 MILE
0 11/2
S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\LONDON NO PARKING
Created on: 04 August 2009 by Scott Latta 1/2
1 INCH = FT.
0 200
200
100
Proposed No Parking
London Way, South of
Sandy Lake Road
Created in LDDTS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\LONDON NO PARKING
Created on: 04 August 2009 by Scott Latta
AREA OF PROPOSED
NO PARKING
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
ORDINANCE NO. ____________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING THE CODE OF ORDINANCES BY AMENDING
CHAPTER 8, ARTICLE 3, SECTION 1(A) BY PROHIBITING
STOPPING, STANDING OR PARKING OF MOTOR VEHICLES
ON SCHOOL DAYS, MONDAY THROUGH THURSDAY
BETWEEN 7:00 A.M. AND 9:00 A.M. AND BETWEEN 2:30 P.M.
AND 4:30 P.M., AND ON FRIDAY BETWEEN 7:00 A.M. AND 9:00
A.M. AND BETWEEN 12:00 P.M. AND 2:00 P.M.; PROVIDING A
REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE;
PROVIDING PENALTIES FOR VIOLATION OF THE
ORDINANCE NOT TO EXCEED THE SUM OF TWO HUNDRED
DOLLARS ($200.00) FOR EACH OFFENSE; AND PROVIDING AN
EFFECTIVE DATE.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF
THE CITY OF COPPELL, TEXAS:
SECTION 1. AMENDING SECTION 8-3-1(A) OF CHAPTER 8 OF THE
CODE OF ORDINANCES OF THE CITY OF COPPELL
Section 8-3-1 of Chapter 8 of the Code of Ordinances of the City of Coppell is
hereby amending a portion of said section as follows:
“Sec. 8-3-1 No parking on specific streets and in certain school zones.
. . .
A. No parking on specific streets.
It shall be unlawful for any person to stop, stand or park a vehicle at any
time in violation of any official sign, curb marking or street parking that
prohibits, regulates, or restricts the stopping, standing or parking of a
vehicle at the times designated for the following streets:
London Way on the west side from Sandy Lake Road to a point 300 feet
north of the north curb line of Westbury Drive on school days Monday
through Thursday between 7:00 a.m. and 9:00 a.m. and between 2:30 p.m.
and 4:30 p.m., and on Friday between 7:00 a.m. and 9:00 a.m. and
between 12:00 p.m. and 2:00 p.m.
. . . .”
SECTION 2. REPEALING CLAUSE
All parts of ordinances inconsistent or in conflict with the provisions of this
ordinance are hereby repealed.
SECTION 3. SEVERABILITY CLAUSE
If any article, paragraph or subdivision, clause or provision of this ordinance shall
be adjudged invalid or held unconstitutional, 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
invalid or unconstitutional.
SECTION 4. PENALTY CLAUSE
Any person, firm or corporation violating any of the provisions of this ordinance
shall be deemed guilty of a misdemeanor and, upon conviction shall be punished by a
penalty of fine not to exceed the sum of Two Hundred Dollars ($200.00) for each offense
and each and every day such offense is continued shall constitute a new and separate
offense.
SECTION 5. EFFECTIVE DATE
This ordinance shall take effect immediately from and after the publication of its
caption, as the law in such cases provides.
DULY PASSED by the City Council of the City of Coppell, Texas, this the _____
day of __________, 2009.
APPROVED:
________________________________
JAYNE PETERS, MAYOR
ATTEST:
________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
__________________________________
ROBERT E. HAGER, CITY ATTORNEY
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:
Engineering
August 11, 2009
8/F
✔
ORDINANCE
Consider approval of an ordinance amending the Code of Ordinances for the City of Coppell Chapter 8, Article 1,
Section 4, School Zone Speed, to establish the maximum prima facie speed limit for a designated school zone on
Heartz Road, beginning 322 feet south of the curb line of Sandy Lake Road to 33 feet north of the curb line of Westbury
Drive; and authorizing the Mayor to sign.
Approval of the ordinance amendment will establish a 20 mph school zone on Heartz Road, near Manara Academy.
This school zone is being proposed based on Ordinance No. 90-487 School Zone Traffic Control Guidelines.
Staff will be available to answer any questions at the council meeting.
Staff recommends approval of this ordinance.
#School Zone for MA
MEMORANDUM
TO: Mayor and City Council
VIA: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
FROM: DiWanna Baskins, Graduate Engineer
DATE: August 11, 2009
RE: Consider approval of an ordinance amending the Code of Ordinances
for the City of Coppell Chapter 8, Article 1, Section 4, School Zone
Speed, to establish the maximum prima facie speed limit for a
designated school zone on Heartz Road, beginning 322 feet south of
the curb line of Sandy Lake Road to 33 feet north of the curb line of
Westbury Drive; and authorizing the Mayor to sign.
In our efforts to establish uniformity in the procedures and application of Traffic Control
Devices in school areas within the city of Coppell and utilizing the School Zone Traffic
Control Guidelines as adopted by Ordinance No. 90-487, the Engineering staff
recommends installing a school zone on Heartz Road, encompassing all entrances to the
Manara Academy property off of Heartz Road.
According to the School Zone Traffic Control Guidelines, school zones adjacent to school
property should automatically be installed for schools catering to kindergarten through
eighth grade. This school zone will be placed adjacent to the school property. It will
extend 845 feet along Heartz Road. It will begin 322 feet south of the curb line of Sandy
Lake Road and end 33 feet north of the curb line of Westbury Drive.
The traffic impact analysis that was submitted by Manara Academy to the city suggests
that attendees will utilize chartered buses or family vehicles. Consequently, the volume of
pedestrians at this time is unknown. At this time a crosswalk and crossing guard have not
been requested and are not proposed. The city will work with Manara Academy to
monitor any conditions that warrant a crosswalk and crossing guard in the future.
Staff recommends installing a school zone along Heartz Road. Refer to the attached
exhibit for a detailed layout.
Staff will be available to answer questions at the Council meeting.
Proposed School Zone
Heartz Road
Manara Academy
Created in LDDT
1 INCH = 1 MILE
0 11/2
S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\HEARTZ SCHOOLZONE
Created on: 04 August 2009 by Scott Latta 1/2
1 INCH = FT.
0 200
200
100
Proposed School Zone
Heartz Road
Manara Academy
Created in LDDT
AREA OF PROPOSED
SCHOOL ZONE
S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\HEARTZ SCHOOLZONE
Created on: 03 August 2009 by Scott Latta 2/2
1
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
ORDINANCE NO. ________________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING THE CODE OF ORDINANCES BY AMENDING CHAPTER 8,
ARTICLE 8-1, SECTION 8-1-4 TO ESTABLISH THE MAXIMUM PRIMA
FACIE SPEED LIMIT FOR A NEW DESIGNATED SCHOOL ZONE ON
HEARTZ ROAD; PROVIDING A REPEALING CLAUSE; PROVIDING A
SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE;
PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO
HUNDRED DOLLARS ($200.00) FOR EACH OFFENSE; AND PROVIDING
AN EFFECTIVE DATE.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF COPPELL, TEXAS:
SECTION 1. That the Code of Ordinance of the City of Coppell, Texas be, and the same
is hereby amended by amending Chapter 8, Article 8-1, Section 8-1-4, in part to add the following
designated school zone for Heartz Road, to read as follows:
“Sec. 8-1-4 School zone-speed.
. . .
C. The following streets or portions of streets are designated school
traffic zones when marked in accordance with subsection (B):
All distances are measured from the nearest face of curb of the
perpendicular street:
Street Extent
. . .”
Heartz Road 322 feet south of the curb line of
Sandy Lake Road to 33 feet north of
the north curb line of Westbury
Drive.
SECTION 2. That the Director of Traffic Control shall erect appropriate signage
giving notice of the school zone established herein.
2
SECTION 3. That all provisions of the Code of 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 not in conflict with the provisions of this
ordinance shall remain in full force and effect.
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.
SECTION 5. An offense committed before the effective date of this ordinance is
governed by prior law and the provisions of the Code of Ordinances, as amended, in effect
when the offense was committed and the former law is continued in effect for this purpose.
SECTION 6. That any person, firm or corporation violating any of the provisions
or terms of this ordinance or of the Code of Ordinances, as amended hereby, shall be
guilty of a misdemeanor and upon conviction in the Municipal Court of the City of
Coppell, Texas shall be subjected to a fine not to exceed the sum of Two Hundred Dollars
($200.00) for each offense; and each and every day such violation is continued shall be
deemed to constitute a separate offense.
SECTION 7. That this ordinance shall take effect immediately from and after its
passage and the publication of its caption, as the law and charter in such cases provide;
however the school zone established herein shall note take effect until the Director of
Traffic Control has erected appropriate signage giving notice of such school zone.
3
DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day
of ______________, 2009.
APPROVED:
________________________________
JAYNE PETERS, MAYOR
ATTEST:
_______________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
_____________________________________
ROBERT E. HAGER, CITY ATTORNEY
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
August 11, 2009
8/G
✔✔
PROCEDURAL
Consider approval of the annual review of the written Investment Policy of the City of Coppell as provided by the
Public Funds Investment Act, Chapter 2256, Texas Government Code.
As required by the Public Funds Investment Act, the Investment Policy must be reviewed on an annual basis. Staff has
reviewed the policy and recommends no changes at this time.
Furthermore, our investment policy has been reviewed by the Government Treasurers' Organization of Texas Review
Committee to ensure it meets the requirements of the Texas Public Funds Investment Act. Our investment policy
originally received the Certificate of Distinction Award on July 10, 2001, and has subsequently been recertified on a
biannual basis. The current Certification of Investment Policy is effective for a two-year period ending October 31,
2009. The GTOT has indicated our policy meets the criteria set forth in the investment policy review checklist, and is an
excellent example of a comprehensive written investment policy.
Staff recommends approval.
$InvestmentPolicy=1AR(Consent)
INTRODUCTION
The purpose of this document is to set forth specific investment policy and strategy guidelines for
the City of Coppell in order to achieve the goals of safety, liquidity, yield, and public trust for all
investment activity. The City Council of the City of Coppell shall review its investment strategies
and policy not less than annually. This policy serves to satisfy the statutory requirement of Chapter
2256, Texas Government Code as amended, to define, adopt and review a formal investment
strategy and policy.
INVESTMENT STRATEGY
The City of Coppell maintains portfolios utilizing four specific investment strategy considerations
designed to address the unique characteristics of the fund groups represented in the portfolios:
A. Investment strategies for operating funds and commingled pools containing
operating funds have as their primary objective to assure that anticipated cash flows
are matched with adequate investment liquidity. The secondary objective is to create
a portfolio structure which will experience minimal volatility during economic
cycles. This may be accomplished by purchasing high quality, short-to-medium-
term securities which will complement each other in a laddered or barbell maturity
structure. The dollar weighted average maturity of 365 days or less will be
calculated using the stated final maturity date of each security.
B. Investment strategies for debt service funds shall have as the primary objective the
assurance of investment liquidity adequate to cover the debt service obligation on the
required payment date. Securities purchased shall not have a stated final maturity
date that exceeds the debt service payment date.
C. Investment strategies for debt service reserve funds shall have as the primary
objective the ability to generate a dependable revenue stream to the appropriate debt
service fund from securities with a low degree of volatility. Securities should be of
high quality and, except as may be required by the bond ordinance specific to an
individual issue, of short to intermediate-term maturities. Volatility shall be further
controlled through maturity and quality range, without paying premium, if at all
possible. Such securities will tend to hold their value during economic cycles.
D. Investment strategies for special projects or special purpose fund portfolios will have
as their primary objective to assure that anticipated cash flows are matched with
adequate investment liquidity. These portfolios should include at least 10% in highly
liquid securities to allow for flexibility and unanticipated project outlays. The stated
final maturity dates of securities held should not exceed the estimated project
completion date.
1
INVESTMENT POLICY
I. SCOPE
This investment policy applies to all financial assets of the City of Coppell. These funds are
accounted for in the City's Comprehensive Annual Financial Report (CAFR) and include:
* General Fund
* Special Revenue Funds
* Debt Service Funds
* Capital Projects Funds
* Proprietary Funds
* Trust and Agency Funds
* Component Units
II. OBJECTIVES
The City of Coppell shall manage and invest its cash with four objectives, listed in order of priority:
Safety, Liquidity, Yield, and Public Trust. The safety of the principal invested always remains the
primary objective. All investments shall be designed and managed in a manner responsive to the
public trust and consistent with State and Local law.
The City shall maintain a comprehensive cash management program that includes collection of
accounts receivable, vendor payment in accordance with invoice terms, and prudent investment of
available cash. Cash management is defined as the process of managing monies in order to insure
maximum cash availability and maximum yield on short-term investment of pooled idle cash.
Safety
The primary objective of the City's investment activity is the preservation of capital in the overall
portfolio. Each investment transaction shall be conducted in a manner to avoid capital losses,
whether they are from securities default or erosion of market value.
Liquidity
The City's investment portfolio shall be structured such that the City is able to meet all obligations in
a timely manner. This shall be achieved by matching investment maturities with forecasted cash
flow requirements and by investing in securities with active secondary markets.
2
Yield
The City's cash management portfolio shall be designed with the objective of regularly exceeding
the average rate of return on three-month U.S. Treasury Bills. The investment program shall seek to
augment returns above this threshold consistent with risk limitations identified herein and prudent
investment polices.
Public Trust
All participants in the City's investment process shall seek to act responsibly as custodians of the
public trust. Investment officials shall avoid any transaction that might impair public confidence in
the City's ability to govern effectively.
III. RESPONSIBILITY AND CONTROL
Investment Committee
An Investment Committee, consisting of the City Manager, Deputy City Manager, the Director of
Finance, and Assistant Director of Finance, shall meet at least quarterly to determine operational
strategies and to monitor results. The Investment Committee shall include in its deliberation such
topics as: performance reports, economic outlook, portfolio diversification, maturity structure,
potential risk to the City's funds, authorized brokers and dealers, and the target rate of return on the
investment portfolio.
Delegation of Authority and Training
Authority to manage the City's investment program is derived from a resolution of the City Council.
The Director of Finance, the Assistant Finance Director and the Chief Accountant are designated as
the investment officers of the City and are responsible for investment decisions and activities. The
Director of Finance shall establish written procedures for the operation of the investment program,
consistent with this investment policy. The investment officers shall attend at least one ten (10) hour
training session from an independent source approved by the governing body relating to the officer's
responsibility under the Act within 12 months after assuming duties.
Additionally, once every two years, ten (10) hours of instruction must be obtained from an
independent source. Sources of authorized independent training are those sponsored by:
• Government Finance Officers Association (G.F.O.A.)
• Government Finance Officers Association of Texas (G.F.O.A.T.)
• Government Treasurers Organization of Texas (G.T.O.T.)
• University of North Texas - Center for Public Management
• Texas Tech - Center for Professional Development
3
Internal Controls
The Director of Finance is responsible for establishing and maintaining an internal control structure
designed to ensure that the assets of the entity are protected from loss, theft or misuse. The internal
control structure shall be designed to provide reasonable assurance that these objectives are met.
