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CP 2018-04-10City Council City of Coppell, Texas Meeting Agenda 255 Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers5:30 PMTuesday, April 10, 2018 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 Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular Called Session at 5:30 p.m. for Executive Session, Work Session will follow immediately thereafter, and Regular Session will begin at 7:30 p.m., to be held at Town Center, 255 Parkway Boulevard, Coppell, Texas. As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be convened into closed Executive Session for the purpose of seeking confidential legal advice from the City Attorney on any agenda item listed herein. The City of Coppell reserves the right to reconvene, recess or realign the Work Session or called Executive Session or order of business at any time prior to adjournment. The purpose of the meeting is to consider the following items: 1.Call to Order 2.Executive Session (Closed to the Public) 1st Floor Conference Room Section 551.087, Texas Government Code - Economic Development Negotiations. A.Discussion regarding economic development prospects south of Bethel Road and west of S. Coppell Road. Page 1 City of Coppell, Texas Printed on 4/6/2018 April 10, 2018City Council Meeting Agenda Section 551.072, Texas Government Code - Deliberation regarding Real Property. B.Discussion regarding real property east of South Belt Line Road and south of East Belt Line Road. Section 551.074, Texas Government Code - Personnel Matters. To deliberate concerning the method and evaluation of a public officer, to wit City Manager. C. 3.Work Session (Open to the Public) 1st Floor Conference Room A.Discussion regarding Advanced Water Meter System Project. B.Discussion regarding dockless bicycle sharing. C.Discussion regarding rehabilitation of Water Tower #1. D.Discussion regarding Service Center Phase 3. E.Discussion regarding Infiltration & Inflow Study Phase 3. F.Discussion of agenda items. Bicycle Sharing Memo.pdf 1 Water Tower memo.pdf Service Center phase 3 memo.pdf I and I phase 3 memo.pdf Attachments: Regular Session 4.Invocation 7:30 p.m. 5.Pledge of Allegiance 6.Proclamations A.Consider approval of a proclamation naming April 8-14, 2018 “National Library Week” and authorizing the Mayor to sign. Staff Memo - National Library Week Proclamation 2018.pdf National Library Week Proclamation 2018.pdf Attachments: B.Consider approval of a Proclamation naming April 1-30, 2018, as “Wyland Mayor’s Challenge for Water Conservation Month.” Wyland Mayor's Challenge for Water Conservation Proclamation 2018.pdf Memo - Water Conservation Challenge.pdf Attachments: 7.Board Reports Annual report by the Friends of the Coppell Public Library. Page 2 City of Coppell, Texas Printed on 4/6/2018 April 10, 2018City Council Meeting Agenda 8.Citizens’ Appearance 9.Consent Agenda A.Consider approval of the minutes: March 27, 2018 Council Minutes - March 27, 2018.pdfAttachments: B.Consider approval to award a bid and purchase one replacement vehicle from Sam Pack’s Five Star Ford through the Tarrant County Cooperative Bid in the total amount of $38,113.00; and, authorizing the City Manager to issue the appropriate purchase order. MEMO 2018 Ford Interceptor.pdf 2018 Police Interceptor.pdf Attachments: C.Consider approval to purchase one replacement vehicle from Dodge City through Buyboard cooperative purchasing Contract No. 521-16 in the total amount of $30,706.00 and authorizing the City Manager to issue the appropriate purchase order. MEMO 2018 Dodge Charger.pdf 2018 Dodge Charger.pdf Attachments: D.Consider approval for the purchase of one replacement vehicle for the Public Works Department, Infrastructure Maintenance Division, from Caldwell Country Chevrolet through BuyBoard cooperative purchasing Contract No. 521-16; in the amount of $50,869.00; as budgeted; and authorizing the City Manager to issue the appropriate purchase order. Replacement Vehicle PW Memo.pdf Quote for Replacement PW Vehicle.pdf Attachments: End of Consent Agenda 10.Presentation and discussion regarding Short Term Rentals (STR) of single family homes. Cover Memo.pdf TribTalk Article.pdf City of Southlake STR.pdf City of San Marcos STR Regulations.pdf City of Austin STR regulations.pdf A Practical Guide To Effectively Regulating Short-Term Rentals On The Local Government Level.pdf Attachments: 11.Presentation regarding the Advanced Water Meter System Project Advanced Meter Project Work Session Memo April 10 2018 NB Reviewed.pdfAttachments: 12.City Manager Reports - Project Updates and Future Agendas Page 3 City of Coppell, Texas Printed on 4/6/2018 April 10, 2018City Council Meeting Agenda 13.Mayor and Council Reports 14.Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 15.Necessary Action from Executive Session Adjournment ________________________ Karen Selbo Hunt, Mayor CERTIFICATE I certify that the above Notice of Meeting was posted on the bulletin board at the City Hall of the City of Coppell, Texas on this 6th day of April, 2018, at _____________. ______________________________ Jean Dwinnell, Deputy City Secretary PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION The City of Coppell acknowledges its responsibility to comply with the Americans With Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special services (i.e. sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals makes requests for these services forty-eight (48) hours ahead of the scheduled program, service, and/or meeting. To make arrangements, contact Vivyon V. Bowman, ADA Coordinator or other designated official at (972) 462-0022, or (TDD 1-800-RELAY, TX 1-800-735-2989). Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a concealed handgun. Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a handgun that is carried openly. Page 4 City of Coppell, Texas Printed on 4/6/2018 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3866 File ID: Type: Status: 2018-3866 Agenda Item Executive Session 1Version: Reference: In Control: City Council 04/02/2018File Created: Final Action: exec session - eco dev 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: 04/10/2018 Agenda Number: A. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 04/10/2018City Council Text of Legislative File 2018-3866 Title Discussion regarding economic development prospects south of Bethel Road and west of S. Coppell Road. Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3866) Summary Goal Icon: Business Prosperity Page 2City of Coppell, Texas Printed on 4/6/2018 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3872 File ID: Type: Status: 2018-3872 Agenda Item Executive Session 1Version: Reference: In Control: City Secretary 04/03/2018File Created: Final Action: Executive SessionFile Name: Title: Discussion regarding real property east of South Belt Line Road and south of East Belt Line Road. Notes: Agenda Date: 04/10/2018 Agenda Number: B. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 04/10/2018City Council Text of Legislative File 2018-3872 Title Discussion regarding real property east of South Belt Line Road and south of East Belt Line Road. Summary Fiscal Impact: Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3872) 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 4/6/2018 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3876 File ID: Type: Status: 2018-3876 Agenda Item Draft 1Version: Reference: In Control: City Council 04/03/2018File Created: Final Action: City Manager EvaluationFile Name: Title: To deliberate concerning the method and evaluation of a public officer, to wit City Manager. Notes: Agenda Date: 04/10/2018 Agenda Number: C. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 04/10/2018City Council Text of Legislative File 2018-3876 Title To deliberate concerning the method and evaluation of a public officer, to wit City Manager. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3876) Staff Recommendation: [Enter Staff Recommendation Here] 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 4/6/2018 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3870 File ID: Type: Status: 2018-3870 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/02/2018File Created: Final Action: WorksessionFile Name: Title: A.Discussion regarding Advanced Water Meter System Project. B.Discussion regarding dockless bicycle sharing. C.Discussion regarding rehabilitation of Water Tower #1. D.Discussion regarding Service Center Phase 3. E.Discussion regarding Infiltration & Inflow Study Phase 3. F.Discussion of agenda items. Notes: Agenda Date: 04/10/2018 Agenda Number: Sponsors: Enactment Date: Bicycle Sharing Memo.pdf, 1 Water Tower memo.pdf, Service Center phase 3 memo.pdf, I and I phase 3 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 04/10/2018City Council Text of Legislative File 2018-3870 Title A.Discussion regarding Advanced Water Meter System Project. B.Discussion regarding dockless bicycle sharing. Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3870) C.Discussion regarding rehabilitation of Water Tower #1. D.Discussion regarding Service Center Phase 3. E.Discussion regarding Infiltration & Inflow Study Phase 3. F.Discussion of agenda items. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] 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 4/6/2018 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: April 10, 2018 Reference: Discussion related to Bicycle Sharing in Coppell (Continued from March 27, 2018) 2030: Special Place to Live, Sustainable City Government, Community Enrichment & Wellness Introduction: What is bike sharing? Bike share comes in different forms. Bikes that are locked to a docking station or kiosk, then checked out and back into the same or another docking station/kiosk for a small fee and a deposit to cover the bike. The newer form of bike sharing consist of dockless/stationless bicycles that are locked to themselves. These are GPS based and are coordinated through a smart phone app that shows where bikes are located and a credit card is used in the app to unlock the wheel from the frame. The user pays based on the time they use the bike (typically $1.00 per hour). Both types of bike sharing will touch Coppell in some form or fashion in the near future. Cypress Waters Station and the current construction of the trail system connection with the Campion Trail are factors contributing to staff addressing the topic of Bike Sharing in Coppell. The planned Cypress Waters Station is in the City of Dallas, which currently allows dockless/stationless bike sharing. Commuters beginning and ending their trips at the station will need to find other modes of transportation to and from that point. It is inevitable that bicycles will be an option along with other modes (ride sharing, taxi’s, & shuttles) to serve the commuters. This is often called the “first mile/last mile leg of the commute”. Also, the construction of the trail system along E Belt Line is expected to be finished by the fall of this year. This will complete the connection that ties to Irving’s Campion Trail, which provides a route for bicycles to be ridden to Coppell. Irving currently has an agreement with VBikes to operate a docked bicycle system on the Campion Trail with several docking stations. When this trail connection is complete, it is recommended that we have the tools in place to responsibly regulate these bikes. Advocates of the dockless/stationless bikes like the accessibility, the affordability and the fact that they provide an environmentally friendly method of transportation. The overwhelming concerns with dockless/stationless bicycles is #1 the abundance of them, #2 safety hazards if left within the right-of-way obstructing a sidewalk or roadway and #3 the visual clutter they create. The bicycle sharing policies and regulations (or lack thereof) of surrounding cities have been researched. Analysis: Because this is a fairly new topic and policies and regulations in our surrounding cities are just being drafted or have just been approved, few cities in Texas have much experience in regulating dockless/stationless bike 2 sharing. Highland Park recently adopted an ordinance prohibiting any dockless/stationless bikes being left in the right-of-way. Carrollton is discussing the topic at their Council Meeting on March 20, 2018. McKinney is currently researching the subject and gathering feedback from their policy-makers to determine how to proceed. Plano and Denton recently adopted pilot programs establishing a permitting program with the bike sharing companies to allow them within the right-of-way provided certain parameters are met. Similarly, staff is recommending a permit be the means of allowing for and regulating bike sharing within Coppell’s right-of- way. Some of the key points we would like to cover within the permit are: • Term of the permit. • Allowance of bikes within rights-of-way • Allowance of bikes on the city’s trail system, Andy Brown, Wagon Wheel, Square in Old Town (all neighborhood parks are not recommended) • Bicycles must meet federal and state standards and regulations • A requirement for bike share operators to submit a detailed implementation plan with a map showing the locations of proposed bike parking (home zones and bicycle racks to meet design standards and location to be approved by staff). Look at phasing bike rack installation, due to lack of knowledge of the market. • Limit the total number of bikes per company at any one place to three (Plano) • Require GPS capability to assist with parking/location of bikes. • Require the company to rebalance bikes and submit a program to address complaints and reporting of those complaints. • Require the company to educate their customers on how to properly park and ride bicycles through signage, text messaging, and instructions on their app or website. Include incentives for riders to properly park bicycles. • Limit total number of bikes to 100 per company. • Service area – limit the bike parking to nonresidential areas of the city. • Requires contact information on all bicycles for notification and customer service purposes. • Data sharing with the city to assist with program evaluation and future infrastructure planning. • Establish an escrow of $5,000 to cover direct costs incurred by the city to pay for removal, storage and/or damage cause by the bicycle. Legal Review: We have consulted with the attorney throughout the research. Fiscal Impact: Within the recommendation, a fee based on number of bikes proposed is recommended. Also, an escrow is recommended to cover direct costs incurred by the City due to violations of the permit. Recommendation: Recommend the drafting of the ordinance incorporating necessary changes as a result of the workshop session. 