CP 2016-09-27City Council
City of Coppell, Texas
Meeting Agenda
255 Parkway Boulevard
Coppell, Texas
75019-9478
Council Chambers5:30 PMTuesday, September 27, 2016
KAREN HUNT WES MAYS
Mayor Mayor Pro Tem
CLIFF LONG NANCY YINGLING
Place 1 Place 5
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
GARY RODEN MARK HILL
Place 4 Place 7
CLAY PHILLIPS
City Manager
Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular
Called Session 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:
1.Call to Order
2.Executive Session (Closed to the Public) 1st Floor Conference Room
Section 551.072, Texas Government Code - Deliberation regarding Real Property.
A.Discussion regarding property located south of Bethel Road and west of
S. Coppell Road.
B.Discussion regarding property located south of Bethel Road and east of
S. Coppell Road.
Page 1 City of Coppell, Texas Printed on 9/23/2016
September 27, 2016City Council Meeting Agenda
C.Deliberate the sale, exchange or purchase of real property located west
of MacArthur Blvd., southeast of Beltline Road and north of Hwy 635.
3.Work Session (Open to the Public) 1st Floor Conference Room
A.Update on the Old Town Master Plan.
B.Update regarding Marketing Initiatives.
C.Discussion regarding the upcoming 85th Regular Legislative Agenda.
D.Discussion regarding the Boards and Commission Process.
E.Discussion of Agenda Items.
Old Town Update Memo.pdf
BVBI-Campaign-Logos-Memo.pdf
Legislative Agenda 2017 Council Memo 09.23.16.pdf
Legislative Priorities 2015.pdf
Attachments:
Regular Session
4.Invocation 7:30 p.m.
5.Pledge of Allegiance
6.Consider approval of a proclamation naming Tuesday, October 4, 2016,
as "National Night Out" and requesting City Council support and
endorsement of National Night Out festivities; and authorizing the Mayor
to sign.
NNO Proclamation 2016.pdfAttachments:
7.Report by the Coppell Farmers’ Market.
8.Citizens’ Appearance
9.Consent Agenda
A.Consider approval of the minutes: September 13, 2016 and September
20, 2016.
Minutes 2016-09-13.pdf
Minutes 2016-09-20.pdf
Attachments:
B.Consider approval of awarding RFP #0142 for the Holiday Lights
Program to Christmas By Zenith, LLC. in the amount of $122,450.00; as
budgeted; and authorizing the City Manager to sign any necessary
documentation.
Page 2 City of Coppell, Texas Printed on 9/23/2016
September 27, 2016City Council Meeting Agenda
Holiday Lights Program Memo.pdf
Holiday Lights Bid tabulation.pdf
RFP for Holiday Lights.pdf
Christmas By Zenith Agreement.pdf
Attachments:
C.Consider approval of the renewal proposal for organ transplant
coverage from AIG-National Union Fire Insurance in the amount of
$57,317.00, as budgeted; and authorizing the City Manager to sign all
necessary documents.
AIG Organ Transplant Memorandum FY2016-17.pdf
AIG Organ Transplant Renewal Letter FY2016-17.pdf
AIG Organ Transplant Renewal Proposal FY2016-17.pdf
Attachments:
D.Consider approval of the renewal policy for stop loss insurance with
Gerber Life Insurance Company in the amount of $240,885; as
budgeted; and authorizing the City Manager to sign all necessary
documents.
Gerber Stop Loss Insurance Memorandum FY2016-17.pdf
Gerber Stop Loss Insurance Renewal Proposal FY2016-17.pdf
Attachments:
E.Consider approval of the renewal proposal for dental coverage from
Guardian in the amount of $202,665.00, as budgeted; and authorizing
the City Manager to sign all necessary documents.
Guardian Dental Memorandum FY2016-17.pdf
Guardian Renewal Dental PPO DHMO 2016.pdf
Attachments:
F.Consider approval of the renewal agreement with UMR for third party
administrative services to our medical and RX plan in the amount of
$183,383.00, as budgeted; and authorizing the City Manager to sign all
necessary documents.
UMR Medical & RX Memorandum FY2016-17.pdf
UMR Medical & RX Renewal FY2016-17.pdf
Attachments:
End of Consent Agenda
10.Consider approval of an Ordinance of the City of Coppell, Texas,
approving an amendment to Ordinance No. 2015-1418, the budget for
the Fiscal Year October 1, 2015 through September 30, 2016, and
authorizing the Mayor to sign.
Memo Budget Amendment September 27, 2016.pdf
Budget Amendment September 27, 2016.pdf
Attachments:
11.Consider approval of Change Order #1 with RKM Utility Services, Inc.,
for revisions to Burns Street in the amount of $314,355.00; utilizing ¼
Cent Sales Tax Funds; and authorizing the City Manager to sign any
necessary documents.
Page 3 City of Coppell, Texas Printed on 9/23/2016
September 27, 2016City Council Meeting Agenda
Burns CO memo.pdf
Exhibit TAX 2014B.pdf
BURNS ORIGINAL LAYOUT.pdf
BURNS REVISED LAYOUT CO 1 ALT 1.pdf
BURNS REVISED LAYOUT CO 1 ALT 1 - PARKING.pdf
Burns St Change Order 1 Alt 1.pdf
Burns St Change Order 1 Alt 2.pdf
Signed Change Order 1 Alt 1.pdf
Signed Change Order 1 Alt 2.pdf
Attachments:
16.City Manager Reports - Project Updates and Future Agendas
17.Mayor and Council Reports
A.Report by Mayor Hunt regarding upcoming Special Events.
B.Report by Councilmember Roden on the NTCOG Trinity Vision
Committee.
18.Council Committee Reports concerning items of community involvement with no
Council action or deliberation permitted.
A.North Central Texas Council of Governments - Mayor Pro Tem Mays
B.North Texas Commission - Councilmembers Franklin/Yingling
C.Historical Society - Councilmember Long
19.Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
20.Necessary Action from Executive Session
Adjournment
________________________
Karen Selbo Hunt, 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 23rd day of September, 2016, at _____________.
______________________________
Christel Pettinos, City Secretary
Page 4 City of Coppell, Texas Printed on 9/23/2016
September 27, 2016City Council Meeting Agenda
PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION
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 makes 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).
Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun),
a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing
law), may not enter this property with a concealed handgun.
Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried
handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun
licensing law), may not enter this property with a handgun that is carried openly.
Page 5 City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2999
File ID: Type: Status: 2016-2999 Agenda Item Executive Session
1Version: Reference: In Control: Administration
09/21/2016File Created:
Final Action: exec session - s. of bethel, w. of s. coppellFile Name:
Title: Discussion regarding property located south of Bethel Road and west of S.
Coppell Road.
Notes:
Agenda Date: 09/27/2016
Agenda Number: A.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2999
Title
Discussion regarding property located south of Bethel Road and west of S. Coppell Road.
Summary
EXECUTIVE SESSION (Eco Dev Real Property): Discussion regarding property located south of
Bethel Road and west of S. Coppell Road.
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
[Enter Staff Recommendation Here]
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2999)
Goal Icon:
Business Prosperity
Page 2City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-3000
File ID: Type: Status: 2016-3000 Agenda Item Executive Session
1Version: Reference: In Control: Administration
09/21/2016File Created:
Final Action: exec sess - s. of bethel, e. of s coppellFile Name:
Title: Discussion regarding property located south of Bethel Road and east of S.
Coppell Road.
Notes:
Agenda Date: 09/27/2016
Agenda Number: B.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-3000
Title
Discussion regarding property located south of Bethel Road and east of S. Coppell Road.
Summary
EXECUTIVE SESSION (Eco Dev Real Property): Discussion regarding property located south of
Bethel Road and east of S. Coppell Road.
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
[Enter Staff Recommendation Here]
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-3000)
Goal Icon:
Business Prosperity
Page 2City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-3001
File ID: Type: Status: 2016-3001 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
09/23/2016File Created:
Final Action: Executive SessionFile Name:
Title: Deliberate the sale, exchange or purchase of real property located west of
MacArthur Blvd., southeast of Beltline Road and north of Hwy 635.
Notes:
Agenda Date: 09/27/2016
Agenda Number: C.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-3001
Title
Deliberate the sale, exchange or purchase of real property located west of MacArthur Blvd.,
southeast of Beltline Road and north of Hwy 635.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-3001)
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2993
File ID: Type: Status: 2016-2993 Agenda Item Work Session
1Version: Reference: In Control: City Secretary
09/20/2016File Created:
Final Action: Work SessionFile Name:
Title:
A.Update on the Old Town Master Plan.
B.Update regarding Marketing Initiatives.
C.Discussion regarding the upcoming 85th Regular Legislative
Agenda.
D.Discussion regarding the Boards and Commission Process.
E.Discussion of Agenda Items.
Notes:
Agenda Date: 09/27/2016
Agenda Number:
Sponsors: Enactment Date:
Old Town Update Memo.pdf,
BVBI-Campaign-Logos-Memo.pdf, Legislative
Agenda 2017 Council Memo 09.23.16.pdf,
Legislative Priorities 2015.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2993
Title
A.Update on the Old Town Master Plan.
B.Update regarding Marketing Initiatives.
C.Discussion regarding the upcoming 85th Regular Legislative Agenda.
D.Discussion regarding the Boards and Commission Process.
E.Discussion of Agenda Items.
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2993)
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor & City Council
From: Gary L. Sieb, Director of Planning
Date: September 27, 2016
Reference: Update of Old Town
2030: Business Prosperity – Old Coppell As Small Town Village
Introduction:
A goal established by Council for 2015-2016 relates to our Historic Old Coppell Zoning District. On the
agenda for Tuesday, September 27, 2016, is an item that provides an update to Old Coppell development
activity.
Analysis:
From time to time, the Planning Department conveys to Council a review of development activity which
has occurred in Old Town. This year’s report will outline new residential and non-residential construction
within this district, an analysis of the amount of land left for development and a general overview of
potential future land uses.
Legal Review:
The City Attorney has not reviewed this presentation.
Fiscal Impact:
None
Recommendation:
The Planning Department recommends acceptance of this updated report.
Attachments:
None
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MEMORANDUM
To: Mayor and City Council
From: April Reiling, Public Information Officer
Date: September 27, 2016
Reference: Work Session - Marketing Initiatives Update
2030: Sense of Community
Special Place to Live
Community Wellness and Enrichment
Sustainable City Government
Introduction:
Bold Vision Big Impact Marketing Campaign
The Bold Vision, Big Impact (BVBI) Campaign was initially launched in Summer 2015 as a means
to communicate the CRDC ½-cent sales tax funded projects and the status of those projects. The
campaign included a webpage with an online brochure detailing the projects and providing status
updates. Staff is presenting a clean, fresh redesign for Bold Vision Big Impact projects that captures
the Coppell culture and brand in an exciting, engaging and progressive campaign.
With several BVBI facilities and projects opening in the very near future, staff engaged Cooksey
Strategic Communications to help develop a comprehensive marketing campaign that supports the
Bold Vision Big Impact projects and vision. The goals for the campaign are to
• educate various stakeholders about the BVBI projects,
• generate excitement about the projects, and
• drive people to the facilities.
The BVBI campaign launch will feature the Cozby Library and Community Commons, Life Safety
Park and Andrew Brown Park. The action statements behind the campaign are “experience, explore,
enjoy”, and as more BVBI projects move to the forefront, the campaign will evolve and capture new
projects. The first marketing piece featuring the campaign artwork is the FY16-17 Budget Book cover
and as the year moves forward, other BVBI marketing collateral will begin to appear, including a
redesigned city newsletter, web banners, social media banners, flyers and more.
2
Logos
Staff is excited to roll out the Life Safety Park (LSP) and the Cozby Library and Community
Commons logos.
The red, white and blue LSP logo is a stylized badge with EMS, fire and police icons representing
the Coppell branches of public safety. The logo utilizes the Coppell star and Coppell blue to tie the
mark back to the City’s existing brand. The mark is clean, appropriate for the facility and represents
the facility’s unique brand.
The Library logo marries traditional library symbolism in the form of pages popping out of a book
with the technical aspect of a 21st century library by incorporating a computer icon. The logo supports
innovation while balancing tradition, and uses Coppell blue to tie into the City’s existing brand.
1
MEMORANDUM
To: Mayor and City Council
From: Clay Phillips, City Manager
Date: September 23, 2016
Re: 2017 Legislative Agenda
2030: All
Introduction: The Texas Legislature will be convening in a few months. The Mayor & City
Council has routinely developed a position or philosophy on items of major interest or
concern to the City of Coppell that are likely to become topics of discussion and
possible law during the session. This Work Session item is designed to start that
process formally.
Analysis: There are a number of issues that have been generating a great deal of interest leading up
to the next legislative session. The overriding subject of interest will be the continued
assault on local control and the clear objective to reign in what many in the legislature
believe are municipalities, ISD’s, counties an and local political subdivisions. This
effort is likely to take many forms.