The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the
benefits likely to be derived; and (2) the valuation costs and benefits require estimates and
judgements by management.
Accordingly, the Director of Finance shall establish a process for annual independent review by an
external auditor to assure compliance with policies and procedures. The internal controls shall
address the following points:
A. Control of collusion.
B. Separation of transaction authority from accounting and record keeping.
C. Custodial safekeeping.
D. Avoidance of physical delivery securities.
E. Clear delegation of authority to subordinate staff members.
F. Written confirmation for telephone (voice) transactions for investments and wire
transfers.
G. Development of a wire transfer agreement with the depository bank or third party
custodian.
Prudence
The standard of prudence to be applied by the investment officer shall be the "prudent investor" rule,
which states: "Investments shall be made with judgment and care, under circumstances then
prevailing, which persons of prudence, discretion and intelligence exercise in the management of
their own affairs, not for speculation, but for investment, considering the probable safety of their
capital as well as the probable income to be derived." In determining whether an investment officer
has exercised prudence with respect to an investment decision, the determination shall be made
taking into consideration:
A. The investment of all funds, or funds under the City's control, over which the officer
had responsibility rather than a consideration as to the prudence of a single
investment.
B. Whether the investment decision was consistent with the written investment policy
of the City.
The investment officer, acting in accordance with written procedures and exercising due diligence,
shall not be held personally responsible for a specific security's credit risk or market price changes,
providing that these deviations are reported immediately and that appropriate action is taken to
control adverse developments.
4
Ethics and Conflicts of Interest
City staff involved in the investment process shall refrain from personal business activity that could
conflict with the proper execution of the investment program, or which could impair the ability to
make impartial investment decisions. City staff shall disclose to the City Manager any material
financial interests in financial institutions that conduct business with the City and they shall further
disclose positions that could be related to the performance of the City's portfolio. City staff shall
subordinate their personal financial transactions to those of the City, particularly with regard to
timing of purchases and sales.
An investment officer of the City who has a personal business relationship with an organization
seeking to sell an investment to the City shall file a statement disclosing that personal business
interest. An investment officer who is related within the second degree by affinity or consanguinity
to an individual seeking to sell an investment to the City shall file a statement disclosing that
relationship. A statement required under this subsection must be filed with the Texas Ethics
Commission and the governing body of the entity.
IV. REPORTING
Quarterly Reporting
The Director of Finance shall submit a signed quarterly investment report that summarizes current
market conditions, economic developments and anticipated investment conditions. The report shall
summarize investment strategies employed in the most recent quarter, and describe the portfolio in
terms of investment securities, maturities, risk characteristics, and shall explain the total investment
return for the quarter.
Annual Report
Within 90 days of the end of the fiscal year, the Director of Finance shall present an annual report on
the investment program and investment activity. This report may be presented along with the
Comprehensive Annual Financial Report to the City Manager and City Council.
Methods
The quarterly investment report shall include a succinct management summary that provides a clear
picture of the status of the current investment portfolio and transactions made over the last quarter.
This management summary will be prepared in a manner that will allow the City to ascertain
whether investment activities during the reporting period have conformed to the investment policy.
The reports shall be formally reviewed at least annually by an independent auditor, if investments
are other than those offered by the City's depository. The portfolio shall be marked to market
monthly. The market value of the securities is to be provided by the City's depository or by a third
party valuation service.
5
The report will be provided to the City Manager and City Council. The report will include the
following:
A. A listing of individual securities (investment position) held at the end of the reporting
period.
B. Unrealized gains or losses resulting from appreciation or depreciation by listing the
beginning and ending book and market value of securities for the period.
C. Additions and changes to the market value during the period.
D. Average weighted yield to maturity of portfolio on entity investments as compared to
applicable benchmark.
E. Listing of investment by maturity date.
F. The percentage of the total portfolio each type of investment represents.
G. Statement of compliance of the City's investment portfolio with State Law and the
investment strategy and policy approved by the City Council.
H. Prepared and signed by the investment officers.
I. Fully accrued interest for the period.
J. States account or fund for each investment.
V. INVESTMENT PORTFOLIO
The City shall pursue an active versus a passive portfolio management philosophy. That is,
securities may be sold before they mature if market conditions present an opportunity for the City to
benefit from the trade. The investment officer will routinely monitor the contents of the portfolio,
the available markets, and the relative value of competing instruments, and will adjust the portfolio
accordingly.
Investments
Assets of the City of Coppell may be invested in the following instruments; provided, however, that
at no time shall assets of the City be invested in any instrument or security not authorized for
investment under the Act, as the Act may from time to time be amended.
I. Authorized
A. Obligations of the United States of America, its agencies and
instrumentalities.
B. Direct obligations of the State of Texas or its agencies and instrumentalities.
C. Other obligations, the principal of and interest on which are unconditionally
guaranteed by the State of Texas or United States of America.
6
D. Obligations of the State, agencies thereof, Counties, Cities, and other political
subdivisions of any state having been rated as investment quality by a
nationally recognized investment rating firm, and having received a rating of
not less than "A" or its equivalent.
E. Certificates of Deposit of state and national banks domiciled in Texas,
guaranteed or insured by the Federal Deposit Insurance or its successor or
secured by obligations described in A through D above, which are intended
to include all direct agency or instrumentality issued mortgage backed
securities rated AAA by a nationally recognized rating agency and that have
a market value of not less than the principal amount of the certificates.
F. Fully collateralized direct repurchase agreements with a defined termination
date secured by obligations of the United States or its agencies and
instrumentalities. These shall be pledged to the City of Coppell, held in the
City’s name, and deposited at the time the investment is made with the City
or with a third party selected and approved by the City. Repurchase
agreements must be purchased through a primary government securities
dealer, as defined by the Federal Reserve, or a bank domiciled in Texas. A
Master Repurchase Agreement must be signed by the bank\dealer prior to
investment in a repurchase agreement. All repurchase agreement transactions
will be on a delivery versus payment basis. Securities received for repurchase
agreements must have a market value greater than or equal to 105 percent at
the time funds are disbursed.
G. Local government investment pools that have been authorized by the
governing body by rule, ordinance or resolution. The investment pool must
maintain a rating no lower than AAA or AAA-M by at least one nationally
recognized rating service. Investment in such pools shall be limited to 50%
of the City’s entire portfolio, with no more than 25% of the entire portfolio
invested in any one authorized pool.
H. No-load money market mutual funds that are registered and regulated by the
Securities and Exchange Commission, that has a dollar weighted average
stated maturity of 90 days or fewer and includes in its investment objectives
the maintenance of a stable net asset value of $1 for each share.
I. No-load mutual funds that are registered with the Securities and Exchange
Commission, having an average weighted maturity of less than two years and
is invested or secured in obligations described in A through D above. The
fund must maintain a rating of AAA, or its equivalent by at least one
nationally recognized rating firm. The fund must conform to the
requirements relating to the eligibility of investment pools.
Investments in mutual funds shall be limited to 10% of the City's monthly fund balance,
excluding bond proceeds and reserves and other funds held for debt service.
7
II. Not Authorized
The City's authorized investments options are more restrictive than those allowed by State law.
State law specifically prohibits investment in the following investment securities.
A. Obligations whose payment represents the coupon payments on the
outstanding principal balance of the underlying mortgage backed security
collateral and pays no principal.
B. Obligations whose payment represents the principal stream of cash flow from
the underlying mortgage-backed security collateral and bears no interest.
C. Collateralized mortgage obligations that have a stated final maturity date of
greater than 10 years.
D. Collateralized mortgage obligations the interest rate of which is determined
by an index that adjusts opposite to the changes in a market index.
Holding Period
The City of Coppell intends to match the holding periods of investment funds with liquidity needs of
the City. In no case will the average maturity of investments of the City's operating funds exceed
one year. The maximum final stated maturity of any investment shall not exceed five years.
Investments in all funds shall be managed in such a way that the market price losses resulting from
interest rate volatility would be offset by coupon income and current income received from the
volume of the portfolio during a twelve month period.
Risk and Diversification
The City of Coppell recognizes that investment risks can result from issuer defaults, market price
changes or various technical complications leading to temporary illiquidity. Risk is controlled
through portfolio diversification which shall be achieved by the following general guidelines;
A. Risk of issuer default is controlled by limiting investments to those
instruments allowed by the Act, which are described herein.
B. Risk of market price changes shall be controlled by avoiding over-
concentration of assets in a specific maturity sector, limitation of average
maturity of operating funds investments to one year, and avoidance of over-
concentration of assets in specific instruments other than U.S. Treasury
Securities and insured or Collateralized Certificates of Deposits.
C. Risk of illiquidity due to technical complications shall be controlled by the
selection of securities dealers as described herein.
8
VI. SELECTION OF BANKS AND DEALERS
Depository
At least every five (5) years a Depository shall be selected through the City's banking services
procurement process, which shall include a formal request for proposal (RFP). In selecting a
depository, the credit worthiness of institutions shall be considered, and the Director of Finance shall
conduct a comprehensive review of prospective depositories credit characteristics and financial
history.
Certificates of Deposit
Banks seeking to establish eligibility for the City's competitive certificate of deposit purchase
program shall submit for review annual financial statements, evidence of federal insurance and other
information as required by the Director of Finance.
Qualified Representatives
Investment officials shall not knowingly conduct business with any firm with whom public entities
have sustained losses on investments. All qualified representatives shall provide the City with
references from Public entities they are currently serving.
All financial institutions and qualified representatives who desire to become qualified bidders for
investment transactions must supply the following as appropriate:
- audited financial statements
- proof of National Association of Securities Dealers (NASD) certification
- proof of state registration
- completed broker/dealer questionnaire
- certification of having read the City's investment policy signed by an
qualified representative of the organization
- Acknowledgement that the organization has implemented reasonable
procedures and controls in an effort to preclude imprudent investment
activities arising out of investment transactions conducted between the City
and the organization
The investment officers are precluded from purchasing an investment from a representative who has
not delivered the written certification
An annual review of the financial condition and registration of qualified bidders will be conducted
by the Director of Finance.
Competitive Bids
Competitive quotes must be taken from at least three (3) qualifying financial institutions or
broker/dealers for any investment transaction involving an individual security. Investment
transactions should include written confirmation of offers on the Investment Bid Tabulation form.
9
VII. SAFEKEEPING AND CUSTODY
Insurance or Collateral
All deposits and investments of City funds other than direct purchases of U.S. Treasuries or
Agencies shall be secured by pledged collateral. In order to anticipate market changes and provide a
level of security for all funds, the collateralization level will be 105% of market value of principal
and accrued interest on the deposits or investments less an amount insured by the FDIC or FSLIC.
Evidence of the pledged collateral shall be maintained by the Director of Finance or a third party
financial institution. The City’s Depository Agreement shall specify the acceptable investment
securities for collateral, the substitution or release of investment securities, ownership of securities,
and the method of valuation of securities. Repurchase agreements shall be documented by a specific
agreement noting the collateral pledge in each agreement. Collateral shall be reviewed monthly to
assure that the market value of the pledged securities is adequate.
Safekeeping Agreement
Collateral pledged to secure deposits of the City shall be held by a safekeeping institution in
accordance with a Safekeeping Agreement which clearly defines the procedural steps for gaining
access to the collateral should the City of Coppell determine that the City's funds are in jeopardy.
The safekeeping institution, or Trustee, shall be the Federal Reserve Bank or an institution not
affiliated with the firm pledging the collateral. The safekeeping agreement shall include the
signatures of authorized representatives of the City of Coppell, the firm pledging the collateral, and
the Trustee.
Collateral Defined
The City of Coppell shall accept only the following securities as collateral:
A. FDIC and FSLIC insurance coverage.
B. A bond, certificate of indebtedness, or Treasury Note of the United States, or
other evidence of indebtedness of the United States that is guaranteed as to
principal and interest by the United States.
C. Obligations, the principal and interest on which, are unconditionally
guaranteed or insured by the State of Texas.
D. A bond of the State of Texas or of a county, city or other political subdivision
of the State of Texas having been rated as investment grade (investment
rating no less than "A" or its equivalent) by a nationally recognized rating
agency with a remaining maturity of five (5) years or less.
Subject to Audit
All collateral shall be subject to inspection and audit by the Director of Finance or the City's
independent auditors.
10
Delivery vs. Payment
Treasury Bills, Notes, Bonds and Government Agencies' securities shall be purchased using the
delivery vs. payment method. That is, funds shall not be wired or paid until verification has been
made that the correct security was received by the Trustee. The security shall be held in the name of
the City or held on behalf of the City. The Trustee's records shall assure the notation of the City's
ownership of or explicit claim on the securities. The original copy of all safekeeping receipts shall
be delivered to the City.
VIII. INVESTMENT POLICY ADOPTION
The City of Coppell investment policy shall be adopted by resolution of the City Council. The
policy shall be reviewed for effectiveness on an annual basis by the Investment Committee and any
modifications will be recommended for approval to the City Council.
11
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
August 11, 2009
8/H
✔✔
ORDINANCE
Consider approval of an ordinance of the City of Coppell, Texas, amending Chapter 9, "General Regulations" by
amending Section 9-1-8, "Animal Appeals and Advisory Board", by removing Chapter 826 (Rabies Control Act of 1981)
and replacing it with Chapter 823 (Animal Shelters); and authorizing the Mayor to sign.
The Animal Services Division of the Coppell Police Department desires to amend said regulations to comply with
current state law in order to ensure that the Animal Appeals and Advisory Board can focus on the condition, function
and day to day operation of the Coppell Animal Shelter as set out in Chapter 823 of the Texas Health and Safety
Code.
Staff recommends approval.
)Animal Ordinance
Page 1
TM37681.2.000
AN ORDINANCE OF THE CITY OF COPPELL
ORDINANCE NO. _____________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING
CHAPTER 9, “GENERAL REGULATIONS” BY AMENDING SECTION
9-1-8, “ANIMAL APPEALS AND ADVISORY BOARD,” BY AMENDING
BY REMOVING CHAPTER 826 (RABIES CONTROL ACT OF 1981) AND
REPLACING IT WITH CHAPTER 823 (ANIMAL SHELTERS);
PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY
CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City desires to amend said regulations to comply with current state law;
and
WHEREAS, after review and consideration, the City Council hereby finds that Section
9-1-8 should be amended as provided herein.
NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF
COPPELL, TEXAS:
SECTION 1. That Chapter 9 of the Code of Ordinances be, and the same is, hereby
amended by amending Section 9-1-8, “Animal Appeals and Advisory Board,” by removing
chapter 826 (Rabies Control Act of 1981) and replacing it with Chapter 823 (Animal Shelters),
and reserving the same for future use, which shall read as follows:
“CHAPTER 9. GENERAL REGULATIONS
Sec. 9-1-8. Animal Appeals and Advisory Board.
****************
SECTION 2. 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
TM37681.2.000
SECTION 3. That should any word, sentence, paragraph, subdivision, clause, phrase or
section of this ordinance, or of the Code of Ordinances, as amended hereby, be adjudged or held to
be void or unconstitutional, the same shall not affect the validity of the remaining portions of said
ordinance or the Code of Ordinances, as amended hereby, which shall remain in full force and
effect.
