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CP 2018-09-25City Council City of Coppell, Texas Meeting Agenda 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers5:30 PMTuesday, September 25, 2018 KAREN HUNT CLIFF LONG Mayor Mayor Pro Tem BRIANNA HINOJOSA-SMITH NANCY YINGLING Place 2 Place 5 WES MAYS BIJU MATHEW Place 3 Place 6 GARY RODEN MARK HILL Place 4 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 E. Parkway Boulevard, Coppell, Texas. As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be convened into closed Executive Session for the purpose of seeking confidential legal advice from the City Attorney on any agenda item listed herein. The City of Coppell reserves the right to reconvene, recess or realign the Work Session or called Executive Session or order of business at any time prior to adjournment. The purpose of the meeting is to consider the following items: 1.Call to Order 2.Executive Session (Closed to the Public) 1st Floor Conference Room Section 551.072, Texas Government Code - Deliberation regarding Real Property. A.Discussion regarding real property located south of East Belt Line and east of South Belt Line. Section 551.087, Texas Government Code - Economic Development Negotiations. Page 1 City of Coppell, Texas Printed on 9/21/2018 September 25, 2018City Council Meeting Agenda B.Discussion regarding economic development prospects south of Canyon and west of Denton Tap. Section 551.074, Texas Government Code - Personnel Matters. C.Discussion regarding the Presiding and Alternate Municipal Judges. 3.Work Session (Open to the Public) 1st Floor Conference Room A.Report by Living Well in Coppell. B.Discussion regarding the FY 18-19 Work Plan. C.Presentation regarding promoting/marketing the use of trails from home to parks and schools & establishing safe routes to school. D.Discussion regarding the Board of Directors of the DCTA. E.Discussion of agenda items. Regular Session 4.Invocation 7:30 p.m. 5.Pledge of Allegiance 6.Consider approval of a proclamation naming “National Night Out” on Tuesday, October 2, 2018; providing for City Council support and endorsement of National Night Out festivities; and authorizing the Mayor to sign. 7.Annual Report by SPAN Transit Services. 8.Citizens’ Appearance 9.Consent Agenda A.Consider approval of the minutes: September 11, 2018. B.Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2018, through September 30, 2019; in an amount not to exceed, $60,000.00 as budgeted; and authorizing the Mayor to sign. C.Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2018, through September 30, 2019; in the amount of $3,131.00 as budgeted; and authorizing the Mayor to sign. D.Consider approval of a contract for the renewal of the Trinity River Authority Agreement, effective October 1, 2018, through September 30, 2019, in the Page 2 City of Coppell, Texas Printed on 9/21/2018 September 25, 2018City Council Meeting Agenda amount of $9,500.00 as budgeted; and authorizing the Mayor to sign any necessary documents. E.Consider approval of an Interlocal Agreement with the North Central Texas Council Government; for implementation of the Regional Traffic Signal Retiming Program; and authorizing the Mayor to sign and the City Manager to execute any necessary documents. F.Consider approval of a renewal proposal for organ transplant coverage from Tokio Marine HCC-Stop Loss Group in the annual amount of $57,138; as budgeted; and authorizing the City Manager to sign all necessary documents. G.Consider approval of a Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000 as budgeted; and authorizing the City Manager to sign all necessary documents. H.Consider approval of a renewal proposal for Life, Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD) coverage with Prudential in the annual amount of $276,355, as budgeted; and authorizing the City Manager to sign all necessary documents. I.Consider approval of a renewal proposal with UMR, Inc. for third-party administrative services; completed by amending the existing Administrative Services Agreement in the annual amount of $207,188, as budgeted; and authorizing the City Manager to sign all necessary documents. J.Consider approval of a renewal contract with Tru Services, a Liberty Mutual Company for medical group excess loss insurance in the annual amount of $331,861.92, as budgeted; and authorizing the City Manager to sign all necessary documents. K.Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount not to exceed $16,000; as budgeted; and authorizing the Mayor to sign. L.Consider appointment of Terry Landwehr as Presiding Municipal Judge, and Kim Nesbitt and Candace Carlsen as Alternate Municipal Judges of the Coppell Municipal Court #1, effective October 1, 2018, for terms of two (2) years; in accordance with Section 4.06(b) of the Home Rule Charter; and authorizing the City Manager to sign any necessary documents. M.Consider approval to purchase data center hardware from Dell Marketing from the DIR contract # DIR TSO-3763 in the amount of $216,386.62; as budgeted; and authorizing the City Manager to execute all necessary documents. Page 3 City of Coppell, Texas Printed on 9/21/2018 September 25, 2018City Council Meeting Agenda End of Consent Agenda 10.Consider approval of adopting the FY 2018-2019 Council Goals and Staff Work Plan. 11.Consider approval of designating a representative to serve on the Denton County Transportation Authority (DCTA) Board of Directors; and authorizing the Mayor to sign. 12.City Manager Reports - Project Updates and Future Agendas 13.Mayor and Council Reports A.Report by Mayor Hunt regarding upcoming events. B.Report by Councilmember Roden regarding the Trinity Common Vision Steering Committee Meeting. Council Committee Reports concerning items of community involvement with no Council action or deliberation permitted. A. North Texas Commission - Councilmember Yingling B. Historical Society - Mayor Pro Tem Long Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 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 21st day of September, 2018, at _____________. ______________________________ Christel Pettinos, City Secretary Page 4 City of Coppell, Texas Printed on 9/21/2018 September 25, 2018City Council Meeting Agenda PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION The City of Coppell acknowledges its responsibility to comply with the Americans With Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special services (i.e. sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals makes requests for these services forty-eight (48) hours ahead of the scheduled program, service, and/or meeting. To make arrangements, contact Kori Konon, ADA Coordinator or other designated official at (972) 462-0022, or (TDD 1-800-RELAY, TX 1-800-735-2989). Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a concealed handgun. Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a handgun that is carried openly. Page 5 City of Coppell, Texas Printed on 9/21/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4186 File ID: Type: Status: 2018-4186 Agenda Item Executive Session 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: Executive SessionFile Name: Title: Discussion regarding real property located south of East Belt Line and east of South Belt Line. Notes: Agenda Date: 09/25/2018 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 09/25/2018City Council Text of Legislative File 2018-4186 Title Discussion regarding real property located south of East Belt Line and east of South Belt Line. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Business Prosperity Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4186) Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4188 File ID: Type: Status: 2018-4188 Agenda Item Executive Session 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: Executive SessionFile Name: Title: Discussion regarding economic development prospects south of Canyon and west of Denton Tap. Notes: Agenda Date: 09/25/2018 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 09/25/2018City Council Text of Legislative File 2018-4188 Title Discussion regarding economic development prospects south of Canyon and west of Denton Tap. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Business Prosperity Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4188) Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4187 File ID: Type: Status: 2018-4187 Agenda Item Executive Session 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: Executive SessionFile Name: Title: Discussion regarding the Presiding and Alternate Municipal Judges. Notes: Agenda Date: 09/25/2018 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 09/25/2018City Council Text of Legislative File 2018-4187 Title Discussion regarding the Presiding and Alternate Municipal Judges. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4187) Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4179 File ID: Type: Status: 2018-4179 Agenda Item Work Session 1Version: Reference: In Control: Community Development 09/17/2018File Created: Final Action: Work SessionFile Name: Title: A.Report by Living Well in Coppell. B.Discussion regarding the FY 18-19 Work Plan. C.Presentation regarding promoting/marketing the use of trails from home to parks and schools & establishing safe routes to school. D.Discussion regarding the Board of Directors of the DCTA. E.Discussion of agenda items. Notes: Agenda Date: 09/25/2018 Agenda Number: Sponsors: Enactment Date: Marketing Trails Safe Routes Memo.pdf, Trails_Marketing Plan.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4179 Title A.Report by Living Well in Coppell. B.Discussion regarding the FY 18-19 Work Plan. C.Presentation regarding promoting/marketing the use of trails from home to parks and schools & establishing safe routes to school. D.Discussion regarding the Board of Directors of the DCTA. E.Discussion of agenda items. Summary Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4179) Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Kent Collins, Director of Public Works & Brad Reid, Director of Parks and Recreation Date: September 25, 2018 Reference: Promoting/marketing the use of trails from home to parks and to schools & establishing safe routes to school. 2030: Special Place to Live, Sustainable City Government, Community Enrichment & Wellness Executive Summary: This is a memo addressing the City Council combined goals of promoting the use of trails from homes to schools & city parks and establishing safe routes to school. There are several measures staff has used in reaching this goal. We have created a marketing plan, a new webpage, and an interactive map in an effort to help our residents plan routes to schools and city events. We are constantly evaluating and improving upon the city’s infrastructure that affects the safety and interconnectedness of the bike/ped transportation network. We are partnering with the school districts and Living Well in Coppell to implement various events related to walking and safety. Marketing Plan: Trails provide a great way for people to stay healthy, live sustainably, and get to school in a safe way. We are developing a marketing plan that will publicize Safe Routes to Schools (and new trail connections or pieces of trail that open up) via print, digital and social media. It will include a detailed listing of the channels we plan to use to market the trails, including the City website and Facebook, as well as newspapers and other print sources. Marketing will encourage people to use the trails for recreation, but also as a way to live more sustainably. (i.e. to get to school or work – especially with the addition of the Campion trail connection which will provide a link to surrounding cities and allow people to get to work via bicycle a lot easier). Finally, we are coordinating with Living Well in Coppell to share social posts, since they also promote healthy living. Webpage: A page has been created on the city’s website. http://www.coppelltx.gov/about- coppell/sustainability/routestoschool Links to this page can be found on: a. The School’s page http://www.coppelltx.gov/residents/schools b. The Sustainability landing page http://www.coppelltx.gov/about-coppell/sustainability c. Park’s Trails Page http://www.coppelltx.gov/residents/parks-trails 2 Interactive Map: An Interactive Map has been created. It is found on the aforementioned webpage. The map shows more detail as you zoom in. The first map displayed shows the city boundaries and the schools. As you zoom in, existing and proposed trails are included. Zooming in one step further, school zones, crossing guard locations and signalized intersections are included. In the final zoom, sidewalks are included. A link to the map is as follows: MAP LINK Infrastructure: As seen from the interactive map, the infrastructure is in place for safe routes to school. A citywide trail system is in place, sidewalks are required with all new developments, school zones are in place, and crosswalks and crossing guard locations are established. The routes are constantly being evaluated for improvements. We have the regulations and policies in place to make the improvements (i.e. Subdivision Ordinance calling for sidewalks with all new development and calling for the d edication of easements to implement the Trail Master Plan). The recent approved or constructed improvements include: a. State-of-the-art Pedestrian Crossing with Ped-Actuated Flasher at Gifford and Parkway. Equipment has been ordered, and the flasher system and crosswalk should be implemented in the next 60 days. b. Trail Connection with Campion. (scheduled completion – end of October 2018) c. Pedestrian bridge over Denton Creek (Constructed in 2017) d. Crosswalk at Parkway and Cowboy. (Completed) e. School zone on Wrangler Drive for Ninth Grade Center (Approved September 2018). f. North side of Parkway planned to have a separated trail on north side and sidewalk on south side. This project will be implemented in conjunction with the Parkway Blvd. reconstruction project. g. East side of Heartz Road planned for an off-road Trail. h. West side of Moore Road planned for an on-road Trail. i. East Side of Freeport planned to have a 10’-wide off-road trail from W. Bethel to Wrangler. Communication with Coppell ISD Staff has met with the Assistant Superintendent of CISD in an effort to promote the safe routes to school and to ensure that the school district knows what the city is doing and vice a versa. Promotion of Events in Conjunction with the School Districts: National Walk/Ride to School Day is October 10. Cottonwood Creek Elementary is registered for the event. Cayce Williams of the Police Department has met with the Cottonwood Creek Principal in an effort to help promote the event and ensure it runs smoothly. Next Steps: The plan is to continue implementing the marketing component of the strategy, continue evaluating the infrastructure for safety improvements and connections and continue the open communication with the school district. Legal Review: N/A Recommendation: No recommendation given as this is informational. Attachments: Trails Marketing Plan 1 Trails and Safe Routes to School Communications Plan Objectives  Educate public about trails  Educate public about safe routes to school  Encourage public use of trails for recreation  Encourage walking/biking as a mode of sustainable transportation  Promote interconnectedness with neighboring cities that the trails provide  Promote opening of each new section of trails  Cross promote with City partners to build relationships and expand re ach Tools  News releases  Social Media  Website page  Printed collateral  Coppell E-news  Water bill messages  Coppell News, Water bill newsletter  Cross-promotion with ISD and Living Well in Coppell  Advertisements in local publications  External Navori signs  New Resident packets/orientation Strategy Existing Trails:  Create and update webpage with trail information  Create interactive map that shows trails and trail connections  Highlight safe routes to school on interactive map  Posts to Facebook and Twitter promoting use of trails as a “green” alternative to driving  Cross-promote with ISD to encourage students and parents to walk or bike on the trails  Partner with Living Well in Coppell to host wellness events on trails  Targeted posts to Nextdoor illustrating various trail sections in neighborhoods  News release sent to media explaining the hike and bike trails projects complete in the last five years  Place ad in newspapers illustrating trail locations and offering ideas for trail usage  Printed postcards with trail information and “green” statistics (ex: Did you know that by biking from destination X on the trail to destination Y on the trail instead of driving, you reduce your carbon footprint by X%)  Share relevant “green” statistics on social media  Printed map/brochure/postcard at Police Station that shows Safe Routes to School  Discuss trails and possible uses at New Resident Orientation  Promote use of trails in Coppell News, printed water bill newsletter  Promote use of trails in Coppell E-news  Send mailer to all Coppell households promoting trails usage as a sustainable transportation alternative  Encourage use of trails to major City events, such as Kaleidoscope  Post to LinkedIn promoting City’s dedication to sustainability by encouraging the use of trails 2 Planned Trails:  Continuously update website with new trail/new connection information and progress  Social media posts informing residents of new trail openings  Partner with Living Well in Coppell to host mini ribbon cutting/events held at new connection as they open to the public  News release informing public of the opening of each new trail connection  Targeted Nextdoor post informing neighborhoods of new trail openings in th eir area  E-news stories promoting use of new trail connections  Coppell News articles as each new leg of trail is opened  Information on Navori screens as each new leg of trail is opened  Place ads in newspapers promoting the use of trails as each new leg is opened Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4178 File ID: Type: Status: 2018-4178 Agenda Item Agenda Ready 2Version: Reference: In Control: Police 09/14/2018File Created: Final Action: NNO 2018 ProclamationFile Name: Title: Consider approval of a proclamation naming “National Night Out” on Tuesday, October 2, 2018; providing for City Council support and endorsement of National Night Out festivities; and authorizing the Mayor to sign. Notes: Agenda Date: 09/25/2018 Agenda Number: 6. Sponsors: Enactment Date: Proclamation 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: 2 09/25/2018City Council Text of Legislative File 2018-4178 Title Consider approval of a proclamation naming “National Night Out” on Tuesday, October 2, 2018; providing for City Council support and endorsement of National Night Out festivities; and authorizing the Mayor to sign. Summary Fiscal Impact: Staff Recommendation: Staff recommends approval Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4178) Goal Icon: Sense of Community Page 2City of Coppell, Texas Printed on 9/21/2018 Proclamation WHEREAS, The National Association of Town Watch is sponsoring the 35th Annual edition of an important nationwide crime and drug prevention event on October 2nd, 2018, called “National Night Out;” and WHEREAS, The “Annual National Night Out” provides a unique opportunity for Coppell, Texas to join forces with thousands of other communities across the country in promoting cooperative police and community drug prevention efforts; and WHEREAS, The City of Coppell is celebrating the 28th Anniversary of participating in this great crime prevention program; and WHEREAS, It is essential that all citizens of Coppell, Texas be aware of the importance of crime prevention programs and the impact that their participation can have on reducing crime, drugs, and violence in Coppell, Texas; and WHEREAS, Police-Community partnerships, neighborhood awareness and safety, and cooperation are important themes of the “National Night Out” program; and WHEREAS, Neighborhood Crime Watch plays a vital part in assisting the Coppell Police Department through joint crime prevention efforts in Coppell. NOW, THEREFORE, I, Karen Hunt, Mayor of the City of Coppell, do hereby proclaim Tuesday October 2th, 2018 as “National Night Out” In the City of Coppell, Dallas County, Texas. IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this ___________ day of September 2018. ____________________________________ Karen Hunt, Mayor ATTEST: ____________________________________ Christel Pettinos, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4185 File ID: Type: Status: 2018-4185 Presentation Presentations 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: SPAN ReportFile Name: Title: Annual Report by SPAN Transit Services. Notes: Agenda Date: 09/25/2018 Agenda Number: 7. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4185 Title Annual Report by SPAN Transit Services. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4185) Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4183 File ID: Type: Status: 2018-4183 Agenda Item Consent Agenda 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: MinutesFile Name: Title: Consider approval of the minutes: September 11, 2018. Notes: Agenda Date: 09/25/2018 Agenda Number: A. Sponsors: Enactment Date: CM 2018-09-11.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4183 Title Consider approval of the minutes: September 11, 2018. Summary Fiscal Impact: Staff Recommendation: Approval recommended. Goal Icon: Sustainable City Government Business Prosperity Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4183) Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 255 E. Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Minutes City Council 5:30 PM Council ChambersTuesday, September 11, 2018 KAREN HUNT CLIFF LONG Mayor Mayor Pro Tem BRIANNA HINOJOSA-SMITH NANCY YINGLING Place 2 Place 5 WES MAYS BIJU MATHEW Place 3 Place 6 GARY RODEN MARK HILL Place 4 Place 7 MIKE LAND City Manager Karen Hunt;Cliff Long;Brianna Hinojosa-Smith;Wes Mays;Gary Roden and Biju Mathew Present 6 - Nancy Yingling and Mark HillAbsent2 - Also present were City Manager Mike Land, Deputy City Managers Traci Leach and Noel Bernal, City Secretary Christel Pettinos and City Attorney Robert Hager. The City Council of the City of Coppell met in Regular Called Session on Tuesday, September 11, 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 5:45 p.m. Executive Session (Closed to the Public) 1st Floor Conference Room2. Section 551.072, Texas Government Code - Deliberation regarding Real Property. A.Discussion regarding real property located south of East Belt Line and east of South Belt Line. Discussed under Executive Session Page 1City of Coppell, Texas September 11, 2018City Council Minutes Section 551.071, Texas Government Code - Consultation with City Attorney. B.Seek advice concerning the City’s legal obligations regarding drainage on public and private property. Discussed under Executive Session Section 551.087, Texas Government Code - Economic Development Negotiations. C.Economic Development prospects south of Canyon and west of Denton Tap. Discussed under Executive Session Work Session (Open to the Public) 1st Floor Conference Room3. Mayor Hunt adjourned the Executive Session at 7:15 p.m. and convened into the Work Session. A.Discussion regarding the FY18-19 Council Work Plan. B.Discussion regarding the Board and Commission Process. C.Discussion regarding the TML Risk Pool. D.Discussion regarding Traffic Study at Winding Hollow and Sandy Lake. E.Discussion regarding Fee Resolution. F.Discussion regarding agenda items. Presented in Work Session Regular Session Mayor Hunt adjourned the Work Session at 7:27 p.m. and reconvened into the Regular Session at 7:30 p.m. Invocation 7:30 p.m.4. Reverend Dr. Dale Patterson with Hackberry Creek Church gave the Invocation. Pledge of Allegiance5. Mayor Hunt and the City Council led those present in the Pledge of Allegiance. Citizens’ Appearance6. Mayor Hunt asked for those who signed up to speak: 1) Erin Bogdanowicz, 113 Newcastle Ct., spoke in regards to traffic concerns at Sandy Lake Road and Winding Hollow. 2) Ashley Riley, 738 Armstrong, spoke in regards to traffic concerns at Bethel Page 2City of Coppell, Texas September 11, 2018City Council Minutes Road and Denton Tap. Consent Agenda7. A.Consider approval of the minutes: August 28 and September 4, 2018. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. B.Consider approval of an Ordinance for PD-197R5-H, Live/Work Lot 1, Block A, Old Coppell Townhomes (Robertson), being a zoning request from PD-197R-H (Planned Development-197 Revised- Historic) to PD-197R5-H (Planned Development-197 Revision 5 - Historic) to attach a Detail Site Plan for two, two-story 3,000 square foot live/work buildings on 0.27 acres of property located at the northeast corner of S. Coppell Road and McNear Drive, and authorizing the Mayor to sign. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. Enactment No: OR 91500-A-728 C.Consider approval of an Ordinance for PD-242R4-HC, Holiday Inn Express, being a zoning change request from PD-242R2-HC (Planned Development-242 Revision 2-Highway Commercial) to PD-242R4-HC (Planned Development-242 Revision 4-Highway Commercial), to revise the Detail Site Plan to allow one five-story hotel, with a minimum of 125 guest rooms on the northern 2.4 acres on property located south of Northpoint Drive, east of S.H. 121, authorizing the Mayor to sign. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. Enactment No: OR 91500-A-729 D.Consider approval to amend an existing Ordinance to extend the school zone on Wrangler Drive; and authorize the Mayor to sign any necessary documents. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. Enactment No: OR 2018-1499 E.Consider approval to enter into a design contract with Pacheco Koch Consulting Engineers Inc.; for paving reconstruction of Oak Grove Lane; in the amount of $98,784.00; as budgeted; and authorizing the City Manager to sign any necessary documents. Page 3City of Coppell, Texas September 11, 2018City Council Minutes A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. F.Consider approval to enter into a contract with Aims Companies for storm sewer inspections; in the amount of $150,000.00; as budgeted; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. G.Consider approval of a Resolution authorizing the filing and execution of water rights application to amend Certificate of Adjudication No. 08-2365 with the Texas Commission on Environmental Quality; and authorizing the Mayor to sign any necessary documents. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. Enactment No: RE 2018-0911.1 H.Consider approval of a Resolution for negotiated settlement between the Atmos Cities Steering Committee (ACSC) and Atmos Energy Mid-Tex Division regarding the company’s 2018 Rate Review Mechanism filings; and authorizing the Mayor to sign. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. Enactment No: RE 2018-0911.2 I.Consider approval of a Resolution amending Resolution No. 010996.3 as amended, amending the Master Fee Schedule for Restoration of Service fees, Bike Sharing fees, Short Term Rental fees, Oil & Gas Drilling fees, Other Inspection fees and Library fees and authorizing the Mayor to sign. A motion was made by Councilmember Gary Roden, seconded by Councilmember Brianna Hinojosa-Smith, that Consent Agenda Items A-I be approved. The motion passed by unanimous vote. Enactment No: RE 2018-0911.3 End of Consent Agenda 8.PUBLIC HEARING: Consider approval of PD-217R3-C, Doggie’s Wonderland, a zoning change from PD-217R2-C (Planned Development District-217 Revision-2-Commercial) to PD-217R3-C (Planned Development District Page 4City of Coppell, Texas September 11, 2018City Council Minutes Revision-3-Commercial) to amend and expand the Detail Site Plan to allow the construction of an approximate 4,590 square foot building for a new Doggie’s Wonderland (dog boarding, daycare, grooming services) on Lot 5; convert the existing building into a dog kennel (rescue) and pet wash Lot 4R; and to establish a Concept Plan for future development on Lot 6, 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), at the request of TKL Real Estate Investment, Inc.; being represented by Josh Barton, P.E., G&A Consultants, LLC. Presentation: Mary Paron-Boswell, Planner, made a presentation to the City Council. Mayor Hunt opened the Public Hearing and advised that no one signed up to speak. Josh Barton, representing the applicant, answered questions of the City Council. A motion was made by Councilmember Wes Mays, seconded by Mayor Pro Tem Cliff Long, to close the Public Hearing and approve this Agenda Item subject to the following conditions: 1) Hours of operation for the pet wash not exceed those for Doggie Wonderland. 2) A shared parking agreement be in place for Lots 4R and 5. 3) A shared dumpster agreement be in place for Lots 4R, 5 and 6. 4) A Detailed Site Plan be required at the time of redevelopment of Lot 6; and 5) Include the requirement that all signs are complimentary or match. The motion passed by an unanimous vote. 9.PUBLIC HEARING: Consider approval of PD-250R24-H, Coppell Arts Center (Old Town Addition, Lot 1R-1, Block G), a zoning change from PD-250R8-H (Planned Development District- 250 Revision 8 - Historic) to PD-250R24-H (Planned Development District- 250 Revision 24 - Historic) to allow the development of an approximate 32,370 square-foot Coppell Arts Center on 3.044 acres of property located on the south side of Travis Street, east of Hammond Street, at the request of the City of Coppell, being represented by Jamie Brierton. Presentation: Matt Steer, Development Services Coordinator, made a presentation to the City Council. Mayor Hunt opened the Public Hearing and advised that no one signed up to speak. A motion was made by Councilmember Wes Mays, seconded by Mayor Pro Tem Cliff Long, to close the Public Hearing and approve this Agenda Item subject to the following conditions: Page 5City of Coppell, Texas September 11, 2018City Council Minutes 1) The following PD Conditions which are variances to the Historic District: a) The predominant height of the building is 30'-11", with a high roof set back from the front elevation at 48'-3", which is the minimum stage height required to support the Theatre program. b) The gross square footage of the building is 32,370 SF. c) Driveways at the fire lane are 30'-0" wide to accommodate emergency vehicle access given the proximity of the fire lane to Burns Street. d) The building is supported by a foundation at-grade to provide accessible access at all entrances & exits, rather than raised and constructed of brick as required in the Historic District. e) Fences and Walls - "(B) Wood board fences for privacy shall only be located in rear yards; (C) Walls of freestanding brick are not permitted in front yards [...]"Proposed: Brick and wood screen walls are provided at the Garden to create an "outdoor room" for semi-private uses associated with the Multipurpose space. f) The Director of Community Development shall be given the authority to administratively approve the design of the gazebo at a later date. 2) Additional comments may be generated upon detailed engineering review. The motion passed by an unanimous vote. 10.CONTINUED PUBLIC HEARING: Consider approval of PD-259R-SF-7&9, Blackberry Farm, being a zoning change request from PD-259-SF-7&9 (Planned Development 259-Single Family-7 & 9) to PD-259R-SF-7&9 (Planned Development Revised 259-Single Family-7 & 9), to revise the Detail Site Plan and Conditions, to permit the development of 74 single-family lots and nine (9) common area lots on 54.8 acres of land located on the north side of Sandy Lake Road, approximately 750 feet northeast of Starleaf Road (extended), at the request of Denton Creek Land Company Ltd. And Blackberry Farm Ltd., being represented by L. Lynn Kadleck, Kadleck & Associates. Presentation: Matt Steer, Development Services Coordinator, made a presentation to the City Council. The applicant has requested this Public Hearing be continued until the October 9th Council Meeting. A motion was made by Mayor Pro Tem Cliff Long, seconded by Councilmember Gary Roden, that the Public Hearing be continued until the October 9th City Council Meeting. The motion passed by an unanimous vote. 11.Report on the traffic study results regarding intersection at Sandy Lake & Winding Hollow. Presentation: Kent Collins, Director of Public Works, made a presentation to the City Council. Police Chief Mac Tristan was available for questions of the City Council. 12.Consider approval of an Ordinance approving and adopting the budget for the City of Coppell, Texas for the Fiscal Year of October 1, 2018, Page 6City of Coppell, Texas September 11, 2018City Council Minutes through September 30, 2019; and authorizing the Mayor to sign. Presentation: Jennifer Miller, Director of Finance, made a presentation to the City Council. A motion was made by Mayor Pro Tem Cliff Long, seconded by Councilmember Wes Mays, that this Agenda Item be approved. The motion passed by an unanimous vote. Enactment No: OR 2018-1500 13.Consider ratification of the vote on the FY 2018-19 annual budget which results in more revenues from ad valorem taxes than the previous year. Presentation: Jennifer Miller, Director of Finance, made a presentation to the City Council. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Mayor Pro Tem Cliff Long, that this Agenda Item be approved. The motion passed by an unanimous vote. 14.Consider approval of an Ordinance of the City of Coppell, Texas levying the ad valorem taxes for the year 2018 at $.569500 on each One Hundred Dollars ($100) assessed value of taxable property; on which $.447342 is for operations and maintenance and $.122158 if for interest and sinking; and authorizing the Mayor to sign. Presentation: Jennifer Miller, Director of Finance, made a presentation to the City Council. The following language was read into the record: “I move that the property tax rate be increased by the adoption of a tax rate of $.569500, which is effectively a 4.44 percent increase in the tax rate.” A motion was made by Councilmember Wes Mays, seconded by Councilmember Gary Roden, that this Agenda Item be approved. The motion passed by a roll call vote of 5-0. At this time, Mayor Hunt recessed the meeting at 9:16 p.m. for a brief break. Mayor Hunt reconvened the meeting at 9:19 p.m. Enactment No: OR 2018-1501 15.Consider approval of an Ordinance of the City of Coppell, Texas, approving an amendment to Ordinance No. 2017-1482, the budget for the Fiscal Year October 1, 2017, through September 30, 2018; and authorizing the Mayor to sign. Presentation: Jennifer Miller, Director of Finance, made a presentation to the City Council. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Gary Roden, that this Agenda Item be approved. The motion passed by an unanimous vote. Enactment No: OR 2018-1502 Page 7City of Coppell, Texas September 11, 2018City Council Minutes 16.Consider appointments to the Texas Municipal League Intergovernmental Risk Pool Board of Trustees; and authorizing the Mayor to sign. Councilmember Gary Roden made a motion to approve Agenda Item 16. The motion failed due to a lack of a second. Denied. City Manager Reports - Project Updates and Future Agendas17. City Manager Mike Land reported on the following items: There will be a National Pickleball Tournament at Wagon Wheel Park September 14-16. There are 230 registrants between the ages of 11-85. Freeport Construction can proceed now that the utilities have all been relocated. Game Day in the Square will be held on Saturday, September 22 at the Square at Old Town. There will be lawn games, food trucks, and a movie on the jumbo screen! This is a free event, so bring the entire family along with your lawn chairs or blankets. Picture Yourself in Old Town Coppell: Visit each of the nine photo stops in Old Town, take a photo and upload it to your social media sites with the hashtag #visitoldtowncoppell to win a prize and a chance to be on a billboard. Participants have until September 30 to pose at each stop. Tag the City of Coppell on Facebook, Instagram or Twitter and use the hashtag #visitoldtowncoppell. Once you strike a pose at each stop, head to Town Center to receive your prize (while supplies last)! Select photos uploaded with the hashtag will be featured on billboards around the metroplex. The Human Library will be held on Saturday, September 15 from 10 am - 1 pm. We have gathered 5 human “books” to be checked out by “readers” for 30 minute conversations. Readers will have the opportunity to talk to people in our community who are willing to share some of their life experiences that have been influenced by their occupation, their ethnicity, their religion/ideology, their social status, or by a disability. Sign-up is encouraged. There will be a Job Fair at the Sheraton Four Points on September 25 from 10 am - 2 pm. There are currently 20 businesses signed up. Finally, the Allies Cohort will hold a reception at the Biodiversity Educational Center on September 21 at 6:30 p.m. Allies celebrates the differences and builds strong, enduring partnerships with one another as they work together to discover ways to meaningfully contribute to the community. Mayor and Council Reports18. A.Report by Mayor Hunt regarding upcoming events. B.Report by Councilmember Roden regarding the Trinity Common Vision Steering Committee Meeting. Page 8City of Coppell, Texas September 11, 2018City Council Minutes Mayor Hunt made the following announcements: Vision 2040: We Want Your Input! We appreciate all of the contributions made by Coppell residents in the beginning stages of the Vision 2040 initiative. If you haven’t had a chance to participate yet, there’s still plenty of time! We encourage you to take the community survey to help us understand your perspective about key trends shaping the future of Coppell. Your responses to this survey will be combined with the input of your fellow community members to form the basis of this data-driven and future-orientated initiative. Additionally, Coppell residents are invited to attend and participate in one of the upcoming community engagement sessions. The remaining September dates are: Wednesday, September 12 | 10 am – 11:30 am Coppell Senior and Community Center | 345 W. Bethel Rd. Saturday, September 15 | 10 – 11:30 am or Noon – 1:30 pm Life Safety Park | 820 S. Coppell Rd. Additional engagement sessions will be held on October 1-5, and additional details are forthcoming. Everyone is welcome, and RSVPs are appreciated. Visit the Vision 2040 portal to RSVP. Finally, the Fall Music Series will be held on September 15 from 7-9 pm. Slip on your dancin’ shoes for live music in Old Town Coppell! The Bodarks are a hootenanny string band that will get your toes tapping and your hands clapping. Bring your blanket or chairs and grab a bite to eat from an Old Town restaurant or gourmet food truck. Complimentary popcorn will be available courtesy of Coppell Parks and Recreation. Buy a lemonade from Local Diner, or enjoy selections from these food trucks: Sandwiches Around the World, Jack's Chowhound, Mandico, or Tikiz Shaved Ice. Photo Bus will also be on the Square so you can snap a fun memento to take home! Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 19. Councilmember Gary Roden commented on the 9/11 services offered around town. He asked that we remember our first responders from 17 years ago. Necessary Action from Executive Session20. City Attorney Robert Hager read the following motion into the record: to authorize a Letter of Intent with Main Street Coppell, LTD., to approve an agreement to retire the existing option agreement regarding the purchase of land and a release of all obligations between the Main Street Coppell, LTD., and the City of Coppell, in the amount of $335,000; and authorize the City Manager to sign. A motion was made by Councilmember Gary Roden, seconded by Councilmember Wes Mays, that this Agenda Item be approved. The motion passed 4-1 with Mayor Pro Tem Long and Councilmembers Hinojosa-Smith, Mays, and Roden voting in favor of the motion and Councilmember Mathew voting against. Page 9City of Coppell, Texas September 11, 2018City Council Minutes Adjournment There being no further business before the City Council, the meeting was adjourned at 9:33 p.m. ________________________ Karen Selbo Hunt, Mayor ATTEST: ______________________________ Christel Pettinos, City Secretary Page 10City of Coppell, Texas Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4134 File ID: Type: Status: 2018-4134 Agenda Item Agenda Ready 1Version: Reference: In Control: Community Development 09/03/2018File Created: Final Action: DCHHS Mosquito ContractFile Name: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2018, through September 30, 2019; in an amount not to exceed, $60,000.00 as budgeted; and authorizing the Mayor to sign. Notes: Agenda Date: 09/25/2018 Agenda Number: B. Sponsors: Enactment Date: DCHHS Memo 2018-2019.pdf, Mosquito Contract 2018-2019.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4134 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2018, through September 30, 2019; in an amount not to exceed, $60,000.00 as budgeted; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4134) Staff Recommendation: The Community Development Department recommends approval. Goal Icon: Sustainable City Government Community Wellness and Enrichment Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 25, 2018 Reference: Consider approval of a contract for the renewal of the Dallas County Health and Human Services Agreement, effective October 1, 201 8 through September 30, 2019, in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign any necessary documents. 