Revenue, tax, appraisal, expenditure, and other types of caps continue to be the most
troublesome issues that are absolutely going to garner a great deal of conversation. As
such, they merit your attention. This is not a new subject and previous councils have
included language in their respective Legislative Agendas to speak to the City’s
concerns.
Other more specific topics will include the legislature’s efforts to control local
ordinances where one municipality desires to do something different from another,
such as smoking, texting, and plastic bag bans. While these may seem a bit trivial for
the legislature to concern themselves with given the important clean air, prisons,
funding education, and other major statewide issues, it appears there will be no
shortage of legislative efforts aimed at controlling cities. These are also not new items
as we have discussed these and others over time.
2
There is already one item moving through other state legislatures and courts around the
country that is troublesome, at best. The issue is termed “Dark Buildings/Stores” and
it applies to very large retail/warehouse buildings similar to some of the developments
in our industrial district that were built with specific users in mind. Owners of this
type of real estate are attempting to make the case that the real property values for
these properties are over inflated because they cannot be sold at such high prices given
they were constructed for specific uses. Obviously, if they are successful in their
argument, large percentages of property values and resulting tax revenues could be
adversely impacted.
Fred Hill and Dan Shelley will be attending the October 11 City Council meeting to
provide their advice on the upcoming session. We hope to complete a draft agenda at
that meeting that could be finalized at the October 25 meeting. To facilitate that
process I have included a copy of the previous City of Coppell Legislative Priority
List.
Legal Review: N/A
Fiscal Impact: N/A
Recommendation: N/A
1
CITY OF COPPELL
LEGISLATIVE PRIORITIES 2015
Local Control – The City of Coppell expressly opposes any measures that would limit, reduce, or
remove the local control that municipalities have today regarding their respective abilities to
govern, finance, or otherwise make decisions on behalf of the communities we serve. It is often
said that the best politics is that which is closest to the people. There is no level of political
effort closer to the public than locally elected officials who represent municipalities and other
local political subdivisions. What works for one municipality does not necessarily work in
another. The locally elected mayors and city council members are best suited to make decisions
on behalf of their respective communities.
Property Tax Caps – The City of Coppell opposes any and all efforts to implement ad valorem
property tax caps.
The well documented and undeniable property tax inequities that occur as a result of these types
of measures alone should be reason enough to oppose this type of legislation that has been
thoroughly debated in recent legislative sessions. In addition, these types of measures that have
been adopted in other states have severely limited the ability of municipalities and counties to
maintain infrastructure, programs and services, the very things that the public expects from its
government.
Revenue Caps – The City of Coppell opposes any legislation or attempt to alter the manner in
which municipalities in the State of Texas currently generate revenues or to require voter
approval of revenue increases.
Voter approval of the budget actions of the Mayor and City Council is accomplished each time a
member of the Council seeks re-election. The above discussion regarding how this type of
measure limits the ability to maintain needed infrastructure, programs and services applies to the
issue.
Expenditure Limitations – The City of Coppell opposes any legislation that would limit the
elected Mayors and City Councils of Texas municipalities from adopting budgets that they deem
appropriate for their respective communities or that would require voter approval for increases in
expenditures.
The City of Coppell employs a very open budgeting process during which there are several
opportunities for the citizens to participate. Texas citizens are protected by the current truth-in-
taxation and tax rate roll-back provisions. Once again, voter approval of the actions of the
Mayor and City Council is accomplished each time they seek re-election.
Sales Tax Sourcing Legislation – The City of Coppell opposes any further changes in the
sourcing of sales tax remittance from the current origin of sale method to any method that would
include destination as the manner in which sales tax remittance is calculated. The City of
Coppell participated in a compromise position developed by a number of cities in a previous
2
legislative session that was ultimately adopted by the legislature regarding storefront sales verses
warehouse sales.
The City of Coppell has long had an economic development policy designed to attract business-
to-business and warehouse users. The shift from origin to destination based sales tax sourcing
would result in the loss of millions of dollars in revenue annually from Coppell and send those
dollars to municipalities that put forth no effort in the support of the very business that generated
the tax. Several cities on both sides of this issue proposed compromise language during a
previous legislative session that protects the business-to-business sales tax that is important to
cities situated as we are while also protecting the sales tax generated at traditional storefronts that
is important to other cities. This language was ultimately adopted by the legislature.
Streamline Sales Tax Initiative - The City of Coppell opposes any attempt to adopt the
Streamlined Sales Tax (SST) measure as has been discussed in past sessions unless the State of
Texas maintains origin sourcing.
The potential revenue the state would receive should Congress choose to tax the internet fully is
just that, potential revenue. It remains to be seen whether the elected members of the Senate and
House of Representatives will choose to tax the internet. In fact, the latest news out of
Washington suggests that Congress is not likely to approve the Marketplace Fairness Act or any
other legislation that would enable full sales taxation of internet sales. Without that action, the
state will not have access to appreciably more revenue from this particular sales tax source.
Changing the sourcing laws prematurely in expectation of such a move at the federal level will
only redistribute sales tax revenues from one Texas city to another. The compromise on retail
storefront sourcing that was enacted four years ago should be given time to work. Before any
additional measure are considered, a formal and thorough impact analysis should be conducted
that fully discloses the impact that a broader SST adoption would have on the municipalities and
other taxing jurisdictions, such as transit agencies.
We have estimated that up to 20% of total General Fund and other revenues would be lost if a
more comprehensive SST adoption similar to what has been discussed in recent years were to
pass.
State Water Resources – The City of Coppell supports efforts to ensure a safe and dependable
water supply for years to come. This is possibly one of the most important issues for the
legislature to resolve. Anticipated growth will certainly challenge the adequacy of current water
resources. The City of Coppell opposes additional tap fees that would be collected by
municipalities to be forwarded to the state as additional state revenue without providing a direct
benefit to the citizens of the municipality in which the fee was collected.
Transportation – The City of Coppell supports the Regional Transportation Council’s legislative
agenda.
Our region continues to grow at a rate that is simply overwhelming the transportation system.
The building of additional highway capacity is absolutely essential if the region is to continue to
3
thrive as a very important economic engine for the entire State of Texas. Mass transit via rail
must also become a reality in a much larger scale than currently exists as the continuation of
sprawl becomes at some point unsustainable. This issue along with the water resource issue are
two of the absolute most important issues for the legislature to resolve.
Collective Bargaining – Oppose any and all efforts to mandate collective bargaining of any
segment of municipal employees, be they public safety or otherwise.
A “one size fits all” approach to labor management does not work. There is little doubt that the
public safety and general quality of life our citizens enjoy will be harmed rather than enhanced
by any mandated collective bargaining as municipalities will be forced to cut services,
potentially even public safety services, to cover the expected increases in costs that are always
associated with the collective bargaining process and the resulting more expensive labor
agreements.
While our community wholeheartedly supports our public safety efforts, our citizens also enjoy
the quality of life offerings that make our community what it is today. Forcing more and more
expenditures to public safety efforts reduces the ability to maintain the overall quality of life our
citizens now enjoy and demand.
Alcoholic Beverage Sales – Oppose any further loosening of the restrictions regarding the
proximity to schools, parks, and churches where alcoholic beverages can be sold.
The community of Coppell has been built with families in mind. Our school system is one of the
best in Texas. We have a very strong faith-based community and our municipal programs offer
great kid-centric services to our families. Our ability to ensure safe and appropriate
environments for these segments of our community is vital.
Oil and Gas Wells – Support any efforts that would provide municipalities more ability to
control the site of oil and gas wells as they relate to residential developments, any occupied
buildings, and environmental sensitive areas such as creeks, rivers and drainage ways.
The proliferation of gas wells in the north Texas area has created concern regarding their
proximity to residences, schools, parks, other occupied buildings and environmentally sensitive
areas. The City of Coppell would support the expansion of our ability to apply greater distance
requirements, noise mitigation standards and other control measures deemed necessary to protect
our citizens from the problems caused by the gas exploration and production process. The
associated air quality that has been well documented is also very important.
Red Light Cameras – Continue to support the current legislation allowing a municipality to
operate red light traffic cameras for the purposes of enhancing public safety at major
intersections. The city of Coppell also encourages the state to utilize the funding received by the
state from Red Light Camera citations for the purposes for which it was collected by the state,
that being Trauma funding. Otherwise, the state should cease collecting revenue from cities
generated by this mechanism.
4
Additional State Court or Other Fees – The City of Coppell opposes further fees being added to
municipal court fines that require the municipalities to collect fees to be remitted to the state.
The percent of the total fine and fee collected by municipal courts and remitted to the state is
already at a very high level.
Special District Sales Tax Initiative Sunset Provisions – The City of Coppell supports measures
that would standardize the terms of various voter approved sales tax initiatives such as 4A/4B,
Crime Control and Street Maintenance sale taxes. Providing municipalities with the option to
ask voters to remove sunset provisions altogether, or in the alternative, allowing each of these
types of sales tax entities to employ the same sunset term would prove beneficial and more
efficient compared to the current system where no uniformity exists. Cities and other sales tax
entities could be allowed to hold elections on multiple sales tax questions on the same ballot in a
given year rather than holding multiple elections in varying years due to the non-uniformity of
the sunset provisions required by each type of sales tax.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2994
File ID: Type: Status: 2016-2994 Agenda Item Agenda Ready
1Version: Reference: In Control: City Secretary
09/20/2016File Created:
Final Action: NNO ProclamationFile Name:
Title: Consider approval of a proclamation naming Tuesday, October 4, 2016, as
"National Night Out" and requesting City Council support and endorsement
of National Night Out festivities; and authorizing the Mayor to sign.
Notes:
Agenda Date: 09/27/2016
Agenda Number: 6.
Sponsors: Enactment Date:
NNO Proclamation 2016.pdfAttachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2994
Title
Consider approval of a proclamation naming Tuesday, October 4, 2016, as "National Night
Out" and requesting City Council support and endorsement of National Night Out festivities;
and authorizing the Mayor to sign.
Summary
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
Approval recommended.
Goal Icon:
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2994)
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
Proclamation
WHEREAS, The National Association of Town Watch is sponsoring the 33rd Annual
edition of an important nationwide crime and drug prevention event on October 4th , 2016, called
“National Night Out;” and
WHEREAS, The “Annual National Night Out” provides a unique opportunity for
Coppell, Texas to join forces with thousands of other communities across the country in
promoting cooperative police and community drug prevention efforts; and
WHEREAS, The City of Coppell is celebrating the 25th Anniversary of participating in
this great crime prevention program; and
WHEREAS, It is essential that all citizens of Coppell, Texas be aware of the importance
of crime prevention programs and the impact that their participation can have on reducing crime,
drugs, and violence in Coppell, Texas; and
WHEREAS, Police-Community partnerships, neighborhood awareness and safety, and
cooperation are important themes of the “National Night Out” program; and
WHEREAS, Neighborhood Crime Watch plays a vital part in assisting the Coppell
Police Department through joint crime prevention efforts in Coppell.
NOW, THEREFORE, I, Karen Hunt, Mayor of the City of Coppell, do hereby proclaim
Tuesday October 4th, 2016 as
“National Night Out”
In the City of Coppell, Dallas County, Texas.
IN WITNESS THEREOF, I have set my hand and caused the seal of the City of
Coppell to be affixed this ___________ day of September 2016.
____________________________________
Karen Hunt, Mayor
ATTEST:
____________________________________
Christel Pettinos, City Secretary
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2995
File ID: Type: Status: 2016-2995 Presentation Agenda Ready
1Version: Reference: In Control: City Secretary
09/20/2016File Created:
Final Action: Farmer's MarketFile Name:
Title: Report by the Coppell Farmers’ Market.
Notes:
Agenda Date: 09/27/2016
Agenda Number: 7.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2995
Title
Report by the Coppell Farmers’ Market.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2995)
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2996
File ID: Type: Status: 2016-2996 Agenda Item Consent Agenda
1Version: Reference: In Control: City Secretary
09/20/2016File Created:
Final Action: MinutesFile Name:
Title: Consider approval of the minutes: September 13, 2016 and September 20,
2016.
Notes:
Agenda Date: 09/27/2016
Agenda Number: A.
Sponsors: Enactment Date:
Minutes 2016-09-13.pdf, Minutes 2016-09-20.pdfAttachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2996
Title
Consider approval of the minutes: September 13, 2016 and September 20, 2016.
Summary
Fiscal Impact:
Staff Recommendation:
Approval recommended.
Goal Icon:
Sustainable City Government
Business Prosperity
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2996)
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
255 Parkway Boulevard
Coppell, Texas 75019-9478City of Coppell, Texas
Minutes
City Council
5:30 PM Council ChambersTuesday, September 13, 2016
KAREN HUNT WES MAYS
Mayor Mayor Pro Tem
CLIFF LONG NANCY YINGLING
Place 1 Place 5
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
GARY RODEN MARK HILL
Place 4 Place 7
CLAY PHILLIPS
City Manager
Karen Hunt;Cliff Long;Wes Mays;Gary Roden;Marvin Franklin;Mark Hill
and Nancy Yingling
Present 7 -
Brianna Hinojosa-FloresAbsent1 -
Also present were City Manager Clay Phillips, Deputy City Managers Mario Canizares
and Mike Land, City Secretary Christel Pettinos and City Attorney David Berman.