SECTION 4. An offense committed before the effective date of this ordinance is
governed by prior law and the provisions of the Code of Ordinances, as amended, in effect when
the offense was committed and the former law is continued in effect for this purpose.
SECTION 5. 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
___________________, 2009.
APPROVED:
____________________________________
JAYNE PETERS, MAYOR
ATTEST:
____________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
___________________________________
ROBERT E. HAGER, CITY ATTORNEY
(JDD/ajh 06/23/09)
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
August 11, 2009
8/I
✔
ORDINANCE
Consider approval of an ordinance of the City of Coppell, Texas, amending Chapter 3 of the Code of Ordinances by
amending article 5-9, Scavenging Prohibited; to delete all references to an authorized employee and replace with
City Manager and his designee and to delete all references to the Sanitation Department; and authorizing the Mayor
to sign.
The City desires to amend said ordinance to allow authorized city personnel to inspect refuse for compliance with
state, local and federal regulations.
Staff recommends approval.
)Solid Waste Ordinance
Page 1
35949
AN ORDINANCE OF THE CITY OF COPPELL
ORDINANCE NO. ____________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING CHAPTER 3 OF THE CODE OF ORDINANCES BY
AMENDING ARTICLE 5-9, SCAVENGING PROHIBITED; TO
DELETE ALL REFERENCES TO AN AUTHORIZED EMPLOYEE
AND REPLACE WITH CITY MANAGER AND HIS DESIGNEE
AND TO DELETE ALL REFERENCES TO THE SANITATION
DEPARTMENT; PROVIDING A REPEALING CLAUSE;
PROVIDING A SEVERABILITY CLAUSE; PROVIDING A
SAVINGS CLAUSE; PROVIDING FOR A PENALTY OF A FINE
NOT TO EXCEED THE SUM OF FIVE HUNDRED DOLLARS
($500.00) FOR EACH OFFENSE; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, after review and consideration, the City Council hereby
finds that Section 3-5-9 should be amended as provided herein.
NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF
COPPELL, TEXAS, THAT:
SECTION 1. That Chapter 3, City Departments, Article 5-9 of the Code of
Ordinances is hereby amended by amending Article 5-9, Scavenging prohibited, which
shall read as follows:
“ARTICLE 3-5. SOLID WASTE AND RECYCLING PROGRAM
…..
Sec. 3-5-9 Scavenging Prohibited.
It shall be unlawful for any person other than City Manager of the
City of Coppell, or his designee, or a commercial trash hauler acting under
a franchise from the City of Coppell for public collection and disposal, to
collect, take, remove, tamper with, interfere with scavenge from carry
away or otherwise disturb garbage or trash which has been placed for
collection at any authorized recycling site operated by the city or in any
container on public or private property, as provided by this article.”
…..
Page 2
35949
SECTION 2. The meeting in which this Ordinance was passed was open to the
public as required by law.
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.
SECTION 4. That should any word, sentence, paragraph, subdivision, clause,
phrase or section of this ordinance, or of the Code of Ordinances, as amended hereby, be
adjudged or held to be void or unconstitutional, the same shall not affect the validity of the
remaining portions of said ordinance or the Code of Ordinances, as amended hereby, which
shall remain in full force and effect.
SECTION 5. 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 ___________________, 2009.
APPROVED:
____________________________________
JAYNE PETERS, MAYOR
ATTEST:
____________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
___________________________________
ROBERT E. HAGER, CITY ATTORNEY
(JDD/ajh 03/30/09)
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:
PLANNING
August 11, 2009
8/J
✔
PRESENTATION
Consider approval of a 90-day extension to the expiration date of August 11, 2009 for the Coppell Office Village, Lot 1,
Block A, Replat, a replat to relocate and revise building lines, fire lanes and easements to allow the development of
an office building on 2.02 acres of land located along the south side of S.H. 121, approximately 400 feet east of
Denton Tap Road.
On January 15, 2009, the Planning Commission unanimously approved this replat (7-0). Commissioners Jett, Shute,
Frnka, Haas, Sangerhausen, Kittrell and Shipley voted in favor, none opposed.
On February 10, 2009, Council unanimously approved this replat 7-0.
Please see the attached letter from Lynn Kadleck dated July 29,2009, requesting a 90-day extension. If Council were
to approve this request, this replat would expire November 11, 2009.
Staff recommends APPROVAL.
@COV, L1, BA, RP, EXT, 1-AR (con)
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:
PLANNING
August 11, 2009
8/K
✔
ORDINANCE
Consider approval of an Ordinance for Case No. PD-243-R, Metrocrest Community Church, a zoning change from R
(Retail) to PD-243-R (Planned Development-243-Retail), to allow the construction of a 7,419-square-foot church with a
future expansion area of 7,168 square feet on 1.99 acres of property located on the south side of E. Sandy Lake Road,
approximately 220 feet east of Riverview Drive and authorizing the Mayor to sign.
On June 18, 2009, the Planning Commission unanimously recommended approval of this zoning change (5-0).
Commissioners Jett, Frnka, Haas, Kittrell and Shipley voted in favor, none opposed.
On July 14, 2009, Council unanimously approved this zoning change (5-0).
Staff recommends APPROVAL.
@PD-243-R, MCC ORD, 1-AR (con)
1 TM 38429.2.000
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
ORDINANCE NO. ________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND
MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE
AMENDED, BY GRANTING A CHANGE IN ZONING FROM R
(RETAIL) TO PD-243-R (PLANNED DEVELOPMENT-243-RETAIL), TO
ALLOW THE CONSTRUCTION OF A CHURCH ON 1.99 ACRES OF
PROPERTY LOCATED ON THE SOUTH SIDE OF E. SANDY LAKE
ROAD, APPROXIMATELY 220 FEET EAST OF RIVERVIEW DRIVE,
AND BEING MORE PARTICULARLY DESCRIBED IN EXHIBIT “A”,
ATTACHED HERETO AND INCORPORATED HEREIN FOR ALL
PURPOSES; PROVIDING FOR THE APPROVAL OF THE SITE
PLAN/FLOOR PLAN WITH A 7,419 SQUARE FOOT BUILDING
WITH AN EXPANSION AREA OF AN ADDITIONAL 7,168 SQUARE
FOOT BUILDING, TREE SURVEY, LANDSCAPE PLAN, AND
ELEVATIONS, ATTACHED HERETO AS EXHIBITS “B”, “C”, “D”,
AND “E” RESPECTIVELY; PROVIDING A REPEALING CLAUSE;
PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS
CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE
SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH
OFFENSE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Planning and Zoning Commission and the governing body of
the City of Coppell, Texas, in compliance with the laws of the State of Texas and pursuant to
the Comprehensive Zoning Ordinance of the City of Coppell, have given requisite notices by
publication and otherwise, and after holding due hearings and affording a full and fair hearing
to all property owners generally, and to all persons interested and situated in the affected area
and in the vicinity thereof, the said governing body is of the opinion that Zoning Application
No. PD-243-R should be approved, and in the exercise of legislative discretion have concluded
that the Comprehensive Zoning Ordinance and Map should be amended.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF COPPELL, TEXAS:
SECTION 1. That the Comprehensive Zoning Ordinance and Map of the City of
Coppell, Texas, duly passed by the governing body of the City of Coppell, Texas, as heretofore
amended, be and the same is hereby amended to grant a change in zoning from R (Retail) to
PD-243-R (Planned Development-243-Retail), to allow the construction of a 7,419-square-
2 TM 38429.2.000
foot church with a future expansion area of 7,168 square feet on 1.99 acres of property
located on the south side of E. Sandy Lake Road, approximately 220 feet east of Riverview
Drive, and being more particularly described in Exhibit “A”, attached hereto and made a part
hereof for all purposes.
SECTION 2. That the property shall be developed and used as a church only in
accordance with following development conditions as set forth herein below;
A) Along the south and east property lines, an evergreen landscaping screen is
permitted in lieu of a six-foot masonry wall, as indicated on Exhibit “D” Landscape
Plan
B) Ten parking spaces shall be permitted within the 30-foot front yard building setback
as depicted on the Site Plan, Exhibit B.
C) Reverse illuminated text and logo are permitted on the monument sign as indicated
on Exhibit “E”, Elevations. Direct glare from the monument sign lighting shall not
be visible from Sandy Lake Road or other adjacent public street.
D) An amended Detail Site Plan, Landscape Plan, and Elevation Plan shall be approved
prior to expansion of Phase Two and such approval must be completed prior to
issuance of any permits. The Planning Director may elect to administratively
approve the said plans based on their conformance with the Site Plan, Landscape
Plan, and Elevation Plan as herein approved. The Planning Director may elect to
submit such plans for review by the Planning and Zoning Commission and approval
by the City Council.
3 TM 38429.2.000
SECTION 3. That the Site Plan/Floor Plan, Tree Survey, Landscape Plan and
Elevation Plan, attached hereto as Exhibits “B”, “C”, “D”, and “E” respectively, and made a
part hereof for all purposes as special conditions, are hereby approved.
SECTION 4. That the above property shall be developed and used as a church only in
the manner and for the purpose provided for by the R (Retail) District regulations,
Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended and as
amended herein.
SECTION 5. 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 not in conflict with the provisions of this ordinance shall remain in full force
and effect.
SECTION 6. That should any sentence, paragraph, subdivision, clause, phrase or
section of this ordinance be adjudged or 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 Comprehensive Zoning Ordinance as a whole.
SECTION 7. An offense committed before the effective date of this ordinance is
governed by prior law and the provisions of the Comprehensive Zoning Ordinance, as
amended, in effect when the offense was committed and the former law is continued in effect
for this purpose.
SECTION 8. That any person, firm or corporation violating any of the provisions or
terms of this ordinance shall be subject to the same penalty as provided for in the
4 TM 38429.2.000
Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and upon
conviction shall be punished by a fine not to exceed the sum of Two Thousand Dollars
($2,000.00) for each offense; and each and every day such violation shall continue shall be
deemed to constitute a separate offense.
SECTION 9. That this ordinance shall take effect immediately from and after its
passage and the publication of its caption, 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 ___________________, 2009.
APPROVED:
_____________________________________
JAYNE PETERS, MAYOR
ATTEST:
_____________________________________
LIBBY BALL, CITY SECRETARY
APPROVED AS TO FORM:
_________________________________
ROBERT E. HAGER, CITY ATTORNEY
(REH/cdb Reviewed & Revised 7/31/09)
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
August 11, 2009
9
✔
PUBLIC HEARING
To receive public comment concerning the proposed 2009-2010 Budget for the Coppell Crime Control and Prevention
District.
Pursuant to Chapter 363 (363.205) of the Local Government Code, the governing body that created the district shall
hold a public hearing on the budget adopted by the Board. Any resident of the district is entitled to be present and
participate at the hearing. The Crime Control Board held a public hearing on June 2, 2009. No citizen opted to
speak. The Board approved the budget after closing the public hearing.
$CrimeControl - 1 AR
NOTICE OF PUBLIC HEARING
PROPOSED 2009-2010 BUDGET
COPPELL CRIME CONTROL AND PREVENTION DISTRICT
A PUBLIC HEARING will be conducted by the City Council of the City of Coppell, Texas, to
receive public comment concerning the Proposed 2009-2010 Budget for the Coppell Crime
Control and Prevention District. The Public Hearing will be held on August 11, 2009 at 7:30
p.m. in the Council Chambers at the City Hall, 255 Parkway Boulevard, Coppell, Texas 75019.
A copy of the Proposed Budget will be on file for public view in the office of the Director of
Finance at City Hall.
PUBLIC NOTICE 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.
_________________ ANNUAL BUDGET _________________
City of Coppell
__________________
DEPARTMENT: Crime Prevention District DIVISION: Special Revenue
MISSION
The mission of the Crime Prevention District through the Coppell Police Department is to
enhance our School Resource Officer Program, our Community Service programs, an
Enhanced Radio Dispatch Center and Police Patrol Prevention Program through education,
partnerships, personnel, equipment and service.
GOALS AND OBJECTIVES
The Coppell Police Department seeks to enhance a safe community environment and quality
public service through the Crime Prevention District. In furtherance of this goal, the
Coppell Police Department seeks to attain the following objectives for fiscal year 2009-10.
1. Community Service Officers to enhance our delivery of all community service
programs such as National Night Out, Citizens Police Academy, Women’s Self
Defense and other programs for our citizens.
2. School Resource Officers to help us be more proactive in our enforcement efforts on
the High School campus as well as provide an additional resource to aid the faculty
and staff of the campus.
3. Generation of an annual report to track all calls (including administrative lines)
placed to public safety dispatchers. While we currently generate a report to track
all calls dispatched and resolved by Coppell Police, Fire and EMS, this new report
will be generated by the new telephone system and will serve as a good baseline for
future comparisons.
__________________
_________________ANNUAL BUDGET _________________
Department: Crime Prevention District
Expenditures
Actual
07-08
Adopted
08-09
Amended
08-09
Proposed
09-10
Salary & Benefits $ 0 $ 824,991 $824,991 $1,927,608
Supplies 0 0 00
Maintenance 0 0 00
Services 0 0 00
Capital Outlay 0 919,801 919,801 0
Total $ 0 $ 1,744,792 $ 1,744,792 $1,927,608
Authorized Personnel
Position/Title Pay Grade 07-08 08-09 09-10
Police Captain PS18 0 0 1
Communication Manager 24 0 0 1
Police Sergeant PS13 0 1 1
Police Corporal PS9 0 1 1
Police Officer - SRO PS7 0 5 5
Police Officer - CS PS7 0 2 2
PS Dispatch Supervisor 18 0 0 4
Police Dispatcher 15 0 0 9
Sr. Administrative Technician 16 0 0 0
Administrative Technician 14 0 0 0
Records Clerk 13 0 0 0
0 9 24
Performance Indicators
07-08 08-09 09-10
Crime Prevention Contacts / Activities 600 600 600
Community Service Hours 150 150 150
Women's Self Defense/CPA 40 40 40
SRO Presentations 100 100 100
SRO Conferences - Student/Parent/Teacher 250 250 250
SRO Security Functions 90 90 90
Communication Calls Received 87,239 92,000 93,500
Radio Transmissions/Traffic 15,880 16,400 16,500
NCIC/TCIC Request Completed 1,612 1,500 1,550
Division: Special Revenue
_________________
City of Coppell
_________________
_________________ANNUAL BUDGET _________________
Actual Adopted FY 09 Budget FY 10 Budget
Description 2007-08 2008-09 Amended Proposed
Sales Tax $ 1,024,640 $ 2,836,472 $ 2,836,472 $ 2,586,472
Interest Income 4,150 32,000 32,000 15,000
Total Revenue $ 1,028,790 $ 2,868,472 $ 2,868,472 $ 2,601,472
Salary & Benefits $ 0 $ 824,991 $ 824,991 $ 1,927,608
Supplies 0000
Services 0000
Capital 0 919,801 919,801 0
Total Expenditure $ 0 $ 1,744,792 $ 1,744,792 $ 1,927,608
Net $1,028,790 $1,123,680 $1,123,680 $673,864
Fund Balance
Beginning Balance $ 0 $ 1,028,790 $ 1,028,790 $ 2,152,470
Ending Balance $ 1,028,790 $ 2,152,470 $ 2,152,470 $ 2,826,334
City of Coppell
Crime Prevention District Special Revenue
Summary
2009-10 Revenues
Sales Tax
99.42%
Interest
Income
0.58%
2009-10 Expenditures
Salary &
Benefits
100.0%
_________________
City of Coppell
_________________
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
August 11, 2009
10
✔
PROCEDURAL
To approve the proposed 2009-2010 Budget for the Coppell Crime Control and Prevention District.