2030: Community Wellness & Enrichment General Information: • Contract with Dallas County Health and Human Services for Health Services. • The County will provide our residents the following health services: Tuberculosis Control Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services; and Laboratory Service. • The County will provide our residents the following health services, Immunizations; Child health care; High risk infant case management; and Home visits. Introduction: This agenda item is for the renewal of an Interlocal Agreement for coordinated Health Services between the City of Coppell and Dallas County Health and H uman Services. The County agrees to operate the Program, which will include the following Health Services: Tuberculosis Control Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services; and Laboratory Services. The C ounty agrees to provide to the City, in accordance with state and federal law, the following public health services: Immunizations; Child health care; High risk infant case management; and Home visits. Analysis: This agreement has been in existence for 20 plus years, and the City is billed by the County monthly. The billing amount has remained the same for 10 plus years. 2 Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item should not exceed $3,131.00 . Recommendation: The Community Development Department recommends approval. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4135 File ID: Type: Status: 2018-4135 Agenda Item Agenda Ready 1Version: Reference: In Control: Community Development 09/03/2018File Created: Final Action: DCHHS Health Services ContractFile Name: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2018, through September 30, 2019; in the amount of $3,131.00 as budgeted; and authorizing the Mayor to sign. Notes: Agenda Date: 09/25/2018 Agenda Number: C. Sponsors: Enactment Date: DCHHS Mosquito Memo 2018-2019.pdf, DCHHS Health Services Contract 2018-2019.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4135 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2018, through September 30, 2019; in the amount of $3,131.00 as budgeted; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4135) Staff Recommendation: The Community Development Department recommends approval. Goal Icon: Sustainable City Government Community Wellness and Enrichment Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 25, 2018 Reference: Consider approval of a contract with Dallas County Health and Human Services for mosquito adulticiding and larvaciding from October 1, 2018 through September 30, 2019. 2030: Community Wellness & Enrichment General Information: • Contract with Dallas County Health and Human Services for mosquito adulticiding and larvaciding. Introduction: The City of Coppell Environmental Health Division has an Integrated Mosquit o Management Program. If West Nile Virus or any other viruses are detected in mosquito samples or confirmed human cases, adulticiding is necessary and Dallas County will perform ground spraying. Analysis: If areas that have tested positive are not treated as quickly as possible, disease can continue to spread, so response time with chemical treatment is an important factor i n slowing down disease transmission. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item, if needed, should not exceed $60,000. Recommendation: The Community Development Department recommends approval. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4136 File ID: Type: Status: 2018-4136 Agenda Item Agenda Ready 1Version: Reference: In Control: Community Development 09/03/2018File Created: Final Action: TRA AgreementFile Name: Title: Consider approval of a contract for the renewal of the Trinity River Authority Agreement, effective October 1, 2018, through September 30, 2019, in the amount of $9,500.00 as budgeted; and authorizing the Mayor to sign any necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: D. Sponsors: Enactment Date: TRA Memo 2018-2019.pdf, TRA Contract 2018-2019.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4136 Title Consider approval of a contract for the renewal of the Trinity River Authority Agreement, effective October 1, 2018, through September 30, 2019, in the amount of $9,500.00 as budgeted; and authorizing the Mayor to sign any necessary documents. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4136) Staff Recommendation: The Community Development Department recommends approval. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 25, 2018 Reference: Consider approval of a contract for the renewal of the Trinity River Authority Agreement, effective October 1, 2018, through September 30, 2019, in the amount of $9,500.00; and authorizing the Mayor to sign any necessary documents. 2030: Community Wellness & Enrichment General Information: • Trinity River Authority contract for technical services. • Technical services are Industrial Inspection, Industrial Sampling and Industrial Analysis. Introduction: The attached contract (2 originals) for your signature is an annual contract between the City and Trinity River Authority for industrial inspection services, industrial sampling services, and analytical services. This contract is shared between Water Utilities and Environmental Health. Analysis: The contract amount for FY'18-19 is estimated to be $9,500.00, which is the same dollar amount as FY'17-18. All expenses incurred by the Environmental Health Division for inspections and sampling are charged back to the industry. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item, if n eeded, should not exceed $9,500.00. Recommendation: The Community Development Department recommends approval. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4155 File ID: Type: Status: 2018-4155 Agenda Item Agenda Ready 1Version: Reference: In Control: Engineering 09/11/2018File Created: Final Action: NCTCOG Signal Timing ProgramFile Name: Title: Consider approval of an Interlocal Agreement with the North Central Texas Council Government; for implementation of the Regional Traffic Signal Retiming Program; and authorizing the Mayor to sign and the City Manager to execute any necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: E. Sponsors: Enactment Date: Signal Timing ILA memo.pdf, SIGNAL EXHIBIT.pdf, Agreement for Execution_Coppell.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4155 Title Consider approval of an Interlocal Agreement with the North Central Texas Council Government; for implementation of the Regional Traffic Signal Retiming Program; and authorizing the Mayor to sign and the City Manager to execute any necessary documents. Summary Fiscal Impact: Funds are available in the Public Works budget for this agreement. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4155) Staff Recommendation: The Public Works Department recommends approval. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Kent Collins, P.E., Director of Public Works Date: September 25, 2018 Reference: Interlocal Cooperation Agreement (ICA) with North Central Texas Council of Governments (NCTCOG) for Signal Timing Grant 2030: Sustainable City Government, Goal 3 Excellent and Well-maintained City Infrastructure and Facilities General Information: • NCTCOG utilizes Congestion Mitigation and Air Quality (CMAQ) Federal Funds to implement improved corridor signal timing throughout the region. • Staff submitted a grant application to re-time signals along Belt Line, but the project did not meet the minimum number of signals (five) to be considered for funding. • Staff then approached Carrollton to partner on a larger grant to link signals along the Belt Line corridor. • This grant leverages $4,480 of city funds to complete the signal timing for four traffic signals, with a total project cost of $22,400. Without the grant, this city funding would cover the cost to re-time one signal. • This grant covers all full signals along Belt Line east of Denton Tap. Introduction: As part of the regional air quality improvement strategy, NCTCOG utilizes CMAQ funds to hire consultants to develop and implement new signal timing throughout the region. This grant will leverage $4,480 in local funds into $22,400 of signal timing work. The intersection locations are identified in Attachment A of the Interlocal Cooperation Agreement (ICA), and they comprise the four signals along Belt Line east of Denton Tap. Analysis: Traffic flow improvement is an ongoing effort in Coppell for several reasons, including traffic signal operations. Staff has been working to improve signal timing over the past few years. To build on the improvements that will be realized with these timing changes, as well as the implementation of the new traffic signal controllers at all traffic signals, staff has worked with NCTCOG staff to develop a 2 signal timing effort for signals along Belt Line east of Denton Tap. This regional project is managed and administered by NCTCOG, with cooperation and coordination by city staff. This is a continuation of previous grants that implemented traffic signal timing along Denton Tap, Belt Line and Sandy Lake. The local matching funds are available from Public Works Department operating budget. The local match will be payable to NCTCOG upon approval of the ICA. Work on the signal timing effort would be expected to begin in the fourth quarter of 2018. Legal Review: This is the same agreement used for previous grants, which was reviewed by the City Attorney. Fiscal Impact: The fiscal impact of this item is $4,480, as provided in the Public Works budget. Recommendation: The Public Works Department recommends approval of the Interlocal Cooperation Agreement. 1 INCH = FT.0400040002000Signal SystemCreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2018.dwg\SIGNAL EXHIBITCreated on: 17 September 2018 by Scott Latta1/1CITY LIMITEXISTING TRAFFIC SIGNALICA LOCATION Interlocal Cooperation Agreement Page 1 NCTCOG and City of Coppell TRN4919 Regional Traffic Signal Retiming Project INTERLOCAL COOPERATION AGREEMENT Between THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS and THE CITY OF COPPELL for IMPLEMENTATION OF THE REGIONAL TRAFFIC SIGNAL RETIMING PROGRAM WHEREAS, the North Central Texas Council of Governments (NCTCOG) has been designated as the Metropolitan Planning Organization for the Dallas-Fort Worth Metropolitan Area by the Governor of Texas in accordance with federal law; and, WHEREAS, the Regional Transportation Council (RTC), comprised primarily of local elected officials, is the regional transportation policy body associated with NCTCOG and has been and continues to be a forum for cooperative decisions on transportation; and, WHEREAS, the RTC is committed to the development and implementation of policies, projects, and programs to improve air quality and reduce emissions; and, WHEREAS, on April 12, 2018, the RTC approved funding for implementation of Regional Traffic Signal Retiming Program in the Dallas-Fort Worth Metropolitan Area for the implementation of low-cost operational improvements at signalized intersections; and, WHEREAS, the North Central Texas Council of Governments selected corridor(s) in the City of Coppell as part of the Regional Traffic Signal Retiming Program; and, WHEREAS, the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code provides authority for the North Central Texas Council of Governments, and the City of Coppell to enter into this agreement for the provision of governmental functions and services of mutual interest. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties agree as follows: 1. Parties 1.1 This Interlocal Agreement, hereinafter referred to as the “Agreement”, is made and entered into by and between the North Central Texas Council of Governments, hereinafter referred to as “NCTCOG”, and the City of Coppell, hereinafter referred to as the “City”. NCTCOG and the City may each be referred to as a “Party”, and may be collectively referred to as “Parties” to this Agreement. 1.2 NCTCOG shall serve as the Contract Manager and Procurement Administrator for the Project. Interlocal Cooperation Agreement Page 2 NCTCOG and City of Coppell TRN4919 Regional Traffic Signal Retiming Project 2. Purpose 2.1 This Agreement defines the terms and conditions for the disbursement of Congestion Mitigation and Air Quality Improvement Program (CMAQ) funds and associated state and local matching funds for the implementation of traffic flow improvements. 2.2 Improvements under this Agreement, implemented through the Regional Traffic Signal Retiming Project as authorized by the Regional Transportation Council, shall be employed at signalized intersections in the City. 2.3 Improvements shall be made to locations identified in Attachment A under this Agreement. 3. Duties 3.1 NCTCOG shall be responsible for project monitoring; Geographical Information Systems (GIS) database integration; and air quality benefit calculations and documentation. 3.2 NCTCOG’s engineering consultant(s) will provide signal-timing improvements at the intersection locations identified in Attachment A. 3.3 The consultant(s) will be responsible for the following: field data collection; development, implementation, and fine-tuning of new coordinated signal timing plans; and any and all required documentation of “Before” and “After” conditions. 3.4 The City will work with NCTCOG’s engineering consultant(s) to identify relevant signal timing elements/requirements at and related to the project intersections; review the developed new signal timing plan(s); approve all timing plans prior to implementation; and assist with fine tuning. 4. Funding 4.1 Attachment A includes a project cost estimate summary. 4.2 The total project cost estimate for this Agreement includes estimated consultant and NCTCOG Staff expenses, as well as, a portion of TXDOT direct state costs to perform duties specified in Sections 3.1, 3.2 and 3.3. 4.3 The total project cost estimate for this Agreement is identified in Attachment A. CMAQ programs will fund 80 percent of the project cost. 4.4 The City shall provide the 20 percent local match required for the off -system locations identified in Attachment A. The City shall provide a check payable to the North Central Texas Council of Governments in the amount identified in Attachment A. 4.5 The City shall remit additional local match payments to NCTCOG in the event that the actual cost of implementation of the Regional Traffic Signal Retiming Project is greater than the estimated cost identified in this Agreement. Interlocal Cooperation Agreement Page 3 NCTCOG and City of Coppell TRN4919 Regional Traffic Signal Retiming Project 4.6 Any excess local match funds for off-system locations shall be reimbursed by NCTCOG to the City. 4.7 Under a separate agreement between TxDOT and NCTCOG, TxDOT will provide the 20 percent local match required for the intersections located on the state highway system identified in Attachment A. 5. Term 5.1 This Agreement shall take effect on the date executed by the Parties and shall remain in effect until it is terminated. 5.2 Either Party may terminate this Agreement by giving 30 days written notice to the other Party. The Parties may terminate this Agreement by mutual written concurrence. 5.3 This Agreement shall automatically terminate upon completion of the project. 6. Modification, Waiver and Severability 6.1 This Agreement and any exhibits, which may be attached, constitute the entire agreement among the Parties. No waiver or modification of this Agreement shall be valid unless in writing and signed by both Parties. Failure of the Parties to enforce or insist upon compliance with any of the terms and conditions of this Agreement shall not constitute a waiver or relinquishment of any such terms and conditions. 6.2 In the event that any one or more or the provisions of this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions thereof, an d this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 6.3 This Agreement may be executed in any number of counterparts, each of which shall be deemed an original. Interlocal Cooperation Agreement Page 4 NCTCOG and City of Coppell TRN4919 Regional Traffic Signal Retiming Project IN WITNESS HEREOF, the parties have executed this Agreement. This Agreement becomes effective on the day the last Party signs. NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS Mike Eastland Executive Director Date CITY OF COPPELL Karen Selbo Hunt Mayor Date Interlocal Cooperation Agreement Page 5 NCTCOG and City of Coppell TRN4919 Regional Traffic Signal Retiming Project ATTACHMENT A PROJECT COST SUMMARY Interlocal Cooperation Agreement Page 6 NCTCOG and City of Coppell TRN4919 Regional Traffic Signal Retiming Project Priority Main Street Cross Street City O & M Agency On / Off TxDOT System On-System Off-System Name Name 1 SW Garland Group Belt Line Road MacArthur Coppell Coppell 0 1 Belt Line Road Moore Coppell Coppell 0 1 Belt Line Road Mockingbird Coppell Coppell 0 1 Belt Line Road Fairway Coppell Coppell 0 1 Belt Line Road PGBT On Ramp (SB) Carrollton Carrollton 0 1 Belt Line Road Luna Road Carrollton Carrollton 0 1 Belt Line Road IH-35 SB Frontage Road Carrollton Carrollton 1 0 Belt Line Road IH-35 NB Frontage Road Carrollton Carrollton 1 0 Belt Line Road Broadway Street Carrollton Carrollton 0 1 Belt Line Road Main Street / Denton Drive Carrollton Carrollton 0 1 Belt Line Road Larner Road Carrollton Carrollton 0 1 Belt Line Road Perry Road Carrollton Carrollton 0 1 Belt Line Road Josey Lane Carrollton Carrollton 0 1 Belt Line Road Metrocrest Dr / Milam Way Carrollton Carrollton 0 1 Belt Line Road Nix Road Carrollton Carrollton 0 1 Belt Line Road Kelly Boulevard Carrollton Carrollton 0 1 Belt Line Road Webb Chapel Road Carrollton Carrollton 0 1 Belt Line Road Columbian Club Drive Carrollton Carrollton 0 1 Belt Line Road John Connally Drive Carrollton Carrollton 0 1 Belt Line Road Trend Drive Carrollton Carrollton 0 1 0 4 Agreement with NCTCOG - Consultant Retiming Retiming On- System Off- System Locations Requiring Signal Retiming 0 4 Total Cost $0 $22,400 State/Local Match $0 $4,480 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4169 File ID: Type: Status: 2018-4169 Agenda Item Agenda Ready 1Version: Reference: In Control: Human Resources 09/13/2018File Created: Final Action: Tokio Marine HCC-Stop Loss Group Organ Transplant FY2018-19 File Name: Title: Consider approval of a renewal proposal for organ transplant coverage from Tokio Marine HCC-Stop Loss Group in the annual amount of $57,138; as budgeted; and authorizing the City Manager to sign all necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: F. Sponsors: Enactment Date: Memorandum FY2018-19.pdf, Renewal Proposal FY2018-19.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4169 Title Consider approval of a renewal proposal for organ transplant coverage from Tokio Marine HCC-Stop Loss Group in the annual amount of $57,138; as budgeted; and authorizing the City Manager to sign all necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self-Insurance Fund for this renewal proposal. Staff Recommendation: Approval recommended. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4169) Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 25, 2018 Reference: Approval of Organ Transplant Coverage 2030: Top Quality City Workforce Introduction: Consider approval of renewal proposal for organ transplant coverage from Tokio Marine HCC-Stop Loss Group in the annual amount of $57,138 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: This proposal is for a fully insured policy to cover claims for organ transplants with a 0% increase over the current fiscal year. With few exceptions, most organ transplantation procedures are expensive and because of their high cost, the City of Coppell decided several years ago to carve out the transplant procedure from its self-insurance plan and purchase a fully insured plan as a separate policy. This decision helps protect the City’s health plan from a catastrophic transplant claim while insuring the affected employee gets the treatment needed from a designated center of excellence for a set annual fee. If the City chooses not to purchase this fully insured product, all potential organ transplant claims would be paid out of the Self-Insurance Fund, the fund would be at great risk of potentially one or more catastrophic claims. It is important to note that due to Tokio Marine HCC-Stop Loss Group acquiring the AIG Transplant book of business, the insurance carrier has changed in name only. The policy remains the same. Legal Review: This is a purchase of an insurance product and no agreement is warranted. Fiscal Impact: These costs have been budgeted in the City’s Medical Self-Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the transplant renewal proposal as outlined above. Re: Policyholder: Policy Anniversary Date: Policy Number: Renewal of Organ & Tissue Transplant Policy Dear The Organ & Tissue Transplant Policy issued to the above captioned group is approaching its anniversary date, and we are looking forward to renewing it with you. Attached is the renewal proposal for the group. If there has been a change in the group’s administrator, please report it to Tokio Marine HCC immediately, as this may alter or negate the terms of this renewal proposal. Otherwise, please respond to this letter within 15 days of the renewal date to allow us to prepare the renewal Policy in a timely manner. Your response should include an update regarding those individuals that were originally excluded from coverage under this Policy. In addition, please identify: 1. Any new potential transplant exposures and related medical information (clinical or case management notes - including type of transplant, date of evaluation, hospital listing and current diagnosis). 