The City Council of the City of Coppell met in Regular Called Session on Tuesday,
September 13, 2016, at 5:30 p.m. in the City Council Chambers of Town Center, 255
Parkway Boulevard, Coppell, Texas.
Call to Order1.
Mayor Hunt called the meeting to order, determined that a quorum was present
and convened into the Executive Session at 5:39 p.m.
Executive Session (Closed to the Public) 1st Floor Conference Room2.
Section 551.087, Texas Government Code - Economic Development Negotiations.
A.Discussion regarding economic development prospects south of
Northpoint Drive and west of Royal Lane.
Discussed under Executive Session
Page 1City of Coppell, Texas
September 13, 2016City Council Minutes
Section 551.072, Texas Government Code - Deliberation regarding Real Property.
B.Discussion regarding property located south of Bethel Road and west
of S. Coppell Road.
Discussed under Executive Session
C.Discussion regarding real property along portions south of E. Belt Line
Road and east of S. Belt Line Road.
Discussed under Executive Session
Section 551.071, Texas Government Code - Consultation with City Attorney.
D.Consultation with the City Attorney regarding Cause Number
DC-14-05839 filed in 101st Judicial District Court, Dallas County,
styled Hackbelt 27 Partners, L.P. v. City of Coppell.
Discussed under Executive Session
Work Session (Open to the Public) 1st Floor Conference Room3.
Mayor Hunt adjourned the Executive Session at 7:00 p.m. and convened into
the Work Session at 7:04 p.m.
A.Discussion regarding the ADA Transition Plan Findings.
B.Discussion of Agenda Items.
Presented in Work Session
Regular Session
Mayor Hunt adjourned the Work Session at 7:38 p.m. and reconvened into the
Regular Session at 7:44 p.m.
Invocation 7:30 p.m.4.
Laci Garza, Children's Ministry Director with GracePoint Church, gave the
Invocation.
Pledge of Allegiance5.
Mayor Hunt and the City Council led those present in the Pledge of Allegiance.
Citizens’ Appearance6.
Mayor Hunt asked for those who signed up to speak:
1) Larry Standford, 319 Willow Springs Dr., spoke in regards to the numerous
road construction projects and the appearance of continuous disrepair.
Page 2City of Coppell, Texas
September 13, 2016City Council Minutes
Consent Agenda7.
A.Consider approval of the minutes: August 23, 2016 and August 30,
2016.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
B.Consider approval of an Ordinance amending Chapter 9-14, “No
Smoking.” of the Code of Ordinance to repeal and replace with new
regulations regarding Smoking; and authorizing the Mayor to sign.
Consent Agenda Items B and F were pulled to be considered separately .
Luay Rahil, Environmental Health Officer, answered questions of the City
Council.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Cliff Long, that this Ordinance be approved. The motion
passed 4-2 with Councilmembers Marvin Franklin and Mark Hill voting against
the item.
Enactment No: ORD 2016-1445
C.Consider approval to award of bid and agreement to Nema 3 Electric,
Inc. for the purchase and installation of generator equipment for
emergency backup power for the Deforest Lift Station; in the amount
of $151,325.06; as budgeted; and authorizing the City Manager to sign
any necessary documents.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
D.Consider approval of an Ordinance for CASE NO. PD-136R2-LI, DFW
Trade Center, a zoning change from A (Agriculture) and PD-136-LI
(Planned Development-136-Light Industrial), to PD-136R2-LI (Planned
Development-136 Revision 2-Light Industrial), to incorporate 6.45
acres into the existing Planned Development and approve a Concept
Plan for an approximate 115,000-square-foot office/warehouse
building on 9.08 acres of land located in the City of Coppell and 0.8
acres located in the City of Grapevine, on property located at the north
corner of SH 121 and Patriot Drive, authorizing the Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
Enactment No: 91500-A-701
Page 3City of Coppell, Texas
September 13, 2016City Council Minutes
E.Consider approval of an Ordinance for CASE NO. PD-272R4-LI,
Prologis Park @ Callejo, a zoning change from PD-272R-LI (Planned
Development-272 Revised-Light Industrial), to PD-272R4-LI (Planned
Development-272 Revision 4-Light Industrial), to approve a Detail Site
Plan for a 144,465-square-foot office/warehouse building on 10.85
acres of land located approximately 450 feet south of SH 121, west of
Freeport Parkway, authorizing the Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
Enactment No: 91500-A-702
F.Consider approval of a Resolution approving the terms and conditions
of the agreement between the City of Coppell and SPAN, Inc., for the
provision of transit services for Senior Citizens and Citizens with
Disabilities; in an amount not to exceed $75,000; pending the adoption
of the FY 2016-17 budget; and authorizing the Mayor to sign.
Consent Agenda Items B and F were pulled to be considered separately .
Deputy City Manager Mario Canizares presented to the City Council .
A motion was made by Mayor Pro Tem Wes Mays, seconded by
Councilmember Nancy Yingling, that this Agenda Item be approved subject to
the following conditions:
To accept the typographical corrections as approved in the contract
previously:
1) Section 6.09, "$2 million liability insurance coverage;" and
2) Section 6.09 Paragraph C, should read "as otherwise accepted by the City."
The motion passed by an unanimous vote.
G.Consider approval of revisions to the written Fund Balance Policy of
the City of Coppell, Texas, to include changes for best practices and
fund balance requirements associated with the Water/Sewer Fund.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
H.Consider approval of a professional services agreement with Tim
Hansen, ASLA, Landscape Architect/Prime Consultant, in the amount
of $98,780.00 as budgeted, to prepare a comprehensive Rolling Oaks
Memorial Center cemetery conceptual Master Plan and Phase II
expansion plan; and authorizing the City Manager to sign all
necessary documents.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Page 4City of Coppell, Texas
September 13, 2016City Council Minutes
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
I.Consider approval for the purchase of desktop computers and laptops
from Dell Marketing through the State of Texas DIR Interlocal contract
#DIR-SDD-1951, in the amount of $111,579.50; and authorizing the
City Manager to execute all necessary documents.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
J.Consider approval of the renewal of the Dallas County Health and
Human Services Interlocal Government Agreement, effective October
1, 2016 through September 30, 2017; in the amount of $3,131.00;
pending the adoption of the FY 2016-17 budget; and authorizing the
Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
K.Consider approval of the renewal of the Dallas County Health and
Human Services Interlocal Government Agreement for mosquito
spraying; effective October 1, 2016 through September 30, 2017; in
an amount not to exceed, $60,000.00; pending the adoption of the FY
2016-17 budget; and authorizing the Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Wes Mays, that Agenda Items A, C, D, E and G - K be approved on the
Consent Agenda. Consent Agenda Items B and F were pulled for further
questions. The motion passed by an unanimous vote .
End of Consent Agenda
8.Consider approval of an Ordinance approving and adopting the budget
for the City of Coppell, Texas for the Fiscal Year of October 1, 2016
through September 30, 2017, and authorizing the Mayor to sign.
Presentation: Jennifer Miller, Director of Finance, made a presentation to City
Council.
A motion was made by Mayor Pro Tem Wes Mays, seconded by
Councilmember Mark Hill, that this Agenda Item be approved. The motion
passed by an unanimous vote.
Enactment No: ORD 2016-1446
9.Consider ratification of the vote on the FY 2016-17 annual budget
which results in more revenues from ad valorem taxes than the
previous year.
Page 5City of Coppell, Texas
September 13, 2016City Council Minutes
Presentation: Jennifer Miller, Director of Finance, made a presentation to the
City Council.
A motion was made by Mayor Pro Tem Wes Mays, seconded by
Councilmember Cliff Long, that this Agenda Item be approved. The motion
passed by an unanimous vote.
10.Consider approval of an Ordinance of the City of Coppell, Texas
levying the ad valorem taxes for the year 2016 at $.57950 on each
One Hundred Dollars ($100) assessed value of taxable property on
which $.44333 is for operations and maintenance and $.13617 is for
interest and sinking, and authorizing the Mayor to sign.
Presentation: Jennifer Miller, Director of Finance, made a presentation to the
City Council.
Councilmember Gary Roden moved that the property tax rate be increased by
the adoption of a tax rate of $.57950, which is effectively a 4.13% increase in
the tax rate. Councilmember Marvin Franklin seconded the motion. The motion
passed by an unanimous vote.
Enactment No: ORD 2016-1447
11.PUBLIC HEARING:
Consider approval of CASE NO. PD-284-LI, SFS Security Fire
Systems, a zoning change request from LI (Light Industrial) to
PD-284-LI (Planned Development-284-Light Industrial), to allow the
development of an approximate 16,000-square-foot office/warehouse
building on 3.148 acres of property located at 196 S. Freeport
Parkway and to amend the Future Land Use Map of the
Comprehensive Plan from "Residential Neighborhood" to "Industrial
Special District".
Presentation: Marcie Diamond, Assistant Director of Planning, made a
presentation to the City Council.
A motion was made by Mayor Pro Tem Wes Mays, seconded by
Councilmember Mark Hill, to close the Public Hearing and approve the Agenda
Item subject to the following conditions:
1) Minor Plat approval will be required prior to the issuance of a building
permit;
2) The design of the monument and attached signs shall comply with the
regulations of the Sign Ordinance;
3) Note that if the tree to be retained along north property line does not survive
construction it will need to be mitigated;
4) The existing structure be permitted to be retained for up to 120 days after
issuance of a Certificate of Occupancy, once the structure is removed it will be
replaced with landscaped front yard and monument sign;
5) Hours of operation shall generally be 7:00 a.m. to 7: 00 p.m., but in no event
Page 6City of Coppell, Texas
September 13, 2016City Council Minutes
shall there be any deliveries (to the rear) of the building between 7:00 p.m. and
7:00 a.m. and/or on the weekend or on major holidays;
6) Parking spaces shall be limited to amount and location indicated on the site
plan. No parking on rear east side of proposed building;
7) Amending this item to read: No Class 7 or 8 Commercial Vehicles shall be
allowed on the property;
8) This property shall only be used for office, warehouse, and light assembly,
no manufacturing shall be permitted;
9) Sirens or loud truck alarms (except for those required for safety) shall not be
permitted; and
10) Lighting - use the lowest amount of wattage necessary to maintain security
in the rear of the building but to avoid light shining on to neighboring houses.
The motion passed by an unanimous vote.
12.Consider approval of adopting the FY 2016-2017 Council Goals and
Staff Work Plan.
Presentation: City Manager Clay Phillips made a presentation to the City
Council.
A motion was made by Councilmember Marvin Franklin, seconded by
Councilmember Nancy Yingling, that this Agenda Item be approved . The
motion passed by an unanimous vote.
City Manager Reports - Project Updates and Future Agendas13.
With regards to the statements made during the Citizens' Appearance, City
Manager Clay Phillips responded that staff has kept the City Council up-to-date
on all the projects throughout the community. The Bethel Road projects has
had issue upon issue, but is moving along . The Denton Tap project has had
multiple contractors working simultaneously. While it has been inconvenient, it
is progressing. The Library will open in November, the Life Safety Park will
open in January and Andy Brown Park is taking shape quickly.
Next, Mr. Phillips announced his retirement effective March 31, 2017. He shared
his affection for the community, the City Council and the staff, and plans to
stay focused to the end in order to continue to make Coppell the community of
choice. Mayor Hunt responded that Mr. Phillips has been in public service
since 1981 and in Coppell since 1991. She appreciates all that he has done for
the community and appreciates the ample notice to prepare and follow the
succession plan.
Mayor and Council Reports14.
A.Report by Mayor Hunt regarding Music in the Plaza Series.
B.Report by Councilmember Long regarding the Historical Society’s
Meeting.
C.Report by Mayor Pro Tem Mays regarding the TML Region 13
Page 7City of Coppell, Texas
September 13, 2016City Council Minutes
Annual Meeting.
A. Mayor Hunt reported on Music in the Plaza scheduled for Saturday,
September 17th and September 24th, from 7pm to 9pm. On September 17th,
the band will be Warehouse, a Dave Matthews Tribute band. On September
24th, the band will be Vintage Vibes, playing rock & roll, swing, jazz, and more.
Food trucks will be at both events.
B. Councilmember Long reported that the Historical Society met on Saturday,
September 10th, to listen to Lloyd Webb, co-chairman for the Denton County
Historical Commission, speak about the Chisolm Trail. Councilmember Long
also reported that the Historical Society has placed markers throughout the
city. One in particular is located by the little garden at the Square in Old Town.
It has a picture of the original school house.