1 MEMORANDUM To: Mayor and City Council From: Kent Collins, P.E., Interim Director of Public Works Date: April 10, 2018 Reference: Work Session Discussion on Proposed Water Tower #1 Rehab 2030: Sustainable City Government, Goal 3 Excellent and Well-maintained City Infrastructure and Facilities General Information: • Dunham Engineering provided inspection services in July 2014 • Water Tower #1 was constructed in 1986 and is in fair condition • Discovered minor corrosion, less than 5%, recommended a new protective coating • Replace interior wet area coating with a three coat zinc/epoxy/epoxy coating system (15-20 years) $450,000 • Replace exterior coating with a four coat zinc/epoxy/polyurethane/fluoropolymer coating system (15-20 years) $600,000 • Strutctural repairs including the roof hatch = $50,000 (ladder replacements, roof vent installation, overflow pipe repair, door replacement, new safety climb device, etc….) • Engineering fees for design and construction management, approximately 20% of construction cost. • Received bids in 2015, low bid was $918,000, high bid was $937,000. Introduction: The elevated storage tank (water tower #1) at 520 Southwestern Blvd. was constructed in 1986. This tank has a capacity of 1.5 million gallons of storage and total height is 155 feet. In 2009, we placed a top coat paint on the outside of the tower to refresh the look of the tower. Now we are at the point that we need to perform a complete rehabilitation on the tower. The American Water Works Association (AWWA) and the Texas Commission on Environmental Quality (TCEQ) have requirements for the condition of water towers. Analysis: In July of 2014, we hired Dunham Engineering to perform inspection services to evaluate both towers and to provide recommendations on necessary maintenance based on AWWA and TCEQ 2 requirements and guidelines. Tower 1 being about 13 years older than tower #2, is the first one they recommended to perform a rehabilitation on. In their report, Dunham Engineering provided a list of items that needs to be included in the rehabilitation. Their recommendations include stripping of the interior and exterior paint, repainting the interior with at 3-coat blend and the exterior with a 4-coat blend. Both new coats are expected to last 15-20 years. There are many structural items that need to be replaced such as the roof vent, interior ladders, handrails, roof hatch, safety climb devices, the bowl manway as well as several other replacements. In 2015, we went out to bid for these services and received bids ranging from $918,00 to $937,000. The best time to perform this work is during the winter months, late November to early March. The tank must be emptied to perform the work and this is the time when we use less water. In late 2017, we had Dunham perform a follow up inspection to compare the condition from 2014. Their findings resulted in continued corrosion of the exterior coating. Their recommendation is to rehab the tower within the next 2 years. Legal Review: This item did not require legal review. Fiscal Impact: The amount being requested from the water/sewer revenue funds is $1.2 Million. Recommendation: Staff will bid this project out and will bring to a future council meeting for consideration of approval. 1 MEMORANDUM To: Mayor and City Council From: Kent Collins, P.E., Interim Director of Public Works Date: April 10, 2018 Reference: Work Session Discussion on Proposed Service Center Phase III Improvements 2030: Sustainable City Government, Goal 3 Excellent and Well-maintained City Infrastructure and Facilities General Information: • The service center was constructed in 2002 • Phase I is complete (Primarily paving and foundations) • Phase II is constructing the vertical structures (buildings, covered parking areas, bulk storage (Will be complete this month) • Phase III is to add a fleet bay, reconfigure the interior and provide a façade upgrade t o match the old town district. Introduction: The Coppell Road Service Center was constructed in 2002 to house the field operations divisions of the Parks and Engineering Departments of the city. These operations include parks and ball field maintenance, fleet operations, water and wastewater operations, streets, drainage, facilities, and traffic operations, as well as supervisory and support staff for these operations. There are currently over 80 employees working out of this facility, with additional staff, vehicles, and equipment proposed in the 5 year plan. In addition to staff, there are more than 160 assigned vehicles, trailers, and large apparatus housed at this location. In addition to the permanently housed vehicles, every vehicle, trailer, apparatus, and piece of equipment owned by the city comes through this facility for periodic maintenance and repairs performed by the fleet operations division. The growth of the city fleet has contributed to the need for expansion of this yard. In addition to the Service Center, material, equipment, and apparatus are currently housed at remote facilities including Water Tower #2, Village Parkway Pump Station, and Wagon Wheel Park. The expansion of this yard will allow us to bring most of those items back to the central location where they are most accessible and protected. 2 Analysis: Phase I of the Service Center Expansion included the construction of approximately 40,000 additional square feet of parking. This additional parking will accommodate the expanded fleet and allow for additional fleet expansion. Phase I also included expansion and upgrades to the water system in the back of the parking area, and replacement of some aging asphalt pavement. In Phase I we included a secondary driveway from South Coppell Road that serves both the Service Center facility and Life Safety Park. Phase II of the Service Center expansion included a cover for the bulk material storage enclosure, a covered vehicle and equipment storage area, and a covered auction storage area. These items will improve our operational efficiency, and prolong the life and value of our assets that currently sit unprotected from the elements. Phase II is anticipated to be completed this month. Phase III of the Service Center expansion will include expansion of the existing office building and Fleet facility. This expansion will include an additional fleet service bay, additional office space, and renovation of the existing interior space. This renovation will expand the locker room and the crew work space. We have completed a space planning assessment that will help us in restructuring the interior space to provide efficiencies for both the Parks Department and the Public Works Department. This phase will also include an exterior façade upgrade to be incorporated into the theme of Old Town. Legal Review: This item did not require legal review. Fiscal Impact: The amount being requested is $5 Million from the general fund. Recommendation: Staff will bring a contract to a future council meeting for consideration of approval. 1 MEMORANDUM To: Mayor and City Council From: Kent Collins, P.E., Interim Director of Public Works Date: April 10, 2018 Reference: Work Session Discussion I and I Phase 3 improvement 2030: Sustainable City Government, Goal 3 Excellent and Well-maintained City Infrastructure and Facilities General Information: • City of Coppell contracts with TRA for wastewater treatment • In November 2014 city staff observed an increase in flow volume to TRA • Preliminary investigations tied the flow increases to rain events • April 2015 City Council approved a contract for I&I study with RJN Group, Inc. • Flow monitoring began in May 2015 and meters were in place through July (Phase 1) • Final Report was received in 2016 • Phase 2 was to identify the inflow and infiltration in 2 basins that needed immediate attention. • The final report for Phase 2 was received in December of 2016, which identified some necessary repairs and replacements of sewer main and manholes in the basins adjacent to Denton Creek and Cottonwood Branch Creek. • Phase 3 is to repair/replace section of main identified in the study and others located near/in creeks. • May of 2017, City Council approved a contract to begin repairing/replacing manholes identified in the Phase 2 study (Phase 3) • Early Summer of 2017, City Council approved an emergency repair to a failure in the system along Cottonwood Branch Creek • Late Summer of 2017, City Council approved a contract to repair 6000 feet of this same segment of sewer main. (Phase 3) • City Staff has identified other areas of the system that need repairs and/or replacement. 2 Introduction: The City of Coppell operates and maintains approximately 965,000 feet of wastewater collection lines. These lines collect wastewater from all homes and businesses and deliver it to the collection system of the Trinity River Authority (TRA). The TRA then transports Coppell’s wastewater to their Grand Prairie plant for treatment. TRA charges the City of Coppell for this service based on the volume of flow that enters their system. This flow is metered at a meter station located in McInnish Park just beyond our city limits. All of Coppell wastewater flow passes through this one meter. In November 2014 the city saw an increase in our flow rate into the TRA collection system and a corresponding increase in cost to treat the wastewater. The increased volume of flow has continued for all of 2015. Our average daily flow from the month of September 2014 was 3.34 million gallons per day (MGD), and in June of this year we had an average daily flow rate of 7.05 MGD. Our wastewater treatment costs for FY 14/15 were $1,100,000.00 more than anticipated, due to this issue. As a result of these increased flows and costs, the city contracted with RJN Group, Inc. to perform an inflow and infiltration (I&I) assessment and flow monitoring study. RJN is a civil and environmental engineering firm specializing in water, wastewater, and storm water services. They have a major presence in the Dallas area and have concentrated in the field of collection and conveyance systems for 40 years. For the initial assessment and flow monitoring (Phase 1), RJN divided the collection system into 22 individual basins, and installed flow meters in each basin. They also installed rain gauges throughout the city. These gauges and meters were in place during the significant rain events of May and June. During Phase 2 of the I&I study RJN performed field investigation including TV and sonar inspection of all large diameter lines within the two basins adjacent to Denton Creek and Cottonwood Branch (Andy Brown Park System), all manholes on these lines, and the connecting lines up to the next manhole for all connections to these large diameter lines. This phase identified sections of the system that needed repairs and or replacements including manholes and mains. Analysis: In Early 2017, City Council approved a contract for $200,000 to begin repairing/replacing manholes identified in the Phase 2 study. This is an annual ongoing project that will continue until all the manholes have been inspected and repaired/replaced as needed. During the summer of 2017, city staff identified a break in the system underneath the bridge on West Parkway Blvd. in the Cottonwood Branch Creek. This break was fixed by adding a new section of pipe. In Late 2017, City Council approved a contract to replace 6000 feet of this segment ($965,000), which is currently being replaced with the anticipated completion day in early May 2018. Phase 3 will continue with areas identified in the study as well as other areas along all the creeks and older systems as the highest priority. This phase will also incorporate a permanent flow monitoring program basin wide to identify failures efficiently. Legal Review: 3 This item did not require legal review. Fiscal Impact: The amount being requested is a total of $3 Million being included in the certificates of obligation to be issued later this year. Recommendation: Staff will bid out any projects and bring to future council meetings for consideration of approval. Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3875 File ID: Type: Status: 2018-3875 Agenda Item Agenda Ready 1Version: Reference: In Control: Library 04/03/2018File Created: Final Action: Library ProclamationFile Name: Title: Consider approval of a proclamation naming April 8-14, 2018 “National Library Week” and authorizing the Mayor to sign. Notes: Agenda Date: 04/10/2018 Agenda Number: A. Sponsors: Enactment Date: Staff Memo - National Library Week Proclamation 2018.pdf, National Library Week Proclamation 2018.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Approval History Action DateVersionSeq #Due DateActionApprover 1 Vicki Chiavetta 1 4/9/20184/6/2018 Approve 1 Christel Pettinos - FYI 2 4/6/2018 Notified - FYI History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 04/10/2018City Council Text of Legislative File 2018-3875 Title Consider approval of a proclamation naming April 8-14, 2018 “National Library Week” and authorizing the Mayor to sign. Summary April 8-14 is National Library Week, a time to recognize libraries and librarians across the Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3875) country for the service they provide to their communities. Fiscal Impact: None Staff Recommendation: The library recommends approval. Goal Icon: Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 4/6/2018 1 MEMORANDUM To: Mayor and City Council From: Vicki Chiavetta, Director of Library Services Date: April 6, 2018 Reference: National Library Week Proclamation 2030: Community Wellness and Enrichment Sense of Community Special Place to Live Introduction: April 8-14 is National Library Week, a time to recognize libraries and librarians across the country for the service they provide to their communities. Analysis: National Library Week 2018 will mark the 60th anniversary of the first event, sponsored in 1958 . This national observance is sponsored by the American Library Association (ALA) and libraries across the country. It is a time to celebrate the many ways libraries lead their communities through the transformative services, programs and expertise they offer. All types of libraries - school, public, academic and special - participate. The theme for the 2018 National Library Week is “Libraries Lead”. Libraries help lead our community by advocating for widespread access to crucial services and lifelong learning. Libraries and librarians provide support to the education, employment, entrepreneurship, empowerment and engagement of their community. Libraries offer opportunity to all. Legal Review: N/A Fiscal Impact: N/A Recommendation: The Library Department recommends approval of the proclamation. PROCLAMATION WHEREAS, libraries are not just about what they have for people, but what they do for and with people; and WHEREAS, libraries have long served as trusted and treasured institutions, and librarians and library workers are leaders fueling efforts to better their organizations, their communities, the nation and the world; and WHEREAS, libraries and librarians look beyond their traditional roles to provide transformative opportunities for education, employment, entrepreneurship, empowerment and engagement, as well as new and innovative services and programs that connect closely with their communities’ needs; and WHEREAS, libraries are pioneers supporting democracy and effecting social change, by leveling the playing field to provide equitable access to information for all people, and by offering services and educational resources that transform communities, open minds and promote inclusion and diversity; and WHEREAS, the Cozby Library and Community Commons has been serving the City of Coppell in all these ways, and more, since 1974; and WHEREAS, libraries, librarians, library workers and library supporters across America are celebrating National Library Week. NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, Texas, do hereby proclaim April 8-14, 2018, as: NATIONAL LIBRARY WEEK in the City of Coppell, and encourage all residents to visit the library this week, engage with your librarians, and explore the world of possibilities. Because of you and our library leaders, Libraries Lead. IN WITNESS THEREOF, I set my hand and caused the seal of the City of Coppell to be affixed this 10th day of April 2018. ________________________________ ATTEST: Karen Selbo Hunt, Mayor ____________________________ Christel Pettinos, City Secretary Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3882 File ID: Type: Status: 2018-3882 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/06/2018File Created: Final Action: Water Conservation Month ProclamationFile Name: Title: Consider approval of a Proclamation naming April 1-30, 2018, as “Wyland Mayor’s Challenge for Water Conservation Month.” Notes: Agenda Date: 04/10/2018 Agenda Number: B. Sponsors: Enactment Date: Wyland Mayor's Challenge for Water Conservation Proclamation 2018.pdf, Memo - Water Conservation Challenge.