CP 2017-07-25City Council
City of Coppell, Texas
Meeting Agenda
255 Parkway Boulevard
Coppell, Texas
75019-9478
Council Chambers5:30 PMTuesday, July 25, 2017
KAREN HUNT NANCY YINGLING
Mayor Mayor Pro Tem
CLIFF LONG GARY RODEN
Place 1 Place 4
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
WES MAYS MARK HILL
Place 3 Place 7
MIKE LAND
City Manager
Also present were City Manager Mike Land, Deputy City Secretary Jean Dwinnell and City
Attorney Robert Hager.
The City Council of the City of Coppell met in Regular Called Session on Tuesday, July 25,
2017 at 5:30 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard,
Coppell, Texas.
1.Call to Order
2.Executive Session (Closed to the Public) 1st Floor Conference Room
Section 551.087, Texas Government Code - Economic Development Negotiations.
Discussion regarding economic development prospects south of Bethel
Road and west of S. Coppell Road.
3.Work Session (Open to the Public) 1st Floor Conference Room
A.Business plan presentation by the Coppell Arts Council.
B.Discussion regarding Coppell Arts Center final floor plan.
C.Update on the status of the Vector Control Program.
D.Discussion regarding the Old Town signage and arches.
E.Discussion regarding Library Board, Parks and Recreation Board, and
City Council joint meeting topics.
Page 1 City of Coppell, Texas Printed on 9/8/2017
July 25, 2017City Council Meeting Agenda
F.Discussion regarding Boards/Commissions Application Process.
G.Discussion regarding Agenda Items.
Coppell Arts Council Strategic Plan Memo.pdf
Coppell Arts Center Floor Plan Memo.pdf
Memo - Vector Control Program.pdf
Old Town Signage and Arches Memo.pdf
Joint Mtg Agenda Topics Memo.pdf
Boards & Commissions Application Process Memo.pdf
Attachments:
Regular Session
4.Invocation 7:30 p.m.
5.Pledge of Allegiance
6.Citizens’ Appearance
7.Consent Agenda
a.Consider approval of the minutes: July 11, 2017.
Minutes.pdfAttachments:
b.Consider approval of the renewal of the Dallas County Health and Human
Services Interlocal Government Agreement for mosquito spraying; effective
October 1, 2017, through September 30, 2018; in an amount not to
exceed, $60,000.00; pending the adoption of the FY 2017-18 budget; and
authorizing the Mayor to sign.
DCHHS Mosquito Memo 2017.pdf
DCHHS Mosquito Services Contract 2017-2018.pdf
Attachments:
c.Consider approval of the renewal of the Dallas County Health and Human
Services Interlocal Government Agreement, effective October 1, 2017,
through September 30, 2018; in the amount of $3,131.00; pending the
adoption of the FY 2017-18 budget; and authorizing the Mayor to sign.
DCHHS Memo 2017.pdf
DCHHS Health Services Contract 2017-2018.pdf
Attachments:
d.Consider approval of a contract for the renewal of the Trinity River Authority
Agreement, effective October 1, 2017, through September 30, 2018, in the
amount of $9,500.00; and authorizing the Mayor to sign any necessary
documents.
TRA Memo 2017.pdf
2017-2018 TRA Technical Services Contract.pdf
Attachments:
Page 2 City of Coppell, Texas Printed on 9/8/2017
July 25, 2017City Council Meeting Agenda
e.Consider approval of a resolution declaring an emergency related to the
repair of a 21” sanitary sewer main; authorizing the City Manager to enter
into a contract, with Mountain Cascade, for emergency repairs to the 21”
sanitary sewer main on Parkway Blvd along Cottonwood Branch Creek;
not to exceed $100,000; and authorizing the Mayor to sign any necessary
documents.
Emergency Sewer Repair Memo.pdf
Sewer Repair Exhibit.pdf
Emergency Sewer Repair Resolution.pdf
Sewer Repair Invoice.pdf
Attachments:
f.Consider approval of an Interlocal Purchasing Agreement between the City
of Coppell and the National Cooperative Purchasing Alliance (NCPA) to
allow utilization of the purchasing cooperative’s contracts to satisfy any bid
requirements; and authorizing the Mayor to sign.
Memo NCPA Interlocal 07-25-17
NCPA Interlocal Agreement 07-25-17
Attachments:
End of Consent Agenda
8.Consider approval of the 2017 Parks and Recreation Master Plan.
Memo.pdf
Executive Summary.pdf
Attachments:
9.Consider approval to enter into an engineering services contract with
Kimley-Horn and Associates, Inc. for the design of Airline Drive (Freeport
Parkway to South Belt Line Road) reconstruction project; in the total
amount of $430,800.00; as budgeted in Infrastructure Maintenance Funds;
and authorizing the City Manager to sign any necessary documents.
Airline Design Memo.pdf
Airline Design Exhibit.pdf
Airline Design Agreement.pdf
Attachments:
10.Consider approval to enter into a contract with Tyler Technologies for the
replacement of the City’s current Financial, Human Resources/Payroll,
Asset Maintenance, Utility Billing and some System-wide software with the
Tyler Munis product for a total amount of $1,049,783 and authorizing the
City Manager to sign any necessary documents.
Memo Tyler Contract 07-25-17.pdf
Tyler Contract 07-25-17.pdf
Tyler SOW 07-25-17.pdf
Tyler MUNIS Budget 07-25-17.pdf
Attachments:
11.Consider approval of a contract with Online Business Systems (OBS) for
Page 3 City of Coppell, Texas Printed on 9/8/2017
July 25, 2017City Council Meeting Agenda
professional services related to the Enterprise Resource Planning (ERP)
Replacement - Implementation project in an amount not to exceed
$966,000; and authoring the City Manager to sign any necessary
documents.
Memo OBS Contract 07-25-17.pdf
OBS Contract 07-25-17.pdf
Attachments:
12.City Manager Reports - Project Updates and Future Agendas
13.Mayor and Council Reports
Report by Mayor Hunt regarding upcoming events.
14.Council Committee Reports concerning items of community involvement with no
Council action or deliberation permitted.
A. C/FBISD/LISD Liaison - Councilmember Hill
B. CISD Liaison - Councilmember Hinojosa-Flores
C. Coppell Seniors - Councilmember Roden/Mayor Pro Tem Yingling
15.Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
16.Necessary Action from Executive Session
Adjournment
________________________
Karen Selbo Hunt, Mayor
ATTEST:
_____________________________
Jean Dwinnell, Deputy City Secretary
Page 4 City of Coppell, Texas Printed on 9/8/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3481
File ID: Type: Status: 2017-3481 Agenda Item Agenda Ready
1Version: Reference: In Control: City Council
07/17/2017File Created:
Final Action: Exec session – S of Bethel, W of S. CoppellFile Name:
Title: Discussion regarding economic development prospects south of Bethel Road
and west of S. Coppell Road.
Notes:
Agenda Date: 07/25/2017
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 07/25/2017City Council
Discussed under Executive Session. Action Text:
Text of Legislative File 2017-3481
Title
Discussion regarding economic development prospects south of Bethel Road and west of S.
Coppell Road.
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3481)
Summary
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
[Enter Staff Recommendation Here]
Goal Icon:
Business Prosperity
Page 2City of Coppell, Texas Printed on 9/8/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3454
File ID: Type: Status: 2017-3454 Agenda Item Agenda Ready
1Version: Reference: In Control: City Secretary
06/29/2017File Created:
Final Action: Work SessionFile Name:
Title: A.Business plan presentation by the Coppell Arts Council.
B.Discussion regarding Coppell Arts Center final floor plan.
C.Update on the status of the Vector Control Program.
D.Discussion regarding the Old Town signage and arches.
E.Discussion regarding Library Board, Parks and Recreation
Board, and City Council joint meeting topics.
F.Discussion regarding Boards/Commissions Application
Process.
G.Discussion regarding Agenda Items.
Notes:
Agenda Date: 07/25/2017
Agenda Number:
Sponsors: Enactment Date:
Coppell Arts Council Strategic Plan Memo.pdf,
Coppell Arts Center Floor Plan Memo.pdf, Memo -
Vector Control Program.pdf, Old Town Signage and
Arches Memo.pdf, Joint Mtg Agenda Topics
Memo.pdf, Boards & Commissions Application
Process Memo.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 07/25/2017City Council
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3454)
Presented in Work Session.
Items E and F were deferred to the City Manager's Report on the Regular Agenda.
Action Text:
Text of Legislative File 2017-3454
Title
A.Business plan presentation by the Coppell Arts Council.
B.Discussion regarding Coppell Arts Center final floor plan.
C.Update on the status of the Vector Control Program.
D.Discussion regarding the Old Town signage and arches.
E.Discussion regarding Library Board, Parks and Recreation Board, and City
Council joint meeting topics.
F.Discussion regarding Boards/Commissions Application Process.
G.Discussion regarding Agenda Items.
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 9/8/2017
MEMORANDUM
To: Mayor and City Council
From: Mike Land, City Manager
Date: July 25, 2017
Reference: Receive and discuss Coppell Arts Council Strategic Plan
2030: Community Wellness and Emichment Strategy-Goal 3: Expand Cultural Arts
Amenities and Opportunities .
Attached please find the Coppell Arts Council Strategic Plan. The Plan will be presented by
Taria Ink. Other members of the Arts Council will be present should you have any additional
questions.
COPPELL ARTS COUNCIL STRATEGIC PLAN
Coppell Arts Council's (CAC) new strategic plan was adopted in July 2017 by the Board of
Directors and will guide the CAC through its 2020 fiscal year ending June 30, 2020. It is a
documentation of our accomplishments since 2015, as well as the goals, community partnerships,
projects, and future plans we have developed. This strategic plan demonstrates the dedication of
its members to meeting these goals, and CAC's sustainability through 2020 and beyond.
BOLD VISION
Our vision is to transform Coppell's communities and people through the arts. We see deeper
public awareness broadening appreciation for the fine arts; better arts education reviving school
environments; wider access to the arts fostering understanding among cultures; and artists and
arts organizations enhancing the quality of life for all Coppellians .
MISSION
The mission of the CAC is to make quality arts programs accessible throughout the city through
funds, services and information. The CAC is organized exclusively to promote, develop , and
sustain the arts for the City of Coppell, including civic, cultural, educational, and aesthetic
experiences and events for its citizens .
KEY STAKEHOLDERS
CAC has developed relationships with several community organizations. Some are well-
established and others continue to be developed. These organizations include:
City of Coppell
Coppell Chamber of Commerce
Coppell Children's Choir
Coppell City Council
Coppell Community Chorale
Coppell Community Orchestra
Coppell Creatives
Coppell Farmer's Market
Coppell Independent School District
Coppell Parks Department
Cozby Library and Community Commons
Keep Coppell Beautiful
Living Well in Coppell
Theatre Coppell
GOALS
The focus of our strategic plan is our impact on People and Place: Coppellians and Coppell.
Similar to the Chamber of Commerce, the CAC also aims to support local community artists and
arts organizations. To accomplish this, the CAC wants to broaden appreciation for the arts,
increase opportunities for citizens to experience art in the city, connect with and through the
Coppell community, and enhance citizen's quality of life in Coppell as documented in Coppell's
"Vision 2030." This includes addressing our sense of community, enhancing our special place to
live , increasing wellness and enrichment , building local business prosperity and continuing to
grow a sustainable arts program.
To do th is , the CAC has been and will continue to work towards the following goals:
Goal 1: Increase public awareness , support and involvement in the arts
Goal 2: Increase the arts infrastructure for Coppell 's community
Goal 3: Strengthen arts organizations as partners in education , community, and economic
development
Goal 4: Position the arts as essential to Coppell tourism and business development
Although specific examples of our accomplishments are listed below, we recognize that many of
them touch upon each of these goals in one form or another. Our timeline for achieving further
development of these goals is as follows :
Goal 1: Increase public awareness and support of the arts
Accomplishments to date. Since 2015, CAC has undertaken a number of efforts to increase
awareness in the arts . This includes the creation of a new CAC website , presence at booths for
various City events , and the use of various social media platforms by the stakeholders to
communicate art-related events throughout Coppell. This has been a key step in our plan that has
already amplified our message and driven increased traffic to various City and community events
that have taken place since 2015.
2017. The Old Town Art Splash is a Biennial Outdoor Art Exhibition in the Old Town District of
Coppell. It was developed and installed as the first effort to make public art accessible to the
residents of Coppell and surrounding cities . Importantly, through this collaboration with the CAC
and the City of Coppell , Citizens were able to select one sculpture to be purchased. This will be
the first piece in a permanent collection that the CAC is building for the City and its Citizens .
2018. With the completion of the Andy Brown parks , a second Biennial installation of the Art
Splash will be proposed, developed , and (if funded) installed at a second site in the City. In
addition , we plan to continue collaborating with the City of Coppell in enhancing our dig ital and
physical presence and outreach throughout the community.
2019. Phase Two of the Old Town Art Splash will be implemented , with new sculptures replacing
the original ones.
Goal 2 : Increase the arts infrastructure for Coppell's community
Accomplishments to date. The CAC and the community have recognized the importance in
further enhancing our arts infrastructure to provide a lasting legacy for the arts in our city.
Improved infrastructu re touches upon many of the City's Vision 2030 goals such as expanding
cultural arts amenities and opportunities. The CAC and its member organizations have been
involved in the planning process fo r a proposal for a new community arts center located in the
heart of Old Town.
2017. The CAC has worked closely with the City Manager to advise on the design for a new arts
cente r . This included engagement with various arts stakeholders in our community. This process
has furthe r solidified our understanding of the critical need for increased access to the arts for our
citizens .
2018 and on. The CAC will continue to support the City of Coppell in the development and
administration of new arts facilities in our city.
Goal 3 : Strengthen arts organizations as partners in education , community, and
economic development
Accomplishments to date. The CAC has spent considerable time in further expanding our
network and ties with key organizations and artists throughout Coppell. Examples of outreach
efforts include discussions and meetings with : Coppell City Council , Cozby Library and
Community Center, Coppell Children 's Choir, Coppell Farmers Market, Theatre Coppell , Coppell
Community Chorale , Coppell Creatives, Coppell Independent School District, Keep Coppell
Beautiful and ind ividual artists in our city. These efforts have also included CAC 's collaboration
with these existing groups and other members of the Coppell community to develop new arts
organizat ions , including the Coppell Children 's Choir and the Coppell Community Orchestra .
2016-2017. CAC has had booths at Eco Coppell Earthfest, the Coppell Farmers Market, the
Cozby Library and Community Center's Teen Volunteer Fair, Coppell Eggstravangza , Living Well
in Coppell Expo and Coppell Holiday Tree Lighting celebration . At these events, the CAC provides
citizens with opportunities to experience , learn about , and create art . CAC will continue to have a
presence at future City events .
2018. Future goals include:
• Installation of a public mural is currently under development with the CAC, Keep Coppell
Beautiful, Coppell Creatives , and CISD art faculty .
• In partnership with Coppell Creatives , a plan is being developed to curate and install juried
exhibits in Coppell City Hall and the Cozby Library and Community Center. These exhibits
will tie into themes of City events and will include exhibit openings and fundraising
activities
• Continue CAC 's outreach to and collaboration with the Coppell business community in
order to develop ways that the arts can drive business . This includes working with Old
Town businesses and the Farmers Market to help support their missions . Should an arts
center be built in Old Town , efforts to coordinate with local businesses for exhibit opening
events and performances will be considered .
2019 and on . The anticipated completion of a new arts center will serve as a central hub to further
interconnect our citizen , business , and arts communities in order to create a lasting , sustainable
environment for cultural arts opportunities that serve all Coppellians . This hub will enrich our
already -strong community, educational , and business organizations .
Goal 4: Posit i on the arts as essential to Coppell tourism and business development
Accomplishments to date. The Old Town Art Stroll was CAC 's first major fund raiser. This event,
which had a strong community turnout , yielded numerous positive results . First, with help from
the City and City Counci l, the event provided strong visibility for the CAC and was an excellent
example of how City spaces can be used to drive tourism . Second , this event demonstrated our
citizens ' enthusiasm for art programs , and included all generations . Third , th is fundraiser helped
the CAC begin to build a foundation to help further develop the goals laid out in this plan . The Art
Stroll also illustrated how publ ic performances can drive citizens and non -citizens to our city's
places of business .
2017. The CAC will continue to sponsor and facilitate the b iannual Coppell Art Festivals held in
collaboration with the Coppell Farmers Market. These provide exhibit, sales and performance
opportunities for local artists and performers . These events also drive business activities in the
locations where they are held , including in Old Town , which is an important area of commercial
growth in our City.
2018 and on . The CAC will continue to develop and implement public exhibitions and
performances in areas of our city to spur tourism and commerce .
OWNERSHIP , MANAGEMEN T AND ORGANIZAT IONAL MEMBERSHIP
Board of Directors , Coppell Arts Council 2017
Kent Darwin
Sophia G reenberg , CISD Student Liaison
Taria Greenberg
Ed Guignon
Bethany Henze
Michael Land , Liaison , City Manager, City of Coppell
Janna Tidwell
Wheelice (Pete) Wilson , Jr.
CAC has federal non -profit status , established in 2016.
These members of the Board are committed to service to the CAC through at least 2020 in
order to establish stability as the CAC continues to grow and develop permanence .
CAC bylaws are available upon request.
FINANCIAL SUMMARY
CAC is a 501 (c) (3) non-profit organization that relies upon grants , fundraising and revenue
generated from art-related events to fulfill our mission. Our operating budget for the 2017 fis cal
year is approximately $43,000. This budget is established from the following sources: 65 %
grants , 20% fundraising and 15 % revenue generated from art-related events . From these
sources , CAC funded the Old Town Art Splash , the Old Town Art Stroll, and two Art Festivals.
To date , CAC has invested approximately $33 ,000 art related dollars into the community of
Coppell. Future financial plans for CAC include a membership drive, annual fundraisers and art
festivals.
SUSTAINABILITY AND EXECUTIVE SUMMARY
Having a thriving sustainable arts community is important to both the CAC and the City of Coppell.
The CAC 's goals and strategy have sustainability in mind as we further develop our activities .
This is achieved both through enhancing existing programs that leave a lasting legacy in our City,
and is therefore not dependent on any single person 's involvement. It takes a community of
engaged individuals fo r this to occur. The infrastructure needs , such as the proposed future Arts
Center, only further anchors the arts firmly in Coppell. This will be a major step to ensu ring a
thriving , lasting arts presence for future generations . As the CAC continues to support and
enhance the arts in our community, we will remain engaged in seeking feedback and evaluation
of our activities from the citizens and stakeholders in order to better meet their needs.
The CAC is committed to enhancing the arts in our City . This commitment overlaps and augments
many of the goals of the City of Coppell Vision 2030 plan . Our vision and mission will not only
increase and support art visibility both inside and outside our City, but can serve as a vehicle to
build our sense of community and make Coppell an even more special place to live and work. It
is clear that cities with strong , sustainable arts presences can experience improved community
enrichment and economic growth . The Coppell Arts Council , in implementing this Plan , looks
forward to working towards this outcome .
THE ·CITY·OF
MEMORANDUM
To: Mayor and City Council
From: Mike Land , City Manager
Date: July 25, 2017
Reference: Discuss final floor plan design for the Coppeii Arts Center
2030: Community Wellness and Enrichment Strategy-Goall: Community Gathering
Places and Goal 3: Expand Cultural Arts Amenities and Opportunities.
General Information:
Per Council's input and direction on May 30, 2017 , Kirk Johnson modified the floor plan for the
Coppell Arts Center. The modifications basically addressed back of house shop and storage
issues resulting in a net 2 ,500 square foot increase in the buildings footprint.
Introduction:
On Monday evening July 17 th, I met with representatives .of the Coppell Arts Council to re v iew
the modified floor plan and review answers to each of the user's questions, many of which were
more operation oriented as opposed to design.
After th e meeting the Copp e ll Arts Council offered their support of the modifications and the
overall floor plan.