C. Mayor Pro Tem Mays reminded the City Council that the TML Region 13
Annual Meeting will be held on Friday, September 16th, at 6pm, at the Pizza Hut
Global Headquarters.
Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
15.
Nothing to report.
Necessary Action from Executive Session16.
Nothing to report.
Adjournment
There being no further business before the City Council, the meeting was
adjourned.
________________________
Karen Selbo Hunt, Mayor
ATTEST:
______________________________
Christel Pettinos, City Secretary
Page 8City of Coppell, Texas
255 Parkway Boulevard
Coppell, Texas 75019-9478City of Coppell, Texas
Minutes
City Council
6:00 PM 1st Floor Conference RoomTuesday, September 20, 2016
Special Called Executive Session
KAREN HUNT WES MAYS
Mayor Mayor Pro Tem
CLIFF LONG NANCY YINGLING
Place 1 Place 5
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
GARY RODEN MARK HILL
Place 4 Place 7
CLAY PHILLIPS
City Manager
Karen Hunt;Cliff Long;Brianna Hinojosa-Flores;Wes Mays;Gary
Roden;Marvin Franklin;Mark Hill and Nancy Yingling
Present 8 -
Notice is hereby given that the City Council of the City of Coppell, Texas will meet in a
Special Called Executive Session at 6:00 p.m., to be held in the 1st Floor Conference
Room 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 discussing personnel
matters.
The purpose of the meeting is to consider the following items:
Call to Order
Mayor Hunt called the meeting to order, determined that a quorum was present
and convened into Executive Session at 6:00 p.m.
Executive Session (Closed to the Public) 1st Floor Conference Room
Section 551.074, Texas Government Code - Personnel Matters.1.
Discussion regarding personnel and the process for hiring/appointing
Page 1City of Coppell, Texas
September 20, 2016City Council Minutes
a new City Manager.
Discussed under Executive Session
Mayor Hunt adjourned the Executive Session at 7:36 p.m. and reconvened into
the Regular Session.
Necessary Action from Executive Session2.
Nothing to report.
Adjournment
There being no further business before the City Council, the meeting was
adjourned.
________________________
Karen Selbo Hunt, Mayor
ATTEST:
______________________________
Christel Pettinos, City Secretary
Page 2City of Coppell, Texas
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2986
File ID: Type: Status: 2016-2986 Agenda Item Agenda Ready
1Version: Reference: In Control: Engineering
09/16/2016File Created:
Final Action: Holiday Lights ContractFile Name:
Title: Consider approval of awarding RFP #0142 for the Holiday Lights Program
to Christmas By Zenith, LLC. in the amount of $122,450.00; as budgeted;
and authorizing the City Manager to sign any necessary documentation.
Notes:
Agenda Date: 09/27/2016
Agenda Number: B.
Sponsors: Enactment Date:
Holiday Lights Program Memo.pdf, Holiday Lights Bid
tabulation.pdf, RFP for Holiday Lights.pdf, Christmas
By Zenith Agreement.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2986
Title
Consider approval of awarding RFP #0142 for the Holiday Lights Program to Christmas By
Zenith, LLC. in the amount of $122,450.00; as budgeted; and authorizing the City Manager
to sign any necessary documentation.
Summary
Fiscal Impact:
Funds have been budgeted in Facilities Management, Other Professional Services for this
contract.]
Staff Recommendation:
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2986)
The Engineering Department recommends approval.
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: September 27, 2016
Reference: Holiday Lights Program
2030: Sense of Community, Goal 2
Successful Community Events and Festivals
Community Wellness and Enrichment, Goal 1
Community Gathering Places
Sustainable City Government, Goal 3
Excellent and Well-Maintained City Infrastructure and Facilities
General Information:
Budgeted amount of $125,000.00
RFP #0142 for Holiday Lights Program Opened August 16, 2016
Contract includes a turn-key approach for the City’s Holiday Light Program
Four proposals received (bid tabulation attached)
Bid was “Best Value” instead of “Low Bid” with weighted evaluation criteria
Contract term is effective October 1, 2016 for a two-year term, with options to renew 3
additional one year terms
Introduction:
This agenda item is being presented to consider approval of awarding RFP #0142 for the Holiday
Lights Program to Christmas By Zenith, LLC. in the amount of $122,450.00 as budgeted in the
General Fund; and authorizing the City Manager to sign any necessary documents.
Analysis:
The Holiday Lights Program was bid last in 2015 as a formal sealed bid with options to renew for an
additional 4 years. Awarded to the lowest bidder, the program incurred many glitches. The previous
vendor did not meet the milestone dates along the way, failed to attend the “test” lighting appointment
that was required one week before the Holiday Parade and Event, and did not fully decorate one of
the exterior trees resulting in the previous Facilities Manager purchasing additional decorations and
requiring City employees to place them. The 2013 and 2014 awarded vendor’s also had issues. As
a result, the City decided to change the approach from a formal sealed bid to a Request for Proposal
process.
The Request for Proposal (RFP) process allows the City to award to the most responsive, responsible
offeror whose proposal is the most satisfactory and advantageous to the City based on the factors set
forth in the RFP. The evaluation criteria were discussed during a mandatory pre-bid on August 2,
2016 and included Cost – 35 points, Method of Approach and Creative Designs – 30 points, Firm and
Personnel Qualifications – 15 points, Safety – 10 Points, and References – 10 points. The City’s
vision for the program was also discussed at the meeting as well as the opportunity for interview and
presentation before a Best and Final Offer is submitted.
An evaluation team of four City employees participated in the scoring and recommendation for this
Program. The employees are Kami McGee, Special Events Coordinator; Mindi Hurley, Economic
Development Coordinator; April Reiling, Public Information Officer and Christa Christian, Facilities
Manager. The vision for the Program this year includes a turn-key solution where all City facilities
rooflines are lit in warm, white lights, including the newly renovated and expanded Cozby Library
and Community Commons as well as the Life Safety Park; Town Center front entry area, interior and
exterior Plaza area; and Old Town Coppell. In addition, and new this year, we asked for five photo
opportunities around town beginning the night of the Tree Lighting and decoration of the six City of
Coppell entry monuments located at: East Beltline Rd., North Denton Tap Rd., West Bethel Rd., East
and West Sandy Lake Rd., and North Freeport Pkwy (at 121).
Three of the four offerors are previous awarded vendors for this program. The evaluation team made
it clear that the vision was to keep an elegant and time-honored look for the program characteristic to
the City. After reviewing all of the proposals, the team invited all four offerors to present their ideas,
bring examples of materials proposed and finally, submit a Best and Final Offer (BAFO).
RFP #0142 for the Holiday Lights Program opened on August 16, 2016. There were four (4)
proposals received. Facilities staff conducted the reference checks on each offeror. Using the
evaluation criteria established, the team assigned points for each bidder. After evaluating the scores
assigned, the team recommended Christmas By Zenith, LLC as the successful offeror for this project
in the amount of $122,450.00. They received the highest total points and are within the anticipated
budgeted amount. Christmas By Zenith will deliver the exceptional service and end product that meet
and exceed the expectations of not only our employees, but citizens who frequent our facilities.
Legal Review:
N/A
Fiscal Impact:
The fiscal impact of this Agenda item is $122,450.00; as budgeted in the general fund.
Recommendation:
The Engineering Department recommends approval of this contract with Christmas By Zenith, LLC.
Christmas By
Zenith
Custom Holiday Lights Christmas Light
Company
Production
Experience
Holiday Lights Program $118,250.00 $98,895.00 $84,800.00 $96,189.49
1. Town Center Plaza
Synchronized Music no bid
$4,950.00 Use Existing Sound
$6,950.00 Rent Sound $15,000.00 $16,000.00
2. Photo Opportunities part of bid $2,500.00 $8,000.00 $12,500.00
3. Signature Piece part of bid
1. (8) RBG Uplights on Oblisk or
Town Center $3,500.00
2. Marquee $10,500.00
3. Skyline W/Suspended stars
$4,500.00
4. Season's Greetings sign
$2,400.00
5. Lit Ornaments for 12 trees
$9000.00
6. 74 Banners $12,580.00
74 Brackets $8,140.00
$8,400.00 $30,000.00 -
$45,000.00
4. Life Safety Park Rooftop
Lighting part of bid $3,250.00 $9,000.00
$2.57 x 1129 LF =
$2,901.53
5. Monument Decoration $4,200.00 $2,400.00 $1,700.00 $9,000.00
6. Main Thoroughfare, Denton Tap
to East Beltline no bid $2,650.00 $6,400.00 No bid
Total
(Base bid plus options 2, 4 & 5)$122,450.00 $107,045.00 $103,500.00 $120,591.02
Christmas By
Zenith
Custom Holiday Lights Christmas Light
Company
Production
Experience
Christa Christian 90 65 65 50.5
Mindi Hurley 90 53.33 63.5 46
Kami McGee 90 50.83 65 40
April Reiling 85 52 76
RFP #0142 - Holiday Lights Program
Optional Areas
Scoring
Page 1
STATE OF TEXAS §
§
COUNTY OF DALLAS §
AGREEMENT FOR
RFP #0142 HOLIDAY LIGHTS PROGRAM
This Agreement for (“Agreement”) is made by and between the City of Coppell, Texas
(“City”) and Christmas By Zenith, LLC. (“Contractor”) (each a “Party” and collectively the
“Parties”), acting by and through their authorized representatives.
RECITALS:
WHEREAS, the City desires to engage the services of the Contractor as an independent
contractor, and not as an employee, to provide the services described in Exhibit “A” (the “Scope of
Services”) to perform identified in the Scope of Services (the “Services”); and
WHEREAS, the Contractor desires to render the Services for the City on the terms and
conditions set forth in this Agreement;
NOW THEREFORE, in exchange for the mutual covenants set forth herein, and other
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties
agree as follows:
Article I
Term
1.1 The initial term of this Agreement shall be for an initial term commencing on October
1, 2016 (the “Effective Date”) and ending on September 30, 2018 (“Initial Term”); provided,
however, that City shall have the right and option to extend the term for up to three (3) additional one
(1) year terms by providing written notice to Contractor of the City’s election to extend the term
hereof, such notice to be given not more than ninety (90) days prior to the expiration of the Initial
Term.
1.2 Either Party may terminate this Agreement by giving thirty (30) days prior written
notice to the other Party. Contractor shall be entitled to compensation for any Services completed to
the reasonable satisfaction of the City in accordance with this Agreement prior to such termination.
Article II
Scope of Services
2.1 The Contractor shall perform in connection with the Services as set forth in the Scope
of Services for RFP #0142 Holiday Lights Program.
Article III
Schedule of Work
Contractor agrees to complete the required Services in accordance with the Scope of Services.
Page 2
Article IV
Compensation and Method of Payment
4.1 Contractor will be compensated in accordance with the payment schedule and amounts
set forth in the Scope of Services, not to exceed a total amount of $122,450.00 . Unless otherwise
provided herein, payment to the Contractor shall be monthly based on the Contractor’s monthly
progress report and detailed monthly itemized statement for Services that shows the names of the
Contractor’s employees, agents, contractors performing the Services, the time worked, the actual
Services performed, the rates charged for such Service, the total amount of fee earned to date and the
amount due and payable as of the current statement, in a form reasonably acceptable to the City.
Monthly statements shall include authorized non-salary expenses with supporting itemized invoices
and documentation. The City shall pay such monthly statements within thirty (30) days after receipt
and City verification of the Services and expenses unless otherwise provided herein.
4.2 Unless otherwise provided in the Scope of Services, Contractor shall be responsible
for all expenses related to the services provided pursuant to this Agreement including, but not limited
to, travel, copying and facsimile charges, telephone, internet and email charges.
Article V
Devotion of Time; Personnel; and Equipment
5.1 Contractor shall devote such time as reasonably necessary for the satisfactory
performance of the Services under this Agreement. Should the City require additional services not
included under this Agreement, Contractor shall make reasonable effort to provide such additional
services within the time schedule without decreasing the effectiveness of the performance of services
required under this Agreement, and shall be compensated for such additional services on a time and
materials basis, in accordance with Contractor’s standard hourly rate schedule, or as otherwise agreed
between the Parties.
5.2 To the extent reasonably necessary for the Contractor to perform the services under
this Agreement, Contractor shall be authorized to engage the services of any agents, assistants,
persons, or corporations that the Contractor may deem proper to aid or assist in the performance of
the services under this Agreement. The cost of such personnel and assistance shall be included as part
of the total compensation to be paid Contractor hereunder, and shall not otherwise be reimbursed by
the City unless provided differently herein.
5.3 Contractor shall furnish the equipment, supplies, and personnel necessary to perform
the Services required under this Agreement unless otherwise provided herein.
5.4 City shall provide space for all equipment supplied by Contractor which remains on
the job site during the life of the Agreement. The equipment must be maintained in good operating
condition and in sufficient quantities to adequately perform all Services and available to the
Contractors’ employees at all times. All equipment must by OSHA certified and/or meet all OSHA
requirements.