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 04/10/2018City Council Text of Legislative File 2018-3882 Title Consider approval of a Proclamation naming April 1-30, 2018, as “Wyland Mayor’s Challenge for Water Conservation Month.” Summary Fiscal Impact: Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3882) [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] 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 4/6/2018 PROCLAMATION WHEREAS, the City of Coppell and the State of Texas continue to explore ways to manage residential consumption of water and power, and to inspire residents to care for our natural resources; and WHEREAS, we can engage in efforts to inspire our communities as well as neighboring cities to become better environmental stewards; and WHEREAS, the seventh annual National Mayor’s Challenge for Water Conservation presented by the Wyland Foundation and Toyota, with support from the U.S. EPA WaterSense, The Toro Company, National League of Cities, Conserva Irrigation and Earth Friendly Products (makers of ECOS), is a healthy, non-profit competition for cleaner communities, and a water use and pollution reduction competition between cities; and WHEREAS, with the encouragement of Mayors, residents may register online to participate in their city’s challenge by making simple pledges to decrease water use and to reduce pollution for the period of one year, thereby assisting cities to apply State and Federal water conservation strategies and to target mandated reduction. NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, Texas, do hereby proclaim April 1-30, 2018, as: “WYLAND MAYOR’S CHALLENGE FOR WATER CONSERVATION MONTH” in the City of Coppell and wish to inspire our residents and neighboring communities to take the “Wyland Mayor’s Challenge for Water Conservation” by making a series of online pledges at mywaterpledge.com, to reduce the impact on the environment, and to see immediate savings in water, trash, and electricity bills. IN WITNESS THEREOF, I set my hand and caused the seal of the City of Coppell to be affixed this 20th day of March 2018. ATTEST: Karen Selbo Hunt, Mayor ____________________________ Christel Pettinos, City Secretary 1 MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Hannah Cook, Communications Specialist Date: April 6, 2018 Reference: Consider approval of a Proclamation naming April 1 – 30, 2018 as “Wyland Mayor’s Challenge for Water Conservation Month”. 2030: Sustainable City Government Sense of Community Community Wellness and Enrichment Introduction: As the City of Coppell continues to explore ways to manage residential consumption of water and power, the Mayor’s Water Conservation Challenge presents a way to inspire residents to conserve resources and become environmental stewards. Residents are encouraged to register online and to make a pledge to decrease water use and pollution for a period of one year, thereby assisting the City of Coppell in applying water conservation strategies to target mandated reductions of resource use. Background: The seventh annual National Mayor’s Challenge for Water Conservation is a friendly, non -profit competition between cities across the country. The challenge runs from April 1-30, 2018, and it uses a series of online pledges (mywaterpledge.com) to see which city can be the most water wise. In addition to individual reductions in water consumption, energy use and pollution, residents can save money, help their city meet conservation foals – and earn a chance to win any of hundreds of prizes. Plus, a deserving charity will receive a 2018 Toyota RAV4 Hybrid for its organization. Legal: N/A Fiscal Impact: N/A Recommendation: Staff recommends approval of the proclamation. Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3873 File ID: Type: Status: 2018-3873 Agenda Item Board Reports 1Version: Reference: In Control: City Secretary 04/03/2018File Created: Final Action: Library Board ReportFile Name: Title: Annual report by the Friends of the Coppell Public Library. Notes: Agenda Date: 04/10/2018 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 04/10/2018City Council Text of Legislative File 2018-3873 Title Annual report by the Friends of the Coppell Public Library. Summary Fiscal Impact: Staff Recommendation: Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3873) 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 4/6/2018 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3881 File ID: Type: Status: 2018-3881 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/06/2018File Created: Final Action: Minutes - 03-27-2018File Name: Title: Consider approval of the minutes: March 27, 2018 Notes: Agenda Date: 04/10/2018 Agenda Number: A. Sponsors: Enactment Date: Council Minutes - March 27, 2018.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 04/10/2018City Council Text of Legislative File 2018-3881 Title Consider approval of the minutes: March 27, 2018 Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3881) [Enter Staff Recommendation Here] 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 4/6/2018 255 Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Minutes City Council 5:30 PM Council ChambersTuesday, March 27, 2018 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;Wes Mays;Marvin Franklin;Mark Hill and Nancy Yingling Present 6 - Brianna Hinojosa-Flores and Gary RodenAbsent2 - Also present were City Manager Mike Land, Deputy City Managers Traci Leach and Noel Bernal, 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, March 27, 2018, 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 5:38 p.m. Executive Session (Closed to the Public) 1st Floor Conference Room2. Section 551.071, Texas Government Code - Consultation with City Attorney and Section 551.074, Texas Government Code - Personnel Matters. A.Seek legal advice and deliberate concerning a citizen complaint surrounding the duties of the City Manager. Discussed under Executive Session. Page 1City of Coppell, Texas March 27, 2018City Council Minutes Section 551.087, Texas Government Code - Economic Development Negotiations. B.Discussion regarding economic development prospects north of Sandy Lake Boulevard and east of Freeport Parkway. Discussed under Executive Session. C.Discussion regarding economic development prospects south of Dividend and west of Point West Boulevard. Discussed under Executive Session. Work Session (Open to the Public) 1st Floor Conference Room3. Mayor Hunt adjourned the Executive Session and convened into the Work Session at 6:58 p.m. A.Presentation on advanced water meter project. B.Discussion regarding bike sharing. C.Discussion regarding bicycle lanes on Moore Road, Heartz Road and Riverchase Drive. D.Discussion regarding the Parkway Boulevard reconstruction project. E.Discussion regarding rehabilitation of Water Tower #1. F.Discussion of agenda items. Item E was moved to the April 10, 2018 Council Agenda. All other items were presented in Work Session. Regular Session Mayor Hunt adjourned the Work Session at 7:36 p.m. and reconvened into Regular session at 7:45 p.m. Invocation 7:30 p.m.4. Michael McDowell, Associate Fire Chaplain, gave the invocation. Pledge of Allegiance5. Members of the Coppell Fire Department presented the colors and a Boy Scout in the audience led those present in the Pledge of Allegiance. 6.Consider approval of Proclamation naming March 27, 2018, as “Ken Griffin Appreciation Day;” and authorizing the Mayor to sign. Mayor Hunt read and presented a Proclamation, naming March 27, 2018, as "Ken Griffin Appreciation Day," to Ken Griffin, in honor of his retirement from the City of Coppell after 26 years of service. Councilmembers Marvin Franklin, Wes Mays and Mayor Pro Tem Nancy Yingling thanked Mr. Griffin for his service, mentorship, and the legacy he Page 2City of Coppell, Texas March 27, 2018City Council Minutes leaves behind. A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling, to approve the Proclamation and authorize the Mayor to sign. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 7.Presentation to the Coppell Fire Department on receiving the Texas Fire Chief Association, “Lone Star Achievement Award.” Fire Chief Kevin Richardson presented the "Lone Star Achievement Award" to Michael McDowell for his innovation and problem solving regarding the acquisition of the P25 radios and the Joint Dispatch Center. 8.Presentation to the Coppell Fire Department on receiving the Texas Fire Chief Association, “Fire Safety Award.” Fire Chief Kevin Richardson presented the "Fire Safety Award" to Life Safety Park Manager Jeana Lantiere and Life Safety Park Coordinator Bethany Hardzinski, for their contributions in making the Life Safety Park a success. 9.Presentation by the Coppell Arts Council on the Andy Brown East Art Stroll. Mr. Ed Guignon, representing the Coppell Arts Council made a presentation regarding the 11 pieces of art that will be installed in Andy Brown East for the Second Annual Art Stroll that will be held on June 2, 2018. Citizens’ Appearance10. Mr. Dan and Ms. Amanda Tostrud, 334 Matheson Court; Ms. Laurie Slack, 414 Sheffield Court; Mr. Greg and Ms. Ivette Rosinski, 419 Sheffield Court; and Ms. Susan Ziperman, 406 Sheffield Court, spoke in opposition to homes in Coppell being rented like a hotel for short-term use. They expressed concerns regarding safety and property values. Mr. Don and Ms Margaret Leamon, 411 Sheffield, submitted a letter expressing their concerns. Mr. Venky Venkatraman, 415 Gifford, expressed his concerns regarding the signal light at the corner of Cowboy and Parkway Boulevard. Consent Agenda11. A.Consider approval of the minutes: February 27, 2018. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Consent items A-F be approved. The motion passed by an unanimous vote. B.Consider approval of an Ordinance for PD-292-SF-12, Coppell Middle School East, a zoning change request from SF-12 (Single Family-12) to PD-292-SF-12 (Planned Development 292-SF-12) to allow the Page 3City of Coppell, Texas March 27, 2018City Council Minutes construction of a concession and restroom facility, bleachers, press box, parking and the addition of lighting for the existing track and football field, on 24.7 acres of property located at 400 Mockingbird Lane, at the request of Coppell Independent School District; and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Consent items A-F be approved. The motion passed by an unanimous vote. Enactment No: 91500-A-720 C.Consider approval of an Ordinance for Case No. PD-294-C, Alpine Wash, White Glove Express Addition, Lot 1R1, Block A, a zoning change request from S-1074RR-C (Special Use Permit-1074 Revision 2-Commercial) to PD-294-C (Planned Development District-294-Commercial) to amend the Detail Site Plan to allow the renovation and expansion of existing car wash facility to include self-service vacuums on 1.020 acres on property located at 250 S. Denton Tap Road; and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Consent items A-F be approved. The motion passed by an unanimous vote. Enactment No: 91500-A-721 D.Consider approval of an Ordinance for Case No. PD-217R2-C, Doggie’s Wonderland, a zoning change from C (Commercial) and PD-217R-C (Planned Development District-217 Revised-Commercial) to PD-214R2-C (Planned Development District Revision-2-Commercial) to amend and expand the Detail Site Plan for the existing 0.692 acre Doggie’s Wonderland site and to allow the construction of an approximate 3,000 square foot building for a kennel (rescue), self-service pet wash and bakery use on 0.439 acres and to establish a Concept Plan for future development on the remaining 0.346 acres, for a total of 1.479 acres of land located on the east side of Denton Tap Road between E. Bethel School Road and Vanbebber Drive, (120 E. Bethel School Road and 400 S. Denton Tap Road); and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Consent items A-F be approved. The motion passed by an unanimous vote. Enactment No: 91500-A-722 E.Consider award of bid and authorize a NCPA contract with Core Construction in the amount of $200,584.34, as budgeted from the Crime Control District, for the remodel of the communication area in the Criminal Justice facility located at 130 Town Center Blvd.; and Page 4City of Coppell, Texas March 27, 2018City Council Minutes authorizing the City Manager to sign and execute any necessary documents. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Consent items A-F be approved. The motion passed by an unanimous vote. F.Consider approval of a professional services agreement with Kimley-Horn and Associates, Inc.; to provide professional engineering services for interim improvements for the North Lake Raw Water System; for a total of $138,700.00; as budgeted in the Capital Improvement Program; and authorizing the City Manager to authorize any necessary documents. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Consent items A-F be approved. The motion passed by an unanimous vote. End of Consent Agenda 12.PUBLIC HEARING: Consider approval of an Ordinance of the City of Coppell, Texas, readopting, ratifying, republishing and extending Chapter 9 of the Code of Ordinances, Article 9-19, Youth Camp Programs Standards of Care; and authorizing the Mayor to sign. Mayor Hunt opened the public hearing and Recreation Center Manager Sheri Belmont made a presentation regarding the requirement to have this Ordinance in place for the Youth Camp Programs scheduled for the summer months. There was no one signed up to speak. A motion was made by Councilmember Wes Mays, seconded by Mayor Pro Tem Nancy Yingling, to close the public hearing and approve Agenda Item 12. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - Enactment No: 2018-1489 13.PUBLIC HEARING: Consider approval of the location of a public safety building (fire station) on public owned property located at the intersection of Royal and North Point in the City of Coppell, Texas. Mayor Hunt opened the public hearing and Fire Chief Richardson made a presentation regarding the background and timeline for the proposed fire station. There was no one signed up to speak. Page 5City of Coppell, Texas March 27, 2018City Council Minutes A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Wes Mays, to close the public hearing and approve Agenda Item 13. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 14.PUBLIC HEARING: Consider a Tariff authorizing an annual Rate Review Mechanism (“RRM”) as a substitution for the annual interim rate adjustment process defined by Section 104.301 of the Texas Utilities Code, and as negotiated between ATMOS Energy Corporation, Mid-Tex Division and the steering committee of cities served by ATMOS; requiring the company to reimburse cities’ reasonable ratemaking expenses. Mayor Hunt opened the public hearing and City Attorney Robert Hager made a presentation regarding the annual Rate Review Mechanism. There was no one signed up to speak. A motion was made by Councilmember Mark Hill, seconded by Councilmember Wes Mays, to close the public hearing and approve Agenda Item 14. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - Enactment No: 2018-1490 15.PUBLIC HEARING: Consider approval of PD-293-LI, Sherrill Acres, a zoning change request from LI (Light Industrial) to PD-293-LI (Planned Development 293 -Light Industrial) to allow the subdivision of the property into two lots, allowing the retention of the existing office on Lot 2B1 and the approval of Concept Plan for Lot 2B2 for a future office building, containing 1.44 acres of property located at 1703 East Belt Line Road, at the request of Riverchase Realty LLC, being represented by Geoff Walker. Mayor Hunt filed a Conflict of Interest regarding this item and exited the Council Chambers. Mayor Pro Tem Yingling opened the public hearing and the Assistant Director of Planning Marcie Diamond made a presentation regarding the zoning change request. There was no one signed up to speak. The applicant and property owner were present to answer questions. A motion was made by Councilmember Mark Hill, seconded by Councilmember Marvin Franklin, to close the public hearing and approve Agenda Item 15 with the following conditions. Page 6City of Coppell, Texas March 27, 2018City Council Minutes 1. Approval of a Detail Site Plan shall be required prior to the development Lot 2B2. 