Analysis:
If you recall the de sign reviewed on May 30th , there was only one small storage area directly
located behind the main theater stage . The plan now includes a corridor directly behind the main
stage that includes relocated dressing areas and additional storage. Back of House behind the
Flexible Theater includes the addition of a shop area, additional space for staging between the
Flexible Theater and Main Theater and a shared office space.
Because of the meeting with the Cultural Arts Committee, the toilet (56SF) facing the corridor
BOH of the Flexible Theater, will be plumbed for future use , for now though it will be combined
with the adjacent storage space , creating a single storage room. The shared Office (321SF) space
will be modified with a one single office created near the window while the rest of the space
remains a shared office. The small Storage( 40SF) BOH of the Flexible Theater will add a door
to access the Shop area and delete the door shown from that same space to the Corridor.
Legal Review:
NA
Fiscal Impact:
Kirk is working through an update to the preliminary cost analysis m the context of the
additional space and overall budget.
Recommendation:
Staff recommends the Council authorize Kirk Johnson mov e forward with the Design and
Development, and Construction Documents Phase based on the floor plan presented July 25 ,
2017.
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THE ·CITY·OF
COPPELL
MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: July 25, 2017
Reference: Update the Council on the status of the Vector Control program
2030: Community Wellness & Enrichment
Introduction:
This item is being presented to update the Council on the status of our Vector Control.
Analysis:
Discuss the status of our program for 2017, our challenges , our response, and briefly discuss two
changes for 2018.
Legal Review:
Agenda item did not require legal review.
Fiscal Impact:
Agenda item has no fiscal impact.
Recommendation:
This item is informational only and no recommended action is being requested.
TH E·C:ITY ·OF
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: July 25, 2017
Reference: Discussion regarding Old Town Signage/Arches
2030: Business Prosperity
General Information:
• FY 15 /16 Council Goal: Old Coppell as Small Town Village-Develop and present a
comprehensive signage plan within City ROW.
• July 12, 2016 -Staff briefed Council on the idea of Arches with banners at 3-4
locations as entryways into Old Town Coppell.
• FY16/17 Council Goal: Implement signage/arches in Old Town
• Council provided staff a budget of $400,000.00 in undesignated fund balance for
FY16/17
• Staff hired Huitt-Zollars to provide a preliminary feasibility study on the Arches. See
attached preliminary report.
Introduction:
A FY16/17 Council Goal was to implement signage/arches in Old Town .
Analysis:
Staff presented Council the idea of providing a means to tastefully hang banners over the roadways
leading to the Old Town District. By utilizing decorative arches with banner cables, the City could
advertise special events in the district. The arches would incorporate the "Old Town CoppeiJ" logo
and a select number of special event temporary banners to be hung throughout the year.
Within the Old Coppell Master Plan adopted in 2002, establishing "gateways" into Old Town Coppell
was recommended . These gateways were defined as key entrances into Old Coppell which provide
a "sense of arrival " to the district. Gateways are located on the west and east entries of West Bethel
Road and on the north entry of South Coppell Road. Part of the gateway concept was implemented
•
through the construction of bridges with intricate railings containing decorative street lights and
banner poles. The arches could serve as a further distinction of the entry into Old Town Coppell.
The project is in the preliminary phase of design. Staff is presenting the results of the feasibility study
before proceeding with detail design . It is thought that the inclusion of the arches in the bridge
structures would be the most practical implementation strategy. With some modification, the existing
bridge rails are elevated and could serve as the base in the structure's design . Also , incorporating a
changeable banner for special events for the City and Chamber was considered, as temporary signage
around the remainder of the city is limited. Exhibits from the Preliminary Feasibility Study Report
are included for review.
Legal Review:
This item did not require legal review.
Fiscal Impact:
To be determined based on final design and bids.
Recommendation:
The Planning and Engineering Departments recommend hiring a consultant to develop a final design
of the arches.
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ITEM
NO .
OLD TOWN ARCHES
FEASIBILITY STUDY
CITY OF COPPELL, TEXA S
Opinion of Probable Construction Cost
Pre pared by Hui tt-Zo ll ars o n June 8, 20 17
DES C RIPTION
COPPELL ROAD CULVERT-ARCH
1 FLUTED POST (INCLUDING FLANGE PLATES)
2 CLAMP ON BASE
3 POST TOP FINIAL
4 ARCH (ROUND HSS)
5 GRADE 50 STEEL
6 LARGE DECORATIVE SCROLLS
7 SMALL DECORATIVE SCROLLS
8 TEXAS STARS
9 PIN MOUNTED LETTERS
10 OLD TOWN SIGN
11 COPPELL SIGN
12 GOOSENECK ARM LIGHTING
13 TURNBUCKLE ASSEMBLY
14 WIRE ROPE
15 EXISTING SPECIAL RAIL REMOVAL
16 SPECIAL RAIL
BETHEL ROAD CULVERT· ARCH
1 FLUTED POST (INCLUDING FLANGE PLATES)
2 CLAMP ON BASE
3 POST TOP FINIAL
4 ARCH (ROUND HSS)
5 GRADE 50 STEEL
6 LARGE DECORATIVE SCROLLS
7 SMALL DECORATIVE SCROLLS
8 TEXAS STARS
9 PIN MOUNTED LETTERS
10 OLD TOWN SIGN
11 COPPELL SIGN
12 GOOSENECK ARM LIGHTING
13 TURNBUCKLE ASSEMBLY
14 WIRE ROPE
15 EXISTING SPECIAL RAIL REMOVAL
16 SPECIAL RAIL
UNIT
EA
EA
EA
LF
LB
EA
EA
EA
EA
EA
EA
EA
EA
LF
LF
LF
EA
EA
EA
LF
LB
EA
EA
EA
EA
EA
EA
EA
EA
LF
LF
LF
QUANTITY UNIT PRI CE T OTAL
2 $ 20,000.00 $ 40 ,000 .00
2 $ 1,250 .00 $ 2 ,500.00
2 $ 275.00 $ 550 .00
133 $ 150.00 $ 19,950.00
340 $ 6.00 $ 2 ,040.00
2 $ 4,000 .00 $ 8 ,000.00
1 $ 425 .00 $ 425.00
3 $ 550 .00 $ 1,650.00
7 $ 350.00 $ 2,450.00
1 $ 5 ,250.00 $ 5,250 .00
1 $ 3,250 .00 $ 3,250.00
4 $ 500.00 $ 2 ,000.00
4 $ 200.00 $ 800.00
130 $ 4.00 $ 520.00
39_4 $ 50 .00 $ 1,970.00
39.4 $ 300 .00 $ 11 ,820.00
SUBTOTAL $ 103,175.00
2 $ 20,000.00 $ 40 ,000.00
2 $ 1,250.00 $ 2,500.00
2 $ 275.00 $ 550.00
123 $ 150.00 $ 18,450.00
340 $ 6.00 $ 2,040.00
2 $ 4,000.00 $ 8 ,000.00
1 $ 425.00 $ 425 .00
3 $ 550.00 $ 1,650 .00
7 $ 350 .00 $ 2 ,450.00
1 $ 5,250.00 $ 5,250 .00
1 $ 3 ,250.00 $ 3 ,250.00
4 $ 500.00 $ 2 ,000.00
4 $ 200.00 $ 800 .00
120 $ 4.00 $ 480 .00
6 .0 $ 50 .00 $ 300 .00
6.0 $ 300.00 $ 1,800.00
SUBTOTAL $ 89 ,945 .00
l:lproj \R307485 .01-Old Town Arches Fea sib ility Stud y\05 Design\Op inion of Probab le Cost\City of Coppell_ Old Town Arches_Feasib ility Study Estimate_06-12-
2017 .xls x Pag e 1
ITEM DESCRIPTION UN IT QUANTITY UN IT PR ICE NO .
BETHEL ROAD BRIDGE -ARCH
1 FLUTED POST (INCLUDING FLANGE PLATES) EA 2 $ 20 ,000.00
2 CLAMP ON BASE EA 2 $ 1,250.00
3 POST TOP FINIAL EA 2 $ 275 .00
4 ARCH (ROUND HSS) LF 81 $ 150.00
5 GRADE 50 STEEL LB 340 $ 6.00
6 LARGE DECORATIVE SCROLLS EA 2 $ 2,000.00
7 SMALL DECORATIVE SCROLLS EA 1 $ 425.00
8 TEXAS STARS EA 3 $ 550.00
9 PIN MOUNTED LETTERS EA 7 $ 350.00
10 OLD TOWN SIGN EA 1 $ 5,250.00
11 COPPELL SIGN EA 1 $ 3,250.00
12 GOOSENECK ARM LIGHTING EA 4 $ 500.00
13 TURNBUCKLE ASSEMBLY EA 4 $ 200.00
14 WIRE ROPE LF 80 $ 4.00
15 EXISTING SPECIAL RAIL REMOVAL LF 33.7 $ 50 .00
16 SPECIAL RAIL LF 33.7 $ 300.00
17 DRILLED SHAFT (36" DIAMETER) LF 20.00 $ 400.00
18 MISC CONCRETE CY 0 .35 $ 600 .00
SUBTOTAL
COPPELL ROAD -MONUMENT
1 FOOTING/PIER EA 1 $ 1,500.00
2 STONE COLUMN AND CMU CORE EA 1 $ 2,000.00
3 STEEL POSTS EA 2 $ 80.00
4 SCROLL-METAL EA 1 $ 625.00
SUBTOTAL
PROJECT SUBTOTAL
10% MOBILIZATION
25% CONTINGENCY
SUMMARY: PROJECT TOTAL
Since ENGINEER has no control over the cost of labor, materials, equipment or services furnished by others, or over the Contractor(s) methods of determining
prices, or over competitive bidding or market conditions, ENGINEER's opinions of probable Tot al project Costs and Construction Cost provided for herein are
made on the basis of ENGINEER's experience and qualifications and represent ENGINEER's best judgment as an experienced and qualified profession al
engineer, familiar with the construction industry; but ENGINEER cannot and does not guarantee that proposals, bids or actual Total Project or Construction
Costs will not vary from opinions of probable cost prepared by ENGINEER .
TOTAL
$ 40 ,000.00
$ 2,500 .00
$ 550.00
$ 12,150.00
$ 2 ,040.00
$ 4,000.00
$ 425 .00
$ 1,650 .00
$ 2,450.00
$ 5,250.00
$ 3,250.00
$ 2,000 .00
$ 800 .00
$ 320.00
$ 1,685 .00
$ 10,110.00
$ 8 ,000 .00
$ 210 .00
$ 97 ,390.00
$ 1,500.00
$ 2 ,000 .00
$ 160 .00
$ 625 .00
$ -
$ -
$ -
$ -
$ 4,285.00
$ 294,795 .00
$ 29 ,479.50
$ 73 ,698.75
$ 397,973.25
l:\proj\R307485.01 -Old Town Arches Feasibility Study\05 Design\Opinion of Probable Cost\City of Coppell_ Old Town Arches _Feasibility Study Estimate_06-12-
2017 .xlsx Page 2
THE·CITY•OF
COPPELL
MEMORANDUM
To: Mayor and City Council
From: Mike Land, City Manager
Date: July 25, 2017
Reference: Discuss agenda topics for the joint Parks and Recreation Board, Library Board
and City Council meeting scheduled for August 7, 2017
General Information:
Staff is in the process of putting together the agenda for the joint meeting scheduled for Monday
night August 7th at the CORE.
The Parks Board would like to discuss:
• Trail system master plan influences on the south side of Coppell.
• Discussion related to Coppell special events .
• Discussion related to park usage and scheduling of facilities .
The Library Board would like to discuss:
• Library Strategic Plan Progress -specifically the Coppell Cultural Committee and
Community Partners
• North Texas Giving Day
• Report remaining enhancements to the Library related to the recent expansion and
renovation project.
We will be discussing if there are any additional items for discussion that the City Council would
like to add to the agenda .
THE ·C I TY ·OF
COPPELL
MEMORANDUM
TO: Mike Land, City Manager
FROM: Jean Dwinnell , Deputy City Secretary
SUBJECT: Annual Board/Commission Appointments
RE: Process Discussion/Schedule
Listed below is a schedule of dates for the annual appointments of members to the City 's
Boards/Commissions.
Advertisin~-July 31. Au~ust 7. 14. and 21. 2017
A press release will be forwarded to the Citizens Advocate , t h e Coppell Gazette , and put on
the web site, requesting citizens to volunteer to serve on the City 's Boards/Commissions.
Advertising will continue for a period of four ( 4) consecutive weeks from J u 1 y 3 1 through
August 21 , 2017. A mass mailing has been sent to all Coppell citizens directing them to our
website with the option of contacting us directly in the event they do not have access to a computer.
Applications -Au~ust 1 throu~h September 1. 2017
Applications will be accepted from 8:00 a .m . to 5:00 p .m ., August 1st through September 1, on
line or in the City Secretary's Office at Town Center. Applications presently on file in the City
Secretary 's Office will not be considered.
Staff Liaisons
Staff Liaisons will be asked to remind their members whose terms expire December 2017 , that
they are required to reapply if they are interested in being reappointed . The deadline for these
applications will also be September 1st.
City Council Applicant Information
Spreadsheets will be prepared for Members of Council containing a master list of all
applicants, that will include pertinent information on each applicant.
Interview Process -September 25 throueh October 19. 2017
Animal Services
Board of Adjustment
Conduct Re view Board
Economic Development
Library Board & Youth Advisors
Park and Recreation Board & Youth
Advisors
Planning & Zoning Commission
Letters will be sent to each applicant reaffirming the date of the interview for their desired
Board/Commission. Interviews will be held on a first come first serve basis .
Appointments-November 14. 2017
An agenda item will be submitted for the November 14, 2017 City Council meeting to appoint
members to the City's Boards/Commissions/ Committees.
Letters of Appointment and/or Reeret
The City Secretary's Department will notify all applicants indicating their appointment and
date of being sworn into office, and/or letters of regret. Staff Liaisons will be requested to
contact applicants to confirm their attendance at the swearing-in ceremony.
Swearine-in Ceremony
An agenda item and oaths of office will be prepared for the December 12 , 2017 City
Council meeting for the Mayor to formally swear in appointed members. New members
will officially take their position on the Board/Commission in January 2018.
Reception
If the Council desires, a reception for the newly appointed members and the outgoing
members whose commission did not expire will be held prior to the December 12 , 2017
City Council meeting.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3478
File ID: Type: Status: 2017-3478 Agenda Item Passed
1Version: Reference: In Control: City Secretary
07/14/2017File Created:
Final Action: MinutesFile Name:
Title: Consider approval of the minutes: July 11, 2017.
Notes:
Agenda Date: 07/25/2017
Agenda Number: a.
Sponsors: Enactment Date:
Minutes.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 PassApproved on the
Consent Agenda
07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling,
that Consent Agenda Items A-F be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2017-3478
Title
Consider approval of the minutes: July 11, 2017.
Summary
Fiscal Impact:
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3478)
Staff Recommendation:
Approval recommended.
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 9/8/2017
255 Parkway Boulevard
Coppell, Texas 75019-9478City of Coppell, Texas
Minutes
City Council
5:30 PM Council ChambersTuesday, July 11, 2017
KAREN HUNT NANCY YINGLING
Mayor Mayor Pro Tem
CLIFF LONG GARY RODEN
Place 1 Place 4
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
WES MAYS MARK HILL
Place 3 Place 7
MIKE LAND
City Manager
Karen Hunt;Cliff Long;Brianna Hinojosa-Flores;Wes Mays;Gary
Roden;Marvin Franklin and Mark Hill
Present 7 -
Nancy YinglingAbsent1 -
Also present were City Manager Mike Land, City Secretary Christel Pettinos and City
Attorney Robert Hager.
The City Council of the City of Coppell met in Regular Called Session on Tuesday, July
11, 2017 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 551.071, Texas Government Code - Consultation with City Attorney.
Seeking legal advice regarding the planned development district within
the Villages of Coppell.
Discussed under Executive Session
Page 1City of Coppell, Texas
July 11, 2017City Council Minutes
Work Session (Open to the Public) 1st Floor Conference Room3.
Mayor Hunt adjourned the Executive Session at 6:37 p.m. and convened into
the Work Session.
A.Discussion regarding Senate Bill 4.
B.Discussion regarding Enterprise Resource Planning and Project
Management Contract.
C.Discussion regarding the 2017 Parks and Recreation Master Plan.
D.Update on the Cotton Belt Rail Line.
E.Discussion of Agenda Items.
Presented in Work Session
Regular Session (Open to the Public)
Mayor Hunt recessed the Work Session at 7:30 p.m. and reconvened into the
Regular Session.
Invocation 7:30 p.m.4.
Greg Samberson 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 advised that no one signed up to speak.
Consent Agenda7.
A.Consider approval of the minutes: June 13, 2017.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Marvin Franklin, that Consent Agenda Items A-F be approved.
The motion passed by an unanimous vote.
B.Consider approval of an Ordinance for Case No. PD-286-R, Pecan
Creek Shopping Center (Pecan Creek Addition), a zoning change from
R (Retail) to PD-286R (Planned Development-286-Retail), to allow the
development of office, retail and restaurant uses on 2.5 acres of
property located at the northeast corner of S. Denton Tap Road and
the DART R.O.W., and to amend the Future Land Use Plan of the
Comprehensive Plan from “Urban Residential Neighborhood” to
“Neighborhood Center Retail” on property located along the east side
of S. Denton Tap Road, between E. Bethel Road and the DART
R.O.W., west of the centerline of the creek, containing approximately
Page 2City of Coppell, Texas
July 11, 2017City Council Minutes
8 acres of land; and authorizing the Mayor to sign.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Marvin Franklin, that Consent Agenda Items A-F be approved.
The motion passed by an unanimous vote.
Enactment No: OR 91500-A-712
C.Consider approval of a Resolution finding that ONCOR Electric
Delivery Company LLC’s (“ONCOR” or “Company”) application to
change rates within the City should be denied; finding that the City’s
reasonable rate case expenses shall be reimbursed by the Company;
finding that the meeting at which this resolution is passed is open to
the public as required by law; and authorizing the Mayor to sign.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Marvin Franklin, that Consent Agenda Items A-F be approved.
The motion passed by an unanimous vote.
Enactment No: RE 2017-0711.1
D.Consider approval of Project Order Number 4 to the agreement with
Gallagher Construction to allow project management of the Coppell
Arts Center; and authorizing the Mayor to sign.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Marvin Franklin, that Consent Agenda Items A-F be approved.
The motion passed by an unanimous vote.
E.Consider approval of the purchase of traffic signal controllers and
central software from Texas Highway Products, LTD; in the amount of
$241,040.00; as budgeted in Infrastructure Maintenance Funds;
utilizing Buyboard Cooperative Purchasing Contract No. 534-17; and
authorizing the City Manager to sign any necessary documents.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Marvin Franklin, that Consent Agenda Items A-F be approved.
The motion passed by an unanimous vote.
F.Consider approval to enter into a contract with Scodeller Construction,
Inc. for annual crack and joint sealing; in the amount of $100,000.00;
as budgeted in Infrastructure Maintenance Funds FY 2017/18; with
the option to renew four times annually; and authorizing the City
Manager to sign any necessary documents.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Marvin Franklin, that Consent Agenda Items A-F be approved.
The motion passed by an unanimous vote.
End of Consent Agenda
8.Consider entering into a contract for the replacement and installation
of the Cisco Core Switch gear at Town Center, Justice Center, and
265 Parkway Blvd, in the amount of $271,402.90, as budgeted and
Page 3City of Coppell, Texas
July 11, 2017City Council Minutes
based upon the GSA Contract Schedule GS-35F-0563U; and
authorizing the City Manager to sign the necessary documents.
At this time, Councilmember Hinojosa-Flores left the meeting.
Albert Gauthier, Chief Information Officer, was available for questions of the
Council.
A motion was made by Councilmember Marvin Franklin, seconded by
Councilmember Cliff Long, that this Agenda Item be approved. The motion
passed by an unanimous vote.
City Manager Reports - Project Updates and Future Agendas9.