Page 3
Article VI
Miscellaneous
6.1 Entire Agreement. This Agreement constitutes the sole and only agreement between
the Parties and supersedes any prior understandings written or oral agreements between the Parties
with respect to this subject matter.
6.2 Assignment. The Contractor may not assign this Agreement.
6.3 Successors and Assigns. Subject to the provisions regarding assignment, this
Agreement shall be binding on and inure to the benefit of the Parties to it and their respective heirs,
executors, administrators, legal representatives, successors and assigns.
6.4 Governing Law. The laws of the State of Texas shall govern this Agreement without
regard to any conflict of law rules; and venue for any action concerning this Agreement shall be in
the State District Court of Dallas County, Texas. The Parties agree to submit to the personal and
subject matter jurisdiction of said court.
6.5 Amendments. This Agreement may be amended by the mutual written agreement of
the Parties.
6.6 Severability. In the event any one or more of the provisions contained in this
Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such
invalidity, illegality or unenforceability shall not affect any other provisions, and the Agreement shall
be construed as if such invalid, illegal, or unenforceable provision had never been contained in it.
6.7 Independent Contractor. It is understood and agreed by and between the Parties that
Contractor, in satisfying the conditions of this Agreement, is acting independently, and that the City
assumes no responsibility or liabilities to any third party in connection with these actions. All services
to be performed by Contractor pursuant to this Agreement shall be in the capacity of an independent
contractor, and not as an agent or employee of the City. Contractor shall supervise the performance
of its Services and shall be entitled to control the manner and means by which its services are to be
performed, subject to the terms of this Agreement.
6.8 Notice. Any notice required or permitted to be delivered hereunder may be sent by
first class mail, overnight courier or by confirmed telefax or facsimile to the address specified below,
or to such other Party or address as either Party may designate in writing, and shall be deemed
received three (3) days after delivery set forth herein:
If intended for City:
Attn: Purchasing Manager
Purchasing Department
City of Coppell, Texas
P.O. Box 9478
Coppell, Texas 75019
With a copy to:
Robert Hager
Nichols, Jackson, Dillard, Hager & Smith, LLP
1800 Ross Tower
500 N. Akard Street
Dallas, Texas 75201
Page 4
If intended for Contractor:
Christmas By Zenith, LLC.
Attn: Jim C. Ketchum
3200 W. Bolt St.
Ft. Worth, TX 76028
6.9 Insurance.
(a) Contractor shall during the term hereof maintain in full force and effect the following
insurance: (i) a comprehensive general commercial liability policy of insurance for
bodily injury, death and property damage insuring against all claims, demands or
actions relating to the Contractor’s performance of services pursuant to this Agreement
with a minimum combined single limit of not less than $1,000,000.00 per occurrence
for injury to persons (including death), (ii) public liability insurance policy with an
aggregate limit of not less than $1,000,000.00 and products and completed operations
liability aggregate limit of no less than $1,000,000.00; (iii) City’s Protective Liability
insurance policy with a minimum limits of not less than $600,000.00 per occurrence
and not less than $1,000,000 Aggregate, (iv) excess /umbrella liability insurance policy
coverage with a limit of not less than $1,000,000.00 per occurrence with drop down
coverage, (v) policy of automobile liability insurance covering any vehicles owned
and/or operated by Contractor, its officers, agents, and employees, and used in the
performance of this Agreement with policy limits of not less than $500,000.00
combined single limit and aggregate for bodily injury and property damage; and
(iii) statutory Worker’s Compensation Insurance at the statutory limits and Employers
Liability covering all of Contractor’s employees involved in the provision of services
under this Agreement.
(b) All policies of insurance shall be endorsed and contain the following provisions: (1)
name the City, its officers, and employees as additional insureds as to all applicable
coverage with the exception of Automobile Liability Insurance and Workers
Compensation Insurance; and (2) provide for at least thirty (30) days prior written
notice to the City for cancellation of the insurance; (3) provide for a waiver of
subrogation against the City for injuries, including death, property damage, or any
other loss to the extent the same is covered by the proceeds of insurance. Contractor
shall provide written notice to the City of any material change of or to the insurance
required herein.
(c) All insurance companies providing the required insurance shall be authorized to
transact business in Texas and rated at least “A” by AM Best or other equivalent rating
service.
(d) A certificate of insurance and copies of the policy endorsements evidencing the
required insurance shall be submitted prior to commencement of Services and upon
request by the City.
Page 5
(e) Contractor shall cause all subcontractors performing Services in compliance with this
Agreement to obtain insurance coverages as required in Section 6.9 (a) – (d) herein,
which shall remain in full force and effect during the term of this Agreement.
6.10 Indemnification.
(a) CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF
ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE
SERVICES OF CONTRACTOR PURSUANT TO THIS AGREEMENT. CONTRACTOR
HEREBY WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS AND
EMPLOYEES (COLLECTIVELY REFERRED TO IN THIS SECTION AS “CITY”) FOR
DAMAGE TO ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT
ANY TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL
MISCONDUCT OF CITY OR BREACH OF CITY’S OBLIGATIONS HEREUNDER.
CONTRACTOR AGREES TO INDEMNIFY AND SAVE HARMLESS CITY FROM AND
AGAINST ANY AND ALL LIABILITIES, DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING
COURT COSTS, ATTORNEYS’ FEES AND COSTS OF INVESTIGATION) AND ACTIONS OF
ANY KIND BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR
LOSS OF PROPERTY TO THE EXTENT CAUSED BY THE CONTRACTOR’S NEGLIGENT
PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY
NEGLIGENT ACT OR OMISSION ON THE PART OF CONTRACTOR, ITS OFFICERS,
DIRECTORS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONSULTANTS,
LICENSEES, SUCCESSORS, SUBCONTRACTORS OR PERMITTED ASSIGNS (EXCEPT
WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES
ARISE FROM OR ARE ATTRIBUTED TO NEGLIGENCE OF THE CITY, IN WHOLE OR IN
PART, IN WHICH CASE CONTRACTOR SHALL INDEMNIFY CITY ONLY TO THE EXTENT
OR PROPORTION OF NEGLIGENCE ATTRIBUTED TO CONTRACTOR AS DETERMINED
BY A COURT OR OTHER FORUM OF COMPETENT JURISDICTION). THE CONTRACTOR’S
OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF
COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY
CONTRACTOR UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE
TERMINATION OF THIS AGREEMENT.
6.11 Counterparts. This Agreement may be executed by the Parties hereto in separate
counterparts, each of which when so executed and delivered shall be an original, but all such
counterparts shall together constitute one and the same instrument. Each counterpart may consis t of
any number of copies hereof each signed by less than all, but together signed by all of the Parties
hereto.
6.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof
for all purposes.
[Signature Page to Follow]
Page 6
EXECUTED this _______ day of _____________________, 2016.
CITY OF COPPELL, TEXAS
By:
Clay Phillips, City Manager
ATTEST:
By:
Christel Pettinos, City Secretary
EXECUTED this _______ day of _____________________, 2016.
By: ______
Name: ______________________________________
Title: _______________________________________
EXHIBIT “A”
SCOPE OF SERVICES
Page | 1
The City of Coppell desires to utilize the uniqueness of its parks and facilities to create
a dramatic holiday light display that will decorate a nd benefit the community during
the holiday season.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2989
File ID: Type: Status: 2016-2989 Agenda Item Agenda Ready
1Version: Reference: In Control: Human Resources
09/19/2016File Created:
Final Action: AIG Organ Transplant FY2016-17File Name:
Title: Consider approval of the renewal proposal for organ transplant coverage
from AIG-National Union Fire Insurance in the amount of $57,317.00, as
budgeted; and authorizing the City Manager to sign all necessary
documents.
Notes:
Agenda Date: 09/27/2016
Agenda Number: C.
Sponsors: Enactment Date:
AIG Organ Transplant Memorandum FY2016-17.pdf,
AIG Organ Transplant Renewal Letter
FY2016-17.pdf, AIG Organ Transplant Renewal
Proposal FY2016-17.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2989
Title
Consider approval of the renewal proposal for organ transplant coverage from AIG-National
Union Fire Insurance in the amount of $57,317.00, as budgeted; and authorizing the City
Manager to sign all necessary documents.
Summary
Please see attached Memorandum.
Fiscal Impact:
Funds are budgeted in the City’s Self-Insurance Fund.
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2989)
Staff Recommendation:
Staff recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor and City Council
From: Justin Vaughn, Assistant Director of Administration and Human Resources
Date: September 16, 2016
Reference: Approval of Organ Transplant Coverage
2030: Top Quality City Workforce
Introduction:
Please find the attached renewal proposal for Organ transplant coverage from AIG-National Union
Fire Insurance in the amount of $57,317.00 (a 0% increase over last year’s cost). This proposal is for
a fully insured policy to cover claims for organ transplants.
Analysis:
With few exceptions, most organ transplantation procedures are expensive and because of their high
cost, the City of Coppell decided several years ago to carve out the transplant procedure from its self-
insurance plan and purchase a fully insured plan as a separate policy. This decision helps protect the
City’s health plan from a catastrophic transplant claim while insuring the affected employee gets the
treatment needed from a designated center of excellence for a set annual fee.
If the City chooses not to purchase this fully insured product, all potential organ transplant claims
would be paid out of the Self-Insurance Fund, the fund would be at great risk of potentially one or
more catastrophic claims.
Legal Review:
This is a purchase of an insurance product and no agreement is warranted.
Fiscal Impact:
These costs have been budgeted in the City’s Medical Self-Insurance Fund.
Recommendation:
The city staff recommends the Mayor and City Council approval of the transplant renewal proposal
as outlined above.
Re:
June 22, 2016
City of Coppell
AIG Benefit Solutions
October 1, 2016
Underwriting Technician
jim.colwell@AigBenefits.com
800 634-7462
714 436-3620
Telephone
Facsimile
Jim Colwell
Policyholder:
Policy Anniversary Date:
Policy Number:947-1508
Renewal of Organ & Tissue Transplant Policy
12712 Park Central Drive, Suite
Dallas, TX 75251
Holmes Murphy & Associates, Inc.
Kristen Bernard
AIG Benefit Solutions
Dear Kristen,
The Organ & Tissue Transplant Policy issued to the above captioned group is approaching its
anniversary date, and we are looking forward to renewing it with you.
Attached is the renewal proposal for the group. If there has been a change in the group’s
administrator, please report it to AIG Benefit Solutions immediately, as this may alter or negate the terms
of this renewal proposal. Otherwise, please respond to this letter within 15 days of the renewal date
to allow us to prepare the renewal Policy in a timely manner.
Your response should include an update regarding those individuals that were originally excluded
from coverage under this Policy.
In addition, please identify:
1. Any new potential transplant exposures and related medical information (clinical or case
management notes - including type of transplant, date of evaluation, hospital listing and current
diagnosis).
2. Any significant census changes (current and/or future).
3. Any change in the group’s third party administrator.
Please forward the information requested in Items 1&2 (above) to my attention within 45 days prior
to the renewal date.
Thank you very much for this opportunity to continue our relationship. Should you have any
questions, please do not hesitate to call.
Jim Colwell
Sincerely,
cc: Russ Jehs, Vice President, Organ Transplant Production Manger
AIG Benefit Solutions
One MacArthur Place, 6th Floor
South Coast Metro, CA 92707
Quote Date:06/22/2016
Underwriter:Josefina PanopioEmployer:
Producer:
Proposal:Sales:Guy Finley
CITY OF COPPELL
166551
Organ Transplant (Specified Disease) Proposal
Carrier:
Claims Admin.:
Holmes Murphy & Associates, Inc.
UMR Holdings, Inc.
National Union Fire Insurance
Quote Valid Until:10/01/2016
Effective Date:10/01/2016
This proposal contemplates the utilization of the above captioned Claims Administrator. Any deviation is a material change of fact rendering this proposal null and void.
One MacArthur Place Suite 620, South Coast Metro, CA 92707 Toll Free: 800-634-7462
AIG Benefit Solutions
Summary of Coverage
Russ Jehs
Vice President, Organ Transplant Product Management
Unlimited
See requirements in attached policy specimen
Evaluation through 365 days post transplant
Lifetime Maximum :
Notification / Coordination :
Transplant Benefit Period :
Reimbursement :
Transportation :
Experimental :
Pre-Existing Requirements :
Other Coverage / Services :
Rate :
Commission :
* 100% of covered transplant-related costs, including organ procurement, when
performed in-network.
* 80% of covered transplant-related costs up to scheduled maximum amount per
transplant when performed out-of-network (see policy)
$300 per day, $15,000 maximum for patient and companion. Coverage includes a
separate ambulance benefit.
