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MEMORANDUM
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Date: January 22, 2019
Reference: Presentation and discussion related to an update on implementation of bike lanes on
Moore Road, Riverchase Drive and Fairway Drive.
2030: Sustainable City Government Strategy: Excellent and Well-Maintained City Infrastructure
and Facilities.
General Information:
The 2010 Community Wide Trail Implementation Plan and the 2015 Bicycle and Pedestrian
Master Plan recommend on-street bike lanes for Moore Road and Riverchase Drive.
March 27, 2018 City Council awarded a professional services contract with Kimley Horn to
design signage and pavement markings depicting on-street bicycle lanes for Moore Road,
Heartz Road, Fairway Drive and Riverchase Drive.
November 14, 2018 Public Input Meeting held to review conceptual on-street bicycle lanes
for Moore Road, Heartz Road, Fairway Drive and Riverchase Drive.
January 7, 2019 Park Board updated on the November 14, 2018 Public Input Meeting.
Introduction:
March 27, 2018 City Council awarded a professional services contract with Kimley Horn to design
signage and pavement markings depicting on-street bicycle lanes for Moore Road, Heartz Road,
Fairway Drive and Riverchase Drive. The project consists of the design of on-street bicycle lanes
with supporting directional signage consistent with the bikeway recommendations of the Bicycle and
Pedestrian Master Plan. Each roadway is anticipated to include the following tasks:
Task 1: Data Collection, Base Map Development, and Field Observation
Task 2: Cross Section Development and Conceptual Layout
Task 3: Meetings
Task 4: Design Services
Task 5: Bidding and Construction Phase Services
1
The project is currently at Task 3: Meetings, which includes a Public Input meeting, Park Board
update and City Council Work Session discussion.
Analysis:
Included in this design process is a public input/awareness period that will allow for voices to be
heard and necessary adjustments made to the plan. On November 14, 2018 a Public Input Meeting
was held to review conceptual on-street bicycle lanes for Moore Road, Heartz Road, Fairway Drive
and Riverchase Drive. The work session discussion tonight will be a summary review of the Public
Input meeting and comments received.
Legal Review:
Agenda item does not require legal review.
Fiscal Impact:
No fiscal impact will result from this item.
Recommendation:
No council action is required on this item at this time.
2
MEMORANDUM
To:Mayor and City Council
From:Christel Pettinos,City Secretary
Date:January 22, 2019
Reference:Audio/Visual Recording Analysis for Work Sessions
Introduction:
th
At the July 24Work Session, staff presented an option for audio/visual streaming and recording of
Work Sessions. The option presented originally was a portable solution for the multiplemeeting
spaces. As a result ofthat presentation, City Council asked staff to obtaina quote regarding a mounted
stnd
solution in the 1and 2Floor Conference Rooms.
Analysis:
Portable solution: AV Capture’s recording and streaming solutionis software-based and can be
installed on any Windows 7+ desktop. An ambient microphone is recommended, and a portable, light-
weight video camera can be purchased online. Subscribing to the Plus Package for $399/month allows
500 hours of public access to videos, 2,500 hours of archived videos and 500 unique IP addresses to
view Live Streaming. Installation, training, customer support and upgrades are all included and have
no hidden service charges or setup fees
Mounted solution: Whitlock provided the quote for the mounted solutionwhichwould include two,
st
HD cameras and wall mounts in the 1Floor Conference Room and two, HD cameras and wall
nd
mounts in the 2Floor Conference Room for a grand total of $20,373.80 after installation. An AV
Technician would be needed for recording and streaming at $125/hour for approximately four-hour
increments.
Both quotes are attached for consideration.
System Requirements
Audio/Video Recording PC
OS: Windows 10, 8.1 or 7 (32 or 64 bit)
CPU: i7 quad core
RAM: 8 GB
HDD: 1 TB min (7200 RPM SATA or SSD)
Graphics: Integrated Intel HD 4000 or better. Discrete: Comparable
Software: MS Word 2016, 2013, 2010 or 2007
Audio-Only Recording PC
OS: Windows 10, 8.1 or 7 (32 or 64 bit)
CPU: i5 quad core
RAM: 4 GB
HDD: 500 GB min (7200 RPM SATA or SSD)
Graphics: Integrated Intel HD 3500 or better. Discrete: Comparable
Software: MS Word 2016, 2013, 2010 or 2007
Legislative Solution
For Legislative & Executive Bodies
Subscription Package Includes:BasicPlusPremium
Software
Recording Application
Services
Public Access 100500Unlimited
Archive 5002,500Unlimited
LIVE Streaming 500Unlimited
Support
Installation & Training
Unlimited Customer Support
Upgrades & Updates
*
$199/mo$399/mo$599/mo
Subscription Package Price:
Contact Sales: 1-888-360-2822 / sales@avcaptureall.com
*
Plan limited to populations under 500,000. Contact Sales for larger population pricing.