City Manager Mike Land reported on the upcoming meetings scheduled for the
City Council:
CRDC will meet on July 12th. The Crime Control District and first Budget
Workshop will be held on July 13th.
A Special Called Work Session with a presentation on the "Standards of
Cover" will be held on July 18th.
The 2nd Budget Workshop will be held on July 20th. Finally, the next City
Council meeting will be held on July 25th and the final Budget Workshop will
be held on July 31st.
Mayor and Council Reports10.
At this time, Councilmember Hinojosa-Flores returned to the meeting.
A.Report by Mayor Hunt and the City Council on the Celebrate
Coppell festivities.
B.Report by Councilmember Roden on the Dallas Sales Force
Developers Group.
A. Mayor Hunt remarked about how unbelievable the Celebrate Coppell event
was and how beautiful the facility turned out to be. She said the Parks
Department, City Staff and Support Services (PD/FD) all did a phenomenal job!
The bar has been set and she can't wait to see how the next set of events turn
out. Councilmember Mays said the Public Information Office did a great job
publicizing the event and looks forward to future events.
B. Councilmember Roden was asked to be the keynote speaker at a Dallas
Sales Force Group event for high school students on a Saturday from
9am-4pm at the Cozby Library. There were approximately 100 people, many of
whom were simply volunteer students learning to write code on the back side
of the content management software. It was a great use of the Library and a
great partnership between the business community, volunteers and the city.
Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
Nothing to report.
At this time, Mayor Hunt recessed the Regular Session and reconvened into
the Work Session at 7:56 p.m.
Page 4City of Coppell, Texas
July 11, 2017City Council Minutes
Mayor Hunt adjourned the Work Session at 8:27 p.m. and reconvened back into
the the Regular Session.
Adjournment
There being no further business before the City Council, the meeting was
adjourned at 8:29 p.m.
________________________
Karen Selbo Hunt, Mayor
ATTEST:
______________________________
Christel Pettinos, City Secretary
Page 5City of Coppell, Texas
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3473
File ID: Type: Status: 2017-3473 Agenda Item Passed
1Version: Reference: In Control: Community
Development
07/12/2017File Created:
Final Action: DCHHS Mosquito ServicesFile Name:
Title: Consider approval of the renewal of the Dallas County Health and Human
Services Interlocal Government Agreement for mosquito spraying; effective
October 1, 2017, through September 30, 2018; in an amount not to exceed,
$60,000.00; pending the adoption of the FY 2017-18 budget; and authorizing
the Mayor to sign.
Notes:
Agenda Date: 07/25/2017
Agenda Number: b.
Sponsors: Enactment Date:
DCHHS Mosquito Memo 2017.pdf, DCHHS Mosquito
Services Contract 2017-2018.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Mindi Hurley 1 7/21/20177/20/2017 Approve
1 Christel Pettinos - FYI 2 7/20/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved on the
Consent Agenda
07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling,
that Consent Agenda Items A-F be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2017-3473
Title
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3473)
Consider approval of the renewal of the Dallas County Health and Human Services Interlocal
Government Agreement for mosquito spraying; effective October 1, 2017, through September
30, 2018; in an amount not to exceed, $60,000.00; pending the adoption of the FY 2017-18
budget; and authorizing the Mayor to sign.
Summary
Fiscal Impact:
Funds are budgeted in the Environmental Health, Other Professional Services line item for this
agreement.
Staff Recommendation:
The Community Development 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 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: July 25, 2017
Reference: Consider approval of a contract with Dallas County Health and Human Services
for mosquito adulticiding and larvaciding from October 1, 2017 through
September 30, 2018.
2030: Community Wellness & Enrichment
General Information:
• Contract with Dallas County Health and Human Services for mosquito adulticiding and
larvaciding.
Introduction:
The City of Coppell Environmental Health Division has an Integrated Mosquito Management
Program. If West Nile Virus or any other viruses are detected in mosquito samples or confirmed
human cases, adulticiding is necessary and Dallas County will perform ground spraying.
Analysis:
If areas that have tested positive are not treated as quickly as possible, disease can continue to spread,
so response time with chemical treatment is an important factor in slowing down disease transmission.
Legal Review:
N/A
Fiscal Impact:
The fiscal impact of this Agenda item, if needed, should not exceed $60,000.
Recommendation:
The Community Development Department recommends approval.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3474
File ID: Type: Status: 2017-3474 Agenda Item Passed
1Version: Reference: In Control: Community
Development
07/12/2017File Created:
Final Action: DCHHS Health ServicesFile Name:
Title: Consider approval of the renewal of the Dallas County Health and Human
Services Interlocal Government Agreement, effective October 1, 2017,
through September 30, 2018; in the amount of $3,131.00; pending the
adoption of the FY 2017-18 budget; and authorizing the Mayor to sign.
Notes:
Agenda Date: 07/25/2017
Agenda Number: c.
Sponsors: Enactment Date:
DCHHS Memo 2017.pdf, DCHHS Health Services
Contract 2017-2018.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Mindi Hurley 1 7/21/20177/20/2017 Approve
1 Christel Pettinos - FYI 2 7/20/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved on the
Consent Agenda
07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling,
that Consent Agenda Items A-F be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2017-3474
Title
Consider approval of the renewal of the Dallas County Health and Human Services Interlocal
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3474)
Government Agreement, effective October 1, 2017, through September 30, 2018; in the amount
of $3,131.00; pending the adoption of the FY 2017-18 budget; and authorizing the Mayor to
sign.
Summary
Fiscal Impact:
Funds are budgeted in the Environmental Health, Other Professional Services line item for this
agreement.
Staff Recommendation:
The Community Development 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 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: July 25, 2017
Reference: Consider approval of a contract for the renewal of the Dallas County Health and
Human Services Agreement, effective October 1, 2017 through September 30,
2018, in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign
any necessary documents.
2030: Community Wellness & Enrichment
General Information:
• Contract with Dallas County Health and Human Services for Health Services.
• The County will provide our residents the following health services: Tuberculosis
Control Services; Sexually Transmitted Disease Control Services; Communicable
Disease Control Services; and Laboratory Service.
• The County will provide our residents the following health services, Immunizations;
Child health care; High risk infant case management; and Home visits.
Introduction:
This agenda item is for the renewal of an Interlocal Agreement for coordinated Health Services
between the City of Coppell and Dallas County Health and Human Services. The County agrees to
operate the Program, which will include the following Health Services: Tuberculosis Control
Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services;
and Laboratory Services. The County agrees to provide to the City, in accordance with state and
federal law, the following public health services: Immunizations; Child health care; High risk infant
case management; and Home visits.
Analysis:
This agreement has been in existence for 20 plus years, and the City is billed by the County monthly.
The billing amount has remained the same for 10 plus years.
2
Legal Review:
N/A
Fiscal Impact:
The fiscal impact of this Agenda item should not exceed $3,131.00.
Recommendation:
The Community Development Department recommends approval.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3475
File ID: Type: Status: 2017-3475 Agenda Item Passed
1Version: Reference: In Control: Community
Development
07/13/2017File Created:
Final Action: Trinity River Authority AgreementFile Name:
Title: Consider approval of a contract for the renewal of the Trinity River Authority
Agreement, effective October 1, 2017, through September 30, 2018, in the
amount of $9,500.00; and authorizing the Mayor to sign any necessary
documents.
Notes:
Agenda Date: 07/25/2017
Agenda Number: d.
Sponsors: Enactment Date:
TRA Memo 2017.pdf, 2017-2018 TRA Technical
Services Contract.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Mindi Hurley 1 7/21/20177/20/2017 Approve
1 Christel Pettinos - FYI 2 7/20/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved on the
Consent Agenda
07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling,
that Consent Agenda Items A-F be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2017-3475
Title
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3475)
Consider approval of a contract for the renewal of the Trinity River Authority Agreement,
effective October 1, 2017, through September 30, 2018, in the amount of $9,500.00; and
authorizing the Mayor to sign any necessary documents.
Summary
Fiscal Impact:
Funds are budgeted in the Environmental Health, Other Professional Services line item for this
agreement.
Staff Recommendation:
The Community Development 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 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: July 25, 2017
Reference: Consider approval of a contract for the renewal of the Trinity River Authority
Agreement, effective October 1, 2017 through September 30, 2018, in the amount
of $9,500.00; and authorizing the Mayor to sign any necessary documents.
2030: Community Wellness & Enrichment
General Information:
• Trinity River Authority contract for technical services.
• Technical services are Industrial Inspection, Industrial Sampling and Industrial
Analysis.
Introduction:
The attached contract (2 originals) for your signature is an annual contract between the City and
Trinity River Authority for industrial inspection services, industrial sampling services, and
analytical services. This contract is shared between Water Utilities and Environmental Health.
Analysis:
The contract amount for FY'17-18 is estimated to be $9,500.00, which is the same dollar amount as
FY'16-17. All expenses incurred by the Environmental Health Division for inspections and sampling
are charged back to the industry
Legal Review:
N/A
Fiscal Impact:
The fiscal impact of this Agenda item, if needed, should not exceed $9,500.00.
Recommendation:
The Community Development Department recommends approval.
CONTRACT FOR TECHNICAL SERVICES
I. CONTRACTING PARTIES
The Receiving Agency: City of Coppell , whose authorized address is
P.O. Box 9478 Coppell, Texas 75019 Attn: Environmental Health.
The Performing Agency: Trinity River Authority of Texas, whose authorized address is 5300
South Collins, P. O. Box 240, Arlington, Texas 76004-0240, Attention: J. Kevin Ward,
General Manager (or his designated representative).
II. STATEMENT OF SERVICES TO BE PERFORMED
In order to discharge the responsibilities associated with the enforcement of Federal, State,
and City regulations, the Receiving Agency requires services of a laboratory qualified to
perform water and wastewater analysis, and of personnel to conduct industrial inspection
and/or sampling services, such services detailed in Section A, Subsection(s) 1,2,3 ,
below.
A. PERFORMANCE OF SERVICES
1. Industrial Inspection Services
In keeping with the foregoing, the Receiving Agency employs the Performing Agency
and the Performing Agency agrees to perform industrial inspection services within the
parameters listed on the attached schedule sheet.
The Performing Agency (Trinity River of Authority of Texas) shall perform all Industrial
Pretreatment Inspections, review permit applications and prepare for submittal
Permits to Discharge Industrial Wastes to the Sanitary Sewer in accordance with
procedures established by the Trinity River Authority of Texas in accordance with 40
CFR Part 403.8. Industrial Pretreatment Inspections, Application reviews and permit
preparations and submittals shall be in compliance with the Receiving Agency's
Industrial Waste Ordinances, Sewer Ordinances Numbers 2003-1028 , and EPA
General Pretreatment Regulations for Existing and New Sources. Records of
Inspections, Applications and Permits shall be maintained as required by EPA
General Pretreatment Regulations, 40 CFR § 403.12.
2. Industrial Sampling Services
In keeping with the foregoing, the Receiving Agency employs the Performing Agency
and the Performing Agency agrees to perform industrial sampling services within the
parameters listed on the attached schedule sheet and in accordance with the
Receiving Agency's Industrial Waste Ordinances and Sewer Ordinances Numbers
2003-1082.
The Performing Agency (Trinity River of Authority of Texas) shall perform all sample
collections, sample preservation, and maintenance of chain-of-custody records in
accordance to the approved procedures set forth in Test Methods for Evaluating Solid
Waste, EPA Manual SW-846, Methods for Chemical Analysis of Water and Wastes,
EPA Manual EPA-600/4-79-020, and the Handbook for Sampling and Sample
Preservation of Water and Wastewater, EPA Manual EPA-600/4-82-029. The
samples shall be properly collected, preserved and delivered by the Performing
Agency to the Performing Agency's laboratory located at 6500 West Singleton Blvd.,
Dallas, Texas. When feasible, the Performing Agency will conduct flow or time
composited sampling. When composited sampling is not feasible, grab sampling will
be performed.
3. Analytical Services
In keeping with the foregoing, the Receiving Agency employs the Performing Agency and
the Performing Agency agrees to perform analytical services within the parameters listed
on the attached schedule sheet.
The Receiving Agency will collect samples and deliver them to the laboratory for
analysis. It is understood that these samples will be properly collected and preserved
in accordance with applicable sections of A Practical Guide to Water Quality Studies
of Streams, Federal Water Pollution Control Administration publication and Methods
for Chemical Analysis for Water and Wastes, EPA manual, as well as the latest edition
of Standard Methods for the Examination of Water and Wastewater. Additionally,
requirements set by the National Environmental Laboratory Accreditation Conference
will be followed as mandated by the Texas Commission on Environmental Quality for
state accreditation. A chain-of-custody procedure shall be maintained in the field and
the laboratory in accordance with procedures to be established by the Receiving
Agency. The Receiving Agency will furnish chain-of-custody.
The Performing Agency will perform all analyses according to the approved
procedures set forth in Standard Methods for the Examination of Water and
Wastewater, current edition or the latest edition of Methods for Chemical Analysis of
Water and Wastes, EPA manual. Additionally, requirements set by the National
Environmental Laboratory Accreditation Conference will be followed as mandated by
the Texas Commission on Environmental Quality for state accreditation. Samples will
be analyzed by these methods on the production basis, to include appropriate
analytical quality assurance procedures. Records will be kept for documentation of
the Performing Agency's quality assurance program and copies will be available to the
Receiving Agency upon request. Unusual interferences and problems will be reported
to the Receiving Agency at its authorized address noted above. Research into
specific techniques to overcome these difficulties will be undertaken when practical,
and by mutual agreement. The chain-of-custody sheet submitted with each sample
will designate the particular analysis or analyses to be made of each sample
submitted. The laboratory will be operated in such a manner as to ensure the legal
sufficiency of the sample handling; analytical and reporting procedures; and to remedy
effects in the procedures should such be discovered.
The various laboratory personnel shall be directed upon receipt of written notice from
the Receiving Agency 72 hours in advance, to appear and testify in enforcement
actions. In such event, travel and per diem expenses for such employees shall be
paid by the Receiving Agency. Travel and per diem for court appearances hereunder
shall be based on current State laws.
Receiving Agency may deliver to Performing Agency samples for analyses separate
and apart from those samples collected by the Performing Agency. When the
Receiving Agency delivers samples to the Performing Agency for analyses, the
Receiving Agency shall indicate the nature and extent of the analysis it desires to be
conducted. Performing Agency shall not be responsible for the manner of collection
or chain-of-custody or sheets which are matters entirely outside Performing Agency's
control. Performing Agency shall receive, log and perform such analyses of samples
in accordance with that part of the chain-of-custody procedures identified as Transfer
of Custody and Storage attached hereto.
Samples analyzed to maintain the normal quality assurance program which the
Performing Agency presently maintains in its laboratory will be charged to the
Receiving Agency at the same rate as submitted samples.
B. TERMINATION
Either party to this Contract may terminate the Contract by giving the other party thirty day
notice in writing at their authorized address as noted previously. Upon delivery of such
notice by either party to the other and before expiration of the thirty day period, the
Performing Agency will proceed promptly to cancel all existing orders, contracts, and
obligations which are chargeable to this Contract. As soon as practicable after notice of
termination is given, the Performing Agency will submit a voucher for work performed
under this Contract through its termination. The Receiving Agency will pay the Performing
Agency for the work performed less all prior payments. Copies of all completed or partially
completed reports, documents, and studies prepared under this Contract will be delivered
by the Performing Agency to the Receiving Agency when and if this Contract is terminated
prior to the completion of the prescribed work.
C. AMENDING THE CONTRACT
The parties hereto without invalidating this Contract may alter or amend this Contract upon
advance written agreement of both parties to exclude work being performed or to include
additional work to be performed and to adjust the consideration to be paid hereunder by
virtue of alterations or amendments.
III. BASIS FOR CALCULATING REIMBURSABLE COSTS
The financial basis for calculating reimbursable costs shall be as stated in Attachment A, said
Attachment A shall be revised and updated annually. Any revisions will be incorporated by
reference herein. A cost analysis shall be prepared each year by the Trinity River Authority of
Texas and shall be approved by the Trinity River Authority of Texas Board of Directors prior to
effective date of said revision.
The expenditures by the Trinity River Authority of Texas of funds paid to it under this Contract
shall be subject to such State or Federal audit procedures as may be required by law and by
accepted practices of the State or Federal auditor, or both, if requested. The Trinity River
Authority of Texas shall be responsible for maintaining books of account that clearly, accurately
and currently reflect financial transactions. The financial records must include all documents
supporting entries on the account records which substantiate costs. The Trinity River Authority
of Texas must keep the records readily available for examination for a period of three years
after the close of the last expenditure.
IV. CONTRACT AMOUNT
The total costs charged by the Authority to the Receiving Agency shall not exceed
dollars ($ 9500 ) per annum during the term of this Contract, unless mutually agreed by
the parties hereto.
V. PAYMENT FOR SERVICES
The Performing Agency shall bill the Receiving Agency monthly for services performed.
Charges for these services shall be based on the attached cost schedules.
The Receiving Agency shall pay the monthly billings of the Performing Agency within thirty
days of their receipt.
VI. AVAILABILITY OF FUNDS
All costs or expenses incurred by any Party as a result of the Agreement shall be paid from the
current revenues to that Party.
VII. TERM OF CONTRACT
This Contract is to begin October 1, 2017 and shall terminate
September 30, 2018, subject to Section II, paragraph B of this contract.
VIII. INTERLOCAL AGREEMENT
Inasmuch as the Receiving Agency and the Performing Agency are political subdivisions of this
state, and inasmuch as the testing of water and wastewater are critical to the maintenance of
public health and such testing is therefore, a governmental function and service, this contract is
entered into pursuant to the Interlocal Cooperation Act, Chapter 791, Texas Government Code.
Receiving Agency: Performing Agency:
CITY OF TRINITY RIVER AUTHORITY OF TEXAS
BY: BY:
TITLE: GENERAL MANAGER
DATE: DATE:
ATTEST: ATTEST:
(SEAL) (SEAL)
CHAIN-OF-CUSTODY PROCEDURES
Sample Collection and Shipment
1. To the maximum extent achievable, as few people as possible should handle a sample.
2. Stream and effluent samples should be obtained using standard field sampling techniques and
preservation procedures.
3. Chain-of-Custody sheets should be attached to each sample at the time it is collected. Sample
containers must be appropriate for requested testing with appropriate preservation and legibly
labeled. The tag or sheet contains basically laboratory (requested parameters) information;
however, certain identifying items including City, City Code, Contact Name and Phone Number,
Type Sample Matrix, Material Sampled, and Method of Preservation must be completed by the
field personnel collecting the sample. In completing the Chain-of-Custody tag or sheet, care
should be utilized to insure that all necessary information is correctly and legibly entered onto the
form. A black ballpoint with water proof ink should be used at all times.
4. During shipment, samples should be appropriately cooled. TRA lab receiving technician will
check temperature.
Transfer of Custody and Storage
1. All samples should be handled by the minimum possible number of persons.
2. All incoming samples shall be received by the laboratory technician or his alternate, and logged
into a database. Information to be entered into the database shall include the client sample
number, date received, source, time(s) sampled, date(s) sampled, and analyses requested and
comments from the Chain of Custody.
3. Promptly after logging, the custodian technician will distribute the sample to an analyst or place
the sample in the secure sample vault, which will be locked at all times except when samples are
removed or returned by analysts. The sample will be tracked internally in the lab.
4. Samples shall be kept in the sample storage security area at all times when not actually being
used by analysts, such as during overnight absences. The technician shall ensure that
heat-sensitive samples, or other sample materials having unusual physical characteristics, or
requiring special handling, are properly stored and maintained.
5. A log of sample removal and replacement will be kept in the secure sample vault and be retained
as a permanent record of the laboratory.
6. The original Chain of Custody and a Sample Evaluation/Variance record shall be sent by the
laboratory to the appropriate Receiving Agency control point as part of the final data report.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3445
File ID: Type: Status: 2017-3445 Agenda Item Passed
1Version: Reference: In Control: Engineering
06/26/2017File Created:
Final Action: Emergency Repair ResolutionFile Name:
Title: Consider approval of a resolution declaring an emergency related to the
repair of a 21” sanitary sewer main; authorizing the City Manager to enter into
a contract, with Mountain Cascade, for emergency repairs to the 21” sanitary
sewer main on Parkway Blvd along Cottonwood Branch Creek; not to exceed
$100,000; and authorizing the Mayor to sign any necessary documents.