2. The hike and bike trail shall be constructed by the property owner/developer from the southern property line to Belt Line Road prior to the certificate of occupancy for the development on Lot 2B2 or within five years, whichever occurs first. 3. The occupants of the building on Lot 2B2 shall be permitted to advertise on the existing monument sign located on Lot 2B1. 4. The occupants of Lot 2B1 shall retain the right to use the existing dumpster located on Lot 2B2. 5. Variances to the Landscape Ordinance. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 16.PUBLIC HEARING: Consider approval of an Ordinance repealing Ordinance No. 91500-A-718 for Case No. S-1262-LI, Driversselect, to no longer allow the occupancy of the existing 153,000 square foot office/warehouse building for internet-based car sales and ancillary uses (minor car repair, car storage and offices) on approximately 8.7 acres of land located at 100 S. Royal Lane; and authorizing the Mayor to sign. Mayor Hunt opened the public hearing and the Assistant Director of Planning Marcie Diamond made a presentation regarding the zoning change request. There was no one signed up to speak. A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Nancy Yingling to close the public hearing and approve Agenda Item 16. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - Enactment No: OR 91500-A-718 17.Consider approval of an Ordinance for Case No. S-1262R-LI, Driversselect (Fellowship of Las Colinas Addition, Lot 2R1, Block 1), a zoning change from LI (Light Industrial) to S-1262R-LI (Special Use Permit-1262 Revised) to allow for vehicle parking and staging on the existing parking lot in conjunction with S-1262-LI on approximately 7.67 acres of land located west of the terminus of Gateview Blvd; and authorizing the Mayor to sign. Page 7City of Coppell, Texas March 27, 2018City Council Minutes Assistant Director of Planning Marcie Diamond made a presentation regarding Zoning Case No. S-1262R-LI, Driversselect, to allow for vehicle parking and staging on existing parking lot in conjunction with S-1262-LI. A motion was made by Councilmember Wes Mays, seconded by Mayor Pro Tem Yingling, that Item 17 be approved. The motion failed by an unanimous vote. Nay:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 18.Consider approval of contract amendment number one to J. Volk Consulting, Inc. design contract for the Parkway Blvd. reconstruction project; in the amount of $178,600; and authorizing the City Manager to sign any necessary documents. Director of Engineering Ken Griffin made a presentation and recommended approval. Discussion ensued among the Council regarding lane closures, the affect the project will have on traffic, and an accellerated timeline, requesting the project begin in September, 2018. A motion was made by Councilmember Wes Mays, seconded by Councilmember Cliff Long, that Item 18 be approved. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 19.Consider approval of award of a professional services agreement with Kimley Horn, in the amount of $79,500.00, to design signage and pavement markings depicting on-street bicycle lanes for Moore Road, Heartz Road and Riverchase Drive; and authorizing the City Manager to sign all necessary documents. Parks Projects Manager John Elias made a presentation regarding the signage and pavement markings depicting on-street bicycle lanes for Moore Road, Heartz Road and Riverchase Drive. A motion was made by Mayor Pro Tem Nancy Yingling, seconded by Councilmember Wes Mays, that Agenda Item 19 be approved. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 20.Consider approval of the modifications to the Trail Implementation Plan as recommended by the Parks and Recreation Board and; authorizing the City Manager to sign the necessary documents. Parks Projects Manager John Elias made a presentation regarding the Trail Page 8City of Coppell, Texas March 27, 2018City Council Minutes Implementation Plan as recommended by the Parks and Recreation Board. A motion was made by Councilmember Wes Mays, seconded by Councilmember Mark Hill, that Agenda Item 20 be approved. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 21.Consider approval of a professional services agreement between the City of Coppell and Future iQ for professional facilitation services for the Vision 2040 Strategic Plan; and authorizing the City Manager to sign. Deputy City Manager Traci Leach made a presentation regarding the professional services agreement between the City of Coppell and Future iQ for professional facilitation services for the Vision 2040 Strategic Plan. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, that Agenda Item 21 be approved. The motion passed by an unanimous vote. Aye:Councilmember Cliff Long;Councilmember Wes Mays;Councilmember Marvin Franklin;Councilmember Mark Hill and Mayor Pro Tem Nancy Yingling 5 - 22.CITIZEN’S AGENDA REQUEST: Issues with (1) making both lanes Right-turn only thus preventing citizens from turning left on Parkway Blvd to return home from the school and causing traffic hazards by compelling these citizens to make a right and then make U-Turns and, (2) inquiring into the functionality of said traffic control device since it’s installation. Mr. Venky Venkatraman expressed his desire for the City to replace the signal light at the intersection of Cowboy and Parkway Boulevard with a different system. He advised that the current light is confusing to drivers and causes traffic hazards by compelling drivers to make a right turn and then make a u-turn to go in the direction from which they came. There was no action taken. City Manager Reports - Project Updates and Future Agendas23. City Manager Mike Land reported that the bike share, water tower rehabilitation, and the short-term rental discussions will be on the Council's agenda on April 10th. The crack seal work will begin on April 9th and will be done at night on Beltline and Royal Lane. Finally, The mobilization of the Freeport Parkway project will begin on April 9th. Mayor and Council Reports24. A.Report by Mayor Hunt regarding upcoming Spring events. Page 9City of Coppell, Texas March 27, 2018City Council Minutes B.Report by Mayor Hunt regarding upcoming elections. Mayor Hunt reported the Coppell Chamber is hosting the annual Coppell Community Gala on April 14th and all are welcome. The Library is taking applications for teen volunteers for the summer. She reported that Coppell has been named the Best Place to Live in Texas by Niche.com. Finally, she gave information regarding the upcoming elections on May 5th and May 22nd. She advised that more election information is available on the County and City websites. More events can be found in the Event Guide on the City’s webpage at coppelltx.gov. Council Committee Reports concerning items of community involvement with no Council action or deliberation permitted. 25. A.North Texas Council of Governments - Mayor Pro Tem Nancy Yingling B.North Texas Commission - Councilmember Marvin Franklin C.Historical Society - Councilmember Cliff Long A. Mayor Pro Tem Yingling reported on North Central Texas Council of Governments grant for emergency preparedness, advising that the allocation received was approximately $1,824,326.00. Events in the near future include the Transportation group in the region looking for input at meetings being held on April 9th, 10th, and 11th, regarding Mobility 2045, 2019-2022 Transportation, air quality as it relates to transportation, and the regional bicycle option survey results. Finally, nominations are being accepted for the Board of Directors and for Regional awards. B. Councilmember Marvin Franklin reported that two events are being held by the North Texas Commission; the North Texas Speakers Series on April 30th, the topics being Health, Hunger, and Housing, and the North Texas Commission Annual Members Luncheon on September 18th. Finally, he reminded the Council that the Metrocrest Keyholders Breakfast will be held on Thursday, March 29th at 7:15 a.m. C. Councilmember Cliff Long reported that the Historical Society is still meeting in the Wilson Estate buildings but that rules and regulations are being developed regarding maintenance of the buildings that are now owned by the City of Coppell. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 26. Mayor Hunt announced the Metrocrest Keyholders Breakfast will be held on Thursday, March 29th at 7:15 a.m. at the Crown Plaza and that the City will hold the annual Eggstravaganza on March 31st beginning at 10 a.m. at Andy Brown East Park. Necessary Action from Executive Session27. Nothing to report. Adjournment Page 10City of Coppell, Texas March 27, 2018City Council Minutes There being no further business before the City Council, the meeting was adjourned at 10:42 p.m. _____________________________ Karen Selbo Hunt, Mayor ATTEST: ______________________________ Jean Dwinnell, Deputy City Secretary Page 11City of Coppell, Texas Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3867 File ID: Type: Status: 2018-3867 Agenda Item Agenda Ready 2Version: Reference: In Control: Police 04/02/2018File Created: Final Action: CID Replacement VehicleFile Name: Title: Consider approval to award a bid and purchase one replacement vehicle from Sam Pack’s Five Star Ford through the Tarrant County Cooperative Bid in the total amount of $38,113.00; and, authorizing the City Manager to issue the appropriate purchase order. Notes: Agenda Date: 04/10/2018 Agenda Number: B. Sponsors: Enactment Date: MEMO 2018 Ford Interceptor.pdf, 2018 Police Interceptor.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Approval History Action DateVersionSeq #Due DateActionApprover 2 Mac Tristan 1 4/3/20184/2/2018 Approve 2 Jennifer Miller 2 4/3/20184/3/2018 Approve 2 Christel Pettinos - FYI 3 4/3/2018 Notified - FYI History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 2 04/10/2018City Council Text of Legislative File 2018-3867 Title Consider approval to award a bid and purchase one replacement vehicle from Sam Pack’s Five Star Ford through the Tarrant County Cooperative Bid in the total amount of $38,113.00; and, authorizing the City Manager to issue the appropriate purchase order. Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3867) Summary See attached Memo Fiscal Impact: Funds for this purchase will be provided by Insurance proceeds and the General Fund - Fund Balance. Staff Recommendation: Staff Recommends Approval Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 4/6/2018 1 MEMORANDUM To: Mayor and City Council From: Mac Tristan, Chief of Police Date: March 09, 2018 Reference: Consider approval to purchase one replacement vehicle from Sam Pack’s Five Star Ford via Tarrant County Cooperative Bid in the total amount of $38,113.00 and authorizing the City Manager to sign. 2030: Coppell 2030, Healthy Neighborhoods/Safe Neighborhoods Introduction: The Police Department deploys vehicles in our Criminal Investigations Division to use during their duties. The request for authorization to spend $38,113.00 is to replace one Criminal Investigations vehicle that was deemed irreparable after being involved in a fleet accident. Analysis: In fiscal year 2016/2017 a 2012 Ford Fusion (Vehicle ID 1120450) which was utilized by the Criminal Investigations division was involved in an accident and was determined to be a total loss by TML, the city’s insurance carrier. The Fusion has not been replaced yet and the Criminal Divisions is currently utilizing a 2011 Ford Escape to supplement the Fusion, however that vehicle was also determined to be a total loss due to a hail storm in 2016 and should be decommissioned and sent for auction. The funds requested will provide the Police Department to purchase a 2018 Ford Police Interceptor Sport Utility Vehicle to be utilized for the Criminal Investigations Division. The vehicle will come from the factory with some equipment designed for police work pre-installed, making it easier and quicker to install additional after-market equipment required so the investigator assigned the vehicle can effectively perform his/her duties. Fiscal Impact: Pending Council approval, amended funds have been authorized by the City of Coppell Finance Department in FY 2017-2018 to purchase the replacement vehicle for $38,113.00 under Tarrant County Cooperative Bid 2016-185 using the Police General Fund account 01-10-01-5010. Legal Review: N/A Recommendation: The Police Department recommends Council approve the purchase of one 2018 Ford Interceptor Sport Utility Vehicle in the amount of $38,113.00 and authorize the City Manager to sign. End User: Sam Pack's Rep: Contact:Date: Contact TN/Email Phone # Product Description:Exterior Color TBD A. Bid Series:Base Price:24,492.00$ B.Published Options (Itemize Each Below) Code Bid Price Code Bid Price INCLUDED 99R INCLUDED 44C INCLUDED INCLUDED 9W INCLUDED INCLUDED Total of B. - Published Options -$ C. Code Bid Price Code Bid Price 17A 610.00$ 87R INCLUDED 99T 3,295.00$ 76R 275.00$ 67H 3,415.00$ 153 INCLUDED 21L 550.00$ 55D 70.00$ 21W 640.00$ 64E 475.00$ 96W 1,115.00$ 96T 1,400.00$ 43D 20.00$ 60R 100.00$ 63L 575.00$ 60A INCLUDED 92R 85.00$ 18D N/C 61S 155.00$ 55F 340.00$ 53M 295.00$ 76D N/C 16D N/C 86T N/C Total of C. - Dealer Published Options 13,415.00$ D. Code Bid Price Code Bid Price $95.00 $295.00 Total of D. - Off Menu Options 390.00$ F.Delivery Charges 0 Miles @ $2.45/mile -$ G.Option Discounts (184.00)$ H.Total of A + B + C + D + E = F 38,113.00$ I.$0.00 J.$0.00 K.Quantity Ordered 1 X F =38,113.00$ L.Administrative Fee -$ M.Non-Equip Charges & Credits N.TOTAL PURCHASE PRICE INCLUDING ADMIN FEE $38,113.00 Lot Insurance Coverages Floor Plan Assistance KEYLESS ENTERY PAD INSTALLED AND PROGRAMED TO THE UNIT Fleet Quote Description Description 4EXTRA KEYS ( NO FOBS) AUTO TRANS MARK BROCHTRUP 2.9.18 Team Members - Ruben Santana - Kevin Moore -Jorge Guerra - Alan Rosner 1635 S. IH 35E Carrollton Texas, 75006 (888) 8 FLEET 9 (888-835-3389) - FAX 972-245-5278 - bidtx@spford.com Description Description CITY OF COPPELL KEVIN MOORE mbrochtrup@coppelltx.gov 2018 POLICE INTERCEPTOR SUV 466BLE (K8A) AIR CONDITION 2YR STATE INSPECTION CLOTH FRONT / VINYL REAR DELIVERY INCLUDED 3.7L V-6 Description Description Ford Factory Published Options READY FOR THE ROAD PKG FRONT LIC PLATE BRACKET FRONT AUX LIGHTS SCUFF GUARDS AUX CLIMATE CONTROL REARVIEW CAMERA IN MIRROR ECO BOOST REVERSE SENSING Sam Pack's Five Star Ford BADEGE DELETE REAR TAIL LAMP PREP CUSTOMIZED PRODUCT PRICING SUMMARY BASED ON CONTRACT Cars and Light Trucks TARRANT COUNTY 2016-185 REMAPPABLE STEERING SWITCHES KEYLESS DARK CAR RADIO SUPPRESSION ALUMINUM WHEELS INTERIOR VISOR LIGHT BAR SYNC DEFLECTOR PLATE 2ND ROW SOLOR TINT GLOBAL LOCK AND UNLOCK REAR QUARTER GLASS LIGHTS GRILL SIREN/SPEAKER WIRING REAR SPOILER LEDS POCKET WARNING LIGHTS Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3868 File ID: Type: Status: 2018-3868 Agenda Item Agenda Ready 2Version: Reference: In Control: Police 04/02/2018File Created: Final Action: Traffic Vehicle ReplacementFile Name: Title: Consider approval to purchase one replacement vehicle from Dodge City through Buyboard cooperative purchasing Contract No. 521-16 in the total amount of $30,706.00 and authorizing the City Manager to issue the appropriate purchase order. Notes: Agenda Date: 04/10/2018 Agenda Number: C. Sponsors: Enactment Date: MEMO 2018 Dodge Charger.pdf, 2018 Dodge Charger.