Coverage for all phases of NCI Clinical Trials
Rates include 0% commission
8.22
Please refer to policy specimen
Pre-Ex is waived for current Participants (unless they are completing an established
Pre-Ex Waiting Period). However, Participants added from the acquisition of a new
group, affiliate, division, and/or subsidiary, are subject to a 12 month Pre-Ex Waiting
Period that begins on the date the acquisition is covered under the Policy. A Pre-Existing
Condition is any condition for which the Participant has within the past 24 months: been
advised that a transplant may be necessary; had a transplant consultation, workup, or
evaluation; been scheduled for a transplant consultation, workup, or evaluation; received
or has been listed to receive a transplant; received dialysis treatments; or been
diagnosed with Chronic Kidney Disease or End Stage Renal Disease. *
18.90
Single *
Family *
$0Policy Deductible :
Premium :57,317.04
$
$
$
* Rates and benefits are subject to state approval, and the 24 month Pre-Ex "look-back"
period may vary by state.
Page 1 of 2
No coverage of any kind is made effective by this quote transmitted. Sales Representatives, and brokers or agents, have no authority to make effective coverage, or enter into contracts on
behalf of the company. Coverage will be effective only after: (1) a quotation is issued by the company; (2) a completed and signed application and disclosure is received by the company; (3) the
application is approved by the company; (4) Written notice confirming effective coverage is issued by the company. This proposal supersedes all others previously issued to you, and all other
Proposals and Rate Quotations previously issued to you are void.
JCOLWELL 06/22/2016 11:13:18
Quote Date:06/22/2016
Underwriter:Josefina PanopioEmployer:
Producer:
Proposal:Sales:Guy Finley
CITY OF COPPELL
166551
Organ Transplant (Specified Disease) Proposal
Carrier:
Claims Admin.:
Holmes Murphy & Associates, Inc.
UMR Holdings, Inc.
National Union Fire Insurance
Quote Valid Until:10/01/2016
Effective Date:10/01/2016
This proposal contemplates the utilization of the above captioned Claims Administrator. Any deviation is a material change of fact rendering this proposal null and void.
One MacArthur Place Suite 620, South Coast Metro, CA 92707 Toll Free: 800-634-7462
AIG Benefit Solutions
Contingencies
For All Producers / Groups
*Explanation of any upcoming significant census changes (20%) within 30 days of effective date.
*Retirees are covered.
*Contract period is for 12 months from effective date.
*Our information indicates that the licensed broker for this quote/proposal is Dave Shipley with Holmes Murphy & Associates, Inc. Only
appropriately licensed brokers can sell, solicit and negotiate insurance products with prospective AIG Benefit Solutions' customers.
For Non-Select Groups: In addition to the Information requested above, please provide the following:
(Attached Proposal is 'indication only' based on our Pooled Producer rates. The information requested below is to determine any variance from
pooled rates in order to determine our final underwriting position.)
Page 2 of 2
No coverage of any kind is made effective by this quote transmitted. Sales Representatives, and brokers or agents, have no authority to make effective coverage, or enter into contracts on
behalf of the company. Coverage will be effective only after: (1) a quotation is issued by the company; (2) a completed and signed application and disclosure is received by the company; (3) the
application is approved by the company; (4) Written notice confirming effective coverage is issued by the company. This proposal supersedes all others previously issued to you, and all other
Proposals and Rate Quotations previously issued to you are void.
JCOLWELL 06/22/2016 11:13:18
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2990
File ID: Type: Status: 2016-2990 Agenda Item Agenda Ready
1Version: Reference: In Control: Human Resources
09/19/2016File Created:
Final Action: Gerber Stop Loss FY2016-17File Name:
Title: Consider approval of the renewal policy for stop loss insurance with Gerber
Life Insurance Company in the amount of $240,885; as budgeted; and
authorizing the City Manager to sign all necessary documents.
Notes:
Agenda Date: 09/27/2016
Agenda Number: D.
Sponsors: Enactment Date:
Gerber Stop Loss Insurance Memorandum
FY2016-17.pdf, Gerber Stop Loss Insurance
Renewal Proposal FY2016-17.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2990
Title
Consider approval of the renewal policy for stop loss insurance with Gerber Life Insurance
Company in the amount of $240,885; as budgeted; and authorizing the City Manager to sign
all necessary documents.
Summary
Please see attached Memorandum.
Fiscal Impact:
Funds are budgeted in the City’s Self-Insurance Fund.
Staff Recommendation:
Staff recommends approval.
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2990)
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor and City Council
From: Justin Vaughn, Assistant Director of Administration and Human Resources
Date: September 16, 2016
Reference: Approval of the Purchase of Medical Stop Loss Insurance
2030: Top Quality City Workforce
Introduction:
The City’s current benefits consultant Holmes Murphy and Associates, LLC went out to the
marketplace with a formal request for proposal process to invite Stop Loss Insurance companies to
submit proposals for stop loss insurance related to the medical plan provided by the City of Coppell
for its employees. The City’s insurance committee is recommending the renewal of stop loss
insurance with Gerber.
Analysis:
The request for proposal was sent out by Coppell Purchasing, and evaluated by Holmes
Murphy. The City received 13 quotes with different deductible levels from 4 different
carriers. Three carriers quoted the same deductible and contract terms that the City currently has.
Gerber was the most competitive quote with a proposed annual cost of $240,885 (-0.01% cost
decrease) for the Specific and Aggregate Stop Loss protection. Gerber has also agreed to remove
the $425,000 laser that is a part of the current contract.
Since the City’s medical plan is self-insured plan, meaning that all claims incurred by employees
and dependents are paid directly from the City’s Medical Self Insured Fund. The purchase of
medical stop loss insurance protects the City’s fund from paying catastrophic claims over a certain
amount.
2
Legal Review:
The medical stop loss insurance is a purchased insurance product that required no legal review.
Fiscal Impact:
The cost of the medical stop loss insurance is budgeted in the City’s Medical Self Insurance Fund.
Recommendation:
The City Staff recommends approval of the purchased of medical stop loss insurance from Gerber.
09/16/2016 12:47 pm Page 1
Date:09/16/2016
Version:5
101 Hudson Street Jersey City, NJ 07302 (212) 925-0017 Tel. ( ) - Fax
STOP LOSS INSURANCE PROPOSAL
This Proposal is subject to final approval by our Jersey City based underwriting department
Employer City of Coppell Effective Date 10/01/2016 Proposal Valid Until 11/01/2016
SIC Code/Nature of Industry 9199 Carrier(s) on behalf Gerber Total Enrollees 341
Specific Covers Medical, Rx Card Proposal Issued To SA Benefit Services, LLC Retirees Y
Aggregate Covers Medical, Rx Card TPA UMR-KS Contract Months 12
Regional Sales Manager Carmine Franca Underwriter Patrick Maguire
Option 1 Option 2
SPECIFIC COVERAGE
Deductible Type
Deductible Amount
Individual
$ 125,000
Individual
$ 150,000
Lifetime Maximum
Contract Period Annual Maximum
Contract Basis
Unlimited
Unlimited
24/12
Unlimited
Unlimited
24/12
AGGREGATE COVERAGE
Loss Limit per Individual
Maximum Annual Reimbursement
Contract Basis
Corridor
$ 125,000
$ 1,000,000
24/12
1.25
$ 150,000
$ 1,000,000
24/12
1.25
COMMISSION (writing agent or group)
Specific 0.00% 0.00%
Aggregate 0.00% 0.00%
SPECIFIC RATE(S)
Quoted Rate Per Month Enrollment
Single 178
Family 163
Estimated Annual Premium
$ 32.11
$ 80.22
$ 225,500
$ 26.62
$ 66.46
$ 186,862
AGGREGATE RATE
Rate Per Month Enrollment
Composite 341
Estimated Annual Premium (Monthly)
Estimated Annual Premium (Annually)
$ 3.76
$ 15,386
$ 12,309
$ 4.65
$ 19,028
$ 15,222
AGGREGATE FACTOR(S)
Monthy Aggregate Claim Factors Enrollment
Medical, Rx Card
Single 178
Family 163
$ 687.97
$ 1,852.56
$ 699.20
$ 1,882.79
Minimum Attachment Point $ 5,093,1115,093,111 $ 5,176,2285,176,228
SEPARATE INDIVIDUAL RETENTION LEVEL(S)/OTHER CONTINGENCIES
OTHER TERMS
Aggregating Specific Amount $ 50,000 $ 50,000
Specific Advance Funding Y Y
Aggregate Terminal Run-Out N N
Run-In Limit - Specific (Per Ee)Waived Waived
Run-in Limit - Aggregate Waived Waived
Organ Transplant Carve Out Y Y
Group City of Coppell Proposal No 5
09/16/2016 12:47 pm Page 2
PROPOSAL QUALIFICATIONS AND CONTINGENCIES:
BENEFIT PLAN DESIGN
Deductible:
Coinsurance Percentage:
Coinsurance maximum:
Maximum Out of Pocket:
Include Deductible:
Class 1: HRA
In-Network
$2,000
80%
$10,000
$2,000
No No
PPO Network(s): United Healthcare Choice Plus
* The producer will receive a volume-based bonus equal to seven percent of the groups gross paid medical stop loss premium.
** The above Specific Rate(s) assume a separate Fully Insured Transplant Insurance Policy is in place on the Proposed Effective Date.
*** The above proposal is firm based on reporting through 8/19/2016 with the following contingencies required. If a decision is made by
9/15/2016, no additional reporting will be required:
1. Karla Richardson - $225,000
I - THE GROUP REPRESENTS THE FOLLOWING:
* A minimum of 80% of all eligible employees are covered under the underlying benefit plan (the "participation requirement"). The group
acknowledges and agrees that the participation requirement will not be revised or waived unless such revision or waiver is indicated by us
(RMTS, LLC and the issuing carrier will herein be referred to as "we," "our" and "us") in writing on this proposal.
* If Domestic Charges Reimbursement, domestic charges are processed and paid like any other claim and a check or draft will be issued or
an electronic fund transfer will be made. If the group cannot make this representation, group must provide a detailed written statement
setting forth how domestic charges are handled including when the group considers a domestic charge paid. Domestic Charges
Reimbursement percentage limit, as stated on page 1 of this Proposal, will apply to the lesser of (1) billed charges or (2) the amount
payable under the terms of the Plan.
* The above rates and factors are based on the plan document and/or plan amendments provided to us during underwriting or in the prior
policy years and approved by us, and network(s) indicated above will be used throughout the contract basis. Any plan changes implemented
to bring the Plan in compliance with the requirements of Patient Protection and Affordable Care Act ("PPACA") will be considered under the
stop loss contract, provided that such changes do not go beyond those required by PPACA. Any changes to deductibles, co-insurance or
out-of pocket maximums, even if mandated by PPACA, may result in adjusted aggregate factors.
II - THIS PROPOSAL IS BASED ON THE FOLLOWING CONDITIONS:
* If retiree coverage is requested under the stop loss policy, MEDICARE is PRIMARY for retirees age 65 and over.
* Information submitted prior to or subsequent to the submission of the Disclosure Statement (including but not limited to the submission of
claims or notices of potential claims (eg. 50% notices)) does not constitute disclosure, unless, you receive written notice from us to the
contrary. The group acknowledges and agrees that the carrier will have no liability for claims submitted with respect to individuals who are
not completely and accurately disclosed as set forth in the disclosure statement.
* The specific run in limit has been waived; however, this assumes receipt and review of Pending and precertification claim reports. If these
reports are not provided and you do not receive written notice from the company of acceptance, any claims over the Specific Deductible
incurred during the run-in period and prior to the effective date of coverage, and submitted for reimbursement under the Contract, will be
limited to 20% of the chosen Specific Deductible level per covered person.
* (If Aggregate Coverage) The contractual Minimum Attachment Point will be based on the first month's enrollment unless the first month's
enrollment has decreased from the quoted enrollment, in which case the contractual Minimum Attachment Point will be based on the quoted
enrollment.
Group City of Coppell Proposal No 5
09/16/2016 12:47 pm Page 3
* If the Plan Document provides for alternative benefits upon recommendation of a case manager, that would otherwise be excluded under
the Plan, such benefits will be considered eligible under the stop loss policy when all of the following criteria have been satisfied:(i)the
group demonstrates to our satisfaction that providing the alternative benefits resulted in cost savings to the benefit plan;(ii)the alternative
benefits are medically necessary and appropriate;(iii)the alternative treatment replaced treatment that would be covered under the benefit
plan; and (iv)the alternative treatment does not exceed the maximum allowed under the benefit plan for the treatment replaced by the
alternative treatment.
*We reserve the right to include a limitation in the stop loss policy in the event the Plan Document provides for continuation coverage during
disability, leave of absence (including but not limited to workers' compensation or severance leave) or lay off which exceeds 12 weeks from
the time the participant is no longer on the regular payroll of the group and/or performing the duties of his/her job with the employer on a full
time basis.
* All participants eligible to participate in the Plan are subject to a minimum hourly working requirement under the Plan. We reserve the right
to include a limitation in the stop loss policy for any plan participant who qualifies for coverage under the Plan without being subjected to the
minimum hourly working requirement.
* Pre-Certification and case management services are utilized.