Notes:
Agenda Date: 07/25/2017
Agenda Number: e.
Sponsors: Enactment Date:
Emergency Sewer Repair Memo.pdf, Sewer Repair
Exhibit.pdf, Emergency Sewer Repair Resolution.pdf,
Sewer Repair Invoice.pdf
Attachments: Enactment Number: RE 2017-0725.1
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Ken Griffin 1 7/24/20177/21/2017 Approve
1 Jennifer Miller 2 7/24/20177/21/2017 Approve
1 Christel Pettinos - FYI 3 7/21/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved on the
Consent Agenda
07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling,
that Consent Agenda Items A-F be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2017-3445
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3445)
Title
Consider approval of a resolution declaring an emergency related to the repair of a 21” sanitary
sewer main; authorizing the City Manager to enter into a contract, with Mountain Cascade, for
emergency repairs to the 21” sanitary sewer main on Parkway Blvd along Cottonwood Branch
Creek; not to exceed $100,000; and authorizing the Mayor to sign any necessary documents.
Summary
Fiscal Impact:
Funds were designated in the Water/Sewer retained earnings.
Staff Recommendation:
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 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: July 25, 2017
Reference: Approval of a Resolution Declaring an Emergency Related to the Repair of a 21”
Sanitary Sewer Main on Parkway Blvd.
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General Information:
May 31st - Coppell Public Works department was notified of a sewer like smell near
the High School.
Initial investigation identifies a failed sewer main under the bridge at Parkway Blvd.
Mountain Cascade, LLC, a utility contractor working in town, was brought in to
assist with the repairs.
City Manager authorized emergency repairs to prevent further damage to the
wastewater collection system.
Total cost of repairs is $70,087.52.
The repair to the sewer main was completed on 6/5/2017.
The complete repair was complete on 7/19/2017.
Introduction:
This item is being presented to consider approval of a resolution declaring an emergency repair and
authorizing the City Manager to enter into a contract with Mountain Cascade of Texas, LLC., for
the repair of a failed section of sanitary sewer main on Parkway Blvd.
Analysis:
The City of Coppell operates a wastewater collection system that consists of 177 miles of collection
lines, two lift stations and 5 miles of sanitary sewer force main. Over the last few years we have
been searching for sources of inflow and infiltration. The section of pipe that failed was originally
installed in 1976 and was a clay pipe. Areas of the sewer main directly adjacent to the failed
section were identified in the recent study completed by RJN as needing to be point repaired. The
Public Works department has been in the process procuring a contract to do these repairs.
2
On Wednesday, May 31st the Public Works department received a call of a sewer like smell near
Coppell High School. Upon investigation, it was discovered that there was sewage coming out
from under the bridge at Parkway Blvd into Cottonwood Creek. The sanitary sewer main was
located under the bridge rip rap which was one foot thick concrete. The only way to access the
main was to remove the concrete. Mountain Cascade was working in the area and was called out to
assist. They were able to run a flow bypass in order to take flow off of this main so that it would
cease any flow into the creek. Once the bypass was installed, they began removing the concrete
under the bridge to access the break in the main. As soon as enough concrete was removed they
could expose the main, where we observed a large section of pipe was missing. This was clay pipe
that was taking a direct hit from the creek flow causing the joints to settle and eventually collapse.
Mountain Cascade was able to replace approximately 50 feet of pipe with pvc pipe. Furthermore,
since the repair was made we have observed a decrease in flow during rain events.
Our goal is to present at a future council meeting for approval of a contract to repair approximately
6000 feet of this sanitary sewer main that was identified in the study as needing repair.
Legal Review:
In the Coppell Code of Ordinances, Chapter 1, Article 1-5-6 G, it states “No expenditure exceeding
$50,000.00 may be made without competitive bids except when the expenditure falls within one of
the general exemptions outlined in section 252.022 of the Texas Local Government Code, provided
however, that in the event of an emergency expenditure, such emergency shall be declared by the
city manager and approved by the city council, or may be declared by the city council in its
resolution authorizing execution of the contract.”
Section 252.022 of the Texas Local Government Code states “GENERAL EXEMPTIONS. (a) This
chapter does not apply to an expenditure for: a procurement made because of a public calamity that
requires the immediate appropriation of money to relieve the necessity of the municipality's
residents or to preserve the property of the municipality;”
The resolution to authorize the emergency and to enter into a contract was sent to the City Attorney
on July 17, 2017 for review.
Fiscal Impact:
The fiscal impact of this Agenda item is $70,087.52.
Recommendation:
The Engineering Department recommends approval of this resolution authorizing the City Manager
to approve a contract for the emergency repair of this sanitary sewer force main.
EMERGENCY SEWER MAIN REPAIRPROJECTCreated in ACAD20151 INCH = 1 MILE0W:\GIS\Projects\Exhibit Location Maps\ACAD\EXHIBITS 2017.dwg\MAIN REPAIR LOCCreated on: July 19, 2017 by Kevin Rubalcaba1/21/21
1 INCH = FT.0505050EMERGENCY SEWER MAIN REPAIRPROJECTCreated in ACAD2015W:\GIS\Projects\Exhibit Location Maps\ACAD\EXHIBITS 2017.dwg\MAIN REPAIRCreated on: July 19, 2017 by Kevin Rubalcaba2/2AREA OF REPAIR
TM 88215
CITY OF COPPELL, TEXAS
RESOLUTION NO. ______________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL,
TEXAS, MAKING CERTAIN FINDINGS WITH RESPECT TO
EMERGENCY SEWER REPAIRS; AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND EXECUTE, AFTER APPROVAL BY
THE CITY MANAGER, A CONTRACT FOR THE REPAIR OF THE 21”
SANITARY SEWER MAIN IN PARKWAY BOULEVARD
APPROXMATELY 200 FEET WEST OF THE INTERSECTION OF
COWBOY DRIVE; AUTHORIZING PAYMENT WITH RESPECT TO
SAID CONTRACT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Manager has determined that an emergency exists with regard to the
21” sanitary sewer main in Parkway Blvd. approximately 200 feet west of Cowboy Drive and is
further described in the exhibit attached; and
WHEREAS, if not immediately repaired, the area of the sewer main described in the
attached exhibit can lead to a greater failure of the City’s sewer system, endangering the public
health and safety of the residents of the City; and
WHEREAS, the City Manager and the City Council find that a procurement for the
aforesaid repair is necessary to preserve and protect the public health or safety of the residents of
Coppell and because of the public calamity that exists the immediate appropriation of money is
required to relieve the necessity of the residents of Coppell and to preserve the property of the
City; and
WHEREAS, the Code of Ordinances of the City of Coppell, Texas authorizes expenditures
exceeding Fifty Thousand Dollars and No/100 ($50,000) in the event of an emergency declared
by the City Manager and approved by the City Council; and
WHEREAS, Section 252.022 of the Local Government Code authorizes a procurement
made (a) made because of a public calamity that required the immediate appropriation of money
to preserve the City’s property, (b) necessary to preserve or protect the public health and safety of
the City’s residents, and (c) necessary because of unforeseen damages to public property, and,
therefore, constituted an emergency which necessitated the procurement of said agreement and the
expenditures related to same without obtaining sealed bids or proposals for same; and
WHEREAS, the City Council of the City of Coppell finds it to be in the public interest to
make certain findings regarding the repairs necessary for the 21” sanitary sewer main in Parkway
Blvd, to authorize the City Manager to negotiate a contract and, upon approval of the City
Attorney, execute the same, and to authorize payment.
Page 2
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. The City Council of the City of Coppell finds that the Emergency Project
constitutes a procurement which is (a) made because of a public calamity that requires the
immediate appropriation of money to preserve the City’s property, (b) necessary to preserve or
protect the public health and safety of the City’s residents, and (c) necessary because of unforeseen
damages to public property, and, therefore, constitutes an emergency which necessitates the
procurement of an agreement and the expenditures related to same without obtaining sealed bids
or proposals for same as allowed pursuant to Texas Local Government Code §252.022 and
applicable city purchasing policies.
SECTION 2. The City Manager is authorized to negotiate and, upon approval of the City
Attorney, execute an agreement to perform the repairs relating to the Emergency Project.
SECTION 3. The City Manager is hereby authorized to pay the contractor in accordance
with the agreement authorized pursuant to Section 2, above, from funds available in the FY 2016-
17 budget.
SECTION 4. This resolution shall become effective immediately upon its approval.
PASSED AND APPROVED this _____ day of ______________, 2017.
APPROVED:
By:
Karen Selbo Hunt, Mayor
ATTEST:
By:
Christel Pettinos, City Secretary
APPROVED AS TO FORM:
By:
Robert Hager, City Attorney
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3482
File ID: Type: Status: 2017-3482 Agenda Item Passed
1Version: Reference: In Control: Finance
07/19/2017File Created:
Final Action: NCPA Interlocal Agreement 07-25-17File Name:
Title: Consider approval of an Interlocal Purchasing Agreement between the City of
Coppell and the National Cooperative Purchasing Alliance (NCPA) to allow
utilization of the purchasing cooperative’s contracts to satisfy any bid
requirements; and authorizing the Mayor to sign.
Notes:
Agenda Date: 07/25/2017
Agenda Number: f.
Sponsors: Enactment Date:
Memo NCPA Interlocal 07-25-17, NCPA Interlocal
Agreement 07-25-17
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Jennifer Miller 1 7/20/20177/19/2017 Approve
1 Christel Pettinos - FYI 2 7/19/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved on the
Consent Agenda
07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling,
that Consent Agenda Items A-F be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2017-3482
Title
Consider approval of an Interlocal Purchasing Agreement between the City of Coppell and the
National Cooperative Purchasing Alliance (NCPA) to allow utilization of the purchasing
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3482)
cooperative’s contracts to satisfy any bid requirements; and authorizing the Mayor to sign.
Summary
See attached memorandum.
Fiscal Impact:
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: July 25, 2017
Reference: Approval of an Interlocal Agreement between the City of Coppell and the National
Cooperative Purchasing Alliance (NCPA)
2030: Sustainable City Government
Introduction:
The City of Coppell would like to enter into a formal Interlocal Purchasing Agreement with the National
Cooperative Purchasing Alliance which would expand the resources available to the City for purchasing good
and services.
Analysis:
The agreement would allow the City of Coppell to use the Cooperative’s contracts for goods or services as it
deems to be in the best interest of the City.
The legal authority to enter into such an agreement is provided under Chapter 271 V.T.C.A., Local Government
Code as well as the Cooperative Purchasing Program and Sections 791.001-791.229 of the Texas Government
Code.
Legal Review:
The agenda item has been reviewed by legal during the agenda review process.
Fiscal Impact:
Recommendation:
The Finance Department would recommend approval of this Interlocal Agreement
INTERLO CAL AGREEMENT
Contracting Parties
Region 14 Educational Service Center
(Participating Agency) (Lead Agency)
(Federal Tax ID Number)
This agreement is effective upon signature and shall be automatically renewed unless either party gives
sixty (60) days prior written notice of non-renewal. This agreement may be terminated with or without
cause by either party upon (60) days prior written notice, or may also be terminated for cause at anytime
upon written notice stating the reason for and effective date of such terminations and after giving the
affected party a thirty (30) day period to cure any breach.
Statement of Services to be Perform ed:
Authority for such services is granted under Government Code, Title 7, Chapter 791 Interlocal
Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter
271, Subchapter F, Section 271.101 and Section 271.102. The purpose of this cooperative is to obtain
substantial savings for mem ber school districts and public entities through volume purchasing.
Role of the Purchasing Cooperative
1. Provide for the organizational and administrative structure of the program.
2. Provide staff time necessary for efficient operation of the program.
3. Receive quantity requests from entities and prepare appropriate tally of quantities.
4. Initiate and implement activities related to the bidding and vendors selection process.
5. Provide members w ith procedures for ordering, delivery, and billing.
Role of the Participating Agency:
1. Commitm ent to participate in the program as indicated by an authorized signature in the
appropriate space below.
2. Designate a contact person for the cooperative.
3. Commit to purchase products and services that become part of the official products and services
list when it is in the best interest of the member entity.
4. Prepare purchase orders issued to the appropriate vendor from the official award list provided by
the Purchasing Cooperative.
5. Accept shipm ents of products ordered from vendors in accordance with standard purchasing
procedures.
6. Pay vendors in a timely manner for all goods and services received.
Authorization:
Region 14 Education Service Center and the National C ooperative Purchasing Alliance (NCPA) executed
a contract to provide cooperative purchasing opportunities to public and nonprofit agencies nationwide.
Please send a signed Interlocal Agreement by email to membership@ncpa.us, fax to (888) 543-6515, or
mail to NCPA, P.O. Box 701273, Houston, TX 77270. A facsimile or email transmission of an
executed signature page of the agreement shall have the same force and effect as an original signature page.
Participating Agency Region 14 Education Service Center
B y__________________________________ By___________________________________
Authorized Signature Authorized Signature
____________________________________ ______________________________________
Title Title
____________________________________ ______________________________________
Date Date
____________________________________ ______________________________________
Contact Person Contact Person
____________________________________ ______________________________________
Title of Contact Telephone Number
____________________________________ ______________________________________
Street Address Email Address
____________________________________
City, State Zip
____________________________________
Contact's Telephone Number
____________________________________
Email Address
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3446
File ID: Type: Status: 2017-3446 Agenda Item Passed
1Version: Reference: In Control: Parks and
Recreation
06/27/2017File Created:
07/25/2017Final Action: 2017 Master PlanFile Name:
Title: Consider approval of the 2017 Parks and Recreation Master Plan.
Notes:
Agenda Date: 07/25/2017
Agenda Number: 8.
Sponsors: Enactment Date:
Memo.pdf, Executive Summary.pdfAttachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Brad Reid 1 7/21/20177/20/2017 Approve
1 Christel Pettinos - FYI 2 7/20/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved07/25/2017City Council
A motion was made by Councilmember Wes Mays, seconded by Councilmember Mark Hill, that this
Agenda Item be approved. The motion passed by an unanimous vote.
Action Text:
Councilmember Cliff Long, Brianna Hinojosa-Flores, Councilmember
Wes Mays, Councilmember Gary Roden, Councilmember Marvin
Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling
7Aye:
Text of Legislative File 2017-3446
Title
Consider approval of the 2017 Parks and Recreation Master Plan.
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3446)
Summary
See attached memo.
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
The Parks and Recreation Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Date: July 25, 2017
Reference: Consider approval of the 2017 Parks and Recreation Department Master Plan.
2030: Sustainable City Government Strategy: Excellent and Well-Maintained
Infrastructure and Facilities.
Introduction:
The Parks and Recreation Department completed its last Master Plan in April of 2010. The major
goals and objectives of that plan have either been completed or were due for reevaluation in order to
align them with current and future community needs. The primary purpose of the Parks and
Recreation Master Plan is to create a clear set of goals, policies and objectives that will provide
direction to City staff, the Parks and Recreation Advisory Board and the City Council for
redevelopment and enhancement of the City’s park system, open space, trails, recreation facilities
and recreation programs for the short term (2017), the mid-term (2020) and the long term (2025).
The National Park and Recreation Association (NRPA) recommends updating master plans every
five to seven years as a standard for incorporating current and future trends into parks, facilities and
programs.
Coppell’s Parks and Recreation Department leadership, along with its advisory and volunteer
support network, have implemented a responsive approach to the development of recreational
opportunities for its citizens. The department’s span of influence on the quality of life in Coppell
ranges from providing active, passive and self-directed recreation programs to creating aesthetically
pleasing and drought tolerant streetscape and public property settings. Although the list of
completed projects since 2010 indicates a significant advancement of Council and Park Board
priorities, the departments FIVE-YEAR Plan provides an aggressive, fiscally responsible, approach
to maintaining and improving programs and facilities. It is suggested that departmental leadership
will redevelop and program park and facility spaces to address current and future trends in
generational and cultural social patterns.
The Park Board approved this Master Plan at their July 10, 2017 meeting.
2
Analysis:
The Master Plan includes the following components:
• Industry master plan statistics/data (i.e. base maps, GIS data, surveys, existing reports,
related planning studies, socio-economic data, demographics, and growth patterns, etc.).
• Inventory of areas, programs and facilities including physical conditions, features,
opportunities and constraints.
• Needs assessment and identification through a demand-based approach, a standard-based
approach and a resource-based approach.
• Parks and Recreation vision for Coppell through public participation by branding the
project, utilizing all public contact options, conducting public opinion surveys and
collecting and disseminating information through open public forums.
• Priority of needs for indoor and outdoor activities, area and/or facility specific.
Legal Review:
None required for this item.
Fiscal Impact:
There is no fiscal impact of this Agenda item.
Recommendation:
The Parks and Recreation Department recommends approval of this item.
C I T Y O F C O P P E L L
EXECUTIVE SUMMARY
3
EXECUTIVE SUMMARY
Introduction
Coppell is a city that is known in the region and beyond for its excellent parks
and recreation system. Residents and visitors use the parks and recreation
services considerably for both passive and active recreation and leisure
activities. As Coppell approaches “build out,” its parks and recreation system
and programs can continue to enrich the quality of life for both residents and for
people who have discovered Coppell’s parks and recreation opportunities as a
destination to visit.
Coppell is beneficially located near DFW Airport, contains and is adjacent to
major highways, and has a beautiful creek and green space system based on
the Denton Creek segment of the Trinity River Watershed. It has beautiful trees
and green spaces that the community takes pride in, and the community also
advocates for sustainability and green-related efforts.
The City of Coppell has recently undertaken significant improvements to Andrew
Brown Park, which will serve as a focal point for parks and recreation in the
city, and a signature destination for both residents and visitors. Although no
additional parks of this scale are necessary for the city to continue thriving, the
importance of providing additional, smaller scale, neighborhood or “pocket”
parks or passive open space was identified as important to the community
through this planning process.
In terms of recreation, Coppell is experiencing some facility use challenges from
competitive youth and team sports vs. the recreational level offerings. The
fields and facilities for recreation are high quality and experience extensive
use. Balancing the need for maintenance and preservation of these significant
assets, while providing sound facilities management with policies based on
best practices and the needs of the community, are vital to the parks and
recreation system’s continued success. Working through these issues, as well as
performing analysis on appropriate solutions to address them, were some of the
key efforts of the planning process.
Opportunities for enhancements to programming were also reviewed
and assessed with the update to the Parks and Recreation Master Plan.
Recommendations have been created to continue to enhance the quality of life
of Coppell residents and contribute to the City’s economic development efforts.
4
Purposes of The Plan
The challenge moving forward for Coppell is to maintain the high quality
level of the parks and recreation system while continuing to make strategic
improvements to adapt to evolving demographics and trends, in addition to
replacing outdated components to the system as needed.
With this update to the Parks and Recreation Master Plan, strategies have been
provided to implement these improvements and replacements, based on the
feedback of the community gathered throughout the process and on previous
planning efforts and accomplishments. The recommendations contained in this
Plan serve as a component to the Coppell 2030 Comprehensive Master Plan, to
assist in its implementation and provide additional detail to the enrichment and
improvement of the Coppell parks and recreation system to continue to meet
the needs of the Coppell community.
5
EXECUTIVE SUMMARY
Community Profile
Coppell’s many beautiful parks and thriving recreation programs have contrib-
uted greatly to making it a vibrant and active community that is regularly recog-
nized as one of the best places to live in the region. Residents frequently cite the
excellent services provided by the City and department as a major contributor
making Coppell such a desirable place to live.
The Parks and Recreation Department is a CAPRA (Commission for Accredita-
tion of Parks and Recreation Agencies) accredited parks system comprised of 17
parks with features ranging from playgrounds and splash areas to walking trails
and sports fields. The department also offers recreation and fitness activities
at The CORE, Wagon Wheel Tennis Center, the Coppell Senior and Community
Center at Grapevine Springs, and the Biodiversity Education Center.