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Approval History Action DateVersionSeq #Due DateActionApprover 2 Mac Tristan 1 4/3/20184/2/2018 Approve 2 Jennifer Miller 2 4/3/20184/3/2018 Approve 2 Christel Pettinos - FYI 3 4/3/2018 Notified - FYI History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 2 04/10/2018City Council Text of Legislative File 2018-3868 Title Consider approval to purchase one replacement vehicle from Dodge City through Buyboard cooperative purchasing Contract No. 521-16 in the total amount of $30,706.00 and authorizing the City Manager to issue the appropriate purchase order. Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3868) Summary See Attached Memo Fiscal Impact: Funds for this purchase will be provided by Insurance proceeds and the Safelight Fund. Staff Recommendation: Staff Recommends Approval Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 4/6/2018 1 MEMORANDUM To: Mayor and City Council From: Mac Tristan, Chief of Police Date: March 09, 2018 Reference: Approval to purchase one replacement vehicle from Dodge City via Buyboard cooperative purchasing Contract #521-16 in the total amount of $30,706.00 and authorizing the City Manager to sign. 2030: Coppell 2030, Healthy Neighborhoods/Safe Neighborhoods Introduction: The Police Department deploys vehicles in our Traffic Division to use during their duties. The request for authorization to spend $30,706.00 is to replace one Traffic Division vehicle that was deemed irreparable after being involved in a fleet accident. Analysis: In fiscal year 2017/2018 a 2012 Dodge Charger (Vehicle ID 1120150) which was utilized by the Traffic division was involved in an accident and was determined to be a total loss by TML, the city’s insurance carrier. The Charger needs to be replaced and the funds requested will provide the Police Department to purchase a 2018 Dodge Charger to be utilized for the Traffic and Patrol division. The vehicle will come from the factory with some equipment designed for police work pre-installed, making it easier and quicker to install additional after-market equipment required prior to deployment. Fiscal Impact: Upon Council approval, amended funds have been authorized by the City of Coppell Finance Department in FY 2017-2018 to purchase the replacement vehicle for $30,706.00 under Buyboard cooperative purchasing Contract #521-16 using the Safelight Fund account 18-10-00-5010. Legal Review: N/A Recommendation: The Police Department recommends Council approve the purchase of one 2018 Dodge Charger in the amount of $30,706.00 and authorize the City Manager to sign. DODGE CITY QUOTE GRAB LIFE!! DATE:3/6/2018 321 NORTH CENTRAL SUITE# 240 INVOICE # MCKINNEY, TX. 75070 PHONE : 972-569-9650 Bill To:Ship To: CITY OF COPPELL Comments or Special Instructions: SALESPERSON P.O. NUMBER SHIP DATE SHIP VIA BUY BOARD #TERMS JEFF Y Best Way 521-16 QUANTITY DESCRIPTION UNIT PRICE AMOUNT 1 $23,181.00 $23,181.00 1 BLACK LEFT, BLACK RIGHT LED SPOT LIGHT $700.00 $700.00 1 FULL SIZE SPARE TIRE $160.00 $320.00 1 BLACK VINYL FLOOR COVERING $0.00 $0.00 1 HD CLOTH BUCKET SEATS WITH VINYL REAR $120.00 $120.00 1 $2,125.00 $2,125.00 1 FULL SPARE TIRE RELOCATION BRACKET $135.00 $135.00 1 FLEET KEY ALIKE $135.00 $135.00 1 STEEL SEAT BACK PANEL INSERTS $140.00 $140.00 1 PASS SIDE BALLISTIC DOOR PANEL $2,150.00 $2,150.00 1 DRIVERS SIDE BALLISTIC DOOR PQNEL $2,150.00 $2,150.00 1 $1,850.00 $1,850.00 1 FLEET SAFETY GROUP INCLUDES THE FOLLOWING $0.00 $0.00 BLIND SPOT,PWR,FOLD PURSUIT MIRRORS EXTERIOR MIRRORS WITH HEATING ELEMENT BLIND SPOT AND CROSS PATH DETECTION 1 BUY BOARD PURCHASE ORDER FEE $400.00 $400.00 1 CREDIT PER JEFF ($2,700.00)($2,700.00) SUBTOTAL 30,706.00$ TAX RATE 0.00% SALES TAX - SHIPPING AND HANDLING TOTAL 30,706.00$ PATROL PACKAGE BASE PREP 2018 DODGE CHARGER RWD PARKSENSE REAR PARK ASSIST SYSTEM INTEGRATED DISPLAY PACKAGE Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3878 File ID: Type: Status: 2018-3878 Agenda Item Agenda Ready 1Version: Reference: In Control: Engineering 04/03/2018File Created: Final Action: Vehicle Procurement - PW/Infrastructure Div.File Name: Title: Consider approval for the purchase of one replacement vehicle for the Public Works Department, Infrastructure Maintenance Division, from Caldwell Country Chevrolet through BuyBoard cooperative purchasing Contract No. 521-16; in the amount of $50,869.00; as budgeted; and authorizing the City Manager to issue the appropriate purchase order. Notes: Agenda Date: 04/10/2018 Agenda Number: D. Sponsors: Enactment Date: Replacement Vehicle PW Memo.pdf, Quote for Replacement PW Vehicle.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Approval History Action DateVersionSeq #Due DateActionApprover 1 Ken Griffin 1 4/4/20184/3/2018 Approve 1 Jennifer Miller 2 4/4/20184/4/2018 Approve 1 Christel Pettinos - FYI 3 4/4/2018 Notified - FYI History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 04/10/2018City Council Text of Legislative File 2018-3878 Title Consider approval for the purchase of one replacement vehicle for the Public Works Department, Infrastructure Maintenance Division, from Caldwell Country Chevrolet through Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3878) BuyBoard cooperative purchasing Contract No. 521-16; in the amount of $50,869.00; as budgeted; and authorizing the City Manager to issue the appropriate purchase order. Summary Fiscal Impact: Funds have been budgeted in the Street Division 01-03-14-5010 for this purchase. Staff Recommendation: The Public Works Department recommends approval. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 4/6/2018 1 MEMORANDUM To: From: Date: Mayor and City Council Kent Collins, P.E., Interim Director of Public Works April 10th, 2018 Reference: Consider approval for the purchase of one replacement vehicle for the Public Works Department; in the amount of $50,869.00; from Caldwell Country Chevrolet; utilizing contract pricing through BuyBoard No. 521-16, as budgeted, and authorizing the City Manager to sign any necessary documents. 2030: Sustainable City Government: Excellent and Well-Maintained City Infrastructure and Facilities General Information:  Vehicle to be replaced has reached the end of it's service life.  Vehicle replacement designed to enhance service delivery to our Community.  Funding is included in the FY 2017-18 for this purchase.  Contract pricing obtained through BuyBoard cooperative purchasing program.  BuyBoard Contract No. 521-16. Introduction: In an effort to operate a clean, efficient and reliable fleet, Fleet Services sets an initial life expectancy on all vehicles and equipment introduced into the fleet. During its service life, each vehicle and piece of equipment is subject to close monitoring of unit availability, operating cost, accumulated miles/hours, condition, obsolescence and the ability to perform required tasks. Replacements are based on the results of those observations. Analysis: The vehicle being replaced has reached the point in its service life where it has been determined that replacement is prudent. To reduce downtime, maximize efficiency, increase productivity and provide a solid platform from which to operate, this vehicle have been carefully selected with Fleet Services and the using department working closely together. 2 Replacements to the City’s fleet have been approved in an effort to provide enhanced service delivery to our Community. Consequences of not funding this purchase include decreased vehicle availability, increased operating costs and reduced service levels to our internal customers and to the Community. Legal Review: Agenda item did not require legal review Fiscal Impact: The fiscal impact of this Agenda item is $50,869.00 Recommendation: The Fleet Services Division and the Infrastructure Maintenance Division of the Public Works Department recommends approval. Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3880 File ID: Type: Status: 2018-3880 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/05/2018File Created: Final Action: STR DiscussionFile Name: Title: Presentation and discussion regarding Short Term Rentals (STR) of single family homes. Notes: Agenda Date: 04/10/2018 Agenda Number: 10. Sponsors: Enactment Date: Cover Memo.pdf, TribTalk Article.pdf, City of Southlake STR.pdf, City of San Marcos STR Regulations.pdf, City of Austin STR regulations.pdf, A Practical Guide To Effectively Regulating Short-Term Rentals On The Local Government Level.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 04/10/2018City Council Text of Legislative File 2018-3880 Title Presentation and discussion regarding Short Term Rentals (STR) of single family homes. Summary Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3880) Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Goal Icon: Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 4/6/2018 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: April 10, 2018 Reference: Discussion on Short Term Rentals (STR’s) 2030: Sense of Community, Special Place to Live Executive Summary: The city has been receiving complaints and inquiries as to the existence of, and regulations for, Short Term Rentals (STR’s) within our residential neighborhoods. There appears to be 26 STR’s listed in the City of Coppell, which include individual rooms as well as entire homes. Staff has received complaints from neighbors on a few of them over the past several months. During the last Texas legislative session, SB 451 was proposed that would have prevented Texas Cities from banning STR’s. That legislation was never enacted. However, last year the City of Austin’s STR regulations were challenged in court, including legality of classifying STR’s as commercial uses (see attached Article from TribTalk, 9/22/17). This ruling was appealed, and the case is still pending. Recently, regulations of Short Term Rentals have been addressed in a variety of ways in various cities in the State of Texas. The following is a summary of the existing regulations which range from out-right prohibition to the actual licensing of these uses. It must be noted that given the newness of these ordinances, the effectiveness of the implementation has yet to be determined. Introduction: Seven years ago, if one needed a ride and if a friend or family member was not available, calling a taxi or similar company shuttle service were the only options. Now, given our sharing economy, we arrange rides in stranger’s vehicle through apps such as Uber and Lyft. Similarly, in the not too distant past when traveling, housing options were generally staying with a friend, family or a hotel (not necessary in that order). Now, with advance of the internet and websites such as Airbnb.com and HomeAway.com it has suddenly become possible for people to advertise and rent out their homes and spare bedrooms to complete strangers from far-away with a few mouse-clicks or taps on a smartphone screen. As a result, the number of homes listed for short-term rent has grown to about 4 million, a 10-fold increase over the last 5 years1 Analysis: Staff initially surveyed the cities in close proximity to DFW Airport to determine how they were regulating Short Term Rentals (STR’s). The following cities DO NOT have STR ordinances: 2 Grapevine Irving Carrollton Colleyville Lewisville Richardson While not adopting a specific ordinance, The City of Keller classifies Short Term Rentals as Bed and Breakfast (tourist homes) which require SUP’s (public hearing process). Keller’s staff verified that no one has made an application for this use. Although it appears from Airbnb’s website there are at least several properties currently listed in Keller. February 6, 2018, The City of Southlake adopted Ordinance No. 1187 (attached) which prohibits Short Term Rentals, being defined as “the rental of any residence or residential structure or portion of a residence or residential structure for a period of less than 30 days”. Southlake City Council held two work sessions to receive public input on STR’s and provided a “STR” Page on the City’s website to keep the public informed and to allow written comments. The City received 22 written responses from the community and all, but two, were opposed to STR’s in their neighborhood. At Southlake’s November Council work session Staff presented three options:  Option 1 – Prohibition of STR’s  Option 2 – Amend the Codes to establish procedures for inspection, registration and permitting STR’s (including CO’s, life safety inspections, requiring operators to inform renters about all codes relating to noise, property maintenance, provide 24-hour contacts, etc.)  Option 3 – Regulate STR’s under existing zoning/noise ordinances, classifying as a Bed and Breakfast which are prohibited in single family areas and enforcing the definition of family (up to 5 unrelated living together on a non-profit basis). Again, Southlake now has an ordinance prohibiting this use. It is too early to evaluate the implementation and enforcement issues. City of San Marcos passed an Ordinance in August of 2017, (summary attached) which provides for the on-line registration of STR’s, but no inspections, etc. Staff spoke with Matt Johnson, Planner with the City of San Marcos and he explained that this ordinance was written in response to one problem property in their Historic District, and shared the following:  Since the ordinance was passed, they have been sending letters to known STR’s with ordinance provisions enclosed, and requesting that they register. So far, they sent 50 letters, and received 8 responses.  Staff researches the location of STR’s though social media and once they determine location, they cross reference with CAD to make sure that it is their primary residence.  STR’s are limited to primary residences only.  They must pay hotel/motel taxes.  Yearly registration - $50.00 fee this process is all on-line, no inspections, etc.  Limits the occupancy to two adults per bedroom plus two adults. They have not yet enforced/monitored compliance with this ordinance. 3 The on February 6th of this year of the City of Fort Worth approved an ordinance which essentially prohibits STR’s from their single and two family residential districts. The City of Austin has the most robust ordinance, where they define three types of STR’s, Type 1- owner occupied homes, Type 2- not owner occupied and Type 3 - multifamily and commercial. The STRs are licensed by the city and require proof of insurance, Hotel/Motel taxes and a Certificate of Occupancy after a certified, 3rd party inspection. There is also a provision that the non-owner occupied STR’s they comprise no more than 3% of all units in a census tract. Notification is given to all properties within 100 feet of a short-term rental. There are also requirements for items such as noise not exceeding 75 decibels, restrictions on outside assembly, not more than two adults per bedroom plus two adults, etc. (summary of regulations attached). Again, these regulations have been challenged in court. Finally, attached is the “A Practical Guide to Effectively Regulating Short-Term Rentals on the Local Government Level” which contains key elements to be considered when preparing a Short-Term Rental Ordinance and recommend only adopt requirements that can be enforced and provide clarity in the rules and regulations both for the property owner and the enforcement personnel. This company also provides educational resources as well as third-party services for identification and monitoring of STR activities for municipalities. Ordinance Creation and Enforcement Staff’s research brings to light some of the practical requirements and challenges of creating and enforcing a Short Term Rental Registration Program. While the City does have the infrastructure in place to capture registrations and collect fees, enforcement remains a difficulty to cities seeking to implement short-term rental rules. Vacation rental websites generally do not list a physical address, just an approximate location and photos that may or may not serve to identify the house. Attempting to confirm an STR location with enough certainty for legal enforcement can be very time consuming, even impossible for some listings. Staff time (primarily Code Compliance) would be the largest cost to the City for implementing such a program. However, staff has communicated with an outside agency that can search out STRs for us and initiate notice regarding registration for a nominal fee. The attached article “A Practical Guide to Effectively Regulating Short-Term Rentals on the Local Government Level” outlines some “best practices” for creating an STR registration program. What a STR program can do is establish annual registration requirements; clearly define all terms used in the ordinance; set fees and fines; determine who can rent out their property as an STR (i.e. permanent residency requirement); require the owner to provide a local, 24/7 contact number in case problems arise; establish tax requirements; limit the number of occupants; set parking regulations and limit vehicles; educate owners on noise, trash, and other nuisance ordinances, and require that they educate their renters; address the use or advertisement of a premises for purposes other than lodging (event/party or commercial uses); establish clear penalties that are sufficient to deter noncompliance, including loss of STR registration. A registration program can also be used to regulate the density of STR uses in neighborhoods verify that STR properties are safe and insure the hotel taxes are paid. What a STR registration program cannot do is regulate who stays at the premises. 