2. Any significant census changes (current and/or future). 3. Any change in the group’s third party administrator. Please forward the information requested in Items 1&2 (above) to my attention within 45 days prior to the renewal date. Thank you very much for this opportunity to continue our relationship. Should you have any questions, please do not hesitate to call. Sincerely, CC: A member of the Tokio Marine HCC group of companies. Tokio Marine HCC - Stop Loss Group 3600 Woodview Trace Suite 180 Indianapolis, IN 46268 Tel: (800) 447-0460 July 3, 2018 Kristen Bernard Holmes Murphy & Associates, LLC 12712 Park Central Drive, Suite 100 Dallas, TX 75251 947-5540 October 1, 2018 City of Coppell Kristen, Jim Colwell jcolwell@tmhcc.com Tel: (800) 447-0460 Robby Kerr,Vice President, Organ Transplant Guy Finley, Regional Marketing Representative Employer: Producer: Proposal: Organ Transplant Proposal Carrier: Claims Admin.: Underwriter: Marketing Rep: Quote Date: Quote Valid Until: Effective Date: Summary of Coverage Transportation : Experimental : Pre-Existing Requirements : Lifetime Maximum : Policy Deductible: *Rates and benefits are subject to state approval, and the 24 month Pre-Ex "look-back" period may vary by state. Page 1 of 2 Transplant Indemnity Provision: Enrollment Transplant Benefit Period: Reimbursement: Quoted Rate Per Month •100% of covered transplant-related costs, including organ procurement, when performed in-network. • 80% of covered transplant-related costs up to scheduled maximum amount per transplant when performed out-of-network (see policy) $0 $300 per day, $15,000 maximum for patient and companion. Coverage includes a separate ambulance benefit. Evaluation up to 365 days post transplant In the event you obtain a Covered Transplant Procedure, we will pay $5,000 directly to you within 60 days after receiving required proof that the Covered Transplant Procedure has occurred. We may pay benefits directly to any relative we deem appropriate if a benefit is payable and you are: 1) a minor; 2) legally incapable of giving valid receipt and discharge of payment; or 3) deceased. Coverage for all phases of NCI Clinical Trials 3600 Woodview Trace Suite 180, Indianapolis, IN 46268 Toll Free: (800) 447-0460 City of Coppell Jim Colwell Guy Finley 07/02/2018 HCC Life Insurance Company UMR, Inc. Holmes Murphy & Associates, LLC 1000064 10/10/2018 10/01/2018 Unlimited Pre-Ex is waived for current Participants (unless they are completing an established Pre-Ex Waiting Period). However, Participants added from the acquisition of a new group, affiliate, division, and/or subsidiary, are subject to a 12 month Pre-Ex Waiting Period that begins on the date the acquisition is covered under the Policy. A Pre-Existing Condition is any condition for which the Participant has within the past 24 months: been advised that a transplant may be necessary; had a transplant consultation, workup, or evaluation; been scheduled for a transplant consultation, workup, or evaluation; received or has been listed to receive a transplant; received dialysis treatments; or been diagnosed with Chronic Kidney Disease or End Stage Renal Disease. * Single 177 $7.76 Family 176 $19.25 Estimated Annual Premium $57,138 Quoted Rate(s) includes Commissions of 0.00 % Robby Kerr Vice President, Organ Transplant Employer: Producer: Proposal: Organ Transplant Proposal Carrier: Claims Admin.: Underwriter: Marketing Rep: Quote Date: Quote Valid Until: Effective Date: Proposal Qualifications and Contingencies For All Producers / Groups For Non-Select Groups: In addition to the Information requested above, please provide the following: (Attached Proposal is 'indication only' based on our Pooled Producer rates. The information requested below is to determine any variance from pooled rates in order to determine our final underwriting position.) Page 2 of 2 3600 Woodview Trace Suite 180, Indianapolis, IN 46268 Toll Free: (800) 447-0460 City of Coppell Jim Colwell 1000064 Guy Finley Holmes Murphy & Associates, LLC 07/02/2018 UMR, Inc.10/10/2018 HCC Life Insurance Company 10/01/2018 * Explanation of any upcoming significant census changes (20%) within 30 days of effective date. * Contract period is for 12 months from effective date. * This proposal contemplates the utilization of the above captioned Claims Administrator. Any deviation is a material change of fact rendering this proposal null and void. * Retirees are covered. * COBRA participants are covered. * No coverage of any kind is made effective by this quote transmitted. Sales Representatives, and brokers or agents, have no authority to make effective coverage, or enter into contracts on behalf of the company. Coverage will be effective only after: (1) a quotation is issued by the company; (2) a completed and signed application and disclosure is received by the company; (3) the application is approved by the company; (4) Written notice confirming effective coverage is issued by the company. This proposal supersedes all others previously issued to you, and all other Proposals and Rate Quotations previously issued to you are void. * Underwriting approval is required to increase the lifetime maximum. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4170 File ID: Type: Status: 2018-4170 Agenda Item Agenda Ready 1Version: Reference: In Control: Human Resources 09/13/2018File Created: Final Action: Holmes Murphy and Associates Benefits Consulting Services FY2018-19 File Name: Title: Consider approval of a Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000 as budgeted; and authorizing the City Manager to sign all necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: G. Sponsors: Enactment Date: Memorandum FY2018-19.pdf, Addendum FY2018-19.pdf, Agreement FY2018-19 Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4170 Title Consider approval of a Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000 as budgeted; and authorizing the City Manager to sign all necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self-Insurance Fund for this renewal proposal. Staff Recommendation: Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4170) Approval recommended. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 25, 2018 Reference: Approval of Benefits Consulting Services 2030: Top Quality City Workforce Introduction: Consider approval of benefits consulting services renewal with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: Holmes Murphy and Associates provides benefit consulting services to the City for all health & welfare plans. The services performed include strategic advice, benefit plan design consulting, contract and renewal negotiation, vendor recommendations, actuarial and budget support, and communication and open enrollment support. The renewal increase is 0% over current fiscal year costs. Legal Review: This is a renewal of the existing Agreement previously reviewed by legal. Fiscal Impact: These costs have been budgeted in the City’s Self-Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the benefits consulting services renewal proposal as outlined above. 1 Professional Services Agreement THE STATE OF TEXAS) DALLAS COUNTY OF TEXAS) This contract is made and entered into by and between the CITY OF COPPELL, a home rule municipal corporation, of Dallas County, Texas, (hereinafter referred to as "CITY") and Holmes Murphy and Associates having a principal place of business at 12712 Park Central Drive, Suite 100 Dallas, TX 75251, (hereinafter referred to as "CONTRACTOR"). 1. PURPOSE The purpose of this Contract is to state the terms and conditions under which CONTRACTOR shall provide Employee Benefit Consultant Services. 2. DESCRIPTION OF SERVICES CONTRACTOR'S services hereunder shall include, but shall not be limited to, the following: A. CONTRACTOR shall perform all the services as set forth and agreed to by the CITY attached hereto as Exhibit "A" inclusive of agreed to Contractor's fees for Required Services, both of which are made a part of this Contract for all purposes; should there be any future conflict between the terms of the Required Services and rates for the Required Services as provided by the Contractor, the agreed to terms of this Contract shall be final and binding. B. CONTRACTOR shall work closely with the Director of Administration/Human Resources or his/her designee (hereinafter referred to as "City Staff" and appropriate CITY officials) and perform any and all related tasks required by City Staff in order to fulfill the purposes of this Contract. C. CONTRACTOR shall deliver all data, reports and documents which result from its services to City Staff in such form as is satisfactory to the City Staff. D. CONTRACTOR shall work through the appropriate City Staff to obtain all pricing and proposals by means that comply with State and Federal Laws. 2 3. PERFORMANCE OF SERVICES CONTRACTOR and its employees or associates shall perform all the services under the Contract. CONTRACTOR agrees to assign David Gibson as their primary representative for providing services as set out in this contract and represent that all its other employees or associates who perform services under the Contract shall be fully qualified and competent to perform the service described in Section 2. 4. TERM The term of this Contract shall begin on November 1, 2015 and shall be considered for renewal on November 1st of each subsequent year subject to City Staff recommendation and City Council approval. CONTRACTOR understands and agrees that time is of the essence. All services, written reports, and other data are to be completed and delivered to CITY by agreed upon dates and times within the contract period unless an extension of time, based upon good reasons presented by CONTRACTOR, is approved by City Staff. 5. PAYMENT FOR SERVICES In consideration of the professional services to be performed by CONTRACTOR under the terms of the Contract, CITY shall pay CONTRACTO R for services actually performed as set out in the Compensation Section (IX) option 1 of the Scope of Services as defined in Exhibit "A" unless other conditions necessitate additional services, which must be authorized in advance by the City Manager or designee. CONTRACTOR'S charges for its services are not to exceed similar charges of CONTRACTOR for comparable services to other customers. Payments to CONTRACTOR shall be in the amount shown by the billings and other documentation submitted and shall be subject to City Staff's approval. All services shall be performed to the satisfaction of City Staff, and CITY shall not be liable for any payment under this Contract for services which are unsatisfactory and which have not been approved by City Staff. 6. CHANGE IN SERVICES CITY through its City Staff may request, from time to time, changes in the scope or focus of the activities and services conducted or to be conducted by CONTRACTOR pursuant to the Contract. Any such change which varies significantly from the scope of services set out in Section 2 and would entail a significant increase in cost or expense to CONTRACTOR shall be mutually agreed on by CONTRACTOR and the City Staff. Changes in the scope, which in the opinion of CONTRACTOR and the City Staff would require additional funding by CITY, must first be authorized in advance by the City Manager, his designee and/or City Council (if applicable). 7. CONFIDENTIAL WORK No reports, information, project evaluation, project designs, data or any other documentation developed by, given to, prepared by or assembled by CONTRACTOR under this Contract shall be disclosed or made available to any individual or organization by CONTRACTOR without the express prior written approval of the City Manager. 3 8. OWNERSHIP OF DOCUMENTS Upon acceptance or approval by CITY, all reports, information and other data, given to, prepared or assembled by CONTRACTOR UNDER THIS Contract, and any other related documents or items shall become the sole property of CITY and shall be delivered to CITY upon request or at the termination of this professional services agreement. CONTRACTOR may make copies of any and all documents for its files. 9. CONTRACTOR'S LIABILITY Approval of CITY shall not constitute nor be deemed a release of the responsibility and liability of CONTRACTOR, its employees, agents or associates for the accuracy and competency for their designs, reports, information, and other documents or services nor shall approval be deemed to be the assumption of such responsibility by CITY for any defect, error or omission in the documents prepared by CONTRACTOR, its employees, agents or associates. 10. INDEMNITY CONTRACTOR shall defend, indemnify, and hold CITY whole and harmless against any and all claims for damages, costs, and expenses to persons or property that may arise out of, or be occasioned by or from any negligent act, error or omission of CONTRACTOR or any agent, servant, or employee of CONTRACTOR in the execution or performance of this Contractual Agreement. 11. INSURANCE A. CONTRACTOR shall during the term hereof maintain in full force and effect the following insurance: (i) a comprehensive general liability policy of insurance for bodily injury, death and property damage insuring against all claims, demands or actions relating to the CONSULTANT’s performance of services pursuant to this Agreement with a minimum combined single limit of not less than $1,000,000.00 per occurrence and $2,000,000 in the aggregate for injury to persons (including death), and for property damage; (ii) A policy of automobile liability insurance covering any vehicles owned and/or operated by CONSULTANT, its officers, agents, and employees, and used in the performance of this Agreement with policy limits of not less than $1,000,000.00 combined single limit and aggregate for bodily injury and property damage; (iii) statutory Worker’s Compensation Insurance at the statutory limits and Employers Liability covering all of CONSULTANT’s employees involved in the provision of services under this Agreement with policy limit of not less than $1,000,000.00; and 4 (iv) Professional Liability/Errors and Omissions coverage covering negligent acts, errors and omissions in the performance of professional services with policy limit of not less than $1,000,000.00. B. All insurance and certificate(s) of insurance shall contain the following provisions: (1) name CITY as additional insured as to all applicable coverage with the exception of Workers Compensation Insurance and Professional Liability/Errors and Omissions coverage; and (2) provide for at least thirty (30) days prior written notice to CITY for cancellation or non-renewal of the insurance; (3) provide for a waiver of subrogation against CITY for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance, except for Professional Liability/Errors and Omissions coverage. CONSULTANT shall provide written notice to CITY of any material change of or to the insurance required herein. C. All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. D. A certificate of insurance evidencing the required insurance and all endorsements shall be submitted prior to commencement of services. 12. RIGHT OF REVIEW CITY may review any and all of the services performed by CONTRACTOR under this Contract. 13. The following shall be conditions of, and a part of, the consideration of this Contract, to-wit: CONFLICT OF INTEREST OF CITY EMPLOYEES No officer or employee of the City shall have any financial interest, direct or indirect, in any contract with the City or be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies or services, except on behalf of the City as an officer or employee. Any violation of this section shall constitute malfeasance in office and any officer or employee guilty thereof may be subject to removal from his office or position. Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with the City shall render the contract involved voidable by the City Manager. 5 CONFLICT OF INTEREST OF CONTRACTOR Contractor shall not accept other employment or engage in outside activities incompatible with the proper discharge of his duties and responsibilities with the City, or which might impair his independent judgement in the performance of his duty to the City nor personally provide services for compensation, directly or indirectly, to a person or organization who is requesting a n approval, investigation or determination from the City. 14. NONDISCRIMINATION As a condition of this Contract, CONTRACTOR covenants that CONTRACTOR will take all necessary actions to insure that, in connection with any work under this Contract, CONTRACTOR , his associates and subcontractors, will not discriminate in the treatment or employment of any individual or groups of individuals on the grounds of race, color, religion, national origin, age, sex, or physical handicap unrelated to job performance, either directly, indirectly or through contractual or other arrangements. In this regard, CONTRACTOR shall keep, retain and safeguard all records relating to the Contract or work performed hereunder for a minimum period of three (3) years from final Contract completion, with full access allowed to authorized representatives of the City, upon request, for purposes of evaluating compliance with this and other provisions of the Contract. 15. CONTRACT PERSONAL The Contract provides for personal or professional services, and the CONTRACTOR shall not assign the Contract, in whole or in part, without the prior written consent of CITY. 16. TERMINATION CITY may terminate this Contract upon Thirty (30) days written notice to CONTRACTOR with the understanding that all services being performed under this Contract shall cease upon the date specified in such notice. CONTRACTOR shall invoice for all services completed and shall be compensated in accordance with the terms of this Contract for all such services performed by CONTRACTOR prior to the date specified in such notice. 17. NOTICES All notices, communications, and reports required or permitted under this Contract shall be personally delivered or mailed to the respective parties by depositing same in the United States mail, postage prepaid, or delivered electronically at the following addresses. Mailed notices shall be deemed communicated as of five (5) days after mailing. If intended for CITY, to: Vivyon V. Bowman (vbowman@coppelltx.gov) Director of Administration/Human Resources City of Coppell 255 Parkway Blvd. Coppell, TX 75019 6 If intended for CONTRACTOR, to: Holmes Murphy and Associates 12712 Park Central Drive, Suite 100 Dallas, TX 75251 ATTN: David Gibson 17. INDEPENDENT CONTRACTOR In performing services under this Contract, CONTRACTOR is performing services of the type performed prior to this Contract, and CITY and CONTRACTOR by the execution of this Contract do not change the independent status of CONTRACTOR. No term or provision of this Contract shall be construed as making CONTRACTOR the agent, servant, or employee of CITY. 18. VENUE The obligations of the parties to this Contract are performable in Dallas County, Texas, and if legal action is necessary to enforce same, exclusive venue shall lie in Dallas County, Texas. 19. APPLICABLE LAWS This Contract is made subject to the provisions of the Charter and ordinances of CITY, as amended, and all applicable State and Federal laws. 20. GOVERNING LAW This Contract shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 21. LEGAL CONSTRUCTION In case any one or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this Contract shall be considered as if such invalid, illegal, or unenforceable provision had never been contained in this Contract. 22. COUNTERPARTS This Contract may be executed in any number of counterparts, each of which shall be deemed an original and constitute one and the same instrument. 23. CAPTIONS The captions to the various clause of this Contract are for informational purposes only and shall not alter the substance of the terms and conditions of this Contract. 7 24. SUCCESSORS AND ASSIGNS This Contract shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, successors and, except as otherwise provided in this Contract, their assigns. 