In the early years of the Coppell parks system, before a dedicated department
even existed, staff consisted of a few employees whose job it was to mow a
small amount of park area located within the City. The community was small,
and the value of parkland was only just beginning to be recognized. In the early
1980s, the first significant amounts of parkland were acquired, but the commu-
nity still relied on various local civic organizations to provide recreation services.
In 1996, the Parks and Leisure Services Department was created, and the first
director was hired. During this same time, voters in Coppell approved a one-half
cent sales tax dedicated to recreation development. The influx of resources to
the department caused an explosion of planning and development. In 1996,
seven Park Operations employees moved over from the Public Works Depart-
ment, and two additional staff members were hired, making a total of nine staff
positions. By 1998, the number of positions had grown to 20 and by 2000 to 31
full time positions, plus 37 full time equivalents. In 2016, the department contin-
ued to grow and expanded to 91 full time equivalents.
To this day, Coppell continues to place a high value on parks and outdoor gather-
ing spaces, as well as recreation activities. The expansion of the department has
included an expansion of facilities constructed to further recreation and fitness
opportunities. Through The CORE, Wagon Wheel Tennis Center, the Coppell Se-
nior and Community Center at Grapevine Springs, and the Biodiversity Education
Center, the department continues to serve citizens of Coppell in new ways and
promote community building through recreation, fitness, environmental educa-
tion, and special events.
The redevelopment of the Andrew Brown Parks system is another example of
citizen involvement and the value placed on quality facilities and community
gathering spaces. Several years ago, through a series of strategic planning sum-
mits, the idea was suggested to create major changes to the usage of the park
6
areas in the future, allowing for improvements to youth sports amenities and
adding passive park spaces for family and community gathering. These two goals
became the baseline for a redesign of the parks in 2011 and have continued to
be the focus since. In 2016, the department broke ground on the project and in
2017 will re-open the improved spaces. The redeveloped park will have com-
munity gathering areas with pavilions for performances and community uses,
passive areas for sitting quietly enjoying the outdoors with friends and family, as
well as an area appropriately sized for the large events that Coppell citizens have
enjoyed for years. It will also include a rejuvenated youth athletic complex at
Andrew Brown Park West, with a softball complex and new field sports complex,
improved trails throughout, a playground, and basketball and volleyball courts.
In the pursuit of creating exceptional experiences for citizens, the Parks and Rec-
reation Department has provided a variety of diverse opportunities for citizen
input to address the continuously changing desires of the Coppell community.
With a continued passion to not only meet but exceed the needs of a demand-
ing public, the Parks and Recreation Department should be able to sustain past
successes and create a lasting vision for the future of Parks and Recreation in
Coppell.
7
EXECUTIVE SUMMARY
Engagement and Feedback
Both Parks and Recreation Master Plan efforts in 2010 and in 2017 include; a
complete parks, recreation, open space, and trails needs assessment. Activities
included obtaining community input through focus groups, stakeholders
meetings, community-wide public meetings, the random distribution of a
comprehensive community survey, creating an in depth profile of demographics
of the Coppell area, and examining national and local recreational trends.
This Plan takes a look at Coppell’s future for the next 10 to 15 years, recognizing
that an update to the Plan will be necessary in approximately five years. The
Plan identifies the current Level of Service (LOS) as well as the upgrades for
the recommended LOS for the future growth of the City of Coppell. The costs
associated with some of the potential LOS improvements are included in the
Plan in 2016 figures. An analysis of programs, services, and administration/
operations with recommendations are also included in the Plan.
General findings from the Level of Service analysis in 2010 include:
• Coppell has a significant inventory of both outdoor components and
indoor facilities. For outdoor components, amenities are concentrated
in a few locations, primarily in the Andrew Brown parks along the north
side of the City, and at Wagon Wheel Park in the western side.
• Although Coppell has a series of high-quality trails within its parks, it
does not have a well-connected network of trails that allows people to
get to parks from throughout the City.
• Service in all categories is low in the southeast portion of Coppell. This
may become a bigger concern if plans for new development just beyond
Coppell’s border are carried forward. Although the new development
will be in Dallas, its residents would be cut off from direct access to parks
and other amenities in Dallas and would be likely to look to Coppell for
those services.
The themes or findings above were still found to be relevant in the Level of
Service analysis conducted with this planning effort. The third finding above
referenced what would become the Cypress Waters development in Dallas,
which has drastically changed the context of the City of Coppell’s park property
at North Lake. Contained in each topic-oriented chapter of this Plan is a needs
assessment and strategy framework that builds upon these themes.
8
The results and recommendations of the Plan are based on an extensive process
of community engagement including:
• A branded project website for updates and information
• Two day on site team workshop
• Social media posts and advertisements promoting the plan and
engagement opportunities
• Three public workshops
• Extensive staff involvement and interviews
• A comprehensive online survey
The following are summaries of each engagement event. Additional detail is
provided in the Appendix of this report.
9
EXECUTIVE SUMMARY
Parks and Open Space
Coppell has significant parkland assets that rank the city as a premier provider
of park destinations in the region. As the city approaches build out and land
remaining for additional parks and open spaces becomes scarce, the focus must
shift from land acquisition to existing parks and open spaces enhancements.
Public policy should be enacted to encourage developers to provide adequate
space for the needs of residents and visitors to their development. This strategy
can also assist by capitalizing on key redevelopment areas within the city where
neighborhoods may benefit from additional parks and open spaces.
The Coppell Parks and Recreation Department manages and maintains
approximately 544 acres of park land, nature preserves, a cemetery, and City
grounds. Facilities include the CORE, Wagon Wheel Tennis Center, the Coppell
Senior and Community Center at Grapevine Springs, the Biodiversity Education
Center, and Rolling Oaks Memorial Center. This chapter will focus on the parks
and open spaces in Coppell. Trails and Sidewalks, Recreation and Programming,
and Facilities and Operations will all be discussed in separate, subsequent
chapters in the Plan.
10
Accomplishments
Since 2010, the following accomplishments were achieved:
• Renovation and Expansion of the Coppell Aquatics & Recreation Center -
2011
• Renovation and Expansion of the Wagon Wheel Tennis Center - 2011
• Replacement of Kid Country Playground - 2012
• Trail Protection & Erosion Control for Andrew Brown Park East Phase I
(Central Lake) - 2013
• Median Landscape Master Plan - 2013
• Construction of the Waggin’ Tails Dog Park - 2013
• Construction of the Square at Old Town Coppell (Pavilion, Playground &
Interactive Fountain) - 2014
• Construction of the Biodiversity Education Center - 2014
• Northlake College Trail Connector - 2014
• Coppell Road Side Path Trail - 2014
• Trail Protection & Erosion Control for Andrew Brown Park East Phase II
(East Lake) - 2015
• Levee Bridge trail connector - 2015
• West Sandy Lake Road Side Path Trail - 2015
• Grapevine Springs Park/Old Town Connector Trail - 2015
• Bicycle & Pedestrian Master Plan - 2015
• Grapevine Springs Park Trail Feasibility Study - 2015
• Tennis Center Erosion Repairs - 2015
• Wagon Wheel Park Storm Water/Erosion Repairs - 2016
• Freeport Parkway Trail North and South - 2016
• Redevelopment of Andy Brown East and West - 2017
Needs Assessment
In the 2010 Parks and Recreation Master Plan, the following issues/themes were
present:
• Park Maintenance: concern related to the deterioration of certain
elements in the system and the ability to renovate and keep these
facilities at the superior quality that the Coppell citizens have come to
expect.
• Administration-Related: issues relating to providing staff with
involvement in improvements, training, resources, and communication.
• Coppell had a significant inventory of both outdoor components and
indoor facilities. For outdoor components, amenities were concentrated
in a few locations, primarily in the Andrew Brown Parks along the north
side of the city and at Wagon Wheel Park on the western side.
11
EXECUTIVE SUMMARY
• Service in all categories was low in the southeast portion of Coppell.
• The Andrew Brown Parks improvements were being contemplated and
assessed, and they had not yet been started.
In the planning process for the update to the Parks and Recreation Master Plan,
the themes discussed above were still present on the topic of parks and open
spaces. The following list represents the updated needs, generally, as assessed
in the community engagement for this planning effort:
• Maintaining existing parks and open spaces at a high level of quality is
still important to the community
• Providing staff with resources to be involved in improvements, training,
resources, and communication/transparency tools is desired
• There may be opportunities to provide new parks and open spaces in
certain under served areas of the city
• Community is looking forward to the Andrew Brown Parks improvements
but may want additional, minor tweaks to the new installations
• More passive open space (specifically small or “pocket” park type) is
desired
• Amenities such as benches, lighting, shade/trees, and clean restrooms
are desired in some areas
The parks inventoried for this plan are in exceptional condition. With the
renovations of the Andrew Brown parks, the system contains some of the best
recreational opportunities in the Metroplex. Throughout the planning process,
it was evident that the public and the City do not want to neglect the rest of the
system after such a significant investment in the Andrew Brown system. Physical
park improvement needs were identified for the following parks:
Grapevine Creek Park
• Soft surface nature trail
• Possible parking (on street)
• Pedestrian bridge over creek
Areas Adjacent to Cypress Waters
• Trail connections
• Potential for improvements and recreation opportunities on Coppell-
owned land and water areas
Denton Creek Park
• Trail connections to adjacent communities
Coppell Nature Park
• Expand outdoor education offerings
• Enhance soft surface trails
12
With the community feedback in mind, an additional needs assessment was
completed with the update to the Parks and Recreation Master Plan. According
to the Texas Parks and Wildlife Department (TPWD), “The following three
approaches may be employed in determining parks and recreation needs: (1)
demand-based, (2) standard-based, and/or (3) resource-based:
• The demand-based approach relies on information gathered from
participation rates, surveys, and other information that indicates how
much of the population wants certain types of facilities.
• The standard-based approach uses established standards to determine
facilities and park areas needed to meet the needs of a given population
size. The standards may be based on demand studies, the professional
judgment of park and recreation planners and designers, etc.
• The resource-based approach examines the assets and resources of the
area for open space and parks and recreation facilities and defines how
these resources can be utilized. For example – the availability of a lake or
river within an area is a resource that can be utilized in developing a park
system. (TPWD)”
This Plan utilizes a combination of all three approaches, complemented and
informed by community feedback, to determine the needs of each topic-
oriented chapter of the plan.
The combination approach resulted in the following two assessments to
establish Level of Service (LOS) for parks and open spaces specifically:
• Population-based Assessment – Provides a ratio of acreage to
population, measured against NRPA standards.
• Pedestrian Shed-based Assessment – Provides a geographic range of
where certain parks and/or open space may be needed, measured
against a standard quarter mile radius for typical maximum pedestrian
walk.
13
EXECUTIVE SUMMARY
Standards (Park Classifications)
In order to provide the parks, recreation, and open space facilities needed
by the City’s residents, a set of standards and criteria should be followed. For
the purpose of this planning effort, the parks in Coppell were categorized
and classified based on park design concepts and standards identified by the
National Recreation and Park Association (NRPA):
• Neighborhood Parks
• Community Parks
• Natural Areas and / or Open Space
• Special Use Parks
Park Type Existing LOS
Neighborhood Parks 90.7 acres
Community Parks 331 acres
Natural Area and Open Space 88.4 acres
14
Trails and Sidewalks
Trails and sidewalks are important components of Coppell’s parks and recreation
system. They serve many functions relating to mobility and connectivity,
recreation, leisure, quality of life, and wellness—all vital to achieve the vision of
the Coppell community, established through countless planning efforts.
15
EXECUTIVE SUMMARY
Needs Assessment
In the 2010 Community-Wide Trails Implementation Plan, three primary
objectives were derived from the comments and concerns expressed through
the survey and during work sessions:
• “Connections: Not only is there a need for trails to connect to one
another, but also to key City destinations, to adjacent City trail systems,
and to future DART stations
• Trail surface options: Provide a hierarchy of trail surface options ranging
from concrete paths to natural/nature trails and on-street bike lanes
• Trail amenities: Provide a variety of trail amenities such as mile markers,
parking, restrooms, and directional signage.”
In a community approaching build-out, such as Coppell, these three themes of
feedback are typical.
In the planning process for the update to the Parks and Recreation Master Plan,
the themes discussed above (connections, trail surface options, and amenities)
were still present on the topic of trails and sidewalks, but the following list
represents the updated needs, generally, as assessed in the community
engagement for this planning effort:
• Connections: Missing segments of trails that could improve connectivity
in the trail network should be installed, and trails to key destinations in
Coppell and in adjacent cities should be provided
• Trail Master Plan: Alignments in the Trail Master Plan should be
reevaluated as some connectivity priorities may have changed since it’s
adoption
• Trail Types: Although a hierarchy of trail surface options is desired, there
is an increased desire for soft-surface trails and off-street, multi-use trails
• Trail Amenities: Provide a variety of trail amenities such as mile
markers, parking, restrooms, and directional signage with an increased
emphasis on pedestrian-scaled lighting, restrooms, and security/safety
enhancements specifically
• Communication: Provide improved communication through website
maps and tools, social media presence, and in park/on-trial signage
(including contact information for any management or operational
issues)
16
Recreation and Programming
The City of Coppell has a varied and comprehensive offering of recreation
programs and services for its citizens. There are very few program areas where
there are opportunities for improvements by the Department or the City’s
program partners.
Area Focus Programs
Sports Youth Sports Soccer Skills, Fencing, Basketball
Skills, Basketball Clinics, Sports Camps
Adult Sports Martial Arts, Basketball League,
Softball, Kickball
Fitness/
Wellness
Youth Yoga, Zumba, Sports Conditioning,
Coppell Community Garden
Adult Yoga, Zumba, Pilates, Spinning, TRX,
Fitness on Demand, Other Group
Exercise Classes, Sports Conditioning,
Personal Training, Coppell Community
Garden
Cultural
Arts
Youth Dance, Ballet, Voice, Keyboard/Piano,
Camps, Oil Painting, Drawing, Music
Lessons
Adult Oil Painting, Music Lessons
Education Youth Language Arts & Math, Lego
Engineering & Robotics, Community
and Learning Gardens
Adult Sustainable Foods, Cooking Class,
Community and Learning Gardens
Aquatics Youth Learn to Swim, Birthday Parties,
Swim Team, Story Time, Private Swim
Lessons
Adult Group Exercise
General
Interest
Youth Chess, Babysitting Cert., Birthday
Parties
Adult N/A
Area Focus Programs
Special
Needs
Youth N/A
Adult Old Town Community Garden (Raised
beds for seniors)
Special
Events
Music in the Plaza, Eggstravaganza,
Food Truck Frenzy, 4th of July, Farmers
Market, Oakfest, Community Festival,
Christmas Parade, Earthfest, Concert
on the Lawn, Valentine Dances,
Summer Movie in the Plaza, Back to
School Ice Cream Social
Outdoor
Education
Youth Clean Coppell, Eco Coppell Earth Fest,
Wildflower Seeding, Birding, Arts &
Nature, Wild Days, Summer Camps,
Field Trips, Parent/Child Programs
Adult Geology, Ecology, Gardening,
Sustainability, Guided hikes,
Smartscape, Native Plant
Demonstration Garden, Water
Conservation, Eco Coppell Earthfest
Seniors Fitness, Trips, Special Events, Special
Interest, Gaming/Groups, Arts & Crafts,
Education
Teens Fencing, Basketball Skills Training,
Sports Conditioning, Tennis, Volunteer
docent, Coppell Community Garden,
Scout Projects
Tennis Youth Group Lessons, Private Lessons,
Semi-Private Lessons, Tournaments,
Summer Camp, Jr. Tennis Team, Drill
Classes, Special Events
Adult Group Lessons, Private Lessons,
Semi-Private Lessons, Tournaments,
Pickleball, Leagues, Drill Classes,
Special Events
Self-
Directed
Youth Fitness, Aquatics, Sports, Tennis,
Nature Hiking, Bird Watching
Adult Fitness, Aquatics, Sports, Tennis,
Nature Hiking, Bird Watching
17
EXECUTIVE SUMMARY
Like many cities in the United States, Coppell faces challenges in the delivery
of recreation services in a cost effective and efficient manner. The Department
must operate a variety of parks and recreation facilities that are utilized to
deliver recreation services. This includes indoor facilities, parks, athletic field
complexes, and specialty facilities (tennis center).
Inventory
The following is an inventory and assessment of current recreation programs
and services that are offered by the City of Coppell Parks and Recreation
Department:
• The Parks and Recreation Department focuses the majority of its
programming efforts on youth and seniors.
• The majority of program participants (over 60%) are residents of the City.
• Many of the programs that are offered are provided by contract service
providers utilizing Department facilities or they are facilitated by
volunteers or city staff.
• The Department has reasonably strong performance measures and
record keeping regarding recreation programs and services.
• Program areas (either being provided by staff or programming partners)
that are the strength of the Department include:
• Tennis
• Aquatics
• Special Events
• Seniors
• Fitness
• Outdoor Education
• Youth Camps
• Environmental Education
• Outdoor Recreation
• Sustainable Food/Wellness
18
• Program areas without a strong focus in the Department include:
• Special Needs
• Education
• Teens
• General Adult Programs
• Youth team sports are primarily provided by youth sports organizations
that are in the community. These include:
• Coppell Baseball Association
• Coppell Girls’ Softball Association
• Coppell Lacrosse Association
• Coppell Youth Football Association
• Coppell Youth Soccer Association
• Coppell Family YMCA
Recreation programs and services are planned and delivered on a recreation/
community/senior center level as well as through ISD facilities to be responsive
to varying needs and expectations.
Programs Primary Secondary Support
Youth Sports ●
Adult Sports ●
Fitness/
Wellness
●
Cultural Arts ●
Education ●
Aquatics ●
Youth Camps ●
General
Interest
●
Special Needs ●
Special Events ●
Outdoor
Education
●
Seniors ●
Teens ●
Tennis ●
Self-Directed ●
19
EXECUTIVE SUMMARY
Facilities and Operations
Existing Parks and Recreation facilities in Coppell have been developed to a very
high level and set the expectation for the rest of the offerings within the depart-
ment. This study explored each facility and developed a collection of priority
needs associated with improvements that respond to community feedback and
recreational trends in the region as well as nationally.
Areas of focus Include:
• The Core
• Wagon Wheel Tennis Center
• Senior Center
• Biodiversity Education Center
• Staffing
• Funding
• Partnering facilities
Town Center Plaza
Senior & Community
Center
Rolling Oaks
Memorial CenterWagon Wheel
Tennis Center
Biodiversity
Educational Center
The CORE
20
Implementation Strategy
Introduction
The Parks and Recreation Master Plan is intended to guide the future of the
parks and recreation system for the City of Coppell with a forward-thinking vi-
sion for the next 10 to 15 years. The Implementation Strategy brings together
the past, present, and future to create a prioritized and action-oriented road-
map to bring forth significant accomplishments.
Purpose
Included in the Implementation Strategy are the recommendations from each of
the topic-oriented chapters in the Plan: Parks and Open Space, Recreation and
Programming, Trails and Sidewalks, and Facilities and Operations. Recommen-
dations were created based on the analysis of existing conditions, various needs
assessments, and the feedback that was generously provided by the Coppell
community. Each action recommendation is provided in the Implementation
Strategy with a priority level and estimated cost range.
To complement the action matrix, potential funding sources and partnerships
are discussed. Assisting with the City’s Texas Parks and Wildlife Department
(TPWD) submission for project priority in local park grant funding, a summary of
how the TPWD Park, Recreation and Open Space Master Plan Guidelines have
been addressed is included in the Implementation Strategy. Although formal
submission of compliance to TPWD is not required to participate in the Local
Park Grant Program, the submission of master plans for review and approval to
TPWD is strongly encouraged and can give Coppell’s projects priority over other
cities who have not achieved compliance with the Guidelines.
The following is a collection of policies identified for implementation through
the planning process. For a complete list of the supportive actions please refer
to the Comprehensive Parks and Recreation Master Plan.