4 Summary As the city cannot control who rents any short or long-term property, it is inherent upon the city to control/regulate activities which occur outside the dwelling which could impact neighboring properties, such as noise, trash, parking, property maintenance, etc. While many of these are addressed by our existing ordinances, in the event the City of Coppell intends to adopt regulations (permitting or licensing of the STR’s) setting out the rules and providing them to the potential tenants is essential, as well as contact information for a local responsible party in the event violations occur. Other issues to be considered would be to require that these are requiring the STR’s to be the owner’s permanent residence, regulating number of occupants, limiting the number of vehicles, insuring the payment of Hotel Motel Tax, etc. Legal Review: City Attorney review is not required at this time. Fiscal Impact: None Recommendation: The Planning Department is seeking guidance from the City Council on next steps. Attachments: 1. Article from TribTalk, 9/22/17 2. City of Southlake Ordinance 1187, effectively prohibiting STR’s 3. STR Brochure from the City of San Marcos 4. City of Austin STR regulations 5. 1A Practical Guide to Effectively Regulating Short-term Rentals © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 1 A Practical Guide to Effectively Regulating Short -term Rentals A PRACTICAL GUIDE TO EFFECTIVELY REGULATING SHORT -TERM RENTALS ON THE LOCAL GOVERNMENT LEVEL Ulrik Binzer, Founder & CEO Host Compliance LLC © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 2 A Practical Guide to Effectively Regulating Short -term Rentals Contents INTRODUCTION: THE ME TEORIC RISE OF “HOME -SHARING” AND SHORT-TERM RENTALS .................. 3 WHY REGULATE HOME-SHARING AND SHORT-TERM RENTALS IN THE FIRST PLACE? .......................... 3 EFFECTIVE SHORT-TERM RENTALS REGULATION STARTS WITH EXPLICIT POLICY OBJECTIVES AND A CLEAR UNDERSTANDING OF WHAT REGULATORY REQUIREMENTS CAN BE ENFORCED ...................... 4 Start with explicit policy objectives!........................................................................................... 4 Example A: List of short -term rental policy objectives for an affluent residential community in attractive location ................................................................................................................................. 5 Example B: List of short -term rental policy objectives for an urban community with a shortage of affordable housing .................................................................................................................. 5 Example C: List of short -term rental policy objectives for a working-class suburban community with ample housing availability and a struggling downtown .................................................................. 6 Example D: List of short -term rental policy objectives for beach town with a large stock of traditional vacation rentals ...................................................................................................................... 6 Only adopt policy requirements that can and will be enforced! .................................................... 6 Keep it simple! ......................................................................................................................... 7 VIABLE REGULATORY APPROACHES TO MANAGING SHORT-TERM RENTALS ..................................... 9 BEST PRACTICES FOR ENFORCING SHORT-TERM RENTAL REGULATI ON ........................................... 14 CONCLUSION........................................................................................................................... 16 ABOUT THE AUTHOR ................................................................................................................ 16 © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 3 A Practical Guide to Effectively Regulating Short -term Rentals Introduction: The meteoric rise of “home-sharing” and short-term rentals Sharing our homes has been commonplace for as long as there have been spare rooms and comfortable couches. Whether through word of mouth, ads in newspapers or flyers on community bulletin boards, renters and homeowners alike have always managed to rent out or share rooms in their living spaces. Traditionally these transactions were decidedly analog, local and limited in nature, but with advance of the internet and websites such as Airbnb.com and HomeAway.com it has suddenly become possible for people to adv ertise and rent out their homes and spare bedrooms to complete strangers from far -away with a few mouse -clicks or taps on a smartphone screen. As a result, the number of homes listed for short -term rent has grown to about 4 million, a 10 fold increase over the last 5 years. With this rapid growth, many communities across the country are for the first time experiencing the many positive and negative consequences of an increased volume of “strangers” in residential communities. While some of these consequence s are arguably positive (increased business for local merchants catering to the tourists etc.) there are also many potential issues and negative side -effects that local government leaders may want to try to mitigate by adopting sensible and enforceable regulation. How to effectively regulate home-sharing and short-term rentals has therefore suddenly become one of the hottest topics among local government leaders across the country. In fact, at the recent National League of Cities conference in Nashville, TN, there were more presentations and work sessions dedicated to this topic than to any other topic. Yet, despite more than 32,000 news articles written on the topic in recent years i, surprisingly little has been written on h ow to implement simple, sensible and enforceable local policies that appropriately balances the rights of homeowners with the interests of neighbors and other community members who may only experience the negative side -effects associated with people renting out their homes on a short - term basis. This guide seeks to address this knowledge gap and offer practical advice and concrete examples of short -term rental regulation that actually works. Why regulate home-sharing and short-term rentals in the first place? There are many good reasons why local government leaders are focused on finding ways to manage the rapid growth of home-sharing and short-term rental properties in their communities. To name a few: 1. Increased tou rist traffic from short-term renters has the potential to slowly transform peaceful residential communities into “communities of transients” where people are less interested in investing in one another’s lives, be it in the form of informal friend groups o r church, school and other community based organizations. © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 4 A Practical Guide to Effectively Regulating Short -term Rentals 2. Short-term renters may not always know (or follow) local rules, resulting in public safety risks, noise issues, trash and parking problems for nearby residents. 3. So -called “party houses” i.e. homes t hat are continuously rented to larger groups of people with the intent to party can severely impact neighbors and drive down nearby home values. 4. Conversion of residential units into short -term rentals can result in less availability of affordable housing o ptions and higher rents for long -term renters in the community. 5. Local service jobs can be jeopardized as unfair competition from unregulated and untaxed short-term rentals reduces demand for local bed & breakfasts, hotels and motels. 6. Towns often lose out o n tax revenue (most often referred to as Transient Occupancy Tax / Hotel Tax / Bed Tax or Transaction Privilege Tax) as most short -term landlords fail to remit those taxes even if it is required by law. 7. Lack of proper regulation or limited enforcement of e xisting ordinances may cause tension or hostility between short -term landlords and their neighbors 8. The existence of “pseudo hotels” in residential neighborhoods (often in violation of local zoning ordinances etc.) may lead to disillusionment with local go vernment officials who may be perceived as ineffective in protecting the interests of local tax-paying citizens. In short, while it may be very lucrative for private citizens to become part -time innkeepers, most of the negative externalities are borne by t he neighbors and surrounding community who may not be getting much in return. The big questions is therefore not whether it makes sense to regulate short-term rentals, but how to do it to preserve as many of the benefits as possible without turning neighbo rs and other local community members into “innocent bystanders”. In the next sections we will explore how to actually do this in practice. Effective short-term rentals regulation starts with explicit policy objectives and a clear understanding of what regulatory requirements can be enforced As with most regulation enacted on the local level, there is no “one size fits all” regulatory approach that will work for all communities. Instead local regulation should be adapted to fit the local circumstances and p olicy objectives while explicitly factoring in that any regulation is only worth the paper it is written on if it can be enforced in a practical and cost -effective manner. Start with explicit policy objectives! As famously stated in Alice in Wonderland: “If you don't know where you are going, any road will get you there.” The same can be said about short -term rental regulation, and unfortunately many town and city councils end up regulating the practice without first thinking through the community’s larger strategic objectives and exactly which of the potential negative side effects © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 5 A Practical Guide to Effectively Regulating Short -term Rentals associated with short -term rentals that the regulation should try to address. As an example, the Town of Tiburon in California recently passed a total ban of short -term rentals without thinking through the severely negative impact of such regulation on its stated strategic policy objective of revitalizing its downtown. Likewise the City of Mill Valley, California recently adopted an ordinance requiring short -term landlords to register with the city, while failing to put in place an effective mechanism to shut -down “party-houses” although there had been several complaints about such properties in the past. Such oversight was clearly unintentional but highlights the fact that the to pic of regulating short -term rentals is extremely complicated and it is easy to miss the forest for the trees when it comes time to actually writing the local code. To avoid this pitfall, local government leaders should therefore first agree on a specific list of goals that the new short-term rental regulation should accomplish before discussing any of the technical details of how to write and implement the new regulation. Any draft regulation should be evaluate d against these specific goals and only code requirements that are specifically designed to address any of those concrete goals should be included in the final ordinance. Below are a few concrete examples of what such lists of concrete policy objective could look like for various types of communities: Example A: List of short -term rental policy objectives for an affluent residential community in attractive location  Ensure that traditional residential neighborhoods are not turned into tourist areas to the detriment of long -time residents  Ensure any regulation of short-term rentals does not negatively affect property values (and property tax revenue)  Ensure that homes are not turned into pseudo hotels or “party houses”  Minimize public safety risks and the noise, trash and pa rking problems often associated with short-term rentals without creating additional work for the local police department  Give permanent residents the option to occasionally utilize their properties to generate extra income from short-term rentals as long a s all of the above mentioned policy objectives are met Example B: List of short -term rental policy objectives for an urban community with a shortage of affordable housing  Maximize the availability of affordable housing options by ensuring that no long -term rental properties are converted into short -term rentals  Ensure that short-term rentals are taxed in the same way as traditional lodging providers to ensure a level playing field and maintain local service jobs  Ensure that the city does not lose out on hotel tax revenue that could be invested in much needed services for permanent residents © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 6 A Practical Guide to Effectively Regulating Short -term Rentals  Minimize public safety risks and the noise, trash and parking problems often associated with short-term rentals without creating additional work for the local police departm ent  Give citizens the option to utilize their properties to generate extra income from short - term rentals as long as all of the above mentioned policy objectives are met Example C: List of short -term rental policy objectives for a working- class suburban community with ample housing availability and a struggling downtown  Give property owners the option to utilize their properties as short-term rentals to help them make ends meet  Encourage additional tourism to drive more business to downtown stores and restaurants  Minimize public safety risks and the noise, trash and parking problems often associated with short-term rentals without creating additional work for the local police department  Ensure that the city does not lose out on tax revenue that could b e invested in much needed services for permanent residents Example D: List of short -term rental policy objectives for beach town with a large stock of traditional vacation rentals  Ensure any regulation of short-term rentals does not negatively affect the value of second homes (and thereby property tax revenue)  Encourage increased visitation to local stores and restaurants to increase the overall availability of services and maximize sales tax collections  Minimize public safety