* Any correction to the specific or aggregate premium of the covered units for the preceding contract period, must be reported to the
company within sixty days after the last contract month of the preceding contract period.
Should we learn at anytime that the information provided to us during the underwriting of this insurance risk was incomplete or
inaccurate or any of the above representations are incorrect or if the group does not agree with any of the above conditions or
assumptions, we may rescind or reunderwrite this offer or the stop loss policy or deny a claim affected by any of the above
representations, conditions or assumptions.
III - THIS PROPOSAL IS SUBJECT TO RECEIPT AND REVIEW OF THE FOLLOWING:
> Completed and Signed Stop Loss Application.
> Completed and Signed Disclosure Statement, executed by the Plan Sponsor and/or TPA representative. Upon receipt of same, we will
make a determination within fifteen(15) business days from receipt of the Statement as to whether a Separate Individual Retention Level(s)
will apply, or whether additional information is needed. See Disclosure Statement for a complete description of requirements and conditions.
> (If Aggregate Coverage) Updated Aggregate Claims report through last day of expiring contract period. Upon receipt and review of same,
we will make a determination within fifteen (15) business days from receipt of the report if the attachment point will need to be revised. If
upon receipt of the updated aggregate claims report, it is determined that the average monthly claims for the two-month period immediately
preceding the effective date of this proposal changed by 10% or more from the average claims for the first ten months of the prior contract
period, we will have the right to change the rates and Aggregate Factors as of the proposed effective date.
> Complete plan document as of the effective date of the proposal (or draft if not yet finalized) with any plan change amendments or change
in Network(s).
> Completed TPA Questionnaire, TPA Licenses in state for which contract will be issued, and evidence of e&o coverage and fidelity bond.
> Completed Carrier Producer Forms with W9, copies of Producer's Licenses in state for which contract will be issued. The license should
be for the same party who is receiving commission (if proposal offer includes commission).
> Binder Check - First month's specific premium (if applying for the first year of coverage) (based on estimated first month enrollment) and
aggregate premium (Lump Sum Amount or PEPM, whichever is chosen by the group). Receipt of premium and/or Binder Check shall not
constitute an acceptance of liability. Liability (subject to the terms and conditions of the Stop Loss Contract) will only be accepted after
receipt and approval of all above referenced documents.
> Pending Claim Report - A pending claim for the purposes of this report is any claim that is received by the group or its agents and not paid
in full. This includes claims received and not yet processed and claims that were denied in whole or in part for receipt of additional
information or otherwise, where benefits may be due under the Plan during the proposed stop loss contract benefit period.
Group City of Coppell Proposal No 5
09/16/2016 12:47 pm Page 4
If the above required forms and information are not received by the 'Proposal Valid Until' date listed on page 1, this offer may be
rescinded, in which case all premium will be refunded.
TPA or Group Representative Signature: Title: Date:
Option selected:
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2991
File ID: Type: Status: 2016-2991 Agenda Item Agenda Ready
1Version: Reference: In Control: Human Resources
09/19/2016File Created:
Final Action: Guardian Dental FY2016-17File Name:
Title: Consider approval of the renewal proposal for dental coverage from
Guardian in the amount of $202,665.00, as budgeted; and authorizing the
City Manager to sign all necessary documents.
Notes:
Agenda Date: 09/27/2016
Agenda Number: E.
Sponsors: Enactment Date:
Guardian Dental Memorandum FY2016-17.pdf,
Guardian Renewal Dental PPO DHMO 2016.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2991
Title
Consider approval of the renewal proposal for dental coverage from Guardian in the amount
of $202,665.00, as budgeted; and authorizing the City Manager to sign all necessary
documents.
Summary
Please see attached Memorandum.
Fiscal Impact:
Funds are budgeted in the City’s Self-Insurance Fund. Approximately $40,000 of the cost is
paid by the City with the remainder being paid by the employees for dependent coverage.
Staff Recommendation:
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2991)
Staff recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2992
File ID: Type: Status: 2016-2992 Agenda Item Agenda Ready
1Version: Reference: In Control: Human Resources
09/19/2016File Created:
Final Action: UMR Medical & RX FY2016-17File Name:
Title: Consider approval of the renewal agreement with UMR for third party
administrative services to our medical and RX plan in the amount of
$183,383.00, as budgeted; and authorizing the City Manager to sign all
necessary documents.
Notes:
Agenda Date: 09/27/2016
Agenda Number: F.
Sponsors: Enactment Date:
UMR Medical & RX Memorandum FY2016-17.pdf,
UMR Medical & RX Renewal FY2016-17.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2992
Title
Consider approval of the renewal agreement with UMR for third party administrative
services to our medical and RX plan in the amount of $183,383.00, as budgeted; and
authorizing the City Manager to sign all necessary documents.
Summary
Please see attached Memorandum.
Fiscal Impact:
Funds are budgeted in the City’s Self-Insurance Fund.
Staff Recommendation:
Staff recommends approval.
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2992)
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor and City Council
From: Justin Vaughn, Assistant Director of Administration and Human Resources
Date: September 16, 2016
Reference: Approval of renewal proposal for Administrative Services Agreement with UMR, Inc.
2030: Top Quality City Workforce
The City staff is recommending that we renew our existing contract with UMR for third party
administrative services. This will be the 10th year for the City of Coppell to retain UMR to administer
our medical and Rx plan and the City has been served well by the discounts in claims costs afforded
by our relationship with UMR and access to their PPO network. The renewal will be completed by
amending the existing Administrative Services Agreement.
Analysis:
The annual administrative fees for this contract year with UMR are $183,383.00 based on 352
covered employees which equals to a 13.02% increase over last year. The increase over current is
due to the change to the Choice Plus network which will yield a net savings of -3.5% off medical
expenses due to improved network discounts. UMR administrative services include medical, flexible
spending, health reimbursement arrangement (HRA), claims processing, utilization review, ID card
generation, internet-based web portal for employees to access claims utilization, run out claims
administration, and United Health Care’s PPO network access. Also attached is UMR’s initial
renewal proposal, as well as the current administrative services agreement for your review. The City’s
Medical plan is a self-insurance plan where all medical claims are processed and adjudicated on
behalf of the City’s plan through a third party administrator. The consequences on not approving this
proposal would result in the City either going back to the market for these services or finding a fully
insured carrier to cover the City’s workforce and abandoning the Self –insurance funding method.
Legal Review:
2
The initial agreement was reviewed by the City Attorney’s Office and recommended changes were
made. This renewal proposal will be an addendum to the main agreement.
Fiscal Impact:
The cost is budgeted in the City’s Medical Self Insurance Fund. .
Recommendation:
The city staff recommends the Mayor and City Council approval of the UMR renewal proposal as
outlined above.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2984
File ID: Type: Status: 2016-2984 Agenda Item Agenda Ready
1Version: Reference: In Control: Finance
09/15/2016File Created:
Final Action: Budget Amendment 15-16 September 2016File Name:
Title: Consider approval of an Ordinance of the City of Coppell, Texas,
approving an amendment to Ordinance No. 2015-1418, the budget for the
Fiscal Year October 1, 2015 through September 30, 2016, and authorizing
the Mayor to sign.
Notes:
Agenda Date: 09/27/2016
Agenda Number: 10.
Sponsors: Enactment Date:
Memo Budget Amendment September 27, 2016.pdf,
Budget Amendment September 27, 2016.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2984
Title
Consider approval of an Ordinance of the City of Coppell, Texas, approving an amendment
to Ordinance No. 2015-1418, the budget for the Fiscal Year October 1, 2015 through
September 30, 2016, and authorizing the Mayor to sign.
Summary
This amendment is being brought forward to reflect items that have been brought before
Council during the fiscal year that require an amendment to the Budget. The accompanying
memorandum provides the details of the amendment.
Fiscal Impact:
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2984)
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: September 27, 2016
Reference: Budget Amendment for Fiscal Year 2015-16
2030: Sustainable City Government
Introduction:
This budget amendment is being brought forward to reflect items that have been brought before
Council during the fiscal year that require an amendment to the budget.
Analysis:
General Fund
General Fund revenues are being amended $2,277,599. Rollback taxes ($199,340), Franchise
taxes ($150,000), Building permits ($325,000), Sales Tax Revenue ($925,000), Ambulance
service ($175,000), Prior year ($191,709), Municipal Court ($200,000), Interest Earnings
($120,000) and Sale of City Property ($486,002) are the primary sources of the revenue
increase.
General Fund expenditures are being increased $2,112,972. Combined Services is being
increased $555,305. This is associated with Tyler Software project, ($50,000), the ERP
discovery project ($442,680) and a change order associated with the Service Center
construction. Economic Development is being amended $150,000 for the payment of an
economic development sign grant. Facilities has experienced some unanticipated repairs,
maintenance and costs associated with the sprinkler systems at Fire Station #2 and the Arts
Center. There has been drainage issue at 265 Parkway and some humidity issues at the Justice
Center. Environmental Health is being amended for costs regarding their public education
campaign. The Fire department budget is being increased $638,845 for the construction of the
Joint Fire Training Facility. Life Safety Park is being increased for the salary costs of the Life
Safety Park manager. Police budget is being increased $16,000 for legal advisor services.
2
Information Systems is being increased for the costs associated with replacing some Tough
books (MDC’s) for Police and Fire. Parks is being amended for the storm damage repairs at
Wagon Wheel Park and for the Storm Drainage project also at Wagon Wheel. Of the total
expenditure increase, $1,777,150 of the expenditure increase is in Designated Fund Balance
resulting in a net increase of $335,822.
Water and Sewer Fund
Revenues are being amended for the decrease experienced in Water/Sewer sales and Impact
Fees. Expenses are being amended in Combined services to lower the transfer to the General
Fund. Utility Billing is being increased for credit card fees.
Police Special Revenue Fund
Revenues are being amended to reflect forfeitures and grants that have been received. The
expenditures are being amended for Municipal Court training costs.
Park Special Revenue Fund
Revenues are being amended to reflect actual park fees collected. Expenditures are being
amended for the Parks and Recreation Master Plan that was more than originally budgeted.
Tree Preservation Fund
Revenues are being amended to reflect actual tree reparations collected.
Debt Service Fund
Revenues and expenditures are being amended to reflect the bond refunding that occurred
during this fiscal year.
Infrastructure Maintenance Fund
Revenues are being amended for the anticipated increase in sales tax collections.
Self-Funded Health Plan
Revenues are being amended to reflect anticipated premiums and expenditures are being amended
to reflect projected claims for the fiscal year.
Drainage Utility District
Revenues are being amended to reflect the anticipated fees. Expenditures are being amended
for the Flood Study along Denton Creek.
Donations Special Revenue Fund
Revenues are being decreased to reflect actual amounts collected. Expenditures are being
amended for costs associated the Library, the Arts Center and Animal Control.
Recreation Fund
Revenues are being amended to reflect the increase in interest earnings.
3
Red Light Fund
Revenues are being amended for the increased interest earnings.
Juvenile Case Manager Fund
Revenues are being amended to reflect actual fees collected.
Municipal Court Special Revenue Fund
Revenues are being amended to reflect actual fees collected.
CRDC Special Revenue
Expenditures are being amended for the costs associated with Wagon Wheel erosion.
CRDC Debt Service Fund
Revenues are being increased to reflect interest earnings. Expenditures are being amended for
agency fees associated with the debt.
Coppell Economic Development Foundation
The revenues and expenditures are associated with the buying and selling of City property.
Municipal Court Tech Fund
Revenues are being amended to reflect actual fees collected and the expenditures are for
services related to business process configuration.
Municipal Court Judiciary Fund
Revenues are being amended to reflect actual fees collected.
Rolling Oaks Fund
Revenues are being amended as a result of the increase in sales experienced by the cemetery.
Crime Control
Revenues are being increased for the anticipated increase in sales tax collections. Expenditures
are being amended for the costs associated with the Joint Dispatch project and the transfer to
CIP for the Police Department portion of the Life Safety Park construction.
Perpetual Care Fund
Revenues are being amended as a result of the increase in sales experienced by the cemetery.
15% of the total revenue generated must be transferred to the Perpetual Care Trust Fund.
CRDC #2 - Special Revenue
Revenues are being increased for the anticipated increase in sales tax collections and the transfer
in from the General Fund for the Library. Expenditures are associated with the 2nd payment for
the artificial turf at CMS – N, costs approved to for the Library and Andy Brown Park.
4
Legal Review:
Agenda item was reviewed by legal as part of the agenda packet.
Fiscal Impact:
Recommendation:
The Finance Department recommends approval of this agenda item.
1
ORDINANCE NO. _____________________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS APPROVING AN
AMENDMENT TO THE BUDGET FOR THE CITY FOR THE FISCAL
YEAR OCTOBER 1, 2015 THROUGH SEPTEMBER 30, 2016; PROVIDING
THAT EXPENDITURES FOR SAID FISCAL YEAR SHALL BE MADE IN
ACCORDANCE WITH SAID BUDGET; AND DECLARING AN
EFFECTIVE DATE.