Pursuant to Chapter 363 (363.205) of the Local Government Code, the governing body after holding a public hearing
on the budget adopted by the Crime Control and Prevention Board, must approve or reject the budget submitted by
the Board. The Crime Control Board held a public hearing on June 2, 2009. The Board approved the budget after
closing the public hearing.
Staff recommends approval.
$CrimeAccept - 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
August 11, 2009
11
✔
PROCEDURAL
Consider approval of the certification of the 2009 anticipated collection rate for the period of July 1, 2009 through
June 30, 2010, and the amount of excess debt collections during the period of July 1, 2008 through June 30, 2009.
See attached.
Staff recommends approval.
$TaxColl - 1 AR
MEMORANDUM
Date: July 7, 2009
To: Jennifer Miller, Director of Finance
From: Mary McGuffey, Tax Assessor/Collector
Subject: Anticipated Collection Rate for 2009 & Excess Debt Collections in 2008
===========================================
Pursuant to Section 26.04 of the Texas Property Tax Code, I have certified the anticipated collection
rate for the period of July 1, 2009 through June 30, 2010 to be 99%. The purpose of this law is to
permit a taxing unit to adjust the debt portion of its effective/rollback tax rate to account for
anticipated delinquencies.
The truth-in-taxation laws of Chapter 26 also require the Tax Assessor/Collector to compare the
amount of debt tax dollars actually collected during the period from July 1, 2008 through June 30,
2009, with the amount of debt tax dollars that should have been collected according to the 2008
anticipated collection rate. If a taxing unit collects more debt tax dollars than should have been
collected, the collector certifies the excess amount to the governing body. The adjusted amount of
debt tax dollars levied in 2008 was $7,043,429, however, the actual debt collections during the same
period was $7,116,030. Therefore, I have certified that $72,601 is the full, true and correct amount
of excess debt collections.
The above stated anticipated collection rate and the amount of excess debt collections will be used in
the calculation of the effective/rollback tax rate for 2009. Attached is the certification of these two
items to be approved by the City Council.
Sheet1
INTEREST & SINKING COLLECTED
July 1, 2008 through June 30, 2009
I. 7-1-08 thru 9-30-08
Current $1,650.78
Delinquent $3,278.14
P & I $7,370.94
Rollback $0.00
$12,299.86
II. 10-1-08 thru 06-30-09
Current $7,021,104.94
Delinquent $15,507.51
P&I $22,313.16
Rollback $44,804.77
$7,103,730.38
Total I&S Collections $7,116,030.24
2008 Adj. Debt Service
(per 06 ETR Calc. Worksheet line 34) $7,043,429.00
EXCESS DEBT COLLECTIONS $72,601.24
Page 1
CERTIFICATE OF THE TAX ASSESSORCOLLECTOR
STATE OF TEXAS X
COUNTY OF DALLAS X
CITY OF COPPELL X
I Mary McGuffey the undersigned Tax Assessor Collector of the City of Coppell Texas a
municipal corporation in the performance of the functions of my office hereby certifies that
99 is my estimate of the anticipated collection rate for the period of July 1 2009 through June
30 2010 and that 72 601 is the full true and correct amount of excess debt taxes collected for
the period of July 1 2008 through June 30 2009 in accordance with Section 26 04 of the
Texas Property Tax Code
WITNESS MY HAND AND THE OFFICIAL SEAL of the City of Coppell Texas on this
the 27th day of Julv 2009
se
Mary McGuffey
Tax Assessor Collector
City of Coppell
SWORN
l J
TO AND SUBSCRIBED BEFORE ME
2009
on this thetl 6l day of
a d
Notary Public
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
August 11, 2009
12
✔
PROCEDURAL
Consider approval of a proposed tax rate of 0.69146 for the 2009 tax year and to set the Public Hearings on the
proposed tax rate for the next regularly scheduled Council Meeting on August 25, 2009 at 7:30 P.M. and a Special
called meeting on September 1, 2009 at 6:00 P.M.
Pursuant to Section 26.06 of the Texas Property Tax Code, when a proposed tax rate exceeds the notice-and-hearing
tax rate limit as calculated in the effective/rollback tax rate worksheets, the taxing unit's governing body must take a
record vote on the desired rate. The governing body must also announce the date, time and place of the two (2)
public hearings to be held on the proposed tax rate.
Staff recommends approval.
$TaxRate-1AR
Notice of Public Hearing on Tax Increase
The City of Coppell will hold two public hearings on a proposal to increase total tax
revenues from properties on the tax roll in the preceding tax year by 536 percent
percentage by which proposed tax rate exceeds lower of rollback tax rate or effective
tax rate calculated under Chapter 26 Tax Code Your individual taxes may increase
at a greater or lesser rate or even decrease depending on the change in the taxable
value of your property in relation to the change in taxable value of all other property
and the tax rate that is adopted
The first public hearing will be held on August 25 2009 at 7 30 PM at Town Center
255 Parkway Blvd Coppell TX 75019
I
The second public hearing will be held on September 1 2009 at 6 00 PM at Town
Center 255 Parkway Blvd Coppell TX 75019
The members of the governing body voted on the proposal to consider the tax
increase as follows
FOR
AGAINST
PRESENT and not
voting
ABSENT
The average taxable value of a residence homestead in City of Coppelllast year was
272 101 Based on last year s tax rate of 0 64146 per 100 of taxable value the
amount of taxes imposed last year on the average home was 1 74542
The average taxable value of a residence homestead in City of Coppell this year is
272 478 If the governing body adopts the effective tax rate for this year of
0 65628 per 100 of taxable value the amount of taxes imposed this year on the
average home would be 1 788 22
If the governing body adopts the proposed tax rate of 0 69146 per 100 of taxable
value the amount of taxes imposed this year on the average home would be
1 884 08
Members of the public are encouraged to attend the hearings and express their views
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
August 11, 2009
13
✔
PRESENTATION
Presentation regarding the Old Coppell development project.
Purposes of this presentation are to present the public improvements, land uses and potential development concepts
related to the Old Coppell development project. Included in the presentation is information regarding the public
streets, parking, streetscape, public square improvements including a pavilion that will among other things serve as
the permanent home for the Farmers Market. The presentation will also include information related to the potential
private development that is being considered for this area. These uses include office, retail, restaurant, and residential
components.
Staff will be seeking direction regarding "next steps" regarding this
project.
!Old Coppell - 1 AR
M E M O R A N D U M
DATE: August 6, 2009
TO: Mayor & City Council
FROM: Clay Phillips, City Manager
SUBJECT: Old Coppell Development Concept
The desire to create a destination of sorts in Old Coppell, while preserving the architecture
and small town environment, has been a topic of conversation and planning for many
years. The issue has garnered support in past Citizen Summits. Citizen survey results
have shown support to make something happen in Old Coppell. The issue is included as a
desired outcome in the Coppell 2030 Strategic Vision Plan. This and former City Councils
have supported the initiative.
The product of the work to date in response to the expressed desire for this type of project
is a proposed mixed-use development that contains public uses and spaces, some
traditional retail, restaurant uses, a cottage environment that will support retail and small
professional offices, service retail uses, and a town home component designed to increase
the number of people actually residing in the Old Coppell area.
The concept is designed to create a walkable community, including current businesses,
where shoppers, diners, customers, business owners, residents and all others will be able to
park once and accomplish any number of things. The space will support any number of
public events. One of the major goals of the development will be to assist in creating a
critical mass of businesses and other activities that will further enhance the business
climate for current businesses, as well as those that will be a part of the new development,
while creating yet another amenity for all of the community to enjoy.
Included in the packet for the August 11 meeting is a PowerPoint presentation that will be
used to facilitate the presentation by staff and others concerning the proposed Old Coppell
Square development. The presentation will cover the following topics:
Mayor and Council
Page 2
August 6, 2009
Overall Area – Graphics are included that illustrate how the proposed development
enhances the current area and includes elements that should prove to be beneficial to
property and business owners already present in Old Coppell.
Streetscape – Ken Griffin will present the streetscape plan for Bethel and Coppell Roads,
including sidewalks, furniture, period lighting, and bridge treatments. These same
elements will be carried throughout the proposed development.
Public Uses – There are a number of public uses contemplated in the proposed concept. In
addition to the public street and public parking, a square is proposed that will house a
number of uses that should prove to be positive additions to the area. These include:
- Multipurpose pavilion & permanent home for the Farmer’s Market.
- Park amenities including an interactive water feature and playground that can be
used by residents, shoppers and restaurant patrons while they wait to be seated.
- Community lawn area that will serve multiple purposes for events and additional
Farmer’s Market space.
Private Development Uses – Retail, Service Retail, Restaurant, Office/Retail Cottage and
Residential uses are all planned to be a part of the proposed development.
There are a few issues that remain to be completely resolved. These include the final
decision regarding the name of the development, other street names, parking issues, the
possibility of a performing art facility, and the finalization of all development agreements
and other documents.
“Main Street at Old Coppell” has been suggested as one possible consideration for the
name of the project. Street names for the project must also be finalized. The graphics
show the names of Houston Street, Crocket Street and Travis Street in an attempt to honor
the Texas history associated with the Grapevine Springs Park area.
The need to include public parking adjacent to the Coppell Deli has not been resolved. In
any event, the final design of the project will include the public parking in this area in
keeping with past commitments to the present business and property owners.
We have also been approached by representatives of Theatre Coppell to consider reserving
a portion of the site for the possible future development of a new theater/performing arts
facility. If it is decided to do so, staff recommends that the site be located on the property
to the south of the square. Doing so would reduce the amount of property we would be
selling resulting in less land sale proceeds.
Mayor and Council
Page 3
August 6, 2009
It has been discussed and generally agreed that funding for the public elements would be
made available through the issuance of debt. As we have previously discussed, staff will
be applying for a grant that would fund a large portion of the public improvements. If the
decision is ultimately made to move forward with the project, we will begin to incur costs
associated with engineering and design fees related to the public uses. However, the
construction funding will not be necessary until next spring as it will take several months
to complete design work. We should know if we will be receiving the grant by that time.
It is our intent to provide you the opportunity to take a public vote at your August 25
meeting regarding your intent to move forward with the project, at least conceptually. The
land sale contracts, development agreements, engineering contracts, architect contracts and
any other necessary documents will be developed over time if you choose to move forward
with the project.
c i t y o f c o p p e l lCITY MANAGER’S OFFICECarter Crowley SiteFarmers Market/PavilionCoppell RoadBethel RoadAugust 11, 2009
c i t y o f c o p p e l lCITY MANAGER’S OFFICE
c i t y o f c o p p e l lCITY MANAGER’S OFFICECarter Crowley
c i t y o f c o p p e l lCITY MANAGER’S OFFICECarter Crowley Concept
c i t y o f c o p p e l lCITY MANAGER’S OFFICEFarmer’s Market/Pavilion/Open Space
c i t y o f c o p p e l lCITY MANAGER’S OFFICEPavilion Rendering
c i t y o f c o p p e l lCITY MANAGER’S OFFICEBETHEL ROADCOPPELL ROAD
c i t y o f c o p p e l lCITY MANAGER’S OFFICEBETHEL ROADCOPPELLMITCHELL
c i t y o f c o p p e l lCITY MANAGER’S OFFICE
c i t y o f c o p p e l lCITY MANAGER’S OFFICEPlan at BenchesTypical Sidewalk Banding
c i t y o f c o p p e l lCITY MANAGER’S OFFICEBridge EnhancementsPlan ViewTypical Bridge Elevation
c i t y o f c o p p e l lCITY MANAGER’S OFFICEStreetscaping
c i t y o f c o p p e l lCITY MANAGER’S OFFICEMain Entrance
c i t y o f c o p p e l lCITY MANAGER’S OFFICEMain Street – Retail (due south)
c i t y o f c o p p e l lCITY MANAGER’S OFFICEMain Street (due north)
c i t y o f c o p p e l lCITY MANAGER’S OFFICEHouston Street - Cottages
c i t y o f c o p p e l lCITY MANAGER’S OFFICETownhomes
c i t y o f c o p p e l lCITY MANAGER’S OFFICE
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
August 11, 2009
14
✔
CONTRACT/BID or PROPOSAL
Consider approval of a Professional Services Agreement with Brinkley Sargent Architects, in the amount of $521,745.00,
for design and construction administration services related to an expansion of the Coppell Aquatics and Recreation
Center, and authorizing the President of the Coppell Recreation Development Corporation and the City Manager to
sign the necessary documents.
The Parks and Recreation staff has been working with Brinkley Sargent Architects for many months on a master
planning effort for an expansion at the Coppell Aquatics and Recreation Center. At a June 2, 2009 Budget Workshop,
City Council gave authority to proceed with an Architectural Services Agreement with Brinkley Sargent to develop
design and construction documentation related to this expansion. The expansion is anticipated to increase
weight/cardiovascular exercise space, aerobics workout area, administrative space, change the large outdoor play
structure, increase administrative space, add an outdoor concession area, increase restroom/changing space and
provide design for a revised "splash-down for the indoor slide, and preliminary design for a two story addition.
The CRDC approved this Agreement at its regular August 3, 2009 meeting.
Funds are available from the 1/2 percent sales tax for the Coppell Recreation Development Corporation (CRDC) for
this agreement.
Staff recommends approval.
^CARC Expansion- 1 AR
PARKS AND RECREATION DEPARTMENT
CITY COUNCIL AGENDA ITEM
Date: August 11, 2009
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Re: Consider approval of a Professional Services Agreement with Brinkley Sargent
Architects, in the amount of $521,745.00, for design and construction administration services
related to an expansion of the Coppell Aquatics and Recreation Center, and authorizing the
President of the Coppell Recreation Development Corporation and the City Manager to sign the
necessary documents.
Background:
The city has been considering a possible expansion of the Aquatics and Recreation
Center for several years. After opening in the summer of the year 2000, the numbers of
people that came and the quantity of programs and services offered began to quickly
overwhelm the facility. The staff adjusted to the demand by making minor modifications
to the facility, taking advantage of every square foot of space available, turning away
potential customers, moving activities to spaces designated for other activities, and
storing equipment and materials in non-storage areas. The serious discussions about the
possibility of expansion began in earnest a few short years after that opening summer.
The Coppell Recreation Development Corporation has placed the expansion of the Center
on their project priority listing each year for the past several. The discussions revolved
around the fact that the “dry side” space is too small for the community that it is expected
to serve. Numerous scheduled activities are expected to take place in one meeting or
class room, the aerobics room has become increasingly pressured with the popularity of
floor, dance and other related exercises. The weight and cardiovascular exercise space
seems to have also grown in popularity over the years and is regularly so crowded that
potential customers look to get their exercise in other ways, while waiting for the
machines to clear.