25. ENTIRE AGREEMENT This Contract embodies the complete agreement of the parties hereto, superseding all oral or written previous and contemporary agreements between the parties and relating to matters in the Contract, and except as otherwise provided herein cannot be modified without written agreement of the parties to be attached to and made a part of this Contract. EXECUTED this ___________day of _________________________________, 2018, by the CITY, signing by its City and by CONTRACTOR. BY ________________________________ Michael Land City Manager, City of Coppell CONTRACTOR: Holmes Murphy and Associates BY _________________________________ Dennis Bishop President Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4171 File ID: Type: Status: 2018-4171 Agenda Item Agenda Ready 1Version: Reference: In Control: Human Resources 09/13/2018File Created: Final Action: Prudential Life, AD&D, LTD FY2018-19File Name: Title: Consider approval of a renewal proposal for Life, Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD) coverage with Prudential in the annual amount of $276,355, as budgeted; and authorizing the City Manager to sign all necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: H. Sponsors: Enactment Date: Renewal Email Confirmation FY2018-19.pdf, RFP Responses FY2018-19.pdf, Prudential Life, AD&D, LTD - Memorandum FY2018-19 Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4171 Title Consider approval of a renewal proposal for Life, Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD) coverage with Prudential in the annual amount of $276,355, as budgeted; and authorizing the City Manager to sign all necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the General Fund Departmental budgets for this renewal proposal. Staff Recommendation: Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4171) Approval recommended. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 Kristen Bernard From:Monica Floyd <monica.floyd@prudential.com> Sent:Monday, June 04, 2018 10:51 AM To:Kristen Bernard Cc:David Gibson Subject:City of Coppell-08033- Renewal status Hi Kristen, Stacia forwarded your email to my attention since I am the assigned Account Manager assigned to this group. The group is not up for renewal at this time, they are under a rate guarantee until 10/1/2019. With the group being self- administered, early in 2019 we would request an updated census report so that we have the most current enrollment information for our renewal review. That updated census report is generally requested in April, and I will follow up with you at that time. Let me know if you have any questions or need further assistance. Cordially, Monica From: Stacia Avalos Sent: Monday, June 04, 2018 9:57 AM To: Monica Floyd <monica.floyd@prudential.com> Cc: Gelareh Sami <gelareh.sami@prudential.com> Subject: FW: Coppell Renewal Hi Monica, Can you please reach out to Kristen and David and let them know you are handling? Thanks, Stacia 78% of people say they don’t feel financially secure – click here to learn about Prudential Financial Wellness solutions and the Power of the Wellness Effect. 2 214-750-5062 stacia.avalos@prudential.com From: Kristen Bernard [mailto:KBernard@holmesmurphy.com] Sent: Monday, June 04, 2018 9:55 AM To: Stacia Avalos <stacia.avalos@prudential.com> Cc: David Gibson <DGibson@holmesmurphy.com> Subject: Coppell Renewal Hi Stacia, When will be receive the Coppell renewal? Do you have an ETA? Thank you, Kristen Kristen Bernard Account Manager, EB 12712 Park Central Drive, Suite 100 Dallas, TX 75251 214-706-5496 | 800-882-5949 Fax: 972-889-7599 KBernard@holmesmurphy.com www.holmesmurphy.com ===== Privacy Statement ===== This electronic document including any attachments may contain confidential, privileged, and/or copyrighted information and is intended for use solely by the intended recipient(s). You are hereby notified that any unauthorized disclosure, copying, distribution, or use of this message is prohibited. If you received this message in error, please notify the sender by reply e-mail and permanently delete this message from your computer. ========================== Please be advised: Coverage cannot be bound without the acknowledgment of a licensed staff member. Corporate Address: 2727 Grand Prairie Parkway, Waukee, IA 50263 RFP NO: 157 DATE: Tuesday, July 17, 2018 TIME: 10:00 A.M. NAME COMPANY AND PHONE NUMBER E-MAIL ADDRESS Lee Lane The Standard – 972-943-2905 Lee.lane@standard.com Sean E. McClellan Lincoln Financial Group – 972-202-4750 David Healy SunLife Financial – 800-SUN-LIFE Katherine Degelmann OCHS – 651-665-3789 kdegelmann@ochsinc.com Jeff Revell The Hartford – 469-287-1047 Jeff.revell@thehartford.com Andy Clifton MetLife – 972-246-3833 aclifton@metlife.com Susan Sharpe Dearborn National – 972-766-2490 Susan_sharpe@bcbstx.com Colleen Estep Cigna – 215-761-1000 Life, AD&D, Short-Term Disability RFP RESPONSES 1 MEMORANDUM To: Mayor and City Council From: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 25, 2018 Reference: Approval of Life, Accidental Death & Dismemberment and Long-Term Disability Insurance Coverage 2030: Top Quality City Workforce Introduction: Consider approval of the renewal proposal for Life, Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD) coverage with Prudential Financial in the annual amount of $276,355 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: These plans cover employees, and in certain instances dependents, for loss of life, limbs, and disability while covered under this plan. The City is in a current rate guarantee with all Prudential products, rates will not change for the 2018 plan year leading to a 0% increase in cost. Additionally, the City completed an RFP for these coverages in July of 2018 to determine if the rates and plan designs were still competitive. The eight (8) vendor responses were reviewed and we believe that Prudential offers the best overall value to the City of Coppell and its employees. Two vendors (Dearborn and Hartford) did provide some savings when compared to Prudential; but, are not the same benefit/service levels to which the City and its employees are accustomed. For example: • Dearborn – Dearborn is more commonly paired with fully insured Blue Cross/Blue Shield plans which is not recommended regardless of the savings. • Hartford – A quality life and disability vendor. Savings of only 8% off current; but, not comparable to what the City’s current coverage. Does not include Worldwide Travel Assistance and Financial Pathways Education program. For the above reasons we are recommending that the City continue with Prudential for Life, Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD). 2 Legal Review: This is a purchase of an insurance product and no agreement is warranted. Fiscal Impact: These costs have been budgeted in the City’s Self-Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the Prudential Life, Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD) renewal proposal as outlined above. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4173 File ID: Type: Status: 2018-4173 Agenda Item Agenda Ready 1Version: Reference: In Control: Human Resources 09/13/2018File Created: Final Action: UMR, Inc. Administrative Services FY2018-19File Name: Title: Consider approval of a renewal proposal with UMR, Inc. for third-party administrative services; completed by amending the existing Administrative Services Agreement in the annual amount of $207,188, as budgeted; and authorizing the City Manager to sign all necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: I. Sponsors: Enactment Date: Memorandum FY2018-19.pdf, Renewal Proposal FY2018-19.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4173 Title Consider approval of a renewal proposal with UMR, Inc. for third -party administrative services; completed by amending the existing Administrative Services Agreement in the annual amount of $207,188, as budgeted; and authorizing the City Manager to sign all necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self-Insurance Fund for this renewal proposal. Staff Recommendation: Approval recommended. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4173) Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 25, 2018 Reference: Approval of renewal proposal for Administrative Services Agreement with UMR, Inc. 2030: Top Quality City Workforce Introduction: Consider approval of renewal proposal with UMR, Inc. for third-party administrative services. The renewal will be completed by amending the existing Administrative Services Agreement in the annual amount of $207,188 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: This will be the 12th year for the City of Coppell to retain UMR to administer our medical and Rx plan and the City has been served well by the discounts in claims costs afforded by our relationship with UMR, Inc. and access to their PPO network. The renewal increase is 1% current fiscal year costs. The increase is due to a slight increase in the Utilization and Case Management fee, which we estimate to save the plan money through this resource. UMR, Inc. administrative services include medical, health reimbursement arrangement (HRA), claims processing, utilization review, ID card generation, internet-based web portal for employees to access claims utilization, run out claims administration, and United Health Care’s PPO network access. Attached is the UMR, Inc.’s renewal proposal, as well as the current administrative services agreement for your review. The City’s medical plan is a self-insured plan where all medical claims are processed and adjudicated on behalf of the City’s plan through a third-party administrator. The consequences on not approving this proposal would result in the City either going back to the market for these services or finding a fully-insured carrier to cover the City’s workforce and abandoning the Self-Insurance Fund method. 2 Legal Review: This renewal proposal will be an addendum to the main agreement. Fiscal Impact: The cost is budgeted in the City’s Self-Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the UMR, Inc. renewal proposal as outlined above. A renewal presentation for City Of Coppell May 2018 Presented to Holmes Murphy by Chris Caplinger Subtotal 28 356 43.87356742 44.33$ 0 0 All fees shown as per employee per month (PEPM) unless otherwise noted Administration and access fees Subscribers Current Fees Renewal Fees 10/1/2018 Medical claims 356 $20.00 $20.40 Medical client advisor commission Net Net Required stop loss interface fee 356 Included Included Stop loss interface - If a non-preferred vendor is selected, this surcharge fee will also apply 356 $2.50 $2.50 UnitedHealthcare Choice Plus ® network - access fee 356 $16.87 $16.87 COBRA administration 356 $1.05 $1.05 Utilization and case management (includes NurseLine) - per employee per month savings of $1.15 356 $3.37 $3.43 Truven Health Analytics reporting – three licenses included 356 Included Included External Pharmacy Benefit Manager (PBM) Interface 356 Included Included Incentive Solutions: Rewards - Health Incentive Account (HIA) Deposits 356 Included Included Health reimbursement account - per participating employee per month 356 Included Included Retiree billing - ACH debit 7 $4.25 $4.25 Medical Insured Carve Out Coordination Fee 356 Included Included Cost reduction and savings program - large bill review/fee negotiation and secondary/travel network - % of savings 356 30%30% Non-preferred vendor surcharge: The increase of the non-preferred stop loss vendor surcharge to $5.00 PEPM is not applicable should stop loss remain with the incumbent vendor. If the stop loss moves to a different non-preferred vendor, then the fee increase would be applicable. If stop loss moves to a UMR preferred stop loss vendor the non-preferred vendor surcharge fee no longer applies. UnitedHealthcare Choice Plus assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to: deductible, out-of-pocket, coinsurance and plan limitations. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. External PBM Vendors are subject to prior approval and may require additional fees. For groups with less than 100 subscribers, OptumRx is required. Customer Name : City Of Coppell Plan Renewal Date : 10/1/2018 Proposed renewal fees assume all existing products and services written with UMR will be retained throughout the renewal period. New products and services may be added however proposed fees are subject to change and/or and/or additional fees may apply if any existing products or services are discontinued. Pharmacy credit: In order to qualify for incentivized rebates, plan designs must be two-tier closed, or three-tier with a minimum of $10.00 difference in copayment or 10% difference in coinsurance between preferred and non-preferred branded drugs. Renewal ServicesRenewal Services Proprietary/Trade Secret/Confidential Competitive Sensitive Information City Of Coppell Eff Date: 10/1/2018 All renewal fees are good for one year and are shown as per employee per month (PEPM) unless otherwise noted Plan Administration Current Fees Renewal Fees 10/1/2018 Actuarial Services (Certified Reserving & Custom Pricing)Pricing available upon request Pricing available upon request ID card New Template $150.00 per hour $150.00 per hour Mail special packets to employees homes Billed at cost for postage only Billed at cost for postage only ID card mailing charge - employee residence Included with medical administration Included with medical administration Electronic eligiblity in other than HIPAA ANSI 834, UMR std, Hewitt Conn Fee waived Fee waived New York surcharge filing and administration - annual fee Included with medical administration Included with medical administration Claim reprocessing - per claim $25.00 $25.00 Unbundled incentives HRA incentives included HRA incentives included Run-out claims after termination 3 months of base medical admin plus network access fees for 12 months of run-out 3 months of base medical admin plus network access fees for 12 months of run-out Subrogation - percent of recoveries 33%33% Service fee to remit to outside vendors Fee waived (Envision RX) Fee waived (Envision RX) Federal external review for appeals - for non-grandfathered plans for adverse benefit determinations that involve medical judgment or a rescission of coverage. Up to 5 included, then $500.00 per review Up to 5 included, then $500.00 per review Full/Partial Summary of Benefits and Coverage (SBC) creation with data UMR has on file (includes initial SBC plus one amendment, electronic version only provided to employer) Included with medical administration Included with medical administration Translation of SBC into non-English text Cost of translation Cost of translation Print and ship SBCs to employer at open enrollment (approval required)Cost plus postage Cost plus postage Inclusion of outside vendor data in SBC in UMR standard format, e.g. carved out benefits (approval required) $1,000 per SBC per benefit plan $1,000 per SBC per benefit plan Two or more SBC requests per year $500.00 per SBC per benefit plan $500.00 per SBC per benefit plan COBRA COBRA outside vendor - per line $0.05 $0.05 Reporting Ad hoc reports and analysis - per hour (2 hours included with medical administration)$100.00 $100.00 Banking Customer-maintained banking - positive pay agreement annual fee - supported file $700 $700 Customer Name : City Of Coppell Plan Effective Date : 10/1/2018 Additional ServicesAdditional Services Proprietary/Trade Secret/Confidential Competitive Sensitive Information City Of Coppell Eff Date: 10/1/2018 Customer Name : City Of Coppell Plan Effective Date : 10/1/2018 This renewal proposal is valid until 30 days before the effective date and does not bind coverage or obligate UMR. The information contained in this response to the request for proposal is considered confidential and proprietary. We are providing this information with the understanding that it will not be used for any purpose other than to evaluate our capabilities to provide the services requested. In addition, this information will not be disclosed to person(s) or entity(s) other than those who are involved in the process of evaluating our response. Written permission must be obtained from UMR prior to any exceptions of these obligations in order to maintain the confidentiality of our responses. All quoted product fees assume UMR administers the medical plan. UMR assumes all services provided will be handled according to our standard format and procedures, unless otherwise specifically addressed within this proposal. Specialized services will be priced as necessary. Fees proposed are based on the plan of benefits as submitted but does not assume duplication of benefits or provisions. Fees proposed assume a standard PPO plan design with no referral administration and no primary care physician tracking. Proposal assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to; deductible, out of pocket, coinsurance and plan limitations. Plan design changes may impact a Grandfathered Health Plan status. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. Access to the UnitedHealthcare Choice Plus and Options PPO network does not include telemedicine services (i.e. 'Virtual Visits'). Please refer to the financial commentary tab for information on Teladoc services and associated fees. Please review any changes with your advisor. The Plan or its sponsor is responsible for state or federal surcharges, assessments, or similar taxes or fees imposed by governmental entities or agencies on the Plan, Plan Sponsor, or us, including but not limited to those imposed pursuant to the Patient Protection and Affordable Care Act of 2010 (PPACA), as amended from time to time. This includes responsibility for determining the amount due, funding, and remitting the PPACA PCORI reinsurance fee which is remitted to the government (federal and/or state). The fees quoted do not include state or federal surcharges, assessments, or similar taxes/fees imposed by governmental entities or agencies on the Plan, Plan Sponsor, or UnitedHealthcare. We reserve the right to adjust the rates (i) in the event of any changes in federal, state or other applicable legislation or regulation; (ii) in the event of any changes in plan design or procedures required by the applicable regulatory authority or by the sponsor; (iii) any taxes, surcharges, assessments or similar changes being imposed by a governmental entity on the Plan or UnitedHealthcare; or, (iv) as otherwise permitted in our Administrative Service Agreement. UMR reserves the right to adjust fees in the event of (i) any changes in federal, state or other applicable law or rules; (ii) changes in plan design required by the applicable regulatory authority (e.g. mandated benefits) or by the customer; or (iii) any taxes, surcharges, assessments or similar charges being imposed by a governmental entity on the plan or UMR. To comply with the Department of Labor’s (DOL) claims regulations, we encourage pre-notification of at least 60 calendar days prior to the effective date of this contract. In the event that a 60-day notice is not feasible, UMR does not guarantee, but will make every reasonable effort, to have new plan(s) programmed quickly so claims can be processed within the required DOL timelines. Fees proposed assume one billing, reporting, eligibility feed, stop loss and banking arrangement. Do not cancel in-force plan(s) and/or policy(ies) until final approval is received. UMR is not bound by any typographical errors and/or omissions contained herein. Fees proposed assume utilization and case management services are provided through UMR in order to access UnitedHealthcare Networks. Fees proposed are subject to change if a division, subsidiary or affiliated company is added or deleted from the plan, or if the number of covered employees changes by 15% or more from this proposal. Claim reprocessing due to situations, such as retroactive benefit or eligibility changes, may require additional fees. ConditionsConditions Proprietary/Trade Secret/Confidential Competitive Sensitive Information City Of Coppell Eff Date: 10/1/2018 ConditionsConditions UMR will share raw claims and eligibility data, however, we reserve the right to exclude data elements deemed proprietary by our organization. The UMR renewal proposal requires the Cost Reduction and Savings Program. Additional fees will apply, should this program be carved out. UMR provides an ERISA DOL appeals process. UMR does not participate in Grievance Review Panel Hearings. UMR requires that all qualified high-deductible plan designs meet federal regulatory requirements. Our coordination of benefits (COB) process will meet the requirements for Preservation COB processing. Administration of plans requiring integrated deductible and out of pocket to comply with the Essential Health Benefits provision of Health Care Reform, qualified high deductible health plan or the like, assumes the use of service providers (pharmacy benefits manager (PBM), dental, vision, etc.) that are currently integrated with UMR. Utilizing these service providers may require additional fees. Please refer to your representative to identify integrated service providers. FSA fees: HCA assumes a minimum of 20% of medical employees participating; DCA assumes a minimum of 20% of the HCA population participating. Care management bundled discount - fees assume all care management products listed on care management bundled discount line are selected. Discount will change if services selected change. UMR does not administer statutory disability benefits. Health reimbursement account assumes 20% participation rate. HSA trustees bill directly for HSA services. UMR cannot support the drug data requirements for Medicare Part D subsidy submission of plans where the pharmacy claims are paid under the medical plan. We recommend