risks and the noise, trash an d parking problems associated with existing short-term rentals without creating additional work for the local police department Once clear and concrete policy objectives have been formulated the next step is to understand what information can be used for c ode enforcement purposes, so that the adopted short -term rental regulation can be enforced in a cost -effective manner. Only adopt policy requirements that can and will be enforced! While it may seem obvious that only enforceable legislation should be adopt ed , it is mind- boggling how often this simple principle is ignored. To give a few examples, the two California towns previously mentioned not only failed to adopt regulation consistent with their overall strategic policy objectives, but also ended up adopt ing completely unenforceable rules. In the case of Tiburon, the town council instituted a complete ban of all short -term rentals within its jurisdiction, but not only failed to allocate any budget to enforce it, but also failed put in place © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 7 A Practical Guide to Effectively Regulating Short -term Rentals fines large eno ugh to deter any violation of the ban. As a result , the number of properties listed for rent has remained virtually unchanged before and after the ban. In the case of Mill Valley, the town’s registration requirement turned out to be completely unenforceable as the town’s personnel had neither the technical expertise, time nor budget to track down short-term landlords that failed to register. As a result, the town has had to rely exclusively on self-reporting, and unsurprisingly the compliance rate has been less than 5%. As for local governments that require short -term rental property owners to pay tax to the local jurisdiction without allocating budget to enforcing such rules , they have found themselves in similar situations, with compliance rates in the 5% range . Keep it simple! Another common mistake is for cities to adopt complicated rules that are hard for citizens to understand and follow and that require large investments in enforcement. As an example, despite setting up a dedicated department to enforce i ts short-term rental regulation, the City of San Francisco has only achieve a 10 -15% compliance rate as its regulation is so complicated and its registration process so agonizing that most people give up before even trying to follow the rules. Below is flo w-chart that illustrates San Francisco’s cumbersome short -term rental registration process. © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 8 A Practical Guide to Effectively Regulating Short -term Rentals While hindsight is 20/20, it is worth noting that the registration requirements were probably well - intended and made logical sense to the council members and sta ff that adopted them. The problem was therefore not ill -will but a lack of understanding of the practical details as to how the various short-term rental websites actual work. As an example , San Francisco’s short -term rental regulation require that property owner’s display their permit number on any advertising (including online listings) whereas Airbnb’s website has built-in functionality that specifically prevents short-term landlords from doing so and automatically deletes all “permit sounding” information from the listings in most locations. Likewise, San Francisco’s legislation bans anyone for re nting their homes for more than 90 days per calendar year, while none of the home-sharing websites give code enforcement officers the ability to collect the data necessary to enforce that rule . To make matters worse, the listing websites have refused to sh are any property specific data with the local authorities and have even gone as far as suing the cities that have been asking for such detailed data. Local government officials should therefore not assume that the listing websites will be collaborative when it come s to sharing data that will make it possible for local code enforcement officers to monitor compliance with complicated short-term rental regulation on the property level. Instead, local government leaders should seek to carefully understand the data limit ations before adopting regulation that cannot be practically enforced. To get a quick overview of what information that can be relied on for short -term rental compliance monitoring and enforcement purposes, please see the diagram below that shows which: 1. data is publicly available on the various home -sharing websites 2. information that can be uncovered through the deployment of sophisticated “big data” technology and trained experts (or time -consuming and therefore costly detective work conducted by a town’s o wn staff) 3. property specific details that are practically impossible to obtain despite significant investment of time and money Publicly available data for majority of properties Data that can be acquired through the use of sophisticated technology or laborious (costly) detective work Data that is impossible to obtain for majority of properties Interior photos Listing description Location within half a mile of actual location Address Owner name Permit information # of nights rented per month/quarter/year Rental revenue per month/quarter/year © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 9 A Practical Guide to Effectively Regulating Short -term Rentals So where does that leave local government leaders who want to put in place enforceable short - term rental regulation? In the next section we will explore, describe, and assess the v iable regulatory tools available for local government leaders to effectively address the key issues related to taxation, regulation, social equity and economic development. Viable regulatory approaches to managing short -term rentals As mentioned earlier, the first step to creating effective short -term rental regulation is to document and get agreement on a set of clear and concrete policy objectives. Once this has been accomplished , putting together the actual regulatory requirements c an be simplified by referring to the “cheat sheet” below, which lists the regulatory levers that can be pulled to accomplish those goals in a practical and cost -effective manner while factoring in the data limitations highlighted in the previous section. Short-term Rental Policy Objectives and the Associated Viable Regulatory Approaches Policy Objective Viable Regulatory Approach(es) Unviable Regulatory Approach(es) Give law abiding and respectful citizens the option to utilize their homes as short-term rentals Adopt a formal annual permitting requirement and a process for revoking permits from “trouble properties”. As an example a local government can adopt a “3 strikes rule” whereby a permit is automatically revoked for a number of years in the event th e local government receives 3 (substantiated) complaints about a property within a ce rtain time frame (i.e. a 24 month period). Alternatively, a local government can adopt a rule by which a permit is automatically revoked in the event the town receives conclusive evidence (police report, video evidence etc.) that a city ordinance has been violated. Failing to clearly specify what rules law abiding and respectful short - term landlords and their renters must comply with. Adopting regulation that does not clea rly define the criteria and process for revoking a short-term rental permit. Ensure that speculators do not buy up homes to turn them into pseudo hotels while still giving permanent Adopt a formal permit requirement and make it a condition that the permit holder verifies residency on an annual Adopting a permitting process that does not formally require short- term rental permit © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 10 A Practical Guide to Effectively Regulating Short -term Rentals residents the option to utilize their homes to generate extra income from short-term rentals basis by submitting the same documentation as is required to verify residency for public school attendance purposes holders to verify that they are permanent residents of the permitted property Ensure that homes are only occasionally used as short - term rentals (and not continuously rented o ut to new people on a short term basis) It is unfortunately not practically possible to enforce any formal limits on the number of times or number of days that a particular property is rented on an annual/quarterly/monthly basis, but adopting a permanent residency requirement for short - term rental permit holders (see above) can ensure that there is a practical upper limit to how often most properties are rented out each year (most people can only take a few weeks of vacation each year and they are therefore practically restricted to rent out their homes for those few weeks). There is unfortunately no easy way to deal with the tiny minority of homes where the “permanent resident” owners have the ability to take extended vacations and rent out their home continuously. That said, if the above mentioned “permanent residency requirement” is combined with rules to mitigate noise, parking and trash related issues, the potential problems associated with these few homes should be manageable . Adopting a ““permanent residency requirement” also comes with the additional side benefit that most people don ’t wa nt to rent out their primary residence to people who may trash it or be a nuisance to the neighbors. The “permanent residency requirement” can therefore also help minimize noise, parking and trash related issues. A formal limit on the number of times or number of days each property can be rented on an annual/quarterly/monthly basis is not enforceable as occupancy data is simply not available without doing a formal audit of each and every property. © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 11 A Practical Guide to Effectively Regulating Short -term Rentals Ensure homes are not turned into “party houses” Adopt a formal permit requirement and put in place a specific limit on the number of people that are allowed to stay on the property at any given time. The “people limit” can be the same for all permitted properties (i.e. a max of 10 people) or be correlated with the number of bedrooms. In addition, the regulation should formally specify that any advertisement of the property (offline or online) and all rental contracts must contain language that specifies the allowed “people limit” to make it clear to (potential) renters that the home cannot be used for large gatherings. While not bullet-proof, adopting these requirements will deter most abuse. In addition it is possible to proactively enforce this rule as all listing websites require (or allow) hosts to indicate their property’s maximum occupancy on the listings. Adopting any regulation that does not clearly define what types of uses are disallowed will be ineffective and likely result in misinterpretation and/or abuse. Minimize potential parking problems for the neighbors of short-term rental properties Adopt a formal permit requirement and put in place a specific limit on the number of motor vehicles that short -term renters are allowed to park on/near the property. The “motor vehicle limit” can b e the same for all permitted properties (i.e. a max of 2) or be dependent on the number of permanent parking spots available on the property. In addition, the regulation should formally specify that any advertisement of the property (offline or online) and any rental contract must contain language that specifies the allowed “motor vehicle limit” to make it clear to (potential) renters that bringing more cars is disallowed. As with the “people limit” rule mentioned above , Adopting any regulation that does not clearly define a specific limit on the number of motor vehicles that short -term renters are allowed to park on/near the property. © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 12 A Practical Guide to Effectively Regulating Short -term Rentals adopting these parking disclosure requirements will deter most abuse. In addition it is easy to proactively enforce this rule as most listing websites require or allow their hosts to describe their property’s parking situation on the listing. Minimize public safety risks and possible noise and trash problems without creating additional work for the local police department and code enforcement personnel 1. Require that all short-term rental contracts include a copy of the local sound/trash/parking ordinances and/or a “Good Neighbor Brochure” that summarizes the local sound/trash/parking ordinances and what is expected of the renter. 2. Require that short -term rental permit holders list a “local contact” that can be reached 24/7 and immediately take corrective action in the event any non - emergency issues are reported (i.e. deal with suspected noise, trash or parking problems) 3. Establish a 24/7 hotline to allow neighbors and other citizens to easily report non - emergency issues without involving local law/code enforcement officers. Once notified of a potential ordinance violation, the hotline personnel will contact the affected property’s “local contact”, and only involve the local law and/or code enforcement personnel in the event that the “local contact” is unsuccessful in remedying the situation within a reasonable amount of time (i.e. 20-30 minutes). Adopting any regulation and enforcement processes that do not explicitly specify how non-emergency problems should be reported and addressed. Ensure that no long -term rental properties are converted to short-term Adopt a permanent residency requirement f or short-term rental permit holders (see above) to Adopting a permitting process that does not formally require short- © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 13 A Practical Guide to Effectively Regulating Short -term Rentals rentals to the detriment of long-term renters in the community prevent absentee landlords from converting long -term rental properties into short -term rentals. term rental permit holders to verify that they are permanent residents of the permitted property will be ineffective in preventing absentee landlords from converting their long - term rental properties into short-term rentals. Ensure that residential neighborhoods are not inadvertently turned into tourist areas to the detriment of permanent residents Implement one or both of the following regulatory approaches: 1. Adopt a formal permit requirement and set specific quotas on the number of short-term rental permits allowed in any given neighborhood, and/or 2. Adopt the “permanent residency requirement” for short-term rental permit holders (mentioned above) to ensure that there is a practical upper limit to how often any property is rented out each year Adopting a complete ban on short-term rentals, unless such a ban is heavily enforced. Ensure any regulation of short-term rentals does not negatively a ffect property values or create other unexpected negative long - term side -effects Adopt regulation that automatically expires after a certain amount of time (i.e. 2 -5 years) to ensure that the rules and processes that are adopted now are evaluated as the market and technology evolves over time. Adopt regulation that does not contain a catalyst for evaluating its effectiveness and side - effects down the line. Ensure the physical safety of short-term renters Adopt a physical safety inspection requirement as part of the permit approval process. The inspection can be conducted by the municipality’s own staff or the local fire/police force and can cover various amounts of potential safety hazards. As a minimum such inspection should ensure that all rentals provide a minimum level of protection to the renters who are sleeping in Adopting a self - certification process that does not involve an objective 3rd party. © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 