The Coppell Recreation Development Corporation has considered this expansion since
the Park Project Prioritization update discussions in October 2004. In 2005, the Board
placed the project on the priority list and established the expansion as a medium priority.
They have considered the project each year since and have agreed that the project
deserves merit and should remain on the Project List. During project discussions at a
Special City Council Meeting on October 30, 2007, the Council agreed to have staff
begin the process of master planning and analyzing the possibility of expanding the
facility. Staff began discussions with Brinkley Sargent Architects, the architects of
record for the original facility, to determine interest in designing a possible expansion.
At their meeting of June 2, 2008, the CRDC approved an Agreement with Brinkley
Sargent to master plan and estimate the cost of a possible expansion. Brinkley began the
master planning process along with a review of the existing facilities, met with staff to
determine recommendations, and suggested a possible expansion building program. The
Coppell Recreation Development Corporation reviewed the findings and the
recommended master plan at their May 4, 2009 meeting and recommended the plan be
forwarded to City Council for consideration.
At the City Council Budget Workshop of June 2, 2009, city staff presented a some ideas
of what the master plan of an expansion might consist of. The expansion includes a
separate building element that is connected to the original structure via an access
hallway, additional restrooms, increased classroom spaces and aerobics area, additional
cardio/weight exercise space, new outdoor aquatics play element, additional outdoor
slide, outdoor concessions, storage, and administrative areas. The City Council approved
moving forward with an architectural agreement to include design and constructed
administration of the conceptual elements as described above. Also included were
options of revising the design of the indoor slide, and adding a second level to the new
structure. The indoor slide will be bid as an alternate to the base project bid, and the
second level of a new building is to be designed through schematics, with the decision to
move forward, or not, at that time in the design phase. The architect has omitted from his
proposal the civil engineering fees, which will be forthcoming after it is determined
whether or not a second floor of the expansion is to be included.
Although the Coppell Recreation Development Corporation unanimously approved this
Agreement at their meeting of August 3, 2009, the question arose as to the justification of
the need for this expansion. The idea of producing numbers that would justify the
expenditure of the funds and the need for additional space was asked of the staff. I will
have recent participation and attendance numbers available for presentation during the
August 11, 2009 meeting, however, the true justification for this expansion can be seen in
person by visiting the center regularly to experience the activity levels during peak times,
the numbers of participants and the varying activities occurring all at once.
The need for this expansion is evidenced by looking around the building during the early
morning hours, at midday, or after work. One can see at a glance the numbers of people
who are drawn to the same areas of the facility. The gym always has activities going on,
the meeting rooms are going strong, and the weight/cardio room can get very crowded.
Not to mention that the pools stay fairly busy during the summer months especially, with
Learn to Swim and other aquatic classes, lap swimmers who expect lanes to be open to
them on a continuous basis, and general recreational swimmers enjoying the cool waters.
In order for the staff to accommodate the numbers of people and the variety of their
desired activities, they have resorted to using ingenuity in finding space for participants
and materials. Rooms have been utilized for activities for which they were not designed.
For instance, the Childcare Room, the Lobby and the Indoor Pool Deck have all been
used for classes, the Lobby has been used as a game room and the Aerobics Room and
Childcare Room have been used for birthday parties. This is required due to the lack of
dedicated programmable space. Some of these types of adjustments should be expected
of the staff during heavy use times, but this occurs often and places people in spaces that
are not ideal for their activities.
Additional need for the expansion is demonstrated by the fact that equipment and
materials to operate the facility are currently stored in every available space in the
building. Most prominent and noticeable is the large equipment being stored in plain site
such as tables and a bounce house in the gym, and tables, chairs and carts being stored
open in the classroom. It is surprising where equipment and materials have been stored
at the Aquatics and Recreation Center; electrical rooms, hallways, stairwells, offices,
janitor closets and the break room. I have even heard that equipment has been stored in
the dumpster enclosure at times and in the pool pump room and the pool equipment
rooms. The need for storage is further exemplified by the fact that off-site storage areas
are also used, making access to the materials needed to serve the public difficult. The
game room has now given way to office space offering staff a spot to conduct business,
and a small classroom has been added in the Lobby area near the front door to
accommodate additional meetings/classes.
More distressing is that potential participants are being turned away because there is
simply not enough space to accommodate their particular request. Staff regularly turns
away the public for gym use because of overcrowding and parties and room rentals are
denied because no space is available.
City Council Action requested:
Approval of a Professional Services Agreement with Brinkley Sargent Architects, in the amount
of $521,745.00, for design and construction administration services related to an expansion of the
Coppell Aquatics and Recreation Center, and authorizing the President of the Coppell Recreation
Development Corporation and the City Manager to sign the necessary documents.
Staff Recommendation:
Approval of this item
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudyCoppell Recreation CenterExpansion/RenovationAugust 11, 2009August 11, 2009
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudySite PlanEXPANSIONRECREATIONKID COUNTRYADDED PARKINGADDED PARKING
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudySite Plan
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudyFirst Floor PossibilitiesCARDIO/WEIGHTSCONTROLCOURTYARDPATIOCLASSROOMSCONTROLOFFICES
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudyFirst FloorCLASSROOMCLASSROOMCONTROL(4) 6X6 WORKSTATIONSSTOR.VENDINGKITCH.WORKBREAKSTOROFF.OFF.CONF.
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudyFirst FloorCARDIO/ WEIGHTSCOURTYARDEMERGENCY EXITCONTROLAEROBICS ROOMSTOR.TRAINERS/HEALTH ASSESSMENTLOCKERSHIGH GLASSGLASS
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudySecond Floor PossibilitiesAEROBICSOPEN TO BELOWSTORAGESEAT & CUBBIES
Coppell Recreation Center Coppell Recreation Center Expansion StudyExpansion StudySouth Elevation
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 & Recreation
August 11, 2009
15
✔✔
RESOLUTION
Consider approval of a resolution authorizing the city staff to create a Facility Rental Policy which stipulates fees for
rental of city facilities, acceptable uses, security measures, city and renter responsibilities, and rules regarding the
service and consumption of alcohol, and authorizing the Mayor to sign the resolution
Attached is a proposed policy that outlines the restrictions placed on renters of city facilities, and offers the
community the opportunity to have alcohol service at specific facilities. The policy stipulates all the requirements for
rental of city facilities, from deposits and reimbursements to allowable activities and security arrangements. An
important aspect of this proposed policy is the requirements for service of alcohol at city facilities. The requirements
include that the transport of alcohol to and from the site and dispensing of alcohol must be in accordance with TABC
regulations, and be done so by a TABC licensed individual.
Prominent groups in the community have requested that they be allowed to serve alcohol at city facilities for
specialized functions that they would like to hold in the city limits and staff has responded to these requests with a
proposal to accommodate this use.
Approval of the Resolution
^Facility Usage Policy - 1AR
PARKS AND RECREATION DEPARTMENT
CITY COUNCIL AGENDA ITEM
Date: August 11, 2009
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Re: Consider approval of a resolution authorizing the city staff to create a Facility
Rental Policy which stipulates fees for rental of city facilities, acceptable uses, security
measures, city and renter responsibilities, and rules regarding the service and
consumption of alcohol, and authorizing the Mayor to sign the resolution
Background:
The Parks and Recreation Department has been renting pavilions and spaces at the
Aquatics and Recreation Center for a number of years. The “Falls at Wagon Wheel” has
also been rented on occasion for various private activities and not-for-profit fundraising
functions. Over the years, a number of requests have been made to the city regarding the
ability of the community to have alcohol service at city facilities. Until the recent
development of the Town Center Plaza, the Community Center spaces and the desire to
allow alcohol sales at certain city Special Events, the idea of having alcohol served at
city facilities was rarely considered a realistic possibility.
The reason this request has come forward is that some prominent groups in the
community have requested that they be allowed to serve alcohol at city facilities for
specialized functions that they would like to hold in the city limits. Please see the
attached letters from the Coppell Theatre and the Coppell ISD Education Foundation.
The Coppell Theatre is requesting to serve alcohol at a Chamber of Commerce mixer at
the Center for the Arts. The Coppell ISD Education Foundation is requesting to hold
their annual Casino Party and Auction at the Community Center this year, predicated on
whether or not the construction is complete by the time the event is scheduled on October
24, 2009.
Also attached is a proposed policy that outlines the restrictions placed on renters of city
facilities, and offers the community the opportunity to have alcohol service at specific
facilities. The policy stipulates all the requirements for rental of city facilities, from
deposits and reimbursements to allowable activities and security arrangements. An
important aspect of this proposed policy is the requirements for service of alcohol at city
facilities. The requirements include that the transport of alcohol to and from the site and
the dispensing of alcohol must be in accordance with TABC regulations, and be done so
by a TABC licensed individual. Not allowed will be a party bringing in alcohol for their
personal consumption. The dispensing of alcohol is to be only from an open, formal bar
or designated bar area. No alcohol service will be allowed during normal business hours
of any facility. A Facility Rental Application to Serve Alcoholic Beverages must be
received by the Parks and Recreation Department for a party to be allowed to serve
alcohol. This Request will establish the name of the responsible person or organization,
type of function and the name of the food caterer (if used) and the alcohol service
provider.
City Council Action requested:
Approval of a resolution authorizing the city staff to create a Facility Rental Policy which
stipulates fees, acceptable uses, security measures, city and renter responsibilities, and
rules regarding the service and consumption of alcohol, and authorizing the Mayor to
sign the resolution.
Staff Recommendation:
Approval of the resolution
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City of Coppell
FACILITY RESERVATION POLICIES
TABLE OF CONTENTS
Page(s)
LEASE AGREEMENT ................................................................................................2
RENTAL FEES.............................................................................................................2
REFUNDS......................................................................................................................2
RESIDENT RATES......................................................................................................3
RESPONSIBLE PARTY..............................................................................................3
ROOM SETUP/DECORATIONS...............................................................................3
ALLOWABLE ACTIVITIES......................................................................................3
BUILDING MAINTENANCE.....................................................................................3-4
FOOD AND BEVERAGE SERVICE.........................................................................4
CLEANUP .....................................................................................................................4
ALCOHOLIC BEVERAGES......................................................................................4-5
INSURANCE.................................................................................................................5
SECURITY....................................................................................................................6
Page 2
City of Coppell
FACILITY RESERVATION POLICIES
1). LEASE AGREEMENT
a). The facility is available for social, civic, educational, cultural, recreational, or charitable purposes
by individuals who reside in Coppell, but others are welcome to make application for rental.
b). Use of the facility for individual or personal gain is prohibited. Neither the building nor any of the
premises may be used for money raising activities unless the sponsoring organization has received
written permission from the director of Parks & Recreation.
c). Reservations will be accepted from adults 25 years or older at the Community Center or the Parks
& Recreation Department.
d). No rental contract will be allowed which authorizes people in the facility after 12:00 midnight.
e). The Facility does not furnish eating utensils, plates, cups, service dishes, servicing utensils,
tablecloths, decorating supplies, extension cords, or other equipment.
2). RENTAL FEES
a). Full rental fees and all other monies owed to the city of Coppell shall be due at the time of
booking. The event is subject to cancellation should this payment not be made.
b). All monies paid to the city of Coppell shall be in the form of cash, cashier’s check, money order,
personal check, or credit card (American Express, Visa, Master Card and Discover). A check is
required as a deposit to guarantee a rental.
c). Reservations can be scheduled up to twelve months in advance. Consecutive reservations are not
allowed. Reservations must be completed before another reservation can be requested and
assigned.
d). The Renter shall pay a damage deposit in the amount of $100 for a rental without alcohol, and
$500.00 for a rental which includes alcohol service. All damage deposits will be deposited in a
City of Coppell bank account.
3). REFUNDS
a). The deposit amount will be refunded within 30 business days after the scheduled event if all
business transactions have been satisfactorily completed.
b). If necessary, the City will deduct from the deposit, any property damage and any unpaid expenses
incurred by the Renter. Should services and/or damages exceed the deposit amount; the remaining
balance will be billed to the Renter. Should the area reserved not be left in a clean condition renter
is at risk of forfeiting the entire deposit.
c). Cancellations/Refunds shall be as follows:
i. Within (3) business days of booking, 100% of deposit will be refunded/credited.
ii. After (3) business days of booking and up to (3) days before event, 50% of deposit will be
refunded/credited.
iii. Within (3) business days of event, no refund/credit of deposit will be given.
d). No credit or refunds will be given for events ending before the time stated on rental agreement.
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4). RESIDENT RATES
a). Proof of residency is required when requesting resident rates. A current Coppell water bill or
current Texas driver’s license is required when signing the contract if the resident rate is
requested.
5). RESPONSIBLE PARTY
a.) The individual for whom the reservation is made shall be responsible for any loss or damage to the
property during the tenure of their reservation and shall reimburse the City for replacement cost of
damage to the property.
b.) Applicant agrees to abide by all City, State and Federal law.
c.) The City will not be liable for damage, injury or loss to person or property that may occur during
the occupancy of the facility. The renter will agree to hold the City of Coppell and its employees
fully harmless for any actions that may arise out of the rental of the facility.
6). ROOM SETUP/DECORATIONS
a). The applicant shall arrange and prepare the room, remove food and personal items after use, and
clean the kitchen area (if applicable) before leaving. The City will not store nor be held
responsible for any property left on the grounds. The renter and department staff will complete a
facility-cleaning checklist at the conclusion of the rental.
b). Decorations must be authorized by the department representative and must meet all fire codes.
Nails, thumbtacks, etc. must not be used to attach decorations to the structure or to the furnishings.
c). The length of time required to set up or take down for an event shall be included in the Renter’s
rental cost calculation and contract.
d). Renter is responsible for the setup and take down of all equipment.
e). A limited number of tables and chairs are available for use. Check with the department
representative prior to the rental about inventory available at the site
7). ALLOWABLE ACTIVITIES
a). The use of controlled substances other than alcohol is prohibited at any City facility.
b). Gambling will not be permitted on the premises with the possible exceptions of Casino Play for
charitable causes or raffles held in accordance with the Charitable Raffle Enabling Act.
c). Smoking is not permitted in the building or the parks.
d). The City Representative (or the responsible person) is permitted the authority to determine
unacceptable behavior of individuals while on the premises, with the right to cancel reservations
or request an offender to leave. Use shall be denied those violating City Ordinance and Policies.
e). A two-hour minimum rental is required for after-hours rental. All rentals must end by 12
midnight. . An extra charge equal to the hourly rental rate will be assessed and deducted from the
deposit if the rental exceeds the contracted time and/or expected attendance
8). BUILDING MAINTENANCE
a) Custodial service is not provided for the lessee or for the lessee’s food service provider aside from
the routine cleaning of the restrooms and common areas. The lessee is responsible for cleanup
during and after the event, and the caterer is responsible for the cleaning of their area. The lessee
is ultimately responsible for all cleanup including that by their caterer.