these pharmacy benefits be provided by a pharmacy benefits manager. Proprietary/Trade Secret/Confidential Competitive Sensitive Information City Of Coppell Eff Date: 10/1/2018 Customer Name : City Of Coppell Plan Effective Date : 10/1/2018 UMR has provided a $5,000 wellness credit, to be used during the contract period from 10/1/2018 to 9/30/2019 for implementing wellness initiatives. This credit can be used toward UMR Health & Wellness programs and related resources used to improve the health and well-being of your plan members. Conditions: - Requires a one year agreement. Early termination is subject to the early termination penalty outlined below. - Any unused credit dollars at the end of the specified term are forfeited by the group. - Reimbursement or payment will not be made directly to any person or vendor. - Approved wellness credit expenses are credited to the ASO fees on the monthly bill. - Assumes an enrolled subscriber count within 15% of the quoted subscriber count of 356. - REQUIRES SALE OF REAL APPEAL Early termination penalty*: Termination prior to 10/1/2019 = $5,000 * - penalty amount will not exceed actual amount credited as of the cancellation date. Wellness Program Guidelines UMR recommends the following building blocks for establishing a successful wellness program that is specific to your organization’s unique needs and overall goals: Visible senior-level support for wellness programming Programming tied directly to improving health or wellness within your member population Wellness initiatives supported by a communication program Environment supportive of healthy behaviors Collaboration with the strategic account executive (SAE) to incorporate initiative into a three-year strategic plan to maximize the effectiveness of the program Wellness CreditWellness Credit Proprietary/Trade Secret/Confidential Competitive Sensitive Information City Of Coppell Eff Date: 10/1/2018 Wellness CreditWellness Credit Eligible Services Covered by the Wellness Credit Eligible expenses covered by the wellness credit include: 1. UMR Health & Wellness services to include: a. Clinical health risk assessments (CHRAs) b. Biometric screenings – cholesterol, blood pressure, glucose, etc c. Health coaching 2. Incentives provided to encourage participation in wellness programs a. Reward cards (suggested amounts as follows) i. $50 for CHRA and biometric completion ii. $100 for coaching completion b. Company-wide drawing c. Fitness equipment at your desk such as: i. Peddlers ii. Stretch bands iii. Balance ball chairs iv. Walking workstations 3. Fitness packages such as: a. Pedometers b. Exercise logs c. Weight loss, nutrition or exercise guidelines 4. Fitness center equipment 5. Wellness resource library – DVDs and CDs 6. Wellness program communication plan 7. Environmental audit 8. Fitness testing program 9. Onsite health and wellness or behavioral change classes such as: a. Weight Watchers b. Stress management 10. Fund company-wide fitness or wellness competitions such as: a. Biggest Loser b. “Get Fit” 11. Flu shots UMR account management will consult with the customer to develop a plan to use wellness credits. Expenses not listed above are subject to prior approval by UMR. Proprietary/Trade Secret/Confidential Competitive Sensitive Information City Of Coppell Eff Date: 10/1/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4190 File ID: Type: Status: 2018-4190 Agenda Item Agenda Ready 1Version: Reference: In Control: Human Resources 09/18/2018File Created: Final Action: Tru Services, a Liberty Mutual Company Medical Stop Loss FY2018-19 File Name: Title: Consider approval of a renewal contract with Tru Services, a Liberty Mutual Company for medical group excess loss insurance in the annual amount of $331,861.92, as budgeted; and authorizing the City Manager to sign all necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: J. Sponsors: Enactment Date: Memorandum FY2018-19.pdf, Rate Quote FY2018-19.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4190 Title Consider approval of a renewal contract with Tru Services, a Liberty Mutual Company for medical group excess loss insurance in the annual amount of $331,861.92, as budgeted; and authorizing the City Manager to sign all necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self-Insurance Fund for this Contract. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4190) Staff Recommendation: Staff recommends approval. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 25, 2018 Reference: Approval of Medical Stop Loss Insurance Coverage 2030: Top Quality City Workforce Introduction: Consider approval of the renewal contract with Tru Services, a Liberty Mutual Company for medical group excess loss insurance in the annual amount of $331,861.92 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: The City’s current health plan performs well compared to previous years. Consequently, the stop loss renewal was favorable and did not warrant a request for proposal as advised by Holmes Murphy and Associates, the City’s benefits services consultants. The renewal of +4.19% is below the market average increase of 15-20%. The Tru Services, a Liberty Mutual Company offer includes three (3) lasers based on current ongoing large claim conditions: • Laser #1: $200,000 level for all claims incurred and paid in 12 months • Laser #2: $200,000 level for all claims incurred and paid in 12 months • Laser #3: $500,000 level for all claims incurred and paid in 12 months, or $1,000,000 if member completes CAR-T-cell therapy. All claims incurred by employees and dependents are paid directly from the City’s Medical Self- Insured Fund. The purchase of medical stop loss insurance protects the City’s fund from paying catastrophic claims over a certain amount to better manage volatility from large claims which effects overall increases to the group which is common for self-funded employers. Self-funded employers benefit by avoiding certain mandated benefits, fully insured taxes, and experience improved cash flow which saves the plan in costs as opposed to being fully insured. 2 Legal Review: The medical stop loss insurance is a purchased insurance product that required no legal review. Fiscal Impact: The cost of the medical stop loss insurance is budgeted in the City’s Medical Self-Insurance Fund. Recommendation: The City staff recommends approval of the renewal of medical stop loss insurance with Tru Services, a Liberty Mutual Company. City of Coppell - Effective: 10/01/2018 - FIRM Proposal Current Option 1 Option 2 Liberty Insurance TRU/Liberty TRU/Liberty UMR UMR UMR UHC UHC UHC 12 12 12 $125,000 $125,000 $150,000 $50,000 $50,000 $50,000 Unlimited Unlimited Unlimited 24/12 24/12 24/12 Med, Rx Med, Rx Med, Rx $1,000,000 $1,000,000 $1,000,000 125%125%125% 24/12 24/12 24/12 Med, Rx Med, Rx Med, Rx FIRM FIRM Specific Single 184 $36.18 $36.90 $31.53 Family 172 $103.32 $110.59 $94.93 Composite 356 $68.62 $72.50 $62.16 $293,137.92 $309,732.96 $265,553.76 Aggregate Composite 356 $5.94 $5.18 $5.98 $25,375.68 $22,128.96 $25,546.56 $318,513.60 $331,861.92 $291,100.32 4.19%-8.61% $318,514 $331,862 $291,100 Med, Rx Single 184 $680.05 $617.59 $626.01 Family 172 $1,921.15 $1,840.40 $1,865.51 Composite 356 $1,279.68 $1,208.39 $1,224.87 $5,466,804 $5,162,224 $5,232,643 -5.57%-4.28% 125 125 125 $4,373,443 $4,129,779 $4,186,114 $0 $0 $0 $4,691,957 $4,461,641 $4,477,214 $318,513.60 $331,861.92 $291,100.32 $4,373,443 $4,129,779 $4,186,114 $4,691,956.80 $4,461,641.38 $4,477,214.50 $5,785,318 $5,494,086 $5,523,743 -5.03%-4.52% Current Lasers: $350K and 12/12 Lasers: $200K, $200K $500K OR $1,000,000 contingent upon requirement of CAR-T therapy Lasers: $200K, $200K $500K OR $1,000,000 contingent upon requirement of CAR-T therapy Qualifications 1) SA Benefit Services, LLC files stop loss claims monthly, liason between group/advisor and stop loss carrier, monitors monthly reports, and provides monthly reporting to carrier. All services are included in the quoted rates. 2) Quote assumes Active, COBRA, and Retirees are covered. 3) Rates and Factors are FIRM. Signatures required by 9/27/18 to remain firm. 4) Please review carrier contingencies included with the proposal for contingencies details. 5) SA Benefit Services, LLC may receive additional compensation from the carriers. % Increase % Increase Corridor Percentage Expected Claim Liability Run In Limitation Expected Plan Cost Summary Specific and Aggregate Premium Expected Claim Liability Total Annual Expected Claim and Fixed Costs Total Annual Premium % Increase Maximum Plan Cost Aggregate Claim Liability Maximum Claim Liability Annual Fixed Cost Data Need Thru Stop Loss Premium (Fixed) Annual Specific Premium Annual Aggregate Premium Stop Loss Terms Administrator/TPA Months in Contract Medical Network Stop Loss Carrier Aggregating Specific Deductible Aggregate Additional Options Included, if any. Stop Loss MGU - If no MGU it's a direct writer Specific Deductible Maximum Coverage Limit Contract Coverages Annual Maximum Deductible Corridor Contract Coverages Disclosure Final Claim "Questions Contact: SA Benefit Services, LLC Stephanie Chtata, MHA, MBA President Direct Phone: (210) 996-2191 5616 Lonestar Pkwy, Suite 102 San Antonio, TX 78253" Liberty Insurance Underwriters, Inc. Stop Loss Proposal Presented By: TRU Services, a Liberty Mutual Company Group Coppell, City of Proposal No 2 09/13/2018 10:49 am Page 3 152 Conant Street, 2nd Floor Beverly, MA 01915 Telephone: (978) 564-0200 Facsimile: (978) 564-0201 PROPOSAL QUALIFICATIONS AND CONTINGENCIES ◦ This proposal is subject to standard policy provisions, limitations, and exclusions, as well as the terms and contingencies outlined in this proposal. ◦ The actively-at-work for employee and non-confinement for dependent provision has been Waived. ◦ This proposal includes the Advanced Specific Funding feature. ◦ The PPO network is considered to be UHC / Choice Plus. If this is not the case, an adjustment to the quoted rates and factors may be necessary. ◦ Any additional groups that are added regardless of group size, must be reviewed and approved before they can be accepted under the Stop Loss. Either a Disclosure Statement on the group or Proof of Good Health Questionnaire on each individual must be completed and submitted for review prior to the effective date of coverage of the addition. ◦ This proposal is based on an aggregating specific deductible option. Each claimant must satisfy the group’s specific deductible. Then the employer must retain an additional risk corridor, equal to the aggregating specific deductible, prior to any specific reimbursements are paid. ◦ This proposal assumes duplication of the current level of benefits, maintaining the current percentage of employees covered under each Plan if applicable, and that the underlying Plan includes pre-certification/pre-authorization requirement. If you have amended or restated your Plan Document, we require formal executed amendments for any plan changes enacted, including such changes as a result of Health Care Reform. Please outline the changes anticipated so that we can determine if there is any pricing impact. ◦ This offer includes a Plan mirroring endorsement. In order for Plan mirroring to take effect, we require a copy of the current Plan within 30 days of the effective date. In addition, we reserve the right to withdraw Plan mirroring for any amendments or edits to the Plan that affect our risk, for claims paid at the discretion of the Plan or which are paid using any document that was not provided to us for review, underwriting and approval in advance of a claim being paid. This endorsement does not constitute a guarantee that Plan benefits paid will be reimbursable under the Stop Loss Policy. ◦ If your policy is administered by an ASO, the Policyholder fully understands and acknowledges that the Policyholder will be responsible for obtaining and submitting information and documentation we deem necessary for determination of risk under the Stop Loss Policy, issuance of the Stop Loss Policy, and adjudication of claim reimbursement under the Stop Loss Policy. It is expressly understood that TRU Services, regardless of any understanding or Agreement with the Administrator concerning release of information, makes no assurances that necessary information will be made available. Additionally, the Policyholder's responsibilities are independent of any other agreement between TRU Services and the Administrator. We shall have no duty to provide coverage or reimburse claims due to the Policyholder's failure to provide information necessary to determine risk, issue the Stop Loss Policy or adjudicate claim reimbursements under the Stop Loss Policy. ◦ Final enrollment census as of 10/1/2018 must be submitted. If the final enrollment or dependent content varies by more than 10% from the proposed enrollment, or a division is added/terminated, we reserve the right to re-underwrite and may require additional information for underwriting purposes. Liberty Insurance Underwriters, Inc. Stop Loss Proposal Presented By: TRU Services, a Liberty Mutual Company Group Coppell, City of Proposal No 2 09/13/2018 10:49 am Page 4 152 Conant Street, 2nd Floor Beverly, MA 01915 Telephone: (978) 564-0200 Facsimile: (978) 564-0201 ◦ The Plan Document of Record is considered to be: ity of Coppell Health Benefit Summary Plan Description 7670-00-410042 effective 10/1/2017 (received by TRU Services via e-mail on 10/10/2017 and approved effective 10/1/2017) to coincide with Employee Policies & Procedures Handbook effective 10/15/2014 (recv'd on 10/30/17 and approved eff. 10/1/2016). If this is not the case, please submit all updated Plan Document(s), Amendments and/or updated Leave Policies for review and approval. ◦Should this individual require CAR-T therapy applicable to the terms of the policy period, he will have a higher specific deductible of $1,000,000 retroative to 10/1/2018. ◦ This firm offer expires on 9/27/2018. City of Coppell Laser Risk $200,000 laser. Claimant diagnosed with MS. UMR Slam shows $89k paid with one large charge of $47k relating to MS. Since we were not provided with any additional data we’re assuming the claimant is on a high cost drug regimen (Acthar). If drug detail can be provided we will be happy to re-evaluate this laser. $200,000 laser. Claimant diagnosed with chronic inflammatory demyelinating polyneuritis. Per the reporting received, appears to be receiving IVIG treatment paid at $16,000 per month. Our laser is to cover this known cost. $500,000 laser. Claimant currently has a $350,000 laser. Claimant diagnosed with multiple myeloma. Current chemo regimen is running around $25,000-40,000 per month, laser is to cover this known costs. Additionally, claimant has been enrolled in the UNUM CAR-T antibody clinical trial. CAR-T is to start in early September. CAR-T therapy is projected per our predictive modeling pricing system to run around an additional $500,000. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4182 File ID: Type: Status: 2018-4182 Agenda Item Agenda Ready 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: SPAN contract renewalFile Name: Title: Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount not to exceed $16,000; as budgeted; and authorizing the Mayor to sign. Notes: Agenda Date: 09/25/2018 Agenda Number: K. Sponsors: Enactment Date: FY18-19 SPAN Agreement Memo.pdf, FY18-19 Coppell Agreement between City of Coppell and SPAN.pdf, EXHIBIT A Coppell Service Area Text.pdf, EXHIBIT A Coppell Service Area Map.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4182 Title Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount not to exceed $16,000; as budgeted; and authorizing the Mayor to sign. Summary Fiscal Impact: The funds for this agreement are budgeted in the Mayor and Council - Special Projects line item. (01-01-01-4240) Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4182) Staff Recommendation: Approval recommended. Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 MEMORANDUM To: Mayor and City Council From: Christel Pettinos, City Secretary Date: September 25, 2018 Reference: Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount, not to exceed $16,000; as budget; and authorizing the Mayor to sign. Introduction: This is the annual contract renewal between the City of Coppell and SPAN for residential, paratransit services. Analysis: SPAN Ridership numbers are as follows: 2016 2017 Month SPAN Trips SPAN Riders 2018 Month SPAN Trips SPAN Riders 474 Trips January 96 8 January 68 9 42 Riders February 101 8 February 86 7 March 99 5 March 120 8 April 96 6 April 134 9 May 112 10 May 101 8 June 105 10 June 77 5 July 82 7 July 92 6 August 105 8 August 105 12 September 123 6 September October 114 9 October November 79 9 November December 54 7 December Total 1,166 93 783 64 Recommendation: Approval recommended. Page 1 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) STATE OF TEXAS § § COUNTY OF DALLAS § AGREEMENT FOR TRANSPORTATION SERVICES. This Agreement for Transportation services is made by and between the City of Coppell, Texas (“City”) and SPAN, Inc. a non-profit corporation, to provide transportation for senior citizens and persons with disabilities (each a “Party” and collectively the “Parties”), acting by and through their authorized representatives. RECITALS: WHEREAS, the City recognizes that has an aging population and special needs citizens which are in need of transportation alternatives to seek routine medical care and to attend to daily routine matters, the City desires to assist and provide a form of public/private transportation to said citizens, and WHEREAS, City desires to engage the services of SPAN as an independent contractor, and not as an joint venture, partnership or employee, to provide the services described herein in connection with transportation services in the Coppell service area, as set forth herein; and WHEREAS, SPAN is authorized as a non-profit corporation, grandfathered under the Texas Transportation Code to provide this type of transportation to municipalities located in whole or in part within Denton County, Texas, WHEREAS, SPAN desires to provide transportability services for City on the terms and conditions set forth in this Agreement; NOW THEREFORE, in exchange for the mutual covenants set forth herein, and other valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties agree as follows: Article I Term 1.01. This Agreement shall commence on October 1, 2018 (“Effective Date”) and continue until September 30, 2019. 1.02. Either Party may terminate this Agreement by giving thirty (30) days prior written notice to the other Party. Article II Service 2.01. SPAN shall provide door-to-door demand response transit services to Riders who are sixty (60) years of age or older and persons with documented disabilities (herein after Riders) in accordance with this Agreement. Page 2 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) 2.02. Riders shall be picked up within service area and taken anywhere in the SPAN/CITY transit service destination area shown on Exhibit “A” hereto, at a cost to the Riders of $3.00 for qualified seniors (age 60 and older) and people with documented disabilities in accordance with the SPAN Transportation policy and procedures which are attached hereto and incorporated herein as Exhibit “B” (herein after “the Policy”). The Riders shall remit the fare recited in this section at or prior to the time the service is rendered. 2.03. A Memorandum of Understanding has been established between the two entities to address situations when Riders call and request service that is outside or not identified as a covered area shown on Exhibit “A”. SPAN may make a request to the City to temporarily or permanently amend the service area Exhibit “A”. The amendment of Exhibit “A” can only be amended if both parties mutually agree in writing. 2.04. Riders may call in at least one (1) day in advance, but no more than two (2) weeks in advance, to set up appointments for pick-up and drop off by calling SPAN'S Transportation Office at 940-382-1900 weekdays between the hours of 8:00 a.m. and 2:00 p.m.; and 2.05. Demand response transit service is available between the hours of 7:00 a.m. and 6:00 p.m. Monday through Friday excluding Saturday, Sunday, major holidays and subject to capacity constraints and availability. Article III Schedule of Work SPAN agrees to complete the required services in accordance with the Project Schedule outlined in this Agreement. 3.01. SPAN shall provide all equipment, facilities, qualified employees, training, and insurance necessary to establish a demand response transit service for the Riders. SPAN shall further establish, operate, and maintain an accounting system for this program that will allow for a tracking of services provided to Riders and a review of the financial status of the program. SPAN shall also track and break down the information regarding the number of one-way trips it provides to Riders. SPAN shall adopt such policy and procedures to ensure safe and competitive public transportation services to Riders. 