WHEREAS, the Budget Officer of the City of Coppell, Texas, did on the 5th day of August,
2015, file with the City Secretary, a proposed general budget for the City covering the fiscal year
aforesaid, and
WHEREAS, the City Council of the City of Coppell approved said budget on the 8th day of
September, 2015, and
WHEREAS, the governing body of the City has this date considered an amendment to said
budget;
NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. That Section No. 2 of Ordinance No. 2015-1418, for the 2015-16 Fiscal Year
Budget, is hereby amended as follows:
General Fund Current Budget Amending Budget Change
Revenues $55,773,155 $58,050,754 $2,277,599
Expenditures
Combined Services 3,665,290 4,220,595 555,305
Economic Development 421,946 571,946 150,000
Facilities 3,860,993 4,002,887 141,894
Environmental Health 411,631 415,631 4,000
Fire 12,393,176 13,032,021 638,845
Life Safety Park 0 30,000 30,000
Police 7,408,039 7,424,039 16,000
Information Systems 2,586,774 2,616,774 30,000
Parks 3,888,999 4,435,927 546,928
Total Expenditures $2,112,972
Decrease in Designated Fund Balance (1,777,150)
Net Expenditure Increase 335,822
Net Increase in Undesignated Fund Balance $1,941,777
Water/Sewer Fund Current Budget Amending Budget Change
Revenues $16,588,151 $15,004,932 $(1,583,219)
Expenses
Combined Services 3,005,327 2,305,327 (700,000)
Utility Billing 769,831 857,831 88,000
Net Decrease in Projected Retained Earnings $ 971,219
2
Police Spec. Rev. Fund Current Budget Amending Budget Change
Revenues $ 34,366 $ 43,525 $ 9,159
Expenditures 160,422 164,694 4,272
Net Increase in Projected Fund Balance $ 4,887
Parks Special Revenue Current Budget Amending Budget Change
Revenues $ 100 $ 86,845 $86,745
Expenditures 148,800 163,800 15,000
Net Increase in Projected Fund Balance $71,745
Tree Preservation Current Budget Amending Budget Change
Revenues $250 $61,750 $61,500
Net Increase in Projected Fund Balance $61,500
Debt Service Current Budget Amending Budget Change
Revenues $8,425,602 $13,186,707 $4,761,105
Expenditures 8,474,731 13,153,399 4,678,668
Net Increase in Projected Fund Balance $ 82,437
Infrastructure Maint. Fund Current Budget Amending Budget Change
Revenues $7,160,480 $7,374,822 $214,342
Net Increase in Projected Fund Balance $214,342
Self-Insurance Current Budget Amending Budget Change
Revenues $5,253,377 $5,456,814 $203,437
Expenditures 5,156,662 5,563,878 407,216
Net Decrease in Projected Fund Balance $ 203,779
Municipal Drainage Dist Current Budget Amending Budget Change
Revenues $235,300 $237,000 $ 1,700
Expenditures $305,232 $587,232 282,000
Net Decrease in Projected Fund Balance $280,300
Donations Fund Current Budget Amending Budget Change
Revenues $31,500 $20,250 $(11,250)
Expenditures 2,500 25,924 23,424
Net Decrease in Projected Fund Balance $ 34,674
Recreational Fund Current Budget Amending Budget Change
Revenues $200 $1,200 $1,000
Net Increase in Projected Fund Balance $1,000
Red Light Fund Current Budget Amending Budget Change
Revenues $375,125 $376,400 $1,275
Net Increase in Projected Fund Balance $1,275
3
Juvenile Case Manager Current Budget Amending Budget Change
Revenues $35,000 $50,000 $15,000
Net Increase in Projected Fund Balance $15,000
Municipal Court Special Current Budget Amending Budget Change
Revenues $20,000 $25,250 $5,250
Net Increase in Projected Fund Balance $5,250
CRDC Special Revenue Current Budget Amending Budget Change
Expenditures $492,353 $545,017 $52,664
Net Decrease in Projected Fund Balance $52,664
CRDC Debt Service Current Budget Amending Budget Change
Revenues $1,949,775 $1,951,225 $1,450
Expenditures 1,949,715 1,950,469 750
Net Increase in Projected Fund Balance $ 700
Municipal Court Tech Current Budget Amending Budget Change
Revenues $24,000 $35,250 $11,250
Expenditures 86,025 96,390 10,365
Net Increase in Projected Fund Balance $ 885
CEDF Current Budget Amending Budget Change
Revenues $0 $413,037 $413,037
Expenditures 0 412,437 412,437
Net Increase in Projected Fund Balance $ 600
Municipal Court Efficiency Current Budget Amending Budget Change
Revenues $4,000 $4,800 $800
Net Increase in Projected Fund Balance $800
Crime Prevention Current Budget Amending Budget Change
Revenues $4,352,500 $4,549,405 $196,905
Expenditures $3,642,172 $3,773,999 131,827
Net Increase in Projected Fund Balance $ 65,078
Rolling Oaks Current Budget Amending Budget Change
Revenues $491,667 $648,167 $156,500
Net Increase in Projected Fund Balance $156,500
Perpetual Care Current Budget Amending Budget Change
Revenues $0 $62,850 $62,850
Net Increase in Projected Fund Balance $62,850
CRDC Special #2 Current Budget Amending Budget Change
Revenues $6,812,434 $7,899,331 $1,086,897
Expenditures 9,849,042 11,503,544 1,654,502
Net Decrease in Projected Fund Balance $ 567,605
4
SECTION 2. EFFECTIVE DATE.
That this ordinance shall become effective immediately from and after its passage as the law
and charter in such cases provide.
DULY PASSED and adopted by the City Council of the City of Coppell, Texas, on the 27th day of
September 2016.
APPROVED:
______________________________
KAREN SELBO HUNT, MAYOR
ATTEST:
____________________________________________
CHRISTEL PETTINOS, CITY SECRETARY
APPROVED AS TO FORM:
_____________________________________
CITY ATTORNEY
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2956
File ID: Type: Status: 2016-2956 Agenda Item Agenda Ready
1Version: Reference: In Control: Engineering
09/01/2016File Created:
Final Action: CO #1 Burns St.File Name:
Title: Consider approval of Change Order #1 with RKM Utility Services, Inc., for
revisions to Burns Street in the amount of $314,355.00; utilizing ¼ Cent
Sales Tax Funds; and authorizing the City Manager to sign any necessary
documents.
Notes:
Agenda Date: 09/27/2016
Agenda Number: 11.
Sponsors: Enactment Date:
Burns CO memo.pdf, Exhibit TAX 2014B.pdf,
BURNS ORIGINAL LAYOUT .pdf, BURNS REVISED
LAYOUT CO 1 ALT 1.pdf, BURNS REVISED
LAYOUT CO 1 ALT 1 - PARKING.pdf, Burns St
Change Order 1 Alt 1.pdf, Burns St Change Order 1
Alt 2.pdf, Signed Change Order 1 Alt 1.pdf, Signed
Change Order 1 Alt 2.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2956
Title
Consider approval of Change Order #1 with RKM Utility Services, Inc., for revisions to Burns
Street in the amount of $314,355.00; utilizing ¼ Cent Sales Tax Funds; and authorizing the
City Manager to sign any necessary documents.
Summary
Fiscal Impact:
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2956)
Funds are available in the ¼% sales tax for street maintenance for this change order.]
Staff Recommendation:
The Engineering Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/23/2016
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: September 27, 2016
Reference: Reconstruction of Burns Street- Change Order #1
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General Information:
The original bid amount was $944,135.00 plus $45,000.00 incentive for a total award of
$989,135.00 from the ¼ cent sales tax fund.
Two design options/pricing scenarios are being presented
Alternate #1 will add a cost of $314,355.00. This will increase the total project cost to
$1,258,490.00.
Alternate #2 is will add cost of $255,765.00. This will increase the project total to
$1,199,900.00.
The contractor originally bid 180 calendar days for completion of construction.
The Alt #1 design added 45 calendar days, extending the total time to 225 days.
The Alt #2 design change added 40 days, extending total time to 220 days.
Introduction:
This agenda item is being presented for approval of Change Order #1, Alternate #1 with RKM Utility
Services, Inc., for revisions to Burns Street in the amount of $314,355.00. or approval of Change
Order #1, Alternate #2 with RKM Utility Services, Inc., for revisions to Burns Street in the amount
of $255,765.00.
Analysis:
City Council awarded Burns Street Reconstruction to RKM Utility Services, Inc. on the May 24, 2016
City Council Meeting. This bid was to remove and replace the existing street.
2
This change adds quantity and additional scope based on the requested design changes, which
dramatically altered the original bid.
The original bid amount was $944,135.00 plus $45,000.00 incentive for a total award of $989,135.00
from the ¼ cent sales tax fund. After award of the bid, it was requested that Burns Street be modified
to promote the future economic development of the Old Town area, which included adding the “nose
in parking” design that is prevalent throughout the other Old Town streetscapes.
Two design options/pricing scenarios are being presented to allow for flexibility based on the
outcome of the development plan and sale of property for future residential development north of
Burns Street. The Alternate #1 design change to Burns Street would add a cost of $314,355.00. This
would increase the total project cost to $1,258,490.00. Alternate #2 is an added cost of $255,765.00,
which would increase the project total to $1,199,900.00.
The Alternate #1 design change includes adding “nose in parking” along Burns Street, adding “nose
in parking” to the east side of Hammond Street (between Burns & Travis) and “nose in parking” to
the south side of Travis Street, as well as the addition of stamped concrete at the intersections on
Burns Street. The Alternate #2 design is the same as Alternate #1 except the “nose in parking” and
sidewalk along the potential residential section on the north side of Burns Street has been removed.
The contractor originally bid 180 calendar days for completion of construction. The Alternate #1
design change to Burns Street would add 45 calendar days to the project, extending the total time to
225 days. The Alternate #2 design change would add 40 days, extending total time to 220 days.
Burns Street preconstruction meeting has been held and a Notice To Proceed Letter has been issued
to the contractor to start work the week of October 3, 2016.
With approval of Change Order #1, city staff will begin staging for construction start.
Legal Review:
This Change Order did not require legal review.
Fiscal Impact:
The fiscal impact of this Agenda item (Alternate #1) is $314,355.00 from the ¼ Sales Tax Fund.
The fiscal impact of this Agenda item (Alternate #2) is $255,765.00 from the ¼ Sales Tax Fund.
Recommendation:
The Engineering Department recommends approval of this Change Order with RKM Utility Services,
Inc.
Burns StreetReconstruction, 1/4 Cent SalesTax Fund, FY 2014BCreated in CIVIL3D1 INCH = 1 MILE0S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2014.dwg\TAX 2014BCreated on: 1 April 2016 by Scott Latta1/21/21
1 INCH = FT.0200200100Burns StreetReconstruction, 1/4 Cent SalesTax Fund, FY 2014BCreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2014.dwg\TAX 2014BCreated on: 1 April 2016 by Scott LattaAREA OF PROPOSEDSTREET RECONSTRUCTION2/2
BURNS STREET RECONSTRUCTIONORIGINAL LAYOUTCITY OF COPPELL, TEXAS
BURNS STREET RECONSTRUCTIONREVISED LAYOUTCITY OF COPPELL, TEXAS
BURNS STREET RECONSTRUCTIONREVISED LAYOUT - PARKING ADDITIONCITY OF COPPELL, TEXAS
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2998
File ID: Type: Status: 2016-2998 Agenda Item Mayor and Council
Reports
1Version: Reference: In Control: City Secretary
09/20/2016File Created:
Final Action: Mayor and Council ReportsFile Name:
Title: A.Report by Mayor Hunt regarding upcoming Special Events.
B.Report by Councilmember Roden on the NTCOG Trinity Vision
Committee.
Notes:
Agenda Date: 09/27/2016
Agenda Number:
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2998
Title
A.Report by Mayor Hunt regarding upcoming Special Events.
B.Report by Councilmember Roden on the NTCOG Trinity Vision Committee.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2998)
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2997
File ID: Type: Status: 2016-2997 Agenda Item Council Committee
Reports
1Version: Reference: In Control: City Secretary
09/20/2016File Created:
Final Action: Council Commmittee ReportsFile Name:
Title: A.North Central Texas Council of Governments - Mayor Pro Tem
Mays
B.North Texas Commission - Councilmembers Franklin/Yingling
C.Historical Society - Councilmember Long
Notes:
Agenda Date: 09/27/2016
Agenda Number:
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 09/27/2016City Council
Text of Legislative File 2016-2997
Title
A.North Central Texas Council of Governments - Mayor Pro Tem Mays
B.North Texas Commission - Councilmembers Franklin/Yingling
C.Historical Society - Councilmember Long
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Page 1City of Coppell, Texas Printed on 9/23/2016
Master Continued (2016-2997)
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 9/23/2016