Page 4
b) Renter agrees to provide a minimum of three (3) adult chaperones, parents or adults 21 years of
age or over for the first fifty (50) youth (under 18 years of age) and one additional chaperone for
each twenty (20) additional guests. Chaperones must be present at the onset of the event and
remain throughout the entire function
9). FOOD AND BEVERAGE SERVICE
a). The Renter is responsible for notifying the City of intent to use the services of a caterer for their
event. The City reserves the right to approve any catering services on the premises.
b). The proposed caterer must be approved and permitted by the Coppell Environmental Health
Department as a licensed food service handler. If a caterer is not contracted for a food service
event, an applicable Kitchen Usage fee will be assessed.
a) The Community Center contains a full service kitchen for use by your caterer. Table covers are
required on all serving and eating tables, and are the responsibility of the Renter to provide.
b) Cooking of food material inside the Community Center is prohibited by Renter or the caterer. The
kitchen and facilities shall be used only for the preparation of food material for service.
10). CLEAN-UP
a) Cleanup is determined as follows:
i. All decorations and/or belongings must be removed from the room by the event ending
time as stipulated in the contract.
ii. Tables must be cleared of all trash, food, beverages, etc.
iii. The trash must be removed from the facility.
iv. The floors must be clear of trash, excessive food particles, etc. All spills or stains left by
the lessee should require no more than a regular cleaning of the carpet.
v. Tape and/or other hanging materials must be removed from all surfaces.
vi. Equipment supplied by the facility should be left in the room.
vii. The use of birdseed, confetti, etc. is not allowed and will result in automatic forfeiture of
the deposit.
b) Cleanup for the kitchen must include the following:
i. Floors must be swept.
ii. Counters cleaned.
iii. No food left anywhere in the facility.
iv. All materials removed from the kitchen belonging to the caterer.
v. All trash bagged and removed from the facilities and placed in the dumpster.
11). ALCOHOLIC BEVERAGES
a). The service and consumption of alcoholic beverages for certain activities within specific city
owned facilities is allowed per the following policy:
1.) Dispensing of alcoholic beverages at designated City facilities shall, at all times, be in strict
accordance with State Law as well as rules and regulations of both the Texas Alcoholic Beverage
Commission (TABC) and the City of Coppell and its agents. Renters requesting permission to
serve alcohol at an event must meet the following conditions:
i.) Approval to serve alcoholic beverages must be requested through a Facility Rental Application
to Serve Alcohol at the time the facility is being reserved.
Page 5
ii.) Alcohol shall not be served during regular operating hours.
iii.) The brown bag method of consuming alcoholic beverages is never permitted on city grounds.
iv). Only authorized, TABC licensed individuals, with TABC licensed supervisors, are permitted
to deliver alcoholic beverages onto the premises or remove them from the premises at the
conclusion of the event.
v). Only individuals licensed by the TABC to serve alcohol may supply and serve alcohol in city
facilities.
vi). All dispensing of alcoholic beverages must be from an open, formal bar or a designated bar
area. The City must approve the method and location for dispensing alcoholic beverages.
vii). Alcoholic beverages shall only be consumed in the area(s) rented to the Renter but is not
permitted in restrooms, cars or parking lots.
viii). All persons must dispose of their drinks before leaving the specific rented area(s). At no
time shall anyone leave the rented facility carrying alcoholic beverages.
ix). Not for profit organizations may have a cash bar if all TABC regulations are met.
x). Renter must ensure that alcohol is NOT consumed by minors (under age 21).
12). INSURANCE (for alcohol service only)
a) Renter, at its own expense, shall endeavor to purchase, maintain and keep in force Commercial
General Liability (CGL) insurance at minimum combined single limits of $1,000,000 per-
occurrence and $1,000,000 general aggregate for bodily injury and property damage, which
coverage shall include, without limitation, contractual liability and products/completed operations
($1,000,000 products/completed operations aggregate).
b) Renter shall endeavor to obtain a certificate of insurance for Liquor Liability at limits of
$1,000,000 per claim/$1,000,000 annual aggregate from any person or organization (liquor
vendor/bartender) that is hired or commissioned by Renter to serve or furnish or sell alcoholic
beverages on or at the premises.
c) Renter shall endeavor to obtain a certificate of insurance for such insurance as described in
Paragraph “a” above, and in the minimum amounts set forth therein from any person or
organization (food vendor/caterer) that is hired or commissioned by Renter to serve or furnish
food and soft beverages on or at the premises.
d) With reference to the foregoing insurances consisting of Commercial General Liability and
Liquor Liability, Renter shall endeavor to endorse its CGL coverage, and request its liquor
vendor/bartender and its food vendor/caterer to endorse its Liquor Liability and commercial
general liability policies, respectively, as follows, as may be applicable:
i. Insurance policies shall contain no cross liability exclusion or insured versus insured
restrictions.
ii. Insurance policies shall be endorsed to the effect that the city of Coppell, Texas, will
receive at least thirty (30) days’ notice prior to cancellation or non-renewal of the
insurance.
iii. Insurance policies that name the city of Coppell as an additional insured must be
endorsed to read as primary coverage, regardless of the application of other insurance.
e) Limits may be satisfied by any combination of primary and umbrella liability insurances.
f) Renter and its liquor vendor/bartender may maintain reasonable and customary deductibles.
g) Insurance should be purchased from insurers that are financially solvent.
h) All insurance should be written on forms filed with, and approved by, the Texas Department of
Insurance.
Page 6
13). SECURITY
a). The City reserves the right to determine the need for police and/or fire security at an event.
b). All security used in the facility will be arranged through and provided by the Coppell Police
Department.
c). Under most situations, security will be required any time alcoholic beverages are served; for any
activities involving 100 people or more and any time the City determines there is a high risk
involved with an event.
d) Renter will be responsible for security expenses, which will be paid directly to the security
personnel prior to the start of the event.
e). If additional police officers are required to respond to Renter’s event due to a disturbance, the
Renter may be subject to additional charges.
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
August 11, 2009
16
✔
CONTRACT/BID or PROPOSAL
Consider approval of a Professional Services Agreement with Kimley-Horn and Associates, Inc., in the amount of
$125,000.00, for design and construction administration services related to an expansion of the Wagon Wheel Tennis
Center, and authorizing the President of the Coppell Recreation Development Corporation and the City Manager to
sign the necessary documents.
The Parks and Recreation staff has been working with Kimley-Horn for many months on a master planning effort for an
expansion at the Wagon Wheel Park Tennis Center. At a June 2, 2009 Budget Workshop, City Council gave authority
to proceed with an Architectural Services Agreement with Kimley-Horn to develop design and construction
documentation related to this expansion. The expansion will include 4 additional courts, shade pavilion, spectator
seating, practice wall, and expanded building to include reception, office, and small retail sales area.
The CRDC approved this Agreement at its regular August 3, 2009 meeting.
Funds are available from the 1/2 percent sales tax for the Coppell Recreation Development Corporation (CRDC) for
this agreement.
Staff recommends approval.
^Tennis Center Expansion- 1 AR
PARKS AND RECREATION DEPARTMENT
CITY COUNCIL AGENDA ITEM
Date: August 11, 2009
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Re: Consider approval of a Professional Services Agreement with Kimley-Horn and
Associates, Inc., in the amount of $125,000.00, for design and construction administration
services related to an expansion of the Wagon Wheel Tennis Center, and authorizing the
President of the Coppell Recreation Development Corporation and the City Manager to sign
the necessary documents.
Background:
The Wagon Wheel Tennis Center opened in 2003 with eight of the twelve courts, half the
building, and reduced customer service elements than were master planned into the
facility. The original architect was of the opinion that twelve courts would provide an
adequate facility for programming, camps, leagues and occasional tournaments. The
decision was made to construct eight courts and determine the acceptance of the
community for the game of tennis, which has demonstrated to be quite good. The
building was designed to be expanded into the area directly to the south if the decision
was made that additional space was needed for small retail sales, an office and expanded
user services. Based on the increasing interest of the community, the idea that tennis
could become a destination in Coppell and the inspiration that Coppell may be a focus for
specific tournaments and expanded league and instructional play, while keeping the
spotlight on recreational play, the expansion is now being seriously considered.
The Coppell Recreation Development Corporation has considered this expansion since
the Park Project Prioritization update discussions in October 2004. In 2005, the Board
placed the project on the priority list and established the expansion as a low priority.
They have considered the project each year since and have agreed that the project
deserves merit and should remain on the Project List. During project discussions at a
Special City Council Meeting on October 30, 2007, the Council agreed to have staff
begin the process of master planning and analyzing the possibility of expanding the
facility. Staff began discussions with architects and determined that Kimley-Horn
brought the most expertise on the subject of tennis center design and programming. At
their meeting of June 2, 2008, the CRDC approved an Agreement with Kimley-Horn to
master plan and estimate the cost of a possible expansion. Kimley-Horn began the
master planning process along with a review of the existing facilities, operations and
programs at the Tennis Center, which included recommended improvements that could
be made. The Board reviewed the findings and the recommended master plan at their
March 2, 2009 meeting and recommended the plan be forwarded to City Council for
consideration.
At the City Council Budget Workshop of June 2, 2009, city staff presented a proposed
master plan of a possible expansion. The described expansion included four additional
courts, bringing the total to twelve; a larger building with an office for a manager,
showers, small retail area and reception; outdoor shade shelter and practice wall, along
with spectator seating and storage. Staff has been working for a few months with an
architect and a tennis professional to look at the facilities, operations, programs, and
maintenance of the facility. Generally, the response was very positive regarding the
quality of the facility and the programs offered. Where they thought we could improve
and have more of a positive impact on the community was in our expanded ability to
offer additional leagues, programs that we do not now offer, bringing tournaments to
Coppell, and increasing tennis revenues to the city.
The following is taken from correspondence from Mike Doty, a south Texas tennis
professional who reviewed the Wagon Wheel Tennis Center and supplied the city with
his opinions about a possible expansion:
• United States Tennis Association-USTA Facility Standards
The bid process for the USTA sanction tournaments has become a competitive market. Facilities must
meet requirements based on the quality of court construction, number of courts at the home site along with
player and fan amenities. Facilities must have showers, inside and outside rest areas, shaded areas on
and off the court, snack bar or food & beverage service, pro shop and stringing service. All these
amenities provide for a positive tournament experience.
With the proposed improvements to Wagon Wheel Tennis Center, the City of Coppell would meet USTA
Tournament and League Facility Standards while providing its community a quality tennis center.
• Increased Programming Opportunities
With the addition of four courts Wagon Wheel Tennis Center can provide tennis programming to different
segments of the community. Programs like junior programs, private and group lessons, tournaments,
league play, social events, ball machine and reservation play for juniors, adults and seniors.
Many tennis programs are most popular at prime times and with 8 courts tennis programs at Wagon
Wheel Tennis Center must have participation restraints and provide limited programming. Twelve courts
would allow for cross programming, the ability to run programs simultaneously to meet the demands of
prime time.
Wagon Wheel Tennis Center would see increased activity around the tennis centers from the use of other
tennis centers tournaments that need other facilities to run large area tournaments. It’s suggested to that
Wagon Wheel Tennis Center allow such usage to expose the tennis population to its tennis center, while
increasing revenues with the use of profit centers and court rentals.
Increased programming equals increased revenue and increased participation.
• Increased Operating Revenue
Planning is essential to building an active tennis program. Developing tennis seasons that are packed full
of programming for the community will produce increased revenues. Its projected that Wagon Wheel
Tennis Center can see a 50% increase in revenues through basic programming without the addition of
USTA Tournaments and Leagues.
The development of USTA Tournaments and USTA Leagues can have a major effect on increasing
operating revenue and providing the community the benefits of tennis.
USTA Tournament Play
With a twelve court facility and the amenities provided at Wagon Wheel Tennis Center, the City of Coppell
would have a top notch center that can host USTA Tournament play. This would have a substantial impact
on operating revenues and an economic impact on the community.
Over time with the addition of five USTA Tournaments it is projected that Wagon Wheel could increase
revenues $50,000 in entry fees alone, plus the increase to profit centers from the increased activity around
the tennis center.
USTA League Play
Developing teams that play out of the center is an important key to a successful program. These teams will
play home matches against other area teams, practice at home, take lessons, participate in other events to
keep there games sharp. USTA provides league play in these areas; Adult League, Senior League, Adult
Mixed, Senior Mixed, Tri-Level, Combo League, plus Junior Team Tennis for all levels. Increased league
play equals increased revenues and increased participation.
• Economic Impact
With the addition of four courts and the upgrade of the facilities that Wagon Wheel Tennis Center, the City
of Coppell would receive sanctions from the USTA-Texas Section to host tournaments. With the addition
of five sanctioned tournaments to be held at Wagon Wheel Tennis Center the city could expect to see an
economic impact of $ 551,100.00
Based on the assumption:
Tournament # 1=500 entries
Tournament # 2=400 entries
Tournament # 3=300 entries
Tournament # 4=200 entries
Tournament # 5=100 entries
Total Entries=1,500
Number of entries=1,500 x 2.2 visitors=3,300
25% stay two nights
50% stay one night
25% day traveler 1-day
State of Texas Travel Impact Model
Per Person
$145.00 Overnight Traveler
$85.00 Day Traveler
Of course, the above economic impacts are based on Coppell having hotels for the tennis
community to utilize. Until there are hotels in Coppell, this element of the projection
will not be applicable. However, the possibility of added revenues coming into the city
as a result of this expansion remains very real with the additional programs, leagues and
tournaments, and the resulting spending in the community.
All this looks very good from a revenue standpoint. Of course, the true emphasis of the
Wagon Wheel Park Tennis Center is getting the Coppell community interested and active
in tennis. This expansion will offer more programs, instruction and league play tailored
to each level of play, that will allow all prospective players a comfortable way of fitting
in at the Center. This will surely get more residents involved in the tennis scene, further
improving the participation levels, the health of our community and the positive feeling
about living in Coppell!
City Council Action requested:
Approval of a Professional Services Agreement with Kimley-Horn and Associates, Inc., in the
amount of $125,000.00, for design and construction administration services related to an
expansion of the Wagon Wheel Tennis Center, and authorizing the President of the Coppell
Recreation Development Corporation and the City Manager to sign the necessary
documents.
Staff Recommendation:
Approval of this itemn
Suite 275
2201 West Royal Lane
Irving, Texas
76063-3206
July 1, 2009
Ms. Ester P. Moreno
Recreation Services Manager
Coppell Parks and Recreation Department
816 S. Coppell Road
Coppell, Texas 75109
Re: Wagon Wheel Tennis Center Improvements
City of Coppell, Texas
Dear Ms. Moreno:
The Scope of Services as outlined on the following pages is based upon our
meetings and conversations during our recent onsite meetings with the Coppell
Parks and Recreation Department (Client.)
Project Understanding
Kimley-Horn and Associates, Inc. (the Consultant) understands that the City of
Coppell Parks and Recreation Department (the Client) intends to prepare
construction documents, and advertise for public bid and construction
improvements to the Wagon Wheel Tennis Center (the Project.)