• Immediate (within 2 years)
• Short-Term (within 5 years)
• Mid-Term (within 7 years)
• Long-Term (within 10 years)
• Ongoing (no specific time frame)
21
EXECUTIVE SUMMARY
Policy No.Recommended Action
GOAL 1: To expand park and open space locations and amenities in strategic
locations throughout the city.
a) Policy Enrich existing park and open space areas.
b) Policy
Incrementally provide additional park, open space, and
community gathering area opportunities throughout the
city.
Policy No.Recommended Action
GOAL 2: To provide additional connections, trail types, amenities, and enhanced
features in the trail and sidewalk network.
a) Policy Further connect key destinations and neighborhoods with
trails and sidewalks.
b) Policy Provide diverse trail surface and design types while
preserving desired features of existing park and open
space areas and connecting key destinations.
c) Policy Provide additional bike and pedestrian amenities along
trails and sidewalks.
d) Policy Provide a new focus on safety, awareness, and education
relating to trails and sidewalks.
22
Policy No.Recommended Action
GOAL 3: To provide a diverse variety of recreational opportunities to meet the
changing needs of the community.
a) Policy Support updated programming classifications.
b) Policy Establish a philosophy and plan for the delivery of recreation
services to the citizens of Coppell for the next five to 10 years.
c) Policy Continue to support the current cost recovery strategy,
develop a fee policy, and review every two years.
d) Policy Review and update how sports fields are assigned to sports
groups and associations.
e) Policy Update the fee schedule for use of sports fields.
f) Policy Increase (or continue to improve) program offerings in certain,
strategic areas.
g) Policy Continue to grow opportunities for outdoor recreation and
environmental education for all age groups.
h) Policy Expand or enhance the existing set of special events and
festivals held in Coppell.
i) Policy Emphasize Tennis programs and services.
Policy No.Recommended Action
GOAL 4: To continue providing a high quality parks and recreation system and
network while constantly striving for strategic improvements.
a) Policy Ensure public safety and maintain existing facilities to
the Level of Service the community expects. (2010)
b) Policy Ensure the longevity and sustainability of resources and
facilities.
c) Policy Respond to trends in the provision of facilities for changing
demographics.
d) Policy Establish and grow partnerships with other organizations and
entities to develop and expand recreation programs.
e) Policy Improve administrative procedures, record keeping, and
performance measures for recreation programs and services.
f) Policy Develop an annual strategic planning process for the
Department.
23
EXECUTIVE SUMMARY
Conclusion
Coppell’s Parks and Recreation department leadership, along with its advisory
and volunteer support network, have implemented a responsive approach
to the development of recreational opportunities for its citizens over the last
eighteen years. The department’s scope of influence on the quality of life in
Coppell ranges from providing active, passive and self-directed recreation
programs to creating aesthetically pleasing and drought tolerant streetscape and
public property settings.
Responding to the desires of the community as indicated in the 2010 Master
Plan, and confirmed by this document, the department is in the final stages
of dedicating separate spaces for field sports and passive/special event usage
of the Andrew Brown Parks system. The extension and modification of the
Coppell Recreation and Development Corporation funding source will enable
it to now address the community’s requests for trail additions and median
enhancements to complete the Community-Wide Trails Implementation Plan
and the Streetscape Master Plan. Although the list of completed projects since
2010 indicates a significant advancement of Council and Park Board priorities,
the departments FIVE-YEAR Plan provides an aggressive, but fiscally sensitive,
approach to maintaining and improving programs and facilities. Just as the City
leadership has taken full advantage of Coppell’s desirable geographic location
in the DFW area to implement a well thought out comprehensive plan for
sustainable economic patterns, the department leadership will redevelop and
program the dedicated park/facility spaces to address current, and prepare for
future, trends in generational and cultural social patterns.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3476
File ID: Type: Status: 2017-3476 Agenda Item Passed
1Version: Reference: In Control: Engineering
07/14/2017File Created:
07/25/2017Final Action: Airline DesignFile Name:
Title: Consider approval to enter into an engineering services contract with
Kimley-Horn and Associates, Inc. for the design of Airline Drive (Freeport
Parkway to South Belt Line Road) reconstruction project; in the total amount
of $430,800.00; as budgeted in Infrastructure Maintenance Funds; and
authorizing the City Manager to sign any necessary documents.
Notes:
Agenda Date: 07/25/2017
Agenda Number: 9.
Sponsors: Enactment Date:
Airline Design Memo.pdf, Airline Design Exhibit.pdf,
Airline Design Agreement.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Ken Griffin 1 7/24/20177/21/2017 Approve
1 Jennifer Miller 2 7/24/20177/21/2017 Approve
1 Christel Pettinos - FYI 3 7/21/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved07/25/2017City Council
A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Brianna
Hinojosa-Flores, that this Agenda Item be approved. The motion passed by an unanimous vote.
Action Text:
Councilmember Cliff Long, Brianna Hinojosa-Flores, Councilmember
Wes Mays, Councilmember Gary Roden, Councilmember Marvin
Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling
7Aye:
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3476)
Text of Legislative File 2017-3476
Title
Consider approval to enter into an engineering services contract with Kimley-Horn and
Associates, Inc. for the design of Airline Drive (Freeport Parkway to South Belt Line Road)
reconstruction project; in the total amount of $430,800.00; as budgeted in Infrastructure
Maintenance Funds; and authorizing the City Manager to sign any necessary documents.
Summary
Fiscal Impact:
Funds have been budgeted in the Infrastructure Maintenance Fund for this contract.
Staff Recommendation:
The Engineering Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/8/2017
1
MEMORANDUM
To : Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date : July 25, 2017
Reference : Design for Reconstruction of Airline Drive
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General Information:
Airline Drive was originally constructed in the early 1980’s
The pavement design at that time was intended to have a 20 -year lifespan
Engineering Services contract for design is $430,800.00
The paving will be designed to accommodate heavy truck traffic with a 30 -year lifespan
Estimated construction cost is $5.5 Million
Introduction:
This agenda item is being presented for approval to enter into an engineering design contract with
Kimley-Horn and Associates, Inc. in the amount of $430,800.00 for the reconstruction of Airline
Drive from Freeport Parkway to South Beltline Road.
Analysis :
In order to provide excellent and well maintained city infrastructure, the citizens of Coppell
authorized the use of ¼ cent sales tax revenue to be allocated for the reconstruction of our streets.
Through an analysis of all streets within the City of Coppell, this Airline Drive was identified as in
need of reconstruction. This street is deteriorating rapidly due to the heavy truck traffic, as well as
the advanced age. The engineering design is budgeted in the 2016-2017 fiscal year.
The item before you this evening will involve engineering design for paving and utility
reconstruction. The project improvements will include surveying the existing storm drainage system
to determine if any partial reconstruction is required. In addition to new paving and sidewalks, new
water and sanitary sewer will be designed within the project limits.
Legal Review:
The City’s standard construction contract has been reviewed by legal periodically, with changes made
as requested.
Fiscal Impact:
The fiscal impact of this Agenda item is $430,800.00 for the street reconstruction design.
Recommendation:
The Engineering Department recommends approval of this contract with Kimley-Horn and
Associates, Inc.
Airline Drive Reconstruction1/4 Cent SalesTax Fund, FY 2016bCreated in CIVIL3D1 INCH = 1 MILE0S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2017.dwg\TAX 2016BCreated on: 18 July 2017 by Scott Latta1/21/21
1 INCH = FT.010001000500Airline Drive Reconstruction1/4 Cent SalesTax Fund, FY 2016bCreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2017.dwg\TAX 2016BCreated on: 18 July 2017 by Scott Latta2/2AREA OF PROPOSEDSTREET REPLACEMENTAIRLINE DRIVE
kimley-horn.com 2201 West Royal Lane, Suite 275, Irving, Texas 75063 214 420 5600
June 28, 2017
Ms. Jamie Brierton
City of Coppell
816 S Coppell Rd
Coppell, TX 75019
Re:Professional Services Agreement
Airline Drive Reconstruction
Dear Ms. Brierton,
Kimley-Horn and Associates, Inc. (“Kimley-Horn” or “Consultant”) is pleased to submit this letter
agreement (the “Agreement”) to the City of Coppell (“Client”) for providing design services for
roadway improvements on Airline Drive from Freeport Parkway to South Belt Line Road.
Project Understanding
The project will include the full reconstruction of approximately one (1) mile of Airline Drive from
Freeport Parkway to South Belt Line Road. Intersection improvements at Freeport Parkway and
South Belt Line Road are not included in this project. The current roadway section will be evaluated
for alternative cross sections and a specific pavement design will be provided. Storm drainage, water,
and wastewater facilities will be replaced within the Right-of-Way throughout the project limits. The
design will accommodate traffic during construction to the extent possible. Traffic patterns may be
reduced to one-way traffic if necessary during construction. There are no existing sidewalks within the
Right-of-Way. A new sidewalk will be included as a part of this project.Street light improvements are
not anticipated.
Scope of Services
Basic Services
Task 1 – Project Engineering
Consultant will provide the services specifically set forth below.
1. Design of approximately 5,200 linear feet of roadway improvements. It is anticipated that
vertical alignment will match existing. Horizontal alignment may be adjusted within the
existing Right-of-Way to a reduced width. Minimum width will conform to City standards.
Truck traffic to existing facilities within the project limits will be considered and driveway
return radii will be evaluated. The consultant will prepare plan and profile sheets as well as
typical sections. The Consultant will prepare construction phasing and temporary traffic
control plans. Landscape restoration will be limited to grading, topsoil, sod, and irrigation
repairs. This task includes the Consultant evaluating up to two alternative construction
methods for roadway replacement.
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2. Consultant will evaluate the existing underground storm drainage system for adequacy. This
task will include TV inspection of the system and identification of locations needing localized
repair. Drainage areas will be confirmed and a basic capacity evaluation will be performed
for allowing the Client to determine replacement for localized sections of the storm sewer
system. Consultant will also evaluate alternative material for sections of the storm drainage
system needing repair. The Consultant will prepare plan and profiles sheets as well as
provide any necessary construction details for the localized repair areas. It is assumed that
the repaired sections can be replaced with pipe of the same size as the existing system. It is
also assumed that the Client’s standard details will be used unless a specific project need
requires additional details.
3. Design of approximately 5,200 linear feet of 12-inch water line along the project limits. The
Consultant will determine the location and alignment of the water line within the proposed
corridor. The design will include connecting the existing services to the new waterline.
Portions of the existing water line at the intersections of S. Belt Line Road, Executive Drive,
Enterprise Drive and Freeport Pkwy will be reconstructed within the proposed pavement
limits. The Consultant will coordinate with the Client to determine connectivity, sizes of the
existing water line, service locations and alignments, and the placement of water line
appurtenances (vales, fire hydrants, meters) within the project limits. The Consultant will
prepare plan and profile sheets of the 12-inch water line. Lines smaller than 12-inches will not
be profiled. This scope does not include preparing a hydraulic water model, performing
pressure testing, or the design of pressure valves or vaults. The design of private water lines
beyond the right of way such as services and fire lines is not included in this scope.
4. Design of approximately 1,100 linear feet of 10-inch sanitary sewer from Freeport Pkwy to the
G&K Services property. The scope also includes the design of approximately 3,700 linear
feet of 10-inch sewer line from the Rediform Inc. property to Belt Line Road. This task
includes TV inspection of the system to determine how much of the existing system (if any)
can be used. The Consultant will determine the location and alignment of the sewer line
within the proposed corridor. The design will include connecting the existing services to the
new sewer line and determining the placement of the sanitary sewer manholes. Portions of
the existing sewer line at the intersections of S. Belt Line Road, Executive Drive, Enterprise
Drive and Freeport Pkwy may be reconstructed within the proposed pavement limits. The
Consultant will coordinate with the Client to determine connectivity, sizes of the existing
sewer lines, service locations and alignments, and the placement of sewer line
appurtenances within the project limits. The Consultant will prepare plan and profile sheets of
the 10-inch sewer line. Service lines smaller than 6-inches will not be profiled. This scope
does not include preparing a sewer model, perform I&I testing or study, or the design of any
force mains. The design of private sewer lines beyond the right of way such as sanitary
sewer services is not included in this scope.
5. Consultant will provide plan sheets for Client coordination with franchise utility owners.
Consultant will participate in up to two (2) coordination meetings with franchise owners if
necessary due to potential conflicts.
6. Deliverables will include a conceptual design (30%), preliminary design (60%), pre-final
design (90%), and final bidding documents. The final design and final bidding document
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kimley-horn.com 2201 West Royal Lane, Suite 275, Irving, Texas 75063 214 420 5600
deliverables will consist of Client standard bidding and contract documents modified as
appropriate for the project. An Opinion of Probable Construction cost will be provided to
Client for each deliverable submittal. Plan sheets will be prepared on 22x34 sheets. Each
submittal will include two hard copies and a PDF copy. Final bidding documents will include
DWG electronic files as well.
7. Coordination with TDLR and Accessology will be included.
Task 2 – Project Bidding
1. Attend Pre-Bid Conference.
2. Address bidder questions and issue Addenda as necessary.
3. Attend bid opening.
4. Prepare bid tabulation.
5. Review the qualifications of the apparent low bidder.
6. Prepare construction contracts for execution.
Task 3 – Construction Administration
Consultant will provide Construction Administration as outlined in this section. Specific tasks
under this scope include:
1. Attend Pre-Construction Conference.
2. Respond to and process up to ten (10) RFIs. Such clarifications, interpretations, and plan
revisions will be consistent with the intent of the Contract Documents. Field Orders
authorizing variations from the requirements of the Contract Documents will be made by City.
3. Review and respond to up to 20 product submittals or shop drawings. Review and respond to
up to 5 project resubmittals or resubmittals of shop drawings.
4. Provide Construction Observation: Perform four (4) visits per month site specific
observation/questions. It is assumed this work will take place over eight (8) months.
Therefore, up to 32 site visits will be performed for this work.
5. Observations are to be limited to general observation of the Work based on Consultant’s
exercise of professional judgment. Based on information obtained during such visits and
such observations, Consultant will determine if Contractor's work is generally proceeding in
accordance with the Contract Documents, and Consultant shall keep City informed of the
general progress of the Work.
6. The purpose of Consultant’s visits to the site will be to enable Consultant to better carry out
the duties and responsibilities assigned in this Agreement to Consultant during the
construction phase by City, and, in addition, by the exercise of Consultant’s efforts, to provide
City a greater degree of confidence that the completed Work will conform in general to the
Contract Documents and that the integrity of the design concept of the completed Project as
a functioning whole as indicated in the Contract Documents has been implemented and
preserved by Contractor. Consultant shall not, during such visits or as a result of such
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kimley-horn.com 2201 West Royal Lane, Suite 275, Irving, Texas 75063 214 420 5600
observations of Contractor's work in progress, supervise, direct, or have control over
Contractor's work, nor shall Consultant have authority over or responsibility for the means,
methods, techniques, equipment choice and usage, sequences, schedules, or procedures of
construction selected by Contractor, for safety precautions and programs incident to
Contractor's work, nor for any failure of Contractor to comply with laws and regulations
applicable to Contractor's furnishing and performing the Work. Accordingly, Consultant
neither guarantees the performance of any Contractor nor assumes responsibility for any
Contractor's failure to furnish and perform its services in accordance with the Contract
Documents.
7. Review of pay applications and recommendation of payment to the Client.
8. Recommend to City that Contractor's services be disapproved and rejected while it is in
progress if, based on such observations, Consultant believes that such services will not
produce a completed Project that conforms generally to Contract Documents or that it will
prejudice the integrity of the design concept of the completed Project as a functioning whole
as indicated in the Contract Documents.
9. Recommend up to three (3) Change Orders to City, as appropriate. Review and make
recommendations related to Change Orders submitted or proposed by the Contractor.
10. Promptly after notice from Contractor that Contractor considers the entire Work ready for its
intended use, in company with City and Contractor, conduct one (1) site visit to determine if
the Work is substantially complete. Work will be considered substantially complete following
satisfactory completion of all items except for those identified on a final punch list. If after
considering any objections of City, Consultant considers the Work substantially complete,
Consultant shall notify City and Contractor.
11. Consultant shall not be responsible for the acts or omissions of any Contractor, or of any of
their subcontractors, suppliers, or of any other individual or entity performing or furnishing the
Work. Consultant shall not have the authority or responsibility to stop the work of any
Contractor.
12. Consultant will attend one (1) final project walkthrough and develop a punch list of
outstanding items observed during the walkthrough.
13. Consultant will prepare record drawings based on information provided by the Contractor.
Record drawings will be prepared on full size 22”x34” sheets. One electronic DWG copy of
all sheets will be provided and individual sheets will also be prepared in TIFF format.
Special Services
Task 4 – Survey (provided by sub-consultant)
1. Survey
a. Data Collection and Property Research
b. Gather existing plat information.
c. Collect property owner and record information.
d. Gather existing right-of-way and easement information. Identify easements available
through typical research methodologies (i.e. plats, court house filings, etc.).
Undocumented easements may not be identified.
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kimley-horn.com 2201 West Royal Lane, Suite 275, Irving, Texas 75063 214 420 5600
e. Coordinate with Texas811 to locate and mark existing franchise and public utilities
prior to performing the field survey.
f. The City will arrange and make all provisions for access to perform the services
specified within this scope. The surveyor will provide the City with Right of Entry
letters if required for the City’s distribution.
2. Design Survey
a. The limits of the survey will be the entire width of Right-of-Way along Airline Drive
from Freeport Parkway to South Belt Line Road Establish.
b. Establish horizontal control points.
c. Establish a vertical control benchmark circuit as needed throughout the project. City
to provide established monument information for the area.
d. Set control points, which will be based on NAD-83, approximately every 500 feet on
alternate sides of the roadway. Before setting the control points, the surveyor will
submit sketches and specifications to the City for approval.
e. Perform a field survey to identify and locate existing topographic elements within the
roadway corridor including, but not limited to the following:
f. Property corner monumentation;
g. Existing pavement, curbs, sidewalks, barrier free ramps, etc.;
h. Roadway and lane striping;
i. Driveways;
j. Existing storm sewer inlets, manholes, junction boxes (including culvert sizes and
invert elevations);
k. Outfalls and erosion control;
l. Existing driveway culverts and swales;
m. Guardrail;
n. Utility manholes, vaults, water valves, water meters, sprinkler heads, telephone
poles, power poles, utility markers, other public utilities, and franchise utilities;
o. Traffic signal poles, cabinets, and other signal equipment;
p. Signs (excluding temporary signs);
q. Trees, including species and caliper (for 3” caliper and up);
r. Buildings and permanent structures;
s. Retaining walls;
t. Fence limits and material types (excluding temporary fences);
u. Other applicable physical features that could impact design.
v. Perform cross-sections throughout project limits at 50-foot intervals and at grade
breaks.
w. Prepare cross-section field notes.
x. Prepare a right-of-way strip map.
y. The right-of-way strip map will be contained on standard size plan sheet (22”x34”) at
a scale not smaller than 1” = 30’, and will contain the following:
1) Standard City title page including location map;
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2) Summary sheet listing all parcels to be acquired, property owners, gross area of
property, square footage and type of easements, net area of property after
acquisition, a column for volume and page of filing, and current volume and
page;
3) Corners of all parcels tied to the centerline;
4) Location of all existing property pins, including station and offset to the centerline;
5) Location of all new property pins, including station and offset to the centerline;
6) Parcel number;
7) Area required;
8) Area remaining;
9) Current owner;
10) Any existing platted easements or easements filed by separate instrument
including easements provided by utility companies.
11) Prepare a final topographic drawing in digital format (including contours and
breaklines) showing the features located in the field as well as right-of-way strip
map information, an ASCII coordinate file of the points located in the field, and a
hard copy of the coordinates and feature descriptions.