14 A Practical Guide to Effectively Regulating Short -term Rentals unfamiliar surroundings and therefore may be disadvantage d if forced to evacuate the structure in the event of an emergency. In addition to the above targeted regulatory measures, local governments should adopt requirements for short-term rental permit holders to maintain books and records for a minimum of 3 years so that it is possible to obtain the information necessary to conduct inspection s or audits as required . Finally, it is imperative that local governments adopt fine structures that adequately incentivizes short -term landlords to comply with the adopted regulation. Ideally the fines should be proportionate to the economic gains that potential violators can realize from breaking the rules, and fines should be rat cheted up for repeat violators. Below is an example of a fine schedule that will work for most jurisdictions: 1st violation 2nd violation 3rd violation 4th violation Fine for advertising a property for short-term rent (online or offline) without first having obtained a permit or complying with local listing requirements $200 per day $400 per day $650 per day Upon the fourth or subsequent violation in any twenty-four month period, the local government may suspend or revoke any permit. The suspension or revocation can be appealed. Fine for violating any other requirements of the local government’s short -term rental regulation $250 per day $500 per day $750 per day Notes: (a) Any person found to be in violation of this regulation in a civil case brought by a law enforcement agency shall be ordered to reimburse the local government and other participating law enforcement agencies their full investigative costs, pay all back-owed taxes, and remit all illegally obtained short-term rental revenue proceeds to the local government (b) Any unpaid fine will be subject to interest from the date on which the fine became due and payable to the local government until the date of payment. (c) The remedies provided for in this fine schedule are in addition to, and not in lieu of, all other legal remedies, c riminal or civil, which may be pursued by the local government to address any violation or other public nuisance. Best Practices for Enforcing Short-term Rental Regulation To implement any type of effective short -term rental regulation, be it a total ban, a permitting requirement, and/or a tax, local governments must expect to invest some level of staff time and/or other resources in compliance monitoring and enforcement. That said, most local governments are neither technically equipped nor large enough to build the true expertise and © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 15 A Practical Guide to Effectively Regulating Short -term Rentals sophisticated software needed to do this cost -effectively. There are several reason why this is the case: 1. Rental property listings are spread across dozens (or hundreds) of different home sharing websites, with new sites popping u p all the time (Airbnb and HomeAway are only a small portion of the total market) 2. Manually monitoring 100s or 1,000s of sh ort-term rental properties within a specific jurisdiction is practically impossible without sophisticated databases as property listings are constantly added, changed or removed 3. Address data is hidden from property listings making it time -consuming or impo ssible to identify the exact properties and owners based just on the information available on the home-sharing websites 4. The listing websites most often disallow property owners from including permit data on their listings, making it impossible to quickly identify unpermitted p roperties 5. There is no manual way to find out how often individual properties are rented and for how much, and it is therefore very difficult to pre cisely calculate the amount of taxes owed by an individual property owner Luckily, it is possible to cost -effectively outsource most this work to new innovative companies such as Host Compliance that specialize in this area and have developed sophisticated big data technology and deep domain expertise to bring down the compliance monitoring and code enforcement costs to a minimum. In many situations, these companies can even take on all the work associated with managing the enforcement of the short -term rental regulation in return for a percentage of the incremental permitting fees, tax revenue and fine revenue that they help their local government partners collect. Adopting short -term rental regulation and outsourcing the administration and enforcement ca n therefore be net-revenue positive for the local government, while adding no or little additional work to the plates of internal staff. What’s more, getting started generally requires no up -front investment, long-term commitment or complicated IT integrat ion. That said, while it is good to know that adopting and enforcing short-term regulation can be net revenue positive if done in partnership with an expert firm, it is important to note that the economic benefits are only a small part of the equation and that local government leaders should also factor in the many non -economic benefits associated with managing and monitoring the rapidly growing short -term rental industry in their local communities. These non -economic benefits are often much more important to the local citizens than the incremental tax revenue, so even if the incremental revenue numbers may not seem material in the context of a local government’s overall budget, the problems that unregulated and/or unmonitored short -term rentals can cause fo r the neighbors and other “innocent bystanders” can be quite material and should therefore not be ignored. Or as Jessica C. Neufeld from Austin, TX who suddenly found herself and her family living next to a “party house” reminds us: “We did not buy our house to be © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 16 A Practical Guide to Effectively Regulating Short -term Rentals living next to a hotel. Would you buy a home if you knew a hotel like this was operating next door, if you wanted to set your life up and raise a family?”ii. Conclusion It is the responsibility of local government leaders to ensure that as few people as possible find themselves in the same unfortunate situation as Jessica and her family. In this white -paper we have outlined how to make it happen - in a revenue positive wa y. To find out more about how we can help your community implement simple, sensible and enforceable short -term rental regulation, feel free to visit us on www.hostcompliance.com or call us for a free consu ltation on (415) 715 -9280. We would also be mo re than happy to provide you with a complimentary analysis of the short -term rental landscape in your local government’s jurisdiction and put together an estimate of the revenue potential associated with adopti ng (or more actively enforcing) short-term rental regulation in your community. A bout the Author Ulrik Binzer is the Founder and CEO of Host Compliance LLC, the industry leader in short -term rental compliance monitoring and enforcement solutions for local governments. Ulrik got the idea to found Host Compliance when he was serving on a co mmittee appointed by his local town council to study possible ways to regulate short -term rentals in the local community. In preparation for his work on the committee, Ul rik spent countless hours researching how other municipalities had approached the regulation of short -term rentals, and it became evident that enforcing the regulations and collecting the appropriate taxes without the support of sophisticated technology wa s virtually impossible. As a result , Ulrik set out to build those tools and make them available to municipalities of all sizes at a fraction of the cost of what it would cost them to build and run such technology internally. Prior to founding Host Complian ce, Ulrik served as Chief Operating Officer of Work4 Labs - an 80 person Venture Capital backed technology company with offices in Silicon Valley and Europe, and Soligent Distribution LLC - the largest distributor of solar equipment to local governments an d businesses in the Americas. Before assuming executive management roles in technology companies, Ulrik served as Vice President of the private equity firm Golden Gate Cap ital, as a strategy consultant at McKinsey & Company and as an Officer in the Danish Army where he commanded a 42 -person Platoon and graduated first in his class from the Danish Army’s Lieutenant School. Ulrik received his M.B.A. from Harvard Business School where he was as a Baker Scholar (top 5% of his class) and earned his Bachelor of Science degree in International Business from Copenhagen Business School and New York University. © Host Compliance LLC | 735 Market St, Floor 4, San Francisco, CA 94103 | www.hostcompliance.com 17 A Practical Guide to Effectively Regulating Short -term Rentals Ulrik can be contacted on (415) 715 -9280 or binzer@hostcompliance.com. You can follow him and Host Compliance on twitter on @HostCompliance. i Google News accessed on 1/5/2016 ii New York Times article: “New Worry for Home Buyers: A Party House Next Door”, October 10, 2015 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-3869 File ID: Type: Status: 2018-3869 Agenda Item Agenda Ready 1Version: Reference: In Control: Finance 04/02/2018File Created: Final Action: Advanced Meter System Work Session ItemFile Name: Title: Presentation regarding the Advanced Water Meter System Project Notes: Agenda Date: 04/10/2018 Agenda Number: 11. Sponsors: Enactment Date: Advanced Meter Project Work Session Memo April 10 2018 NB Reviewed.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Approval History Action DateVersionSeq #Due DateActionApprover 1 Jennifer Miller 1 4/5/20184/4/2018 Approve 1 Christel Pettinos - FYI 2 4/4/2018 Notified - FYI History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 04/10/2018City Council Text of Legislative File 2018-3869 Title Presentation regarding the Advanced Water Meter System Project Summary See attached memo. Fiscal Impact: Page 1City of Coppell, Texas Printed on 4/6/2018 Master Continued (2018-3869) Siemens has provided a cost of $6,391,732.80 inclusive of project design, project management, and installation of an AMI system to replace all water meters in the City. The project will be funded via Certificates of Obligations. The principal and interest payments will be paid from the project cash flow, the $300,000 annual budget for the project, and the decrease in the budget need for replacement meters. Staff Recommendation: Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 4/6/2018 1 MEMORANDUM To: Mayor and City Council From: Jennifer Miller, Director of Finance Date: April 10, 2018 Reference: Presentation of the Advanced Water Meter System Project 2030: Sustainable City Government, Goal 3 Excellent and Well-maintained City Infrastructure and Facilities Introduction: Currently, the City has three different types of water metering systems. We have approximately 6,700 analogue meters, 5,800 radio read meters, and 1,000 cellular meters. The current meter replacement program includes $300,000 annually to upgrade analogue meters to either a radio read meter or a cellular meter. Under the current program, it will be another 6 ½ years before all analogue meters are upgraded to an advanced water meter solution. Background: The projected started in 2009 by installing about 200 radio read meters at commercial locations deemed a safety concern (i.e. on Denton Tap). The original plan was to upgrade $300,000 worth of meters each year. Following this plan would take about another 6 ½ years before all meters are upgraded as there are approximately 6,700 analog meters remaining. Staff decided to explore an opportunity to complete the project sooner, so an RFP was issued in the Spring 2017 to determine what technology was available and how much it would cost to complete the project now rather than over 6 ½ years. The RFPs provided various solutions from radio read, to cellular, to fixed network. It also revealed that the $300,000 currently budgeted each year for the project would not be sufficient to pay the principle & interest payments if certificate of obligations were issued to complete the project now. It was determined to reject all bids and revise the RFP based on the knowledge gained from the RFP process. The second RFP specified that a fixed network solution was desirable. It also stated that the project would probably only cover residential meters and not commercial. It was determined that the remaining 900 commercial analog meters in the system would be replaced over the next several years using the money budget by Utility Operations for replacement meters since the residential meters would be new and under warranty. The reason for replacing all residential meters is so all residents have access to the same technology and level of customer service. Currently, the three different water meter systems provide varying levels of customer service. This project would provide the same level of service to all our residential customers. In addition, it is our residential customers that contact the City with billing questions. The fixed network solution provides an opportunity to provide proactive customer service rather than reactive. 2 In October 2017, we engaged the professional services of Siemens Industry, Inc (Siemens) to explore the City- wide replacement of water meters to one technology solution over a 12-14-month period. Replacing all meters would improve our water meter system as the City would move from managing and maintaining three different water meter systems to one system and all customers, commercial and residential, would have access to the same level of service. Chad Nobles with Siemens and City staff will present the findings from an audit of our water meter system, database, and field analysis. The presentation will also include the project history, proposed design/build scope of work for the implementation of an advanced metering infrastructure (AMI) system with Firm Fixed Pricing, cost comparisons, recommendations, and next steps. Analysis: Changing all meters to an AMI system will provide a standard solution to all customers. Currently, we cannot provide the same level of service to all customers because we have three different metering systems. Moving all meters to the same solution will allow the City to obtain meter reads in real time rather than once a month which provides:  Utility Billing with the means to provide proactive rather than reactive customer service,  Customers with a tool to access and monitor their water account thereby giving them control over their water usage, and  the City with the means to enhance its water conservation efforts. The current $300,000 budgeted each year is not sufficient to cover the debt payment for the bond issue needed to cover this project as proposed. However, Siemens developed a scope of work that includes supplementing our project budget by utilizing Performance Contracting. They will share:  an overview of Performance Contracting,  the results of their audit of Coppell’s water meters, database, and field analysis,  a comprehensive scope of work, and  a review of the project cash flow. Legal Review: Legal will complete its review of the contract with Siemens prior to staff bringing the item forward for Council’s consideration of approval on April 24, 2018. Fiscal Impact: Siemens has provided a cost of $6,391,732.80 inclusive of project design, project management, and installation of an AMI system to replace all water meters in the City. The project will be funded via Certificates of Obligations. The principle and interest payments will be paid from the project cash flow, the $300,000 annual budget for the project, and the decrease in the budget need for replacement meters.