The amenities for this project shall include four (4) lighted tennis courts to match
the existing courts, a backboard practice court area, expansion of the existing pro
shop (approximately 1,000 SF), a small picnic shelter to match the style of the
existing pro shop, and miscellaneous associated site development (electrical,
lighting, utility extensions, grading, demolition, shade canopies, walkways,
drainage, fencing, gates, bleachers, landscaping and irrigation, etc.)
The Project is budgeted at approximately $1,500,000 (inclusive of professional
design fees, geo-technical investigations, and topographic survey.) Based on our
initial reviews, it appears that no off-site utility improvements or storm water
detention will be required. Therefore, the design of any offsite utilities or storm
water detention systems has been excluded from this proposal.
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TEL 214 420 5600
FAX 214 420 5680
Client Responsibilities
The Consultant shall be entitled to rely on the completeness and accuracy of all
information provided by the Client. The Consultant’s proposed scope of services
includes the use of several documents and other information previously
developed. These items include:
1) A current Final Plat of the park site.
2) Any City of Coppell design requirements or standards applicable to this park
site.
3) Any existing plans, surveys, or geo-technical investigations of the tennis
center, the adjacent parking lot expansion, and plans of existing utilities or
adjacent streets within or adjacent to the park site.
Professional Services
The Consultant will provide the following Basic and Special services as set forth
below utilizing a team consisting of:
Basic Services
Task I Coordination and Design Management
The Consultant will serve as the lead design consultant and project team
manager. Items of work included in this task are:
A) Coordination of topographic survey and geo-technical work.
B) Assisting the Client in defining the project scope, design budgets, and
assignment of design team responsibilities.
C) Perform initial due diligence to determine utility services and City
requirements.
D) Manage the project and direct the consulting team during the design phase.
E) Communicate regularly with the Client as needed.
F) Attend meetings with Client representatives to review the Construction
Documents.
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Task II Master Planning / Programming
The Consultant will meet with Client to document any revisions or modifications
to the overall facility master plan and building layouts that were presented to the
City Council on May 26, 2009.
Deliverables: Revised Master Plan and Building Floor Plan (If Applicable)
Meetings: One (1)
Task III Site Plan Submittal
The Consultant will prepare the Site Plan Submittal and related applications
based upon the finalized master plan the final building floor plans and elevations.
The site plan will be adapted to meet City requirements and recommendations
made prior to and during the Development Review Committee (DRC) Meeting,
Planning and Zoning Meeting, and City Council Meeting.
Deliverables: Site Plan Applications and Submittals
Meetings: Four (4)
Task IV Construction Documents
The Construction Document phase will consist of the following tasks:
A) Preparation of final construction plans and specifications for the tennis
courts, buildings, and site development.
B) Provide an opinion of probable cost based upon the 100% construction
documents.
C) Provide final specifications and details on finishes equipment, lighting,
outlets, pool water supply and waste, structural design, and site utilities.
D) Meet with Client representatives to present the 100% construction
documents.
E) Finalize the 100% construction documents to reflect changes and comments
determined by consensus at a meeting with Client representatives and review
plans for ADA compliance.
Items to be included in the construction documents set are:
A) Cover Sheet
3
B) Existing Conditions/Removal Items:
Using the topographic survey, the Consultant will prepare an existing
conditions/removal items plan with items of work identified for
performance by the Contractor.
C) Layout Plans/Detail Key:
The Consultant will develop a construction layout plan for the
improvements with work/bid items identified with detail references and
notes as required to layout and construct the project.
D) Grading and Utilities Plan:
The Consultant will develop a detailed grading and utilities plan for the
improvements. This plan will show existing and proposed contours,
pavement grades, and spot elevations at critical points. In addition,
extensions and connections to the existing drainage system, and water/
sanitary sewer service connections will be shown. Erosion Control
measures (if required) will be indicated.
E) Pro Shop Expansion Plans and Details:
The Consultant will develop architectural plans to expand and remodel the
existing tennis building that may include additional restrooms/showers, a
pro-shop area, manager’s office, etc.)
F) Tennis Court Plans:
The Consultant will develop plans and details to add four additional post-
tensioned concrete tennis courts and one additional post-tensioned
backboard court to match the existing courts.
G) The Consultant will prepare plans and details for any electrical service and
site lighting additions required in this project.
I) Site Details:
The Consultant will prepare detail sheets for the proposed improvements
using City of Coppell standards (where applicable) and will prepare
specific details where required (picnic pavilion, tennis courts, etc.)
J) Planting and Irrigation Plans:
The Consultant will prepare construction documents for any such
landscape and irrigation system development. These plans will depict the
location, quantity, and size of client-approved plant species and equipment.
In addition, this set of drawings will include proposed details, general notes
and specifications necessary for bidding and construction.
K) Project Manual:
The Consultant will prepare a project manual that will consist of technical
specifications and the Client’s front-end master contract documents, bid
form, etc.
Deliverables: One Set of 100% Complete Plans (Digital and Hard Copies)
Meetings: Two (2) 50% Complete and 100% Complete
4
Task V Bidding Phase Services
The Consultant will provide Bidding Phase Services as follows:
A) Assist the Client in preparing the advertisement for bids.
B) Assistance with pre-qualification of tennis court contractors and general
contractors.
C) Answer questions from Bidders and prepare addenda as necessary.
D) Assist the Client as required in opening bids.
E) Provide bid tabulations and Letter of Recommendation. (A summary of the
bid analysis will be provided to the Client
Deliverables: Addenda, Bid Tabulation and Letter (Digital and Hard Copies)
Meetings: Two (2) Pre- Bid Meeting and Bid Opening
Task VI Construction Phase Services
The Consultant will provide limited Construction Phase Services for the project
as directed by the Client, or their representatives, on a lump sum basis. Below is
an outline of services we are available to provide during the construction phase.
Please note these services do not provide a full-time resident project
representative:
A) Provide site observation visits appropriate to the stage and quality of the
contractor’s works in progress. Site observation visits shall be provided
for the purpose of ascertaining for the Client that the work is in
substantial or general conformance with the contract documents and
design intent.
B) Should non-conforming or defective work be observed, the Consultant
will endeavor to immediately inform the Client’s representative that
conforming or remedial action is required.
C) The number of site observation visits to be provided by a representative
of the Consultant at times in the judgment of the Consultant appropriate
to the works, or as otherwise requested/directed by the Client, shall not
exceed an aggregate total of six (6) visits over the period of the
contractor’s construction contract.
5
D) Conduct coordination meetings with contractors, inspection personnel,
and Client representatives to discuss strategy, problem areas, progress,
and any required coordination. Prepare a summary of these meetings and
distribute them to both the City and the contractor (maximum of two
meetings per month to be conducted in conjunction with a site
observation visit.) It is estimated that construction will take
approximately six months.
E) Review shop drawings and other submittal information for the purpose of
ascertaining conformance with the design intent and construction
documents.
F) Provide written responses to requests for information or clarifications.
G) Prepare and process change orders, if required.
H) Review monthly pay requests by the contractor.
I) Assist the Client in conducting substantial completion and final
completion observations.
J) When complete, recommend final acceptance of work.
K) The Consultant’s Status during Construction: The Consultant will not be
responsible for the contractor’s means, methods, techniques, sequences,
or procedures of construction or the safety precautions and programs
incident hereto. The Consultant will not be responsible for the
contractor’s failure to perform or furnish the work in accordance with the
construction documents. The Consultant will not be responsible for any
delays in the execution of the work caused by the contractor.
Deliverables: Meeting Notes, Shop Drawing/Submittal Review Copies, Final
Punch List and Letter of Substantial Completion
Meetings: Ten (10) Monthly Progress Meetings and Final Punch List
Special Services
Task A Existing Conditions / Topographic Survey
The Consultant will provide a topographic survey of the site (excluding areas
beyond the project limits in AutoCAD 2004. The topographic survey will be a
detailed ground survey based upon a 50’ grid, showing existing above ground
conditions, utilities, contours at one-foot (1′) intervals, spot elevations, physical
features, single trees greater than eight inches (8") in diameter in the vicinity of
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planned improvements. Datum will be tied to a benchmark or datum designated
by the Client and four temporary bench marks will be provided on each site. The
Consultant will use the AutoCAD files to prepare an existing conditions plan for
the proposed aquatic facilities.
Task B Geo-technical Report / Soils Investigations
The Client will provide a geo-technical engineering services report for the
project. This work will consist of doing two to four borings per in the vicinity of
proposed tennis courts and building structures. The reports will provide
recommendations for any required soil modification, building foundations, roof
structures, tennis courts, concrete paving, and footing designs.
Task C Reimbursable Expenses
The Consultant will provide reimbursable expenses on a lump sum basis for
progress review set printing, miscellaneous office expense (phone, fax, express
delivery, plots), and mileage to project meetings. Note: Bid set printing and plan
distribution will be handled through a local plan service and bid sets (electronic
or hard copies) will be provided to the bidders on a cost basis.
Exclusions
Any items requested by the Client that are not outlined in the above scope
will be considered excluded from this contract and may be provided only if
requested and authorized in writing by the Client.
The Consultant can provide the following services, but they are not included in
the limited scope of this initial proposal:
Franchise Utility Coordination
Traffic Impact Studies or Signal Design
Preparation of Traffic control plans
Revisions due to changes in regulations
Revisions to CD’s after design approval
Materials Testing
Archaeological Survey
Submittal, Permitting Fees, or Impact Fees
Construction Staking
Off-Site Utility Design
Off-Site Roadway Design, other than noted
Off-Site Easement Descriptions, other than noted
Detailed Cost Projections
Record Drawing Survey
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Preparation of Record Drawings
Boundary Surveys
Preparation of Preliminary or Final Plat
Tree Identification Surveys
Wetlands Permitting / Delineation
Environmental Impact Statement
Additional Construction Meetings
Water quality and/or detention/retention ponds
Additional work due to an increase in project size (In excess of $1.5
million)
Fee and Billing
The Consultant will perform the Basic Services (Tasks I - VI) and Special
Services (Task A - C) for a total lump sum fee of $125,000. All permitting,
application, and similar project fees will be paid directly by the Client (See
Exhibit “C” - Attached.) Fees and expenses will be invoiced monthly based, as
applicable, upon the percentage of services performed or actual services
performed and expenses incurred as of the invoice date. Payment will be due
within 30 days of your receipt of the invoice.
Additional Services
No additional services shall be provided without prior written authorization from
the Client. Should additional services be required, the Consultant will work with
the Client to develop a lump sum fee. The basis for the lump sum shall be the
Consultant’s Standard Hourly Rates (See Exhibit “D” – Attached.)
Schedule for Completion
The Consultant will work with the Client to develop a mutually acceptable
project schedule (See Exhibit “B” – Attached.)
Insurance
Insurance shall be as per City of Coppell requirements (See Exhibit “E –
Attached.)
Any items requested by the Client that are not outlined in the above scope
will be considered an addition to this contract and may be provided as
requested and authorized by the Client.
8
Closure
In addition to the matters set forth herein, our Letter of Agreement is subject to
our Standard Provisions (See Exhibit “A” – Attached.)
If you concur in the foregoing and wish to direct us to proceed, please execute
two (2) copies of this agreement in the spaces provided below, retain one copy,
and return the other copy to us.
Fees and times stated in this agreement are valid for sixty (60) days after the date
of this letter.
Sincerely,
KIMLEY-HORN AND ASSOCIATES, INC.
Thomas L. Whalen Mark C. Hatchel, ASLA
Vice President Vice President / Senior Park Planner
Attachments: Exhibits “A”, “B”, “C”, “D”, and “E” AGREED to on the _______ day of _____________________, 2009.
COPPELL RECREATION DEVELOPMENT CORPORATION By: Attest:
CITY OF COPPELL, TEXAS
By: Attest:
City Manager
E-mail address for invoicing purposes only: _____________________________
9
Exhibit “A”
STANDARD PROVISIONS
Wagon Wheel Tennis Center Improvements
City of Coppell, Texas
(1) Consultant's Scope of Services and Additional Services. The Consultant’s
undertaking to perform professional services extends only to the services
specifically described in this Agreement. However, if requested by the Client
and agreed to by the Consultant, the Consultant will perform additional services
(“Additional Services”), and such Additional Services shall be governed by these
provisions. Unless otherwise agreed to in writing, the Client shall pay the
Consultant for the performance of any Additional Services an amount based upon
the Consultant’s then-current hourly rates plus an amount to cover certain direct
expenses including in-house duplicating, local mileage, telephone calls, postage,
and word processing. Other direct expenses will be billed at 1.10 times cost.
(2) Client's Responsibilities. In addition to other responsibilities described
herein or imposed by law, the Client shall:
(a) Designate in writing a person to act as its representative with respect to this
Agreement, such person having complete authority to transmit instructions,
receive information, and make or interpret the Client's decisions.
(b) Provide all information and criteria as to the Client's requirements,
objectives, and expectations for the project including all numerical criteria that
are to be met and all standards of development, design, or construction.
(c) Provide to the Consultant all previous studies, plans, or other documents
pertaining to the project and all new data reasonably necessary in the Consultant's
opinion, such as site survey and engineering data, environmental impact
assessments or statements, zoning or other land use regulations, etc., upon all of
which the Consultant may rely.
(d) Arrange for access to the site and other private or public property as required
for the Consultant to provide its services.
(e) Review all documents or oral reports presented by the Consultant and render
in writing decisions pertaining thereto within a reasonable time so as not to delay
the services of the Consultant.
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(f) Furnish approvals and permits from governmental authorities having
jurisdiction over the project and approvals and consents from other parties as
may be necessary for completion of the Consultant's services.
(g) Cause to be provided such independent accounting, legal, insurance, cost
estimating and overall feasibility services as the Client may require or the
Consultant may reasonably request in furtherance of the project development.
(h) Give prompt written notice to the Consultant whenever the Client becomes
aware of any development that affects the scope and timing of the Consultant's
services or any defect or noncompliance in any aspect of the project.
(i) Bear all costs incident to the responsibilities of the Client.
(3) Period of Services. Unless otherwise stated herein, the Consultant will
begin work within 10 calendar days after receipt of an executed copy of this
Agreement and will complete the services in a reasonable time. This Agreement
is made in anticipation of conditions permitting continuous and orderly progress
through completion of the services. Times for performance shall be extended as
necessary for delays or suspensions due to circumstances that the Consultant
does not control. If such delay or suspension extends for more than six months
(cumulatively), Consultant’s compensation shall be renegotiated.
(4) Method of Payment. Compensation shall be paid to the Consultant in
accordance with the following provisions:
(a) Invoices will be submitted periodically, via regular mail or email, for services
performed and expenses incurred. Payment of each invoice will be due within 30
days of receipt. The Client shall also pay any applicable sales tax. All retainers
will be held by the Consultant for the duration of the project and applied against
the final invoice. Interest will be added to accounts not paid within 30 days at
the rate allowed by State Statute per annum beginning on the 30th day. If the
Client fails to make any payment due the Consultant under this or any other
agreement within 30 days after the Consultant's transmittal of its invoice, the
Consultant may, after giving notice to the Client, suspend services until all
amounts due are paid in full.