Task 5 – Geotechnical Engineering (provided by sub-consultant)
The geotechnical scope of services includes performing a geotechnical drilling and sampling program
to allow us to perform laboratory testing and engineering analysis to provide recommendations for
underground utility installation, subgrade preparation, and rigid pavement thickness. To accomplish
this task we propose the following engineering program through a subconsultant:
1. Field Exploration
a. Locate the proposed borings using an available site plan and measurements from
existing landmark; these locations may be recorded in the field using a hand-held GPS
device
b. Contact Texas One Call and appropriate local agencies to locate buried utilities within
existing easements and right-of-ways
c. Provide appropriate signage and a flagman for traffic control purposes. We anticipate
drilling during the weekend to reduce traffic interruption
d. Mobilize a truck-mounted drilling rig to drill 10 borings to depths of approximately 10 and
15 feet below grade
e. Sample the subsurface soil continuously to the planned depth. Samples will be collected
using either a seamless tube sampler or a split spoon sampler in conjunction with the
standard penetration test (SPT).
f. Observe for groundwater seepage during drilling and at completion
g. Backfill boreholes with soil cuttings and bentonite chips upon completion, and patch the
surface with non-shrink grout.
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h. Select laboratory testing will be conducted on representative samples obtained during the
field exploration. The tests will be used to evaluate and classify the soils, identify
subsurface site characteristics, and provide data for analysis. These tests may include:
1) Atterberg limits (liquid and plastic limits)
2) Percent passing No. 200 sieve
3) In-situ dry unit weight and moisture content
4) Unconfined compressive strength
5) Swell tests
6) pH Lime series
7) Soluble sulfate
2. Engineering Analysis and Report
a. An engineering analysis and evaluation of the field and laboratory data will be performed
for the project, based on available project concepts. Information to be provided in the
report includes the following items:
1) Plan of borings illustrating the approximate location of each boring.
2) A log of each boring indicating the boring number, depth of each stratum, soil
classification and description, and groundwater information.
3) Description of the field exploration and laboratory testing.
4) Summary of laboratory test results.
5) Discussion of subsurface soil and groundwater conditions.
b. General discussion of the site geology.
c. Discussion of potential soil movements, including calculated potential vertical rise (PVR)
d. Preparation and appropriate stabilization recommendations of the pavement subgrade to
conform to City of Coppell standards
e. Pavement (temporary and permanent) thickness recommendations based on available
traffic data
f. General description of the subsurface materials encountered for the design of
underground utilities
g. Earthwork recommendations for utility reconstruction
h. A draft report will be submitted in electronic format for review and comment. A signed and
sealed report will be submitted in electronic format after comments have been addressed.
Task 6 – Subsurface Utility Engineering (provided by sub-consultant)
All SUE services provided for this project will be completed in conformance with the ASCE/CI 38-02
“Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data” and
performed through our subconsultant.
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Based upon our understanding of the project’s requirements the general description of the scope of
work involves researching available existing utility records and performing in-field utility designating
(Quality Level B) with the objective of finding and mapping the horizontal location of existing utilities,
estimated 45,000 linear feet, within specified limits of the Airline Drive project located in Coppell, TX
1. Records Research will include the following:
a. Contact the applicable “one call” agency and acquire records from all available utility
owners including local municipalities (cities, counties, etc.), and Client.
b. Perform in-field visual site inspection. Compare utility record information with actual field
conditions. Record indications of additional utility infrastructure and visual discrepancies
with record drawings.
c. Interview available utility owners for needed clarification, resolution of found
discrepancies, and details not provided on the record drawings.
2. The Designating Effort will include the following:
a. Select and employ the appropriate suite of industry standard geophysical equipment to
search for existing utilities within the limits specified on the project. For
metallic/conductive utilities (e.g. steel pipe, electrical cable, telephone cable)
electromagnetic induction, and magnetic equipment will be employed. We will attempt to
designate non-metallic/non-conductive utilities using other proven methods, such as
rodding, probing, and Ground Penetrating Radar (GPR). As agreed to with the Client, this
scope of work includes mapping of the following utilities: water, wastewater, natural gas,
gas/oil pipelines, electric, telephone, fiber, duct banks, cable TV, and storm sewer.
Unless specifically requested, utility service lines and irrigation lines are not included in
this scope.
b. Interpret the surface geophysics, and mark the indications of utilities with paint or pin
flags on the ground surface for subsequent depiction on deliverable utility maps. The
existing utilities will be designated within the project limits as shown in Attachment “A”.
c. Record all marks on electronic field sketches and correlate such data with utility records
and above ground appurtenances obtained from visual inspection to resolve differences
and discrepancies. Denote any utilities found where ownership/utility type is not available
from records as “unknown” facilities.
d. Survey the existing utility designating marks and above ground utility appurtenances
according to the project control and record the data for subsequent depiction on the plan
deliverables.
e. We do not anticipate maintenance of traffic for lane closures will be required for
completion of designating (Quality Level B) work on this project. Normal traffic control,
included within Quality Level B service, is considered standard placement of traffic cones
and freestanding warning signage. Traffic control requiring lane closures, traffic
detouring, police support, flagpersons, etc. is considered additional and may be added to
the scope of work at the request of the client.
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Additional Services
Any services not specifically provided for in the above scope will be billed as additional services and
performed at our then current hourly rates. Additional services we can provide include, but are not
limited to, include the following:
1. Construction staking.
2. Title Research.
3. Design of any offsite drainage improvements beyond the improvements identified in the
scope.
4. Storm Drainage Design other than tasks specifically described above to verify existing
system.
5. Design of specialized inlets.
6. Preparation for and attendance at additional public meetings.
7. Furnish additional copies of review documents and/or bid documents more than the number
of the same identified above.
8. Assist the City as an expert witness in litigation about the project or in hearings before
approving and regulatory agencies.
9. Redesign to reflect project scope changes requested by the City, required to address
changed conditions or change in direction previously approved by the City, mandated by
changing governmental laws, or necessitated by the City’s acceptance of substitutions
proposed by the contractor.
10. Traffic studies.
11. Street lighting design.
12. Design for street signs, way-finding or other special signs.
13. Signal improvements.
14. Franchise utility coordination.
15. Construction phase services that exceed the specific description of services identified above.
16. Landscape Design.
Information Provided By Client
We shall be entitled to rely on the completeness and accuracy of all information provided by the
Client or the Client’s consultants or representatives. The Client shall provide all information
requested by Kimley-Horn during the project, including but not limited to the following:
1. Record drawings.
Fee and Expenses
Kimley-Horn will perform the services described above for the total lump sum labor fee itemized
below. Individual task amounts are informational only. All permitting, application, and similar project
fees will be paid directly by the Client.
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Task 1 Project Engineering
Preliminary Design (30%)$102,900
Preliminary Design (60%)$68,400
Pre-Final Design (90%)$73,400
Final Bidding Documents $16,900
Task 2 Project Bidding $8,800
Task 3 Construction Administration $43,900
Task 4 Special Services – Survey $20,700
Task 5 Special Services - Geotechnical Engineering $21,000
Task 6 Special Services – Subsurface Utility Engineering $74,800
Total Lump Sum Project Fee $430,800
Labor fee will be billed on an hourly basis according to our then-current rates. As to these tasks,
direct reimbursable expenses such as express delivery services, fees, air travel, and other direct
expenses will be billed at 1.15 times cost. A percentage of labor fee will be added to each invoice to
cover certain other expenses as to these tasks such as telecommunications, in-house reproduction,
postage, supplies, project related computer time, and local mileage. Administrative time related to the
project may be billed hourly. All permitting, application, and similar project fees will be paid directly by
the Client. Payment will be due within 25 days of your receipt of the invoice and should include the
invoice number and Consultant project number.
Cost plus expenses fees will be billed on a reimbursable basis for labor and direct expenses incurred.
The budgeted fee for this task is based upon approximately 200 hours of support during construction.
We will not proceed with performance of services beyond the hours budgeted, without written
authorization by the Client
Invoices shall be submitted by cover letter from the project engineer. The letter shall certify that the
invoice properly represents work done. The City reserves the right to request additional justification
prior to payment of any invoice. If satisfactory justification is not received, the City reserves the right
to amend the invoice or to refuse to make payment without incurring penalty or interest. Invoices
shall be based on percentage of work completed per identifiable unit of work. The City agrees to
make prompt payments for all approved invoices and agrees to pay interest at the rate approved by
law for approved invoices not paid within 30 days from the date of approval.
Closure
In addition to the matters set forth herein, our Agreement shall include and be subject to, and only to,
the attached Standard Provisions, which are incorporated by reference. As used in the Standard
Provisions, "Consultant" shall refer to Kimley-Horn and Associates, Inc., and "Client" shall refer to the
City of Coppell.
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Kimley-Horn, in an effort to expedite invoices and reduce paper waste, submits invoices via email in
an Adobe PDF format. We can also provide a paper copy via regular mail if requested. Please
include the invoice number and Kimley-Horn project number with all payments. Please provide the
following information:
____ Please email all invoices to ___________________________
____ Please copy _______________________________________
If you concur in all the foregoing and wish to direct us to proceed with the services, please have
authorized persons execute both copies of this Agreement in the spaces provided below, retain one
copy, and return the other to us. Fees and times stated in this Agreement are valid for sixty (60) days
after the date of this letter.
To ensure proper set up of your projects so that we can get started, please complete and return with
the signed copy of this Agreement the attached Request for Information. Failure to supply this
information could result in delay in starting work on your project.
We appreciate the opportunity to provide these services to you. Please contact me if you have any
questions.
Very truly yours,
KIMLEY-HORN AND ASSOCIATES, INC.
By: Brian J. LaFoy, P.E.Ryan Delmotte, P.E., CFM
Associate Contract Specialist
CITY OF COPPELL, TEXAS
By: _____________________________
(Signature)
________________________________
(Print Name and Title)
________________________________
(Date)
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Client’s Federal Tax ID: _______________________
Client’s Business License No.: __________________
Client’s Street Address: _______________________
_______________________
Attachment – Request for Information
Attachment – Standard Provisions
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Request for Information
Please return this information with your signed contract; failure to provide this information could result
in delay in starting your project
Client Identification
Full, Legal Name of Client
Mailing Address for Invoices
Contact for Billing Inquiries
Contact’s Phone and e-mail
Client is (check one)Owner Agent for Owner Unrelated to
Owner
Property Identification
Parcel 1 Parcel 2 Parcel 3 Parcel 4
Street Address
County in which
Property is Located
Tax Assessor’s
Number(s)
Property Owner Identification
Owner 1 Owner 2 Owner 3 Owner 4
Owner(s) Name
Owner(s) Mailing
Address
Owner’s Phone No.
Owner of Which
Parcel #?
Project Funding Identification – List Funding Sources for the Project
Attach additional sheets if there are more than 4 parcels or more than 4 owners
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KIMLEY-HORN AND ASSOCIATES, INC.
STANDARD PROVISIONS
(1)Consultant's Scope of Services and Additional Services.The Consultant’s undertaking to perform professional
services extends only to the services specifically described in this Agreement. However, if requested by the Client and
agreed to by the Consultant, the Consultant will perform Additional Services, which shall be governed by these
provisions. Unless otherwise agreed to in writing, the Client shall pay the Consultant for any Additional Services an
amount based upon the Consultant’s then-current hourly rates plus an amount to cover certain direct expenses
including telecommunications, in-house reproduction, postage, supplies, project related computer time, and local
mileage. Other direct expenses will be billed at 1.15 times cost.
(2)Client's Responsibilities.In addition to other responsibilities described herein or imposed by law, the Client shall:
(a) Designate in writing a person to act as its representative with respect to this Agreement, such person having
complete authority to transmit instructions, receive information, and make or interpret the Client's decisions.
(b) Provide all information and criteria as to the Client's requirements, objectives, and expectations for the project
including all numerical criteria that are to be met and all standards of development, design, or construction.
(c) Provide to the Consultant all previous studies, plans, or other documents pertaining to the project and all new data
reasonably necessary in the Consultant's opinion, such as site survey and engineering data, environmental impact
assessments or statements, upon all of which the Consultant may rely.
(d) Arrange for access to the site and other private or public property as required for the Consultant to provide its
services.
(e) Review all documents or oral reports presented by the Consultant and render in writing decisions pertaining thereto
within a reasonable time so as not to delay the services of the Consultant.
(f) Furnish approvals and permits from governmental authorities having jurisdiction over the project and approvals and
consents from other parties as may be necessary for completion of the Consultant's services.
(g) Cause to be provided such independent accounting, legal, insurance, cost estimating and overall feasibility services
as the Client may require.
(h) Give prompt written notice to the Consultant whenever the Client becomes aware of any development that affects
the scope, timing, or payment of the Consultant's services or any defect or noncompliance in any aspect of the project.
(i) Bear all costs incidental to the responsibilities of the Client.
(3)Period of Services. Unless otherwise stated herein, the Consultant will begin work timely after receipt of a properly
executed copy of this Agreement and any required retainer amount. This Agreement is made in anticipation of
conditions permitting continuous and orderly progress through completion of the services. Times for performance shall
be extended as necessary for delays or suspensions due to circumstances that the Consultant does not control. If such
delay or suspension extends for more than six months (cumulatively), Consultant’s compensation shall be renegotiated.
(4)Method of Payment.Compensation shall be paid to the Consultant in accordance with the following provisions:
(a) Invoices will be submitted periodically for services performed and expenses incurred. Payment of each invoice will
be due within 25 days of receipt. The Client shall also pay any applicable sales tax. All retainers will be held by the
Consultant for the duration of the project and applied against the final invoice. Interest will be added to accounts not
paid within 25 days at the rate of 12% per annum beginning on the 25th day. If the Client fails to make any payment
due to the Consultant under this or any other agreement within 30 days after the Consultant's transmittal of its invoice,
the Consultant may, after giving notice to the Client, suspend services and withhold deliverables until all amounts due
are paid in full and may commence proceedings, including filing liens, to secure its right to payment under this
Agreement.
(b) If the Client relies on payment or proceeds from a third party to pay Consultant and Client does not pay Consultant’s
invoice within 60 days of receipt, Consultant may communicate directly with such third party to secure payment.
(c) If the Client objects to an invoice, it must advise the Consultant in writing giving its reasons within 14 days of receipt
of the invoice or the Client’s objections will be waived, and the invoice shall conclusively be deemed due and owing. If
the Client objects to only a portion of the invoice, payment for all other portions remains due within 25 days of receipt.
(d) If the Consultant initiates legal proceedings to collect payment, it may recover, in addition to all amounts due, its
reasonable attorneys' fees, reasonable experts' fees, and other expenses related to the proceedings. Such expenses
shall include the cost, at the Consultant's normal hourly billing rates, of the time devoted to such proceedings by its
employees.
(e) The Client agrees that the payment to the Consultant is not subject to any contingency or condition. The Consultant
may negotiate payment of any check tendered by the Client, even if the words “in full satisfaction” or words intended to
have similar effect appear on the check without such negotiation being an accord and satisfaction of any disputed debt
and without prejudicing any right of the Consultant to collect additional amounts from the Client.
(5)Use of Documents.All documents, including but not limited to drawings, specifications, reports, and data or
programs stored electronically, prepared by the Consultant are related exclusively to the services described in this
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Agreement, and may be used only if the Client has satisfied all of its obligations under this Agreement. They are not
intended or represented to be suitable for use, partial use or reuse by the Client or others on extensions of this project
or on any other project. Any modifications made by the Client to any of the Consultant’s documents, or any use, partial
use or reuse of the documents without written authorization or adaptation by the Consultant will be at the Client's sole
risk and without liability to the Consultant, and the Client shall indemnify, defend and hold the Consultant harmless from
all claims, damages, losses and expenses, including but not limited to attorneys' fees, resulting therefrom. The
Consultant’s electronic files and source code developed in the development of application code remain the property of
the Consultant and shall be provided to the Client only if expressly provided for in this Agreement. Any electronic files
not containing an electronic seal are provided only for the convenience of the Client, and use of them is at the Client’s
sole risk. In the case of any defects in the electronic files or any discrepancies between them and the hardcopy of the
documents prepared by the Consultant, the hardcopy shall govern. Because data stored in electronic media format
can deteriorate or be modified without the Consultant’s authorization, the Client has 60 days to perform acceptance
tests, after which it shall be deemed to have accepted the data.
(6)Opinions of Cost.Because the Consultant does not control the cost of labor, materials, equipment or services
furnished by others, methods of determining prices, or competitive bidding or market conditions, any opinions rendered
as to costs, including but not limited to opinions as to the costs of construction and materials, shall be made on the
basis of its experience and represent its judgment as an experienced and qualified professional, familiar with the
industry. The Consultant cannot and does not guarantee that proposals, bids or actual costs will not vary from its
opinions of cost. If the Client wishes greater assurance as to the amount of any cost, it shall employ an independent
cost estimator. Consultant's services required to bring costs within any limitation established by the Client will be paid
for as Additional Services.
(7)Termination.The obligation to provide further services under this Agreement may be terminated by either party
upon seven days' written notice in the event of substantial failure by the other party to perform in accordance with the
terms hereof through no fault of the terminating party, or upon thirty days’ written notice for the convenience of the
terminating party. If any change occurs in the ownership of the Client, the Consultant shall have the right to immediately
terminate this Agreement. In the event of any termination, the Consultant shall be paid for all services rendered and
expenses incurred to the effective date of termination, and other reasonable expenses incurred by the Consultant as a
result of such termination. If the Consultant's compensation is a fixed fee, the amount payable for services will be a
proportional amount of the total fee based on the ratio of the amount of the services performed, as reasonably
determined by the Consultant, to the total amount of services which were to have been performed.
(8)Insurance.The Consultant carries Workers' Compensation insurance, professional liability insurance, and general
liability insurance. If the Client directs the Consultant to obtain increased insurance coverage, the Consultant will take
out such additional insurance, if obtainable, at the Client's expense.
(9)Standard of Care.The standard of care applicable to Consultant’s services will be the degree of care and skill
ordinarily exercised by consultants performing the same or similar services in the same locality at the time the services
are provided. No warranty, express or implied, is made or intended by the Consultant's undertaking herein or its
performance of services, and it is agreed that the Consultant is not a fiduciary with respect to the Client.
(10)LIMITATION OF LIABILITY.In recognition of the relative risks and benefits of the Project to the Client and the
Consultant, the risks have been allocated such that the Client agrees,to the fullest extent of the law, and
notwithstanding any other provisions of this Agreement or the existence of applicable insurance coverage, that the total
liability, in the aggregate, of the Consultant and the Consultant's officers, directors, employees, agents, and
subconsultants to the Client or to anyone claiming by, through or under the Client, for any and all claims, losses, costs
or damages whatsoever arising out of, resulting from or in any way related to the services under this Agreement from
any cause or causes, including but not limited to, the negligence, professional errors or omissions, strict liability or
breach of contract or any warranty, express or implied, of the Consultant or the Consultant's officers, directors,
employees, agents, and subconsultants, shall not exceed twice the total compensation received by the Consultant
under this Agreement or $50,000, whichever is greater. Higher limits of liability may be negotiated for additional fee.
Under no circumstances shall the Consultant be liable for extra costs or other consequences due to changed conditions,
or for costs related to the failure of contractors to perform work in accordance with the plans and specifications. This
Section 10 is intended solely to limit the remedies available to the Client or those claiming by or through the Client, and
nothing in this Section 10 shall require the Client to indemnify the Consultant.
(11)Mutual Waiver of Consequential Damages. In no event shall either party be liable to the other for any
consequential, incidental, punitive, or indirect damages including but not limited to loss of income or loss of profits.
(12)Certifications.The Consultant shall not be required to execute certifications or third-party reliance letters that
are inaccurate, that relate to facts of which the Consultant does not have actual knowledge, or that would cause the
Consultant to violate applicable rules of professional responsibility.
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(13)Dispute Resolution.All claims by the Client arising out of this Agreement or its breach shall be submitted first
to mediation in accordance with the Construction Industry Mediation Procedures of the American Arbitration Association
as a condition precedent to litigation. Any mediation or civil action by Client must be commenced within one year of
the accrual of the cause of action asserted but in no event later than allowed by applicable statutes.