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PROCLAMATION
WHEREAS, Sara Fulton and her family have been Coppell residents for over 26
years; and
WHEREAS, Mrs. Fulton, was hired by the City of Coppell in 1993 as an
Administrative Secretary with the Building Inspections Department and held various titles
until promoted to the Senior Administrative Secretary position with the Police Department
in 1995; and
WHEREAS, Sara played instrumental roles within her tenure, including that of
Administrative Support Manager for the Coppell Police Department for 24 years; and
WHEREAS, Ms. Sara provided a number of managerial, administrative, strategic
planning, resource management and fiscal functions that significantly contributed to the
organization; and
WHEREAS, Sara has been a mentor to many throughout her years of service and
has been an exemplary representative to both the Coppell Police Department and the
organization as a whole; and
WHEREAS, Sara has consistently lived the organization’s mission of “building
community through public service.”
NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, do
hereby proclaim January 31, 2019, as
“SARA FULTON APPRECIATION DAY”
IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to
nd
be affixed this 22 day of January 2019.
_____
ATTEST: Karen Selbo Hunt, Mayor
_______________
Christel Pettinos, City Secretary
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MEMORANDUM
To: Mayor and City Council
From: Kent Collins P.E., Director of Public Works
Date:January 22, 2019
Reference:Consider approval for the purchase of one replacement front end loader for the Public
Works Department in the amount of $174,412.50.
2030:Sustainable City Government: Excellent and Well-Maintained City Infrastructure
and Facilities
General Information:
Equipment to be replaced has reached the end of its service life
Funding is included in the FY 2018-19 for this purchase.
Contract pricing obtained through Buy Board cooperative purchasing program.
Buy Board Contract No. 515-16
Introduction:
To operate a clean, efficient and reliable fleet, Public Works sets an initial life expectancy on all
vehicles & equipment introduced into the fleet. During its service life, each vehicle & piece of
equipment is subject to close monitoring of availability, operating cost, accumulated miles/hours,
condition, obsolescence and the ability to perform required tasks. The vehicle being replaced has
reached the end of its useful service life and it has been determined that replacement is prudent.
Analysis:
The front-end loader is an essential piece of equipment used by the Public Works Department in the
maintenance and repair of the City’s Sanitary Storm Water, Sanitary Sewer, and Water Distribution
systems. It is required to be ready for service on a 24/7 basis. The new year-model front-end loader
will be placed into full time service upon delivery and the 2001 front end loader will be traded in on
the new equipment. The trade in value for the current 2001 front end loader is $44,403.86.
Legal Review:
Agenda item did not require legal review.
1
Fiscal Impact:
The fiscal impact of this Agenda item is $174,412.50, as budgeted.
Recommendation:
The Public Works Department recommends approval.
2
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MEMORANDUM
To: Mayor and City Council
From: Kent Collins, P.E., Director of Public Works
Date:January 22, 2019
Reference:Consider approving the acquisition of one new and three replacement vehicles. One
vehicle for Building Inspection, one vehicle for Parks and one vehicle for Police, in
the amount of $112,890.00 plus a single $400.00 BuyBoard fee for a grand total of
$113,290.00, from Caldwell Chevrolet utilizing BuyBoard contract no. 521-16, and
one additional vehicle for Police in the amount of $44,120.00 from Sam Pack’s 5-Star
Ford utilizing an inter-local agreement with Tarrant County under contract no. 2019-
014, as budgeted, and authorizing the City Manager to sign any necessary documents.
2030:Sustainable City Government: Excellent and Well-Maintained City Infrastructure
and Facilities
General Information:
Replacing 9 and 10-Year old vehicles in Bldg Insp, Parks & Police.
Adding one new Tahoe in Police / Crime Prevention
Funding is included in the FY 2018-19 budget for these purchases.
Contract pricing through Buyboard cooperative purchasing program (no. 521-16)
Contract pricing through Tarrant County Co-Op (no. 2019-014)
Introduction:
In an effort to operate a clean, efficient and reliable fleet, Fleet Services sets an initial life expectancy
on all vehicles & equipment introduced into the fleet. During its service life each vehicle & piece of
equipment is subject to close monitoring of unit availability, operating cost, accumulated miles/hours,
condition, obsolescence and the ability to perform required tasks. Replacements are based on the
results of those observations.
Analysis:
The vehicles being replaced have reached or exceeded their life expectancy. In order to allow staff to
be as efficient as possible in their daily routines it has been determined that replacement of these
vehicles is prudent. To reduce downtime, maximize efficiency & productivity and provide a solid
1
platform from which to operate, the replacement vehicles have been carefully selected with Fleet
Services and the using department working closely together. The attached quotes from Caldwell
Chevrolet each reflect a $400 BuyBoard fee, but the city will only pay one fee for the three vehicles
purchased together. The value of the purchase from Caldwell Chevrolet is $113,290 and the value of
the purchase from Sam Pack’s 5-Star Ford is $44,120.
Consequences of not approving this purchase include decreased equipment availability, increased
operating costs and reduced service levels to the community.
Legal Review:
This agenda item did not require legal review.
Fiscal Impact:
The fiscal impact of this Agenda item is $157,410.00, as budgeted.
Recommendation:
The Public Works Department recommends approval of this item.
2
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MEMORANDUM
To: Mayor and City Council
From: Kent Collins, P.E., Director of Public Works
Date:January 22, 2019
Reference:Contract Award for Electrical Services
2030:Sustainable City Government Strategy, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General:
A Request for Proposals was utilized with weighted evaluation criteria.
Nine (9) proposals were received
The lowest responsive, responsible bidder was Nema 3 Electric, Inc.
The agreement term is effective February