3.02. SPAN will be responsible for verifying and documenting the eligibility of Riders. SPAN reserves the right to determine on an individual basis whether SPAN has the capability to safely transport a passenger. In the event that safety is compromised, SPAN may decline transportation for this person and must document the reason why service was declined. 3.03. The CITY shall have the right to review the activities and financial records kept incident to the services provided to the Riders by SPAN under this Agreement. In addition, SPAN shall provide monthly ridership information to the City Manager or his/her designee specifically Page 3 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) identifying the number of Rider trips including rider origination, destination, and purpose. The sole purpose of such information is to determine whether to continue to contract with SPAN and to evaluate the Rider use. Article IV Compensation and Method of Payment 4.01. In order to ensure the City assists in providing some form of available transportation to its senior and special needs citizens, CITY agrees to pay a reasonable fee to SPAN for demand response transit service provided to Riders under this Agreement. Such grant shall be invoiced and paid for the period of October 1, 2018, through September 30, 2019, will be in aggregable amount not to exceed Seventy-Five Thousand Dollars ($75,000) for up to a total of Six Thousand Eighty- Seven (6,087) one-way trips for Riders, invoiced to CITY on a monthly basis at a price per one- way trip of Twelve Dollars and Thirty-Two Cents ($12.32). The number of one-way trips shall be limited to a maximum of five hundred and seven (507) one-way trips per month at a price of Twelve Dollars and Thirty Two Cents ($12.32) per one-way trip payable to SPAN by the City as a subsidy rate. 4.02. If fewer than (507) one-way trips are used in any given month the unused one-way trips from that month will accrue (roll-over) and be available for use during the immediately following month. If unused during the immediately following month, the accrued trips shall continue to roll forward on a monthly basis until the conclusion of the Term of this Agreement. Article V Devotion of Time; Personnel; and Equipment 5.01. SPAN shall devote such time as reasonably necessary for the satisfactory performance of the services under this Agreement. Should City require additional services not included under this Agreement, SPAN shall make reasonable effort to provide such additional services within the time schedule without decreasing the effectiveness of the performance of services required under this Agreement, and shall be compensated for such additional services on a time and materials basis, in accordance with SPAN’s standard hourly rate schedule, or as otherwise agreed between the Parties. 5.02. To the extent reasonably necessary for SPAN to perform the services under this Agreement, SPAN shall be authorized to engage the services of any agents, assistants, persons, or corporations that SPAN may deem proper to aid or assist in the performance of the services under this Agreement. SPAN shall provide written notice to and approval from City prior to engaging services not referenced in Exhibit “A”. The cost of such personnel and assistance shall be included as part of the total compensation to be paid SPAN hereunder, and shall not otherwise be reimbursed by City unless otherwise agreed to in writing. 5.03. SPAN shall furnish the facilities, equipment and personnel necessary to perform the services required under this Agreement unless otherwise provided herein. Page 4 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) Article VI Miscellaneous 6.01. Entire Agreement. This Agreement constitutes the sole and only agreement between the Parties and supersedes any prior understandings written or oral agreements between the Parties with respect to this subject matter. 6.02. Assignment. SPAN may not assign this Agreement without the prior written consent of City. In the event of an assignment by SPAN to which City has consented, the assignee shall agree in writing with City to personally assume, perform, and be bound by all the covenants, and obligations contained in this Agreement. 6.03. Successors and Assigns. Subject to the provisions regarding assignment, this Agreement shall be binding on and inure to the benefit of the Parties to it and their respective heirs, executors, administrators, legal representatives, successors and assigns. 6.04. Governing Law. The laws of the State of Texas shall govern this Agreement without regard to any conflict of law rules; and venue for any action concerning this Agreement shall be in the State District Court of Dallas County, Texas. The Parties agree to submit to the personal and subject matter jurisdiction of said court. 6.05. Amendments. This Agreement may be amended by the mutual written agreement of the Parties. 6.06. Severability. In the event any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provisions, and the Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained in it. 6.07. Independent Contractor. It is understood and agreed by and between the Parties that SPAN, in satisfying the conditions of this Agreement, is acting independently, and that City assumes no responsibility or liabilities to any third party in connection with these actions. All services to be performed by SPAN pursuant to this Agreement shall be in the capacity of an independent contractor, and not as an agent or employee of City. SPAN shall supervise the performance of its services and shall be entitled to control the manner and means by which its services are to be performed, subject to the terms of this Agreement. Nothing contained herein shall constitute or provide for as a waiver of the City’s immunity under state or federal law. 6.08. Notice. Any notice required or permitted to be delivered hereunder may be sent by first class mail, overnight courier or by confirmed telefax or facsimile to the address specified below, or to such other Party or address as either Party may designate in writing, and shall be deemed received three (3) days after delivery set forth herein: Page 5 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) If intended for City: City Manager City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019 972.304.3673 – facsimile With a copy to: Robert E. Hager Nichols, Jackson, Dillard, Hager & Smith, LLP 1800 Ross Tower 500 N. Akard Street Dallas, Texas 75201 214.965.0010 - facsimile If intended for SPAN: Michelle McMahon Executive Director SPAN, Inc. 1800 Malone Street Denton, Texas 76201 940.382.2224 – Office 6.09. Insurance. (a) SPAN shall during the term hereof maintain in full force and effect the following insurance: (1) a comprehensive commercial general liability policy of insurance for bodily injury, death and property damage insuring against all claims, demands or actions relating to SPAN’s performance of services pursuant to this Agreement with a minimum combined single limit of not less than $1,000,000.00 per occurrence for injury to persons (including death), and for property damage with an aggregate of $2,000,000.00; (2) policy of automobile liability insurance covering any vehicles owned and/or operated by SPAN, its officers, agents, and employees, and used in the performance of this Agreement with policy limits of not less than $5,000,000.00 combined single limit and aggregate for bodily injury and property damage; (3) statutory Worker’s Compensation Insurance at the statutory limits and Employers Liability covering all of SPAN’s employees involved in the provision of services under this Agreement with policy limit of not less than $500,000.00; and (b) All policies of insurance shall be endorsed and contain the following provisions: (1) name City, its officers, and employees as additional insureds as to all applicable coverage with the exception of Workers Compensation Insurance; Page 6 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) (2) provide for at least thirty (30) days prior written notice to City for cancellation of the insurance; (3) provide for a waiver of subrogation against City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance. SPAN shall provide written notice to City of any material change of or to the insurance required herein. (c) All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. (d) A certificate of insurance and copies of the policy endorsements evidencing the required insurance shall be submitted prior to commencement of services and upon request by City. 6.10. In the event of conflict between this Agreement and the Policy, this Agreement shall control. In performing services under this Agreement, the relationship between the CITY and SPAN is that of an independent contractor. No term or provision of this Agreement or act of SPAN in the performance of this Agreement shall be construed as making SPAN the agent, servant, or employee of the CITY. It is expressly understood that the City assumes no operational supervision, control or oversight to the services provided under this agreement. City does not have any ownership or beneficial interest in the business; and does not share any profits or losses generated from the business. 6.11. Indemnification. CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE SERVICES OF SPAN PURSUANT TO THIS AGREEMENT. SPAN HEREBY WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS AND EMPLOYEES (COLLECTIVELY REFERRED TO IN THIS SECTION AS “CITY”) FOR DAMAGE TO ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT ANY TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL MISCONDUCT OF CITY OR BREACH OF CITY’S OBLIGATIONS HEREUNDER. SPAN AGREES TO INDEMNIFY AND SAVE HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS, REASONABLE ATTORNEYS’ FEES AND COSTS OF INVESTIGATION) AND ACTIONS OF ANY KIND BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY SPAN’S NEGLIGENT PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY NEGLIGENT ACT OR OMISSION ON THE PART OF SPAN, ITS OFFICERS, DIRECTORS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONSULTANTS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO NEGLIGENCE OF CITY, IN WHOLE OR IN PART, IN WHICH CASE SPAN SHALL INDEMNIFY CITY ONLY TO THE EXTENT OR PROPORTION OF NEGLIGENCE ATTRIBUTED TO SPAN AS DETERMINED BY A COURT OR OTHER FORUM OF Page 7 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) COMPETENT JURISDICTION). SPAN’S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY SPAN UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE TERMINATION OF THIS AGREEMENT. 6.12. Counterparts. This Agreement may be executed by the Parties hereto in separate counterparts, each of which when so executed and delivered shall be an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may consist of any number of copies hereof each signed by less than all, but together signed by all of the Parties hereto. 6.13. Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof for all purposes. 6.14. Survival of Covenants. Any of the representations, warranties, covenants, and obligations of the Parties, as well as any rights and benefits of the Parties, pertaining to a period of time following the termination of this Agreement shall survive termination. [Signature Page to Follow] Page 8 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) EXECUTED this _______ day of _____________________, 2018. CITY OF COPPELL, TEXAS By: Mike Land, City Manager ATTEST: By: Christel Pettinos, City Secretary APPROVED AS TO FORM: ___________________________ Robert E. Hager, City Attorney EXECUTED this _______ day of _____________________, 2018. SPAN, INC. dba SPAN, INC. By: Name: Title: EXHIBIT A: SERVICE AREA Span will provide service to destinations in Coppell throughout City limits and to the following limited destinations outside of Coppell: City residents may be transported as far south as Las Colinas Medical Center, westward to Grapevine Mills Mall, bounded by I-35 on the eastern corridor and as far north as Vista Ridge Mall in Lewisville. Please see the attached highlighted Service Area Map for reference. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4181 File ID: Type: Status: 2018-4181 Agenda Item Agenda Ready 1Version: Reference: In Control: City Secretary 09/17/2018File Created: Final Action: Judges contractsFile Name: Title: Consider appointment of Terry Landwehr as Presiding Municipal Judge, and Kim Nesbitt and Candace Carlsen as Alternate Municipal Judges of the Coppell Municipal Court #1, effective October 1, 2018, for terms of two (2) years; in accordance with Section 4.06(b) of the Home Rule Charter; and authorizing the City Manager to sign any necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: L. Sponsors: Enactment Date: Memo Judges.pdf, Landwehr, Terry FY 18-19.pdf, Nesbitt, Kim FY 18-19.pdf, Carlsen, Candace FY 18-19.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4181 Title Consider appointment of Terry Landwehr as Presiding Municipal Judge, and Kim Nesbitt and Candace Carlsen as Alternate Municipal Judges of the Coppell Municipal Court #1, effective October 1, 2018, for terms of two (2) years; in accordance with Section 4.06(b) of the Home Rule Charter; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The funds for the judge’s contracts are budgeted in the Municipal Court salary line items. Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4181) Staff Recommendation: Approval recommended. Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Traci E. Leach, Deputy City Manager Date: Sept 25, 2018 Re: Contracts for Municipal Court Judges 2030: Sustainable City Government Introduction: The existing contracts for the Presiding Judge and Alternate Judges terminate on Sept 30, 2018. All three judges would like to be re-appointed for their current positions. The renewal contracts are essentially unchanged with the exception of three key changes, as outlined below. Analysis: The key changes to the contracts are as follows: • Section 3 for all judges- Extension of the term of the contracts to two-year terms, expiring September 30, 2020. • Section 4 for all judges- Addition of legislative Session training hours and adjustment to the hourly rate from $122 per hour to $125 per hour, which is consistent with the increases for full- time employees. • Section 4 Presiding Judge only: The Presiding Judge previously opted to be paid a flat rate each pay period. For the upcoming contract, the Presiding Judge will be paid hourly, which is consistent with the Alternate Judges. Legal Review: N/A Fiscal Impact: As budgeted in the FY 2019 budget Recommendation: Staff recommends approval of the contracts for the Presiding Judge and the Alternate Judges. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4175 File ID: Type: Status: 2018-4175 Agenda Item Agenda Ready 1Version: Reference: In Control: Information Systems 09/14/2018File Created: Final Action: Dell San QuoteFile Name: Title: Consider approval to purchase data center hardware from Dell Marketing from the DIR contract # DIR TSO-3763 in the amount of $216,386.62; as budgeted; and authorizing the City Manager to execute all necessary documents. Notes: Agenda Date: 09/25/2018 Agenda Number: M. Sponsors: Enactment Date: Dell SAN memo.pdf, Dell SAN Quote.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4175 Title Consider approval to purchase data center hardware from Dell Marketing from the DIR contract # DIR TSO-3763 in the amount of $216,386.62; as budgeted; and authorizing the City Manager to execute all necessary documents. Summary Fiscal Impact: Funds have been budgeted in the Information Systems, Computer Equipment account for this purchase. (01-11-01-5000) Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4175) Staff Recommendation: Approval Recommended Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 1 MEMORANDUM To: Mayor and City Council From: Jerod Anderson, Director of Enterprise Solutions Date: September 13, 2018 Reference: Consider approval to purchase data center hardware from Dell Marketing from the DIR contract # DIR TSO-3763 in the amount of $216,386.62 as budgeted and authorizing the City Manager to execute all necessary documents. 2030: Sustainable City Government Introduction: As part of our ongoing effort to maintain proper hardware infrastructure to support city services, we have identified the need to upgrade our existing storage capacity. This purchase will upgrade two of our three storage arrays. Analysis: In 2013, the City purchased two Dell EqualLogic storage arrays to support our virtual server infrastructure. At that time, the city had approximately eighty (80) virtual servers. Today our virtual server count is approximately two hundred (200) and will continue to grow. This purchase will consist of two Compellent SANs and two Compellent Disk enclosures. The high-level specifications of this equipment are listed below. (2) Compellent SC3020 Arrays Each with: (15) 3.84TB SSD(s) for a total of 55.6TB of RAW SSD space. (2) Compellent SC320 Disk Enclosures Each with: (9) 1.8TB 10k Drives for a total of 16.2TB of RAW SSD space. (4) 3.84TB SSD(s) for a total of 16.2TB of RAW SSD space. This will give us 176TB of additional raw storage. Once the new equipment is in place we will be able to reallocate the existing Dell EqualLogic’s SANs. 2 Legal Review: Agenda item was reviewed by Attorney, Ms. Alexis Allen on 9/13/2018 Fiscal Impact: The purchase is $216,386.62 Recommendation: The Enterprise Solutions Department recommends approval. Sales rep: James Cotton | 3000028506866.2 Page 1 © 2014 Dell Inc. U.S. only. Dell Inc. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682. A quote for your consideration! Total: $ 216,386.62Based on your business needs, we put the following quote together to help with your purchase decision. Please review your quote details below, then contact your sales rep when you're ready to place your order. Quote number: 3000028506866.2 Quote date: Sep. 12, 2018 Quote expiration: Oct. 12, 2018 Solution ID: 10019610 Company name: TX-L CITY OF COPPELL Customer number: 111069359 Phone: (197) 230-4364 Sales rep information: James Cotton James_Cotton@Dell.com (800) 456-3355 Billing Information: TX-L CITY OF COPPELL ACCOUNTS PAYABLE DEPT P O BOX 9478 COPPELL TX 75019-9478 US (197) 230-4364 Pricing Summary Item Qty Unit Price Subtotal Dell EMC SCv320 - [AMER_SC320_12371]2 $28,532.07 $57,064.14 Dell EMC SCv3020 - [AMER_SCv3020_12391]2 $79,661.24 $159,322.48 Subtotal: Shipping: Environmental Fees: Non-Taxable Amount: Taxable Amount: Estimated Tax: Total: $216,386.62 $0.00 $0.00 $216,386.62 $0.00 $0.00 $216,386.62 Special lease pricing may be available for qualified customers. Please contact your DFS Sales Representative for details. Sales rep: James Cotton | 3000028506866.2 Page 2 © 2014 Dell Inc. U.S. only. Dell Inc. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682. Dear Customer, Your Quote is detailed below;please review the quote for product and information accuracy.If you find errors or desire certain changes please contact me as soon as possible. Regards, James Cotton Order this quote easily online through your Premier page, or if you do not have Premier, using Quote to Order Group 1 - Group 1 Shipping Contact: Receiving Dept Shipping phone: (972) 304-7051 Shipping via: Standard Delivery Shipping Address: ACCOUNTS PAYABLE DEPT P O BOX 9478 COPPELL TX 75019-9478 US SKU Description Qty Unit Price Subtotal Dell EMC SCv320 - [AMER_SC320_12371] Estimated delivery date: Sep. 28, 2018 Contract No: 75AHH Customer Agreement No: DIR-TSO-3763 2 $28,532.07 $57,064.14 210-ALXN Dell EMC SCv320 Enclosure 2 -- 325-BCMT Dell EMC SCv320 Bezel 2 -- 403-BBKM Enclosure Mangement Module, Dual 2 -- 770-BBJE Rack rail, 2Us, Static 2 -- 450-AEBJ Power supply, AC 600W, Redundant 2 -- 340-BSDX Dell EMC SCv320 Shipping, DAO 2 -- 813-7694 ProSupport Plus Mission Critical: 4-Hour 7X24 On-Site Service with Emergency Dispatch, 3 Years 2 -- 813-7702 ProSupport Plus Mission Critical: 7X24 HW/SW Technical Support and Assistance, 3 Years 2 -- 813-7711 Dell Hardware Limited Warranty 2 -- 951-2015 Thank you for choosing Dell ProSupport Plus. For tech support, visit //www.dell.com/contactdell 2 -- 812-4011 ProDeploy Plus Training Credits 200 Redeem at www.LearnDell.com Expires 1Yr from Order Date 2 -- Sales rep: James Cotton | 3000028506866.2 Page 3 © 2014 Dell Inc. U.S. only. Dell Inc. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682. 