(b) If the Client objects to an invoice, it must advise the Consultant in writing
giving its reasons within 14 days of receipt of the invoice or the Client’s
objections will be waived, and the invoice shall conclusively be deemed due and
owing.
(c) If the Consultant initiates legal proceedings to collect payment, it may
recover, in addition to all amounts due, its reasonable attorneys' fees, reasonable
experts' fees, and other expenses related to the proceedings. Such expenses shall
include the cost, at the Consultant's normal hourly billing rates, of the time
devoted to such proceedings by its employees.
(d) The Client agrees that the payment to the Consultant is not subject to any
contingency or condition. The Consultant may negotiate payment of any check
tendered by the Client, even if the words “in full satisfaction” or words intended
11
to have similar effect appear on the check without such negotiation being an
accord and satisfaction of any disputed debt and without prejudicing any right of
the Consultant to collect additional amounts from the Client.
(5) Use of Documents. All documents, including but not limited to drawings,
specifications, reports, and data or programs stored electronically, prepared by
the Consultant are related exclusively to the services described in this
Agreement, and may be used only if the Client has satisfied all of its obligations
under this Agreement. They are not intended or represented to be suitable for
use, partial use or reuse by the Client or others on extensions of this project or on
any other project. Any modifications made by the Client to any of the
Consultant’s documents, or any use, partial use or reuse of the documents
without written authorization or adaptation by the Consultant will be at the
Client's sole risk and without liability to the Consultant, and the Client shall
indemnify, defend and hold the Consultant harmless from all claims, damages,
losses and expenses, including but not limited to attorneys' fees, resulting
therefrom. Any authorization or adaptation will entitle the Consultant to further
compensation at rates to be agreed upon by the Client and the Consultant. Any
electronic files not containing an electronic seal are provided only for the
convenience of the Client, and use of them is at the Client’s sole risk. In the case
of any defects in the electronic files or any discrepancies between them and the
hardcopy of the documents prepared by the Consultant, the hardcopy shall
govern. Only printed copies of documents conveyed by the Consultant may be
relied upon. Because data stored in electronic media format can deteriorate or be
modified without the Consultant’s authorization, the Client has 60 days to
perform acceptance tests, after which it shall be deemed to have accepted the
data.
(6) Opinions of Cost. Because the Consultant does not control the cost of labor,
materials, equipment or services furnished by others, methods of determining
prices, or competitive bidding or market conditions, any opinions rendered as to
costs, including but not limited to opinions as to the costs of construction and
materials, shall be made on the basis of its experience and represent its judgment
as an experienced and qualified professional, familiar with the industry. The
Consultant cannot and does not guarantee that proposals, bids or actual costs will
not vary from its opinions of cost. If the Client wishes greater assurance as to the
amount of any cost, it shall employ an independent cost estimator. Consultant's
services required to bring costs within any limitation established by the Client
will be paid for as Additional Services.
(7) Termination. The obligation to provide further services under this
Agreement may be terminated by either party upon seven days' written notice in
the event of substantial failure by the other party to perform in accordance with
the terms hereof through no fault of the terminating party, or upon thirty days’
12
written notice for the convenience of the terminating party. If any material
change occurs in the ownership of the Client, the Consultant shall have the right
to immediately terminate this Agreement. In the event of any termination, the
Consultant shall be paid for all services rendered and expenses incurred to the
effective date of termination, and other reasonable expenses incurred by the
Consultant as a result of such termination. If the Consultant's compensation is a
fixed fee, the amount payable for services will be a proportional amount of the
total fee based on the ratio of the amount of the services performed, as
reasonably determined by the Consultant, to the total amount of services which
were to have been performed.
(8) Insurance. The Consultant carries Workers' Compensation insurance,
professional liability insurance, and general liability insurance. If the Client
directs the Consultant to obtain increased insurance coverage, the Consultant will
take out such additional insurance, if obtainable, at the Client's expense.
(9) Standard of Care. In performing its professional services, the Consultant
will use that degree of care and skill ordinarily exercised, under similar
circumstances, by reputable members of its profession in the same locality at the
time the services are provided. No warranty, express or implied, is made or
intended by the Consultant's undertaking herein or its performance of services,
and it is agreed that the Consultant is not a fiduciary with respect to the Client.
(10) LIMITATION OF LIABILITY. In recognition of the relative risks and
benefits of the Project to both the Client and the Consultant, the risks have been
allocated such that the Client agrees, to the fullest extent of the law, and
notwithstanding any other provisions of this Agreement or the existence of
applicable insurance coverage, that the total liability, in the aggregate, of the
Consultant and the Consultant's officers, directors, employees, agents, and sub-
consultants to the Client or to anyone claiming by, through or under the Client,
for any and all claims, losses, costs or damages whatsoever arising out of,
resulting from or in any way related to the services under this Agreement from
any cause or causes, including but not limited to, the negligence, professional
errors or omissions, strict liability or breach of contract or any warranty, express
or implied, of the Consultant or the Consultant's officers, directors, employees,
agents, and sub-consultants, shall not exceed twice the total compensation
received by the Consultant under this Agreement or $50,000, whichever is
greater. Higher limits of liability may be negotiated for additional fee. Under no
circumstances shall the Consultant be liable for lost profits or consequential
damages, for extra costs or other consequences due to changed conditions, or for
costs related to the failure of contractors to perform work in accordance with the
plans and specifications. This Section 10 is intended solely to limit the remedies
available to the Client, and nothing in this Section 10 shall require the Client to
indemnify the Consultant.
13
(11) Certifications. The Consultant shall not be required to execute
certifications or third-party reliance letters that are inaccurate, that relate to facts
of which the Consultant does not have actual knowledge, or that would cause the
Consultant to violate applicable rules of professional responsibility.
(12) Dispute Resolution. All claims by the Client arising out of this Agreement
or its breach shall be submitted first to non-binding mediation in accordance with
the Construction Industry Mediation Rules of the American Arbitration
Association as a condition precedent to litigation. Any mediation or civil action
by Client must be commenced within one year of the accrual of the cause of
action asserted but in no event later than allowed by applicable statutes.
(13) Hazardous Substances and Conditions.
(a) Services related to determinations involving hazardous substances or
conditions, as defined by federal or state law, are limited to those tasks expressly
stated in the scope of services. In any event, Consultant shall not be a custodian,
transporter, handler, arranger, contractor, or remediator with respect to hazardous
substances and conditions. Consultant's services will be limited to professional
analysis, recommendations, and reporting, including, when agreed to, plans and
specifications for isolation, removal, or remediation.
(b) The Consultant shall notify the Client of hazardous substances or conditions
not contemplated in the scope of services of which the Consultant actually
becomes aware. Upon such notice by the Consultant, the Consultant may stop
affected portions of its services until the hazardous substance or condition is
eliminated. The parties shall decide if Consultant is to proceed with its services
and if Consultant is to conduct testing and evaluations, and the parties may enter
into further agreements as to the additional scope, fee, and terms for such
services.
(14) Construction Phase Services.
(a) If the Consultant's services include the preparation of documents to be used
for construction and the Consultant is not retained to make periodic site visits, the
Client assumes all responsibility for interpretation of the documents and for
construction observation, and the Client waives any claims against the Consultant
in any way connected thereto.
(b) If the Consultant provides construction phase services, the Consultant shall
have no responsibility for any contractor's means, methods, techniques,
equipment choice and usage, sequence, schedule, safety programs, or safety
practices, nor shall Consultant have any authority or responsibility to stop or
direct the work of any contractor. The Consultant's visits will be for the purpose
of endeavoring to provide the Client a greater degree of confidence that the
completed work of its contractors will generally conform to the construction
documents prepared by the Consultant. Consultant neither guarantees the
14
performance of contractors, nor assumes responsibility for any contractor’s
failure to perform its work in accordance with the contract documents.
(c) The Consultant is not responsible for any duties assigned to the design
professional in the construction contract that are not expressly provided for in
this Agreement. The Client agrees that each contract with any contractor shall
state that the contractor shall be solely responsible for job site safety and for its
means and methods; that the contractor shall indemnify the Client and the
Consultant for all claims and liability arising out of job site accidents; and that
the Client and the Consultant shall be made additional insureds under the
contractor’s general liability insurance policy.
(15) No Third-Party Beneficiaries; Assignment and Subcontracting. This
Agreement gives no rights or benefits to anyone other than the Client and the
Consultant, and all duties and responsibilities undertaken pursuant to this
Agreement will be for the sole benefit of the Client and the Consultant. The
Client shall not assign or transfer any rights under or interest in this Agreement,
or any claim arising out of the performance of services by Consultant, without
the written consent of the Consultant. The Consultant reserves the right to
augment its staff with subconsultants as it deems appropriate due to project
logistics, schedules, or market conditions. If the Consultant exercises this right,
the Consultant will maintain the agreed-upon billing rates for services identified
in the contract, regardless of whether the services are provided by in-house
employees, contract employees, or independent subconsultants.
(16) Confidentiality. The Client consents to the use and dissemination by the
Consultant of photographs of the project and to the use by the Consultant of
facts, data and information obtained by the Consultant in the performance of its
services. If, however, any facts, data or information are specifically identified in
writing by the Client as confidential, the Consultant shall use reasonable care to
maintain the confidentiality of that material.
(17) Miscellaneous Provisions. This Agreement is to be governed by the law of
the State of Texas and venue will be in Dallas County. This Agreement contains
the entire and fully integrated agreement between the parties and supersedes all
prior and contemporaneous negotiations, representations, agreements or
understandings, whether written or oral. Except as provided in Section 1, this
Agreement can be supplemented or amended only by a written document
executed by both parties. Provided, however, that any conflicting or additional
terms on any purchase order issued by the Client shall be void and are hereby
expressly rejected by the Consultant. Any provision in this Agreement that is
unenforceable shall be ineffective to the extent of such unenforceability without
invalidating the remaining provisions. The non-enforcement of any provision by
either party shall not constitute a waiver of that provision nor shall it affect the
enforceability of that provision or of the remainder of this Agreement.
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EXHIBIT “B”
PROJECT SCHEDULE
Wagon Wheel Tennis Center Improvements
City of Coppell, Texas
Contracts Complete / Authorization to Proceed August 15, 2009
Geo-technical Report / Topographic Survey Complete September 15, 2009
Construction Documents (50%) October 15, 2009
DRC Pre Application Deadline October 19, 2009
DRC Submission October 21, 2009
DRC Meeting November 5, 2009
Planning and Zoning Meeting November 19, 2009
Council Meeting December 8, 2009
Construction Documents (100%) December 15, 2009
Advertise for Bids January 15, 2009
Open Bids February 15, 2010
Contract Award March 15, 2010
Construction Complete / Open to Public November 15, 2010
Note: This schedule is preliminary and based upon authorization to proceed in
August 2009. This schedule is tentative and is based upon actions by others
(Client) of which the Consultant has no control. This schedule is preliminary in
nature and is intended only for project planning purposes.
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EXHIBIT “C”
COMPENSATION
Wagon Wheel Tennis Center Improvements
City of Coppell, Texas
Basic Services (Lump Sum)
Task I Project Coordination $5,000
Task II Master Plan $0
Task III Site Plan Submittal $5,000
Task IV Construction Documents $55,000
Task V Bidding Phase Services $5,000
Task VI Construction Phase Services $15,000
Total $85,000
Special Services (Lump Sum)
Task A Existing Conditions / Topographic Survey $20,000
Task B Geo-technical Report / Soils Investigation $10,000
Task C Reimbursable Expenses (Lump Sum) $10,000
Total $40,000
Total Compensation (Basic and Special Services) $125,000
17
EXHIBIT “D”
COMPENSATION FOR ADDITIONAL SERVICES
Wagon Wheel Tennis Center Improvements
City of Coppell, Texas
The following hourly rates will be utilized as the basis for any lump sum
additional services should they be authorized by the Client for the Wagon Wheel
Tennis Center Improvements project located in the City of Coppell, Texas.
Standard Rate Schedule (Hourly Rates)
Senior Engineer I / Senior Professional I $200 - $235
Senior Engineer II / Senior Professional II $185 - $220 Engineer / Professional $145 - $180 CAD Technician $125 - $140
Designer $ 95 - $150
Analyst $120 - $140 Support Staff /Technician $ 60 - $ 100
Professional $150
Designer $100 Clerical $50
Note: The above rates are effective January 1, 2009 until January 1, 2011.
18
EXHIBIT “E”
CERTIFICATE OF INSURANCE
Wagon Wheel Tennis Center Improvements
City of Coppell, Texas
(To Be Provided Upon Request)
19
Wagon Wheel Tennis Center Master Plan May 26, 2009Kimley-Hornand Associates, Inc.
Kimley-Hornand Associates, Inc.Pro Shop Expansion Concept
Kimley-Hornand Associates, Inc.Master Plan Concept withFour Additional Courts
Kimley-Hornand Associates, Inc.Wagon Wheel Tennis CenterStaff Reported Annual Revenues2003-2004 $87,030.382004-2005 $102,626.412005-2006 $116,497.652006-2007 $71,172.612007-2008 $143,022.65Note: Revenues down in 2006-2007 due to abnormally bad summer weather and cancelled programming.
AGENDA REQUEST FORM DATE: August 11, 2009
ITEM #: 17
CITY MANAGER'S REPORT
A. Project Update and Future Agendas.
Agenda Request Form - Revised 09/027 Document Name: %manrep
AGENDA REQUEST FORM
DATE: August 11, 2009
ITEM #: 18
NECESSARY ACTION RESULTING FROM WORK SESSION
Agenda Request Form - Revised 02/04 Document Name: %necessaryactionwork
AGENDA REQUEST FORM
DATE: August 11, 2009
ITEM #: 19
NECESSARY ACTION RESULTING FROM EXECUTIVE SESSION
Agenda Request Form - Revised 09/02 Document Name: %necessaryactionexec
CERTIFICATE OF AGENDA ITEM SUBMISSION
Council Meeting Date: August 11, 2009
Department Submissions:
Item No. 8/C 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 Nos. 8/D, 8/E and 8/F 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. 8/H and 8/I were placed on the Agenda for the above-
referenced City Council meeting by the Police Department. I have
reviewed the Agenda Requests (and any backup if applicable) and hereby
submit these items to the City Council for consideration.
____________________
Police Department
Item Nos. 8/J and 8/K were placed on the Agenda for the above-
referenced City Council meeting by the Planning Department. I have
reviewed the Agenda Requests (and any backup if applicable) and hereby
submit these items to the City Council for consideration.
____________________
Planning Department
Item Nos. 14, 15 and 16 were placed on the Agenda for the above-
referenced City Council meeting by the Parks Department. I have
reviewed the Agenda Requests (and any backup if applicable) and hereby
submit these items to the City Council for consideration.
____________________
Parks Department
Financial Review:
I certify that I have reviewed all the items submitted for consideration on
the Agenda for the above-referenced City Council Meeting and have inserted
any financial comments where appropriate.
____________________
Finance Department
City Manager Review:
I certify that I have reviewed the complete Agenda and Packet for the
above-referenced City Council Meeting and hereby submit the same to the
City Council for consideration.
____________________
City Manager
(or Deputy City Manager)