(14)Hazardous Substances and Conditions. In no event shall Consultant be a custodian, transporter, handler,
arranger, contractor, or remediator with respect to hazardous substances and conditions. Consultant's services will be
limited to professional analysis, recommendations, and reporting, including, when agreed to, plans and specifications
for isolation, removal, or remediation. The Consultant shall notify the Client of hazardous substances or conditions not
contemplated in the scope of services of which the Consultant actually becomes aware. Upon such notice by the
Consultant, the Consultant may stop affected portions of its services until the hazardous substance or condition is
eliminated.
(15) Construction Phase Services.
(a) If the Consultant's services include the preparation of documents to be used for construction and the Consultant is
not retained to make periodic site visits, the Client assumes all responsibility for interpretation of the documents and
for construction observation, and the Client waives any claims against the Consultant in any way connected thereto.
(b) If the Consultant provides construction phase services, the Consultant shall have no responsibility for any
contractor's means, methods, techniques, equipment choice and usage, sequence, schedule, safety programs, or
safety practices, nor shall Consultant have any authority or responsibility to stop or direct the work of any contractor.
The Consultant's visits will be for the purpose of endeavoring to provide the Client a greater degree of confidence that
the completed work of its contractors will generally conform to the construction documents prepared by the Consultant.
Consultant neither guarantees the performance of contractors, nor assumes responsibility for any contractor’s failure
to perform its work in accordance with the contract documents.
(c) The Consultant is not responsible for any duties assigned to the design professional in the construction contract
that are not expressly provided for in this Agreement. The Client agrees that each contract with any contractor shall
state that the contractor shall be solely responsible for job site safety and for its means and methods; that the contractor
shall indemnify the Client and the Consultant for all claims and liability arising out of job site accidents; and that the
Client and the Consultant shall be made additional insureds under the contractor’s general liability insurance policy.
(16)No Third-Party Beneficiaries; Assignment and Subcontracting.This Agreement gives no rights or benefits
to anyone other than the Client and the Consultant, and all duties and responsibilities undertaken pursuant to this
Agreement will be for the sole benefit of the Client and the Consultant. The Client shall not assign or transfer any rights
under or interest in this Agreement, or any claim arising out of the performance of services by Consultant, without the
written consent of the Consultant. The Consultant reserves the right to augment its staff with subconsultants as it
deems appropriate due to project logistics, schedules, or market conditions. If the Consultant exercises this right, the
Consultant will maintain the agreed-upon billing rates for services identified in the contract, regardless of whether the
services are provided by in-house employees, contract employees, or independent subconsultants.
(17)Confidentiality.The Client consents to the use and dissemination by the Consultant of photographs of the project
and to the use by the Consultant of facts, data and information obtained by the Consultant in the performance of its
services. If, however, any facts, data or information are specifically identified in writing by the Client as confidential,
the Consultant shall use reasonable care to maintain the confidentiality of that material.
(18)Miscellaneous Provisions.This Agreement is to be governed by the law of the State of Texas. This Agreement
contains the entire and fully integrated agreement between the parties and supersedes all prior and contemporaneous
negotiations, representations, agreements or understandings, whether written or oral. Except as provided in Section
1, this Agreement can be supplemented or amended only by a written document executed by both parties. Provided,
however, that any conflicting or additional terms on any purchase order issued by the Client shall be void and are
hereby expressly rejected by the Consultant. Any provision in this Agreement that is unenforceable shall be ineffective
to the extent of such unenforceability without invalidating the remaining provisions. The non-enforcement of any
provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision
or of the remainder of this Agreement.
.
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Kimley-Horn and Associates, Inc.
Standard Rate Schedule
(Hourly Rate)
Senior Professional I $240 - $265
Senior Professional II $180 - $250
Professional $160 - $210
Senior Technical Support $115 - $190
Technical Support $70 - $100
Analyst $105 - $175
Support Staff $ 75 - $ 115
Effective July 2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3479
File ID: Type: Status: 2017-3479 Agenda Item Passed
1Version: Reference: In Control: Finance
07/17/2017File Created:
07/25/2017Final Action: Tyler Munis Contract 07-2017File Name:
Title: Consider approval to enter into a contract with Tyler Technologies for the
replacement of the City’s current Financial, Human Resources/Payroll, Asset
Maintenance, Utility Billing and some System-wide software with the Tyler
Munis product for a total amount of $1,049,783 and authorizing the City
Manager to sign any necessary documents.
Notes:
Agenda Date: 07/25/2017
Agenda Number: 10.
Sponsors: Enactment Date:
Memo Tyler Contract 07-25-17.pdf, Tyler Contract
07-25-17.pdf, Tyler SOW 07-25-17.pdf, Tyler MUNIS
Budget 07-25-17.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Jennifer Miller 1 7/18/20177/17/2017 Approve
1 Christel Pettinos - FYI 2 7/17/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved07/25/2017City Council
A motion was made by Mayor Pro Nancy Tem Yingling, seconded by Councilmember Marvin Franklin,
that this Agenda Item be approved. The motion passed by an unanimous vote.
Action Text:
Councilmember Cliff Long, Brianna Hinojosa-Flores, Councilmember
Wes Mays, Councilmember Gary Roden, Councilmember Marvin
Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling
7Aye:
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3479)
Text of Legislative File 2017-3479
Title
Consider approval to enter into a contract with Tyler Technologies for the replacement of the
City’s current Financial, Human Resources/Payroll, Asset Maintenance, Utility Billing and some
System-wide software with the Tyler Munis product for a total amount of $1,049,783 and
authorizing the City Manager to sign any necessary documents.
Summary
See attached memorandum.
Fiscal Impact:
The funds have been set aside in Designated Fund Balance for this purchase.
Staff Recommendation:
The Finance Department recommends approval of this contract.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: July 25, 2017
Reference: Approval of a Contract with Tyler Technologies for Tyler Munis as the Enterprise-
wide Resource Planning (ERP) Replacement Project
2030: Sustainable City Government
Introduction:
The purpose of this agenda item is to award a contract to Tyler Technologies for the Munis product as the
Enterprise-wide Resource Planning software to replace the current New World System.
The Discovery phase of the ERP project began in May 2016, when a contract with Online Business Systems
(OBS) for Project Management Services was approved by Council.
The following is a brief history of the City-wide Tyler/Energov/Munis project:
On March 31, 2015, the Engineering Department presented to Council the 1st phase of the City-wide
software review and replacement program. In August 2015, Council awarded the project management
contract and authorized the purchase of the Tyler Technology software. Engineering/Community
Development went “live” in October 2016.
A brief history of the New World system:
o In 1995, converted from USTI to New World AS400 system (Green Screens)
o After 16 years, in 2011, converted to New World.net (Internet-based platform)
o Tyler Technologies purchased New World Systems in 2015. The New World product is now
at end of life.
The discovery contract with OBS had three phases: Planning & Needs Analysis, Solution Definition,
and Contracting & Planning, which began in May 2016 and is now concluding with the presentation
of a contract for Council’s consideration.
2
Key Goals of the ERP project are:
o To retire the New World System
o To minimize the impact of change
o Implement and embrace a new technology solution
o Explore opportunities
Best practices
One solution vs. many different solutions
Analysis:
Tyler Contract:
Phase I of the project will introduce modernization and improvements by enabling automation,
reducing paper, streamlining workflows, and simplifying year end closing.
Phase II will offer tighter integration of Payroll, Time and Attendance and scheduling solutions that
will bring overall improvement to the process.
Phase III will provide an integrated work order system.
In Phase IV, Utility Billing will be using a much more sophisticated and automated system.
The Munis 2017 release is expected to be mid-July 2017, with the start of engagement approximately
60 days thereafter.
The contract will be written as a not to exceed contract and this will include travel expenses.
The payment terms include milestone payments, not just payments based upon the passage of time.
If services are not utilized during a specific phase, they will be rolled to the next phase.
Should we need additional services during the contract term, the rate will be fixed for 27 months.
Maintenance fees are free for the first year.
Munis will continue to support the New World software until all phases have been implemented.
In lieu of a Demo environment, Munis will do an early install of the 2017 product with all planned
modules.
A Demo of the software has been scheduled for August 15 & 16, 2017.
Munis is providing the City with four (4) free conference registrations for 2018.
Legal Review:
The agenda item has been reviewed by legal.
Fiscal Impact:
The proposed project will be implemented using the phased approach. There will be four (4) phases, with a
proposed start date of September 2017 and ending with the final module going live in January 2021. From
start to finish, this will be a 3½ year project. Phase I will include the Financials and some system-wide
components/software, Phase II encompasses the core Human Resources/Payroll programs, Phase III is Asset
Maintenance and is scheduled to run concurrently with Phase II. Phase IV is the conversion of the Utility
Billing system. The total estimated cost for the Tyler portion of the project is $1,049,783. General Fund -
Fund Balance was set aside in the amount of $2,200.000. A portion of the funds have been used for Project
Management Services during the Discovery Phase of the project and for the ExecuTime software purchase
from Tyler for Time and Attendance. Currently there is $1,757,320 remaining in Designated Fund Balance.
Recommendation:
The Finance Department would recommend approval of this contract.
Tyler MUNIS Contract
•Software and Services $1,014,683
•Gateways and Formatting 35,100
•Total $1,049,783
2
PIER Project Roadmap / High level Timeline
Project Team
City of Coppell
Planned Integration of Enterprise Resources (PIER) Project
Organization Chart
(Jun 29, 2017)
Project Steering Committee
Jennifer Miller (Project Sponsor and Chair)
Mike Land
Albert Gauthier
Vivyon Bowman
Project Manager
Andy Bhatnagar
Finance Group
Cayce Lay (Group Lead)
HR Group
Justin Vaughn (Group Lead)
Utility Billing Group
Jerry Benetato (Group Lead)
Technical Group
Jerod Anderson (Group Lead)
Tyler Team
(PM)
Tyler Technologies (Business and Technical Support)
Online Business Systems (Business and Technical Support)
Weekly
Reporting
Weekly
Reporting
Weekly
Reporting
Weekly
Reporting
Weekly
Reporting
Weekly
Reporting
Monthly
Reporting
Finance Human Resources Utility Billing Information Systems Tyler Consultants
Charles Ellis
Jennifer Cook
Brian Hogan
Mary Huning
Gracie Love
Chris Suwalski
Brian Beck
Pennie Hall (Floater)
Mechel Perkins
Martha Thomas
TBD
TBD
Kim Tiehen
Susan Ratton
Pennie Hall (Floater)
Pallavi Kalamkar
Vineela Mandapati
Krithika Rajan
Emma Sharma
Brian Johnson
Jordan Acheson
PIER PILOTS
PIER Pilots
PIER Pilots
Amy Swaim
Organizational Change Management
Group
Weekly
Reporting
OCM Group
TBD – OCM Lead
Project Management Group
Internal PMG
Albert Gauthier (Chair)
Jerod Anderson
Cayce Lay
Justin Vaughn
Andy Bhatnagar
External PMG
Albert Gauthier (Chair)
Jerod Anderson
Cayce Lay
Justin Vaughn
Andy Bhatnagar
Tyler PM
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3480
File ID: Type: Status: 2017-3480 Agenda Item Passed
1Version: Reference: In Control: Finance
07/17/2017File Created:
07/25/2017Final Action: OBS Contract 07-25-17File Name:
Title: Consider approval of a contract with Online Business Systems (OBS) for
professional services related to the Enterprise Resource Planning (ERP)
Replacement - Implementation project in an amount not to exceed $966,000;
and authoring the City Manager to sign any necessary documents.
Notes:
Agenda Date: 07/25/2017
Agenda Number: 11.
Sponsors: Enactment Date:
Memo OBS Contract 07-25-17.pdf, OBS Contract
07-25-17.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
Approval History
Action DateVersionSeq #Due DateActionApprover
1 Jennifer Miller 1 7/18/20177/17/2017 Approve
1 Christel Pettinos - FYI 2 7/17/2017 Notified - FYI
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved07/25/2017City Council
A motion was made by Councilmember Mark Hill, seconded by Councilmember Cliff Long, that this
Agenda Item be approved. The motion passed by an unanimous vote.
Action Text:
Councilmember Cliff Long, Brianna Hinojosa-Flores, Councilmember
Wes Mays, Councilmember Gary Roden, Councilmember Marvin
Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling
7Aye:
Text of Legislative File 2017-3480
Title
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3480)
Consider approval of a contract with Online Business Systems (OBS) for professional services
related to the Enterprise Resource Planning (ERP) Replacement - Implementation project in an
amount not to exceed $966,000; and authoring the City Manager to sign any necessary
documents.
Summary
See attached memorandum.
Fiscal Impact:
Approximately $700,000 of this contract is in General Fund - Designated Fund Balance with the
remainder to be provided by Undesignated Fund Balance.
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 9/8/2017
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: July 25, 2017
Reference: Approval of a Contract with Online Business Systems (OBS) for professional services
related to the Enterprise-wide Resource Planning (ERP) Replacement Project –
Implementation Phase
2030: Sustainable City Government
Introduction:
The purpose of this agenda item is to award a contract to Online Business Systems for professional services
related to the Enterprise-wide Resource Planning – Implementation Phase.
The Discovery phase of the ERP project began in May 2016, when a contract with Online Business Systems
(OBS) for Project Management Services was approved by Council.
The following is a brief history of the City-wide Tyler/Energov/Munis project:
On March 31, 2015, the Engineering Department presented to Council the 1st phase of the City-wide
software review and replacement program. In August 2015, Council awarded the project management
contract and authorized the purchase of the Tyler Technology software. Engineering/Community
Development went “live” in October 2016.
A brief history of the New World system:
o In 1995, converted from USTI to New World AS400 system (Green Screens)
o After 16 years, in 2011, converted to New World.net (Internet-based platform)
o Tyler Technologies purchased New World Systems in 2015. The New World product is now
at end of life.
The discovery contract with OBS had three phases: Planning & Needs Analysis, Solution Definition,
and Contracting & Planning, which began in May 2016 and is now concluding with the presentation
of a contract for Council’s consideration.
2
Key Goals of the ERP project are:
o To retire the New World System
o To minimize the impact of change
o Implement and embrace a new technology solution
o Explore opportunities
Best practices
One solution vs. many different solutions
Analysis:
As per the requirements from Tyler Technologies the following is an excerpt from the statement of work
provided by Tyler as essential success criteria for the Tyler Munis Project (PIER).
The City of Coppell shall assign Project Manager(s) prior to the start of this project with overall responsibility
and authority to make decisions related to project Scope, scheduling, and task assignment, and communicates
decisions and commitments to the Tyler Project Manager(s) in a timely and efficient manner. When the City
of Coppell Project Manager(s) do not have the knowledge or authority to make decisions, he or she engages
the correct resources from City of Coppell to participate in discussions and make decisions in a timely fashion
to avoid project delays.
Contract Management
o Validates contract compliance throughout the project
o Ensures invoicing and Deliverables meet contract requirements
o Acts as primary point of contact for all contract and invoicing questions
o Signs off on contract milestone acknowledgment documents
o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and budgetary
compliance
Planning
o Review and acknowledge Implementation Management Plan
o Defines project tasks and resource requirements for County project team
o Collaborates in the development and approval of the initial Project Plan and Project Plan
o Collaborates with Tyler Project Manager(s) to plan and schedule project timelines to achieve on-
time implementation
Implementation Management
o Tightly manages project budget and Scope and collaborates with Tyler Project Manager(s) to
establish a process and approval matrix to ensure Scope changes and budget planned versus actual
are transparent and handled effectively and efficiently
o Collaborates with Tyler Project Manager to establish and manage a schedule and resource plan
that properly supports the project Plan, as a whole, that is also in balance with Scope/budget
o Collaborates with Tyler Project Manager(s) to establishes risk/issue tracking/reporting process
between the City of Coppell and Tyler and takes all necessary steps to proactively mitigate these
items or communicates with transparency to Tyler any items that may impact the outcomes of the
project
o Collaborates with Tyler Project Manager(s) to establish key business drivers and success
indicators that will help to govern project activities and key decisions to ensure a quality outcome
of the project
o Routinely communicates with both City of Coppell staff and Tyler, aiding in the understanding of
goals, objectives, current status, and health of the project by all team members
3
Team Management
o Acts as liaison between project team and stakeholders
o Identifies and coordinates all City of Coppell resources across all modules, Phases, and activities
including data conversions, forms design, hardware and software installation, reports building,
and satisfying invoices
o Provides direction and support to project team
o Builds partnerships among the various stakeholders, negotiating authority to move the project
forward
o Manages the appropriate assignment and timely completion of tasks as defined in the project plan,
task list, and production cutover checklist
o Assesses team performance and takes corrective action, if needed
o Provides guidance to City of Coppell technical teams to ensure appropriate response and
collaboration with Tyler technical support teams to ensure timely response and appropriate
resolution
o Coordinates in Scope 3rd party providers to align activities with ongoing project tasks
Legal Review:
This agenda item has been reviewed by legal as part of the agenda review process.
Fiscal Impact:
General Fund - Fund Balance was set aside in the amount of $2,200.000. A portion of the funds have been
used for Project Management Services during the Discovery Phase of the project and for the ExecuTime
software purchase from Tyler for Time and Attendance. Approximately $700,000 for this contract is set aside
in Designated Fund Balance with the remainder to be funded from Undesignated Fund Balance.
Recommendation:
The Finance Department would recommend approval of this contract.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2017-3455
File ID: Type: Status: 2017-3455 Agenda Item Mayor and Council
Reports
1Version: Reference: In Control: City Secretary
06/29/2017File Created:
07/11/2017Final Action: Mayor and Council ReportsFile Name:
Title: Report by Mayor Hunt regarding upcoming events.
Notes:
Agenda Date: 07/11/2017
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 07/11/2017City Council
A. Mayor Hunt remarked about how unbelievable the Celebrate Coppell event was and how beautiful
the facility turned out to be. She said the Parks Department, City Staff and Support Services (PD/FD)
all did a phenomenal job! The bar has been set and she can't wait to see how the next set of events
turn out. Councilmember Mays said the Public Information Office did a great job publicizing the event
and looks forward to future events.
B. Councilmember Roden was asked to be the keynote speaker at a Dallas Sales Force Group event
for high school students on a Saturday from 9am-4pm at the Cozby Library. There were
approximately 100 people, many of whom were simply volunteer students learning to write code on
the back side of the content management software. It was a great use of the Library and a great
partnership between the business community, volunteers and the city.
Action Text:
1 07/25/2017City Council
Page 1City of Coppell, Texas Printed on 9/8/2017
Master Continued (2017-3455)
Mayor Hunt announced Splish Splash Storytime will be held at the CORE on July 28th at 11:00 a.m.
Meet at the pool for stories, songs, and splashing. The Teen Closing Party at the Cozby Library and
Community Commons will be held on July 28th at 2:00 p.m. Come celebrate the end of Summer
Reading. The Council's final Budget Workshop will be at Town Center in the second floor
conference room on July 31st, at 6:00 p.m. The Back to School Ice Cream Social at the Square in
Old Town on August 19th from 6-8 p.m.
Action Text:
1 08/08/2017City Council
Mayor Hunt announced Open Mic Night will be held August 9th at 7 p.m. at the Cozby Library and
Community Commons. All are welcome, however, all performances must be appropriate for all
ages. Movie Time will be held August 10th at 3 p.m. at the Cozby Library and Community Commons.
Children under the age of 10 must be accompanied by an adult. Farm-to-Table Dinner tickets will go
on sale August 12th at 7:30 a.m. at the Coppell Farmers Market. The event will be held October 14th.
Mayor Hunt advised that these tickets go fast, so getting there early is recommended. The
Back-to-School Ice Cream Social will be August 19th from 6-8 p.m. at The Square at Old Town. The
Grand Opening of the Joint Fire Training Facility for the cities of Coppell, Farmers Branch, Addison,
and Carrollton, will be August 12th, at 9 a.m., at 13333 Hutton in Farmers Branch.
Action Text:
Text of Legislative File 2017-3455
Title
Report by Mayor Hunt regarding upcoming events.
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 9/8/2017