814-0234 ProDeploy Plus Dell Storage SC Disk Series 300/320 2U Enclosure - Deployment 2 -- 814-0235 ProDeploy Plus Dell Storage SC Disk Series 300/320 2U Enclosure - Deployment Verification 2 -- 332-1286 US Order 2 -- 400-AVKT SC, 1.8TB, SAS, 12Gb, 10K, 2.5", HDD 18 -- 400-AQYZ SC, 3.84TB SAS, 12Gb 2.5" RI SSD 8 -- 400-AEPR Hard Drive Filler 2.5in, single blank 22 -- 492-BBEC Power Cord, C13 to C14, PDU-Style, 12 Amps, .6 meter, Qty 1 4 -- 470-ABDN 12Gb HD-Mini to HD-Mini SAS cable, 0.5m 4 -- SKU Description Qty Unit Price Subtotal Dell EMC SCv3020 - [AMER_SCv3020_12391] Estimated delivery date: Sep. 27, 2018 Contract No: 75AHH Customer Agreement No: DIR-TSO-3763 2 $79,661.24 $159,322.48 210-ALVZ SCv3020 3Ux30 Drive Storage Array 2 -- 449-BBLE SCv30X0 Dual Controller Components 2 -- 403-BBPE SC, RJ45, 4-port, Mezz Card 2 -- 403-BBPE SC, RJ45, 4-port, Mezz Card 2 -- 406-BBLZ IO, 10Gb iSCSI, 4 port, PCI-E, SFP+ w/o Optics, Full Height 2 -- 406-BBLZ IO, 10Gb iSCSI, 4 port, PCI-E, SFP+ w/o Optics, Full Height 2 -- 340-BSDI SHIP,SCV3020,DAO 2 -- 389-BJUC Dell SC Storage Reg Label 2 -- 634-BJUI Storage Center Core Software Bundle, Base License 2 -- 634-BKCL SSN License 2 -- 634-BKCO Total Feature Bundle, Software License (Includes: All Optional Licenses in Module 1661) 2 -- 450-AGJN Redundant Power Supply, 1378W, C20 2 -- 770-BBUJ Rack rail, 2Us, Static 2 -- 350-BBKJ SC Bezel 2 -- Sales rep: James Cotton | 3000028506866.2 Page 4 © 2014 Dell Inc. U.S. only. Dell Inc. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682. 814-3780 Dell Hardware Limited Warranty 2 -- 814-3820 ProSupport Plus Mission Critical: 4-Hour 7x24 Onsite Service with Emergency Dispatch,3 Years 2 -- 814-3821 ProSupport Plus Mission Critical: 7x24 HW/SW Technical Support and Assistance,3 Years 2 -- 951-2015 Thank you for choosing Dell ProSupport Plus. For tech support, visit //www.dell.com/contactdell 2 -- 805-2828 ProDeploy Plus Dell Storage SC Series vXXXX SAN up to 8 hosts - Deployment 2 -- 805-2831 ProDeploy Plus Dell Storage SC Series vXXXX SAN - Deployment Verification 2 -- 812-4027 ProDeploy Plus Training Credits 900 Redeem at www.LearnDell.com Expires 1Yr from Order Date 2 -- 815-3906 ProSupport for Software: 7X24 Total Feature Bundle, 3 Years 2 -- 332-1286 US Order 2 -- 470-AAGL Dell Networking, Cable, SFP+ to SFP+, 10GbE, Copper Twinax Direct Attach Cable, 0.5 Meter 8 -- 470-AAGN Dell Networking, Cable, SFP+ to SFP+, 10GbE, Copper Twinax Direct Attach Cable, 1 Meter 8 -- 400-AQYZ SC, 3.84TB SAS, 12Gb 2.5" RI SSD 30 -- 400-AEPR Hard Drive Filler 2.5in, single blank 30 -- 450-AFEF Power Cord, 250V, 16A, C19 to C20, 2 feet 4 -- Subtotal: Shipping: Environmental Fees: Estimated Tax: Total: $216,386.62 $0.00 $0.00 $0.00 $216,386.62 Sales rep: James Cotton | 3000028506866.2 Page 5 © 2014 Dell Inc. U.S. only. Dell Inc. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682. Unless you have a separate written agreement that specifically applies to this order,your order is subject to Dell's Terms of Sale (for consumers the terms include a binding arbitration provision).Please see the legal disclaimers below for further information. Important Notes Terms of Sale Unless you have a separate written agreement that specifically applies to this order,your order will be subject to and governed by the following agreements,each of which are incorporated herein by reference and available in hardcopy from Dell at your request:Dell's Terms of Sale (www.dell.com/learn/us/en/uscorp1/terms-of-sale),which include a binding consumer arbitration provision and incorporate Dell's U.S.Return Policy (www.dell.com/returnpolicy)and Warranty (for Consumer warranties ;for Commercial warranties). If this purchase includes services:in addition to the foregoing applicable terms,the terms of your service contract will apply (Consumer;Commercial).If this purchase includes software:in addition to the foregoing applicable terms,your use of the software is subject to the license terms accompanying the software,and in the absence of such terms,then use of the Dell-branded application software is subject to the Dell End User License Agreement -Type A (www.dell.com/AEULA) and use of the Dell-branded system software is subject to the Dell End User License Agreement -Type S ( www.dell.com/SEULA). If your purchase is for Mozy,in addition to the foregoing applicable terms,your use of the Mozy service is subject to the terms and conditions located at https://mozy.com/about/legal/terms. If your purchase is for Boomi services or support,your use of the Boomi Services (and related professional service)is subject to the terms and conditions located at https://boomi.com/msa. If this purchase is for (a)a storage product identified in the DELL EMC Satisfaction Guarantee Terms and Conditions located at http://www.emc.com/collateral/sales/dellemc-satisfaction-guarantee-terms-and-conditions_ex-gc.pdf ("Satisfaction Guarantee")and (ii)three (3)years of a ProSupport Service for such storage product,in addition to the foregoing applicable terms,such storage product is subject to the Satisfaction Guarantee. You acknowledge having read and agree to be bound by the foregoing applicable terms in their entirety.Any terms and conditions set forth in your purchase order or any other correspondence that are in addition to,inconsistent or in conflict with,the foregoing applicable online terms will be of no force or effect unless specifically agreed to in a writing signed by Dell that expressly references such terms. Pricing, Taxes, and Additional Information All product,pricing,and other information is valid for U.S.customers and U.S.addresses only,and is based on the latest information available and may be subject to change.Dell reserves the right to cancel quotes and orders arising from pricing or other errors.Please indicate any tax-exempt status on your PO,and fax your exemption certificate,including your Customer Number,to the Dell Tax Department at 800-433-9023.Please ensure that your tax-exemption certificate reflects the correct Dell entity name:Dell Marketing L.P. Note:All tax quoted above is an estimate;final taxes will be listed on the invoice. If you have any questions regarding tax please send an e-mail to Tax_Department@dell.com. For certain products shipped to end-users in California,a State Environmental Fee will be applied to your invoice.Dell encourages customers to dispose of electronic equipment properly. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4180 File ID: Type: Status: 2018-4180 Agenda Item Agenda Ready 1Version: Reference: In Control: City Secretary 09/17/2018File Created: Final Action: FY 18-19 Work PlanFile Name: Title: Consider approval of adopting the FY 2018-2019 Council Goals and Staff Work Plan. Notes: Agenda Date: 09/25/2018 Agenda Number: 10. Sponsors: Enactment Date: Memo.pdf, FY18-19 Council Goals and Objectives.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4180 Title Consider approval of adopting the FY 2018-2019 Council Goals and Staff Work Plan. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: Approval recommended. Goal Icon: Sustainable City Government Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4180) Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 MEMORANDUM To: Mayor and City Council From: Mike Land, City Manager Date: September 25, 2018 Reference: Consider Approval of Adopting the FY 2018-2019 Council Goals and Staff Work Plan 2030: All strategies Introduction: Attached you will find the FY 2018-2019 Council Goals and Staff Work Plan. The plan was developed in response to the work and direction done by the Coppell City Council during the January 2018 Council Retreat. The results of the Council’s work were incorporated into the development of the 2018-2019 Budget and provides the direction for staff’s activities in accomplishing the Council’s stated Goals for the coming fiscal year. Analysis: The document is formatted as it has been in the past. The first column identifies the 2030 Strategy. The second column identifies the 2030 Goals as adopted by the Council during the January retreat and in support of the specific strategy. The third column identifies the objectives in support of the Council adopted goals and strategies. Recall that work on these items will technically begin after October 1, 2018 with the start of the new fiscal year. Some items may carry over from the previous work plan as these are ongoing projects such as the construction of Freeport and the Arts Center. Recommendation: The City Manager recommends approval. 2018/19 Council Goals Objectives 09.07.18 2030 Strategy Goal Objective Work Plan Element Responsibility Projected Date Status Implement neighborhood outreach program Mindi Ongoing Begin a 'Coppell Outlook' program for businesses Mindi June 19 Police adopt an apartment complex to address problems, build community, and be liaison to other City services Mac Dec 18 Continue to develop and promote the Community Partnership initiative Vicki Sept 19 Develop and implement a fund development program for the Coppell Arts Center CMO Apr 19 Host Allies in Community (Cohort)CMO Oct 18 Market City events to businesses for sponsorship Mindi/Brad Ongoing Develop a business appreciation program Mindi Sept 19 Host two job fairs Mindi May 19 Launch consolidated Volunteer Portal/Program CMO Dec 18 Police to host Asian Town Hall meeting and engagement sessions Mac March 19 Special Place to Live Prepare update to access management standards for adoption in Subdivision Ordinance Kent June 19 Start design on an intersection improvement project identified from Transportation Strategic Plan for Bethel School/Denton Tap Kent Aug 19 Start design on an intersection improvement project identified from Transportation Strategic Plan for Parkway/Denton Tap Kent Aug 19 Continue street, alley, and sidewalk program Kent Ongoing Use 1/4 cent sales tax to complete Airline Design Kent March 19 Continue researching innovative ways to prolong life of infrastructure, ie, asphalt overlay, white topping, etc.Kent Ongoing Prioritize sidewalk infill program Kent Ongoing Continue implementing ADA improvements Kent Ongoing Begin construction of Parkway Boulevard, Heartz to Moore Road Kent March 19 Start design of permanent improvements to LBJ/Belt Line intersection to reduce crashes and improve traffic flow Kent Aug 19 Community Wellness and Enrichment As part of Cottonbelt Line, explore funding of Cottonbelt Trail Brad Sept 19 Finalize design of MacArthur Boulevard Trail Brad Jul 19 Determine scope for Moore Road Park boardwalk design Brad Aug 19 Increase Safety for Automobiles, Bikes, and Pedestrians Complete and Maintain Multi-Use Trail System that Links City Parks and Other Communities' Trails, Such as Soft Surfaces Multi-Use Trail System Connecting the City Businesses Support & Sponsor City Programs Residents Actively Involved and Take Responsibility for Neighborhoods Quality Mobility Within Coppell Promote a Sense of Ownership Among Residents & BusinessesEffective Community Partnerships Provide Efficient Local Traffic Flow Provide Well-Maintained Streets and Sidewalks Page 1 of 3 2018/19 Council Goals Objectives 09.07.18 2030 Strategy Goal Objective Work Plan Element Responsibility Projected Date Status Businesses Support & Sponsor City Programs Residents Actively Involved and Take Responsibility for Neighborhoods Complete design for Rolling Oaks Memorial Center Phase II Brad Jun 19 Research and spec a mobile outreach vehicle to be used by Library, Community Development, Parks and other departments for community engagement Vicki / Brad / Mindi Sept 19 Complete design of Fire Station #4 Kevin May 19 Secure property for Fire Station #1 & Fire Station #4 Kevin March 19 Complete design specification for fire truck #4 Kevin March 19 Continue wildlife seminars quarterly to remind citizens of being aware; film the sessions and post on City website Mac Feb 19 Continue implementation of Asset Management Program for all City facilities in R/W with plan to maintain and improve as needed Kent Ongoing Complete Drainage Utility District study and begin implementation to fund infrastructure maintenance Kent March 19 Investigate alternative funding for infrastructure maintenance Kent Ongoing Continue crack sealing, mud jacking, guard rail maintenance, and bridge rail maintenance programs Kent Ongoing Establish baseline performance measures and implement a pilot program CMO Oct 18 Organizational Change Management /Project Management Office - Begin meaningful integration into City projects Traci/Christel/Kyra Ongoing Complete Automated Meter Replacement Program Jennifer Sept 19 Initiate Smart Cities Initiative CMO Jan 19 Complete Utility Billing Strategic Plan Jennifer Sept 19 Phase I PIER Go-Live Jennifer April 19 Begin Phase II PIER implementation Vivyon Feb 19 Produce quarterly report for Library Vicki Jan 19 Complete conversion to "Amazon Business"Jennifer April 19 Perform the annual audit with presentation of the CAFR Jennifer Feb 19 Present the Annual Budget and Update the Budget in Brief Jennifer Sept 19 Maintain and Fund Preventative Maintenance Plans for City Infrastructure and Facilities Maintain High Level of Customer Satisfaction with City Services Excellent and Well- Maintained City Infrastructure and Facilities Sustainable City Government Excellent City Services with High Level of Customer Satisfaction Stay Abreast of Legislation and New Opportunities that Impact Economic Development Provide City Services and Facilities that are Valued by Residents and Consistent with the City's Mission May 19Monitor Legislative Session for any adverse actions impacting cities All Page 2 of 3 2018/19 Council Goals Objectives 09.07.18 2030 Strategy Goal Objective Work Plan Element Responsibility Projected Date Status Businesses Support & Sponsor City Programs Residents Actively Involved and Take Responsibility for Neighborhoods Present the 5-Year Plan and Update the 5 Year Plan in Brief Jennifer June 19 Complete SEC filings Jennifer March 19 Produce a Parks and Rec Annual Report Brad May 19 Complete Citizen Service Survey Hannah Jan 19 Complete Arbitrage Compliance Monitoring Jennifer Jan 19 Issue Debt FY19-20 with review of outstanding debt for potential savings Jennifer June 19 Prepare for 1/4c Sales Tax for IMF Election Christel Aug 19 Sustainable City Government Page 3 of 3 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4189 File ID: Type: Status: 2018-4189 Agenda Item Agenda Ready 1Version: Reference: In Control: City Secretary 09/18/2018File Created: Final Action: DCTA Board of DirectorsFile Name: Title: Consider approval of designating a representative to serve on the Denton County Transportation Authority (DCTA) Board of Directors; and authorizing the Mayor to sign. Notes: Agenda Date: 09/25/2018 Agenda Number: 11. Sponsors: Enactment Date: DCTA Board of Directors.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 09/25/2018City Council Text of Legislative File 2018-4189 Title Consider approval of designating a representative to serve on the Denton County Transportation Authority (DCTA) Board of Directors; and authorizing the Mayor to sign. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4189) Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018 September 1, 2018 Honorable Karen Hunt PO Box 9478 Coppell, Texas 75019 MARY HORN Denton County Judge Re: Designation o(Representative to Serve on the Board o(Directors ofthe DCTA Dear Mayor Hunt, In 2001, the Texas Legislature authorized the creation of the Denton County Transportation Authority (DCT A). Denton County Commissioners Court approved a resolution creating the DCT A, with the citizens of Denton County confirming the OCTA in November 2002. Since its creation, the Authority has been and remains an active member of our public community. As a Coordinated County Transportation Authority, all citizens of Denton County are represented on the Board of Directors. Pursuant to §460.054(b)(3) TEX. TRANSPORTATION CODE, municipalities with a population of more than 500, but less than 17,000, located in the County, have three board representatives. The current terms of these directors will expire on November 30, 2018. The nomination and election of small city representatives is a two-step process. First, cities shall nominate one person to the Board of Directors for the general geographic area; to be eligible for nomination for election and appointment to the Board of Directors for the DCT A, a person must have professional experience in the field of transportation, business, government, engineering or law. The nomination form must be received by the Denton County Commissioners Court on or before October 1, 2018, for each properly nominated individual to be placed on the ballot. Second, cities cast one vote for an individual on the ballot. The three individuals receiving the highest plurality vote, as a result of the ballots cast, will be designated to serve on the Board of Directors of the DCT A. The responsibility of the Board of Directors is critical to the future of transportation options in Denton County. I encourage you to separately or in conjunction with other qualified cities nominate an individual who can articulate the needs and requirements of your city and area. Should you have any questions about the nomination and election process to the DCT A, please feel free to contact me. Sincerely, ~y~ Mary Hom Denton County Judge Courthouse-on-the-Square• 110 West Hickory• Denton, Texas 76201 (940) 349-2820 •Fax (940) 349-2821 • www.dentoncounty.com Denton County Transportation Authority Nomination Form City: ___________ _ Population: Commissioner Precinct: Mayor: City Manager/ Administrator: Designee Name: Title: Home Address: Zip Code: Home Phone: Home Fax: ------ Home E-Mail: Profession/Type of Work: Office Address: ----------------~ Zip Code: ___ _ Office Phone: Office Fax: Office E-Mail: ----------~ Special experience, knowledge or skills you will bring to this position: Signature: Return to: Denton County Commissioners Court Courthouse-on-the-Square 110 West Hickory, Suite 219 Denton, Texas 76201 Attach Resume/Bio Date: MUST BE RETURNED ON OR BEFORE OCTOBER 1, 2018 *Pursuant to §460.054(c) Tex. Transportation Code, please nominate one person to have their name placed on a ballot to select three representatives to the Interim Executive Committee, Denton County Transportation Authority. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4144 File ID: Type: Status: 2018-4144 Agenda Item Mayor and Council Reports 1Version: Reference: In Control: City Secretary 09/04/2018File Created: 09/11/2018Final Action: Mayor and Council ReportsFile Name: Title: A.Report by Mayor Hunt regarding upcoming events. B.Report by Councilmember Roden regarding the Trinity Common Vision Steering Committee Meeting. Notes: Agenda Date: 09/11/2018 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 09/11/2018City Council Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4144) Mayor Hunt made the following announcements: Vision 2040: We Want Your Input! We appreciate all of the contributions made by Coppell residents in the beginning stages of the Vision 2040 initiative. If you haven’t had a chance to participate yet, there’s still plenty of time! We encourage you to take the community survey to help us understand your perspective about key trends shaping the future of Coppell. Your responses to this survey will be combined with the input of your fellow community members to form the basis of this data-driven and future-orientated initiative. Additionally, Coppell residents are invited to attend and participate in one of the upcoming community engagement sessions. The remaining September dates are: Wednesday, September 12 | 10 am – 11:30 am Coppell Senior and Community Center | 345 W. Bethel Rd. Saturday, September 15 | 10 – 11:30 am or Noon – 1:30 pm Life Safety Park | 820 S. Coppell Rd. Additional engagement sessions will be held on October 1-5, and additional details are forthcoming. Everyone is welcome, and RSVPs are appreciated. Visit the Vision 2040 portal to RSVP. Finally, the Fall Music Series will be held on September 15 from 7-9 pm. Slip on your dancin’ shoes for live music in Old Town Coppell! The Bodarks are a hootenanny string band that will get your toes tapping and your hands clapping. Bring your blanket or chairs and grab a bite to eat from an Old Town restaurant or gourmet food truck. Complimentary popcorn will be available courtesy of Coppell Parks and Recreation. Buy a lemonade from Local Diner, or enjoy selections from these food trucks: Sandwiches Around the World, Jack's Chowhound, Mandico, or Tikiz Shaved Ice. Photo Bus will also be on the Square so you can snap a fun memento to take home! Action Text: 1 09/25/2018City Council Text of Legislative File 2018-4144 Title A.Report by Mayor Hunt regarding upcoming events. B.Report by Councilmember Roden regarding the Trinity Common Vision Steering Committee Meeting. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Page 2City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4144) Special Place to Live Page 3City of Coppell, Texas Printed on 9/21/2018 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2018-4191 File ID: Type: Status: 2018-4191 Agenda Item Council Committee Reports 1Version: Reference: In Control: City Secretary 09/20/2018File Created: Final Action: Council CommitteeFile Name: Title: A. North Texas Commission - Councilmember Yingling B. Historical Society - Mayor Pro Tem Long Notes: Agenda Date: 09/25/2018 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 09/25/2018City Council Text of Legislative File 2018-4191 Title A. North Texas Commission - Councilmember Yingling B. Historical Society - Mayor Pro Tem Long Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Page 1City of Coppell, Texas Printed on 9/21/2018 Master Continued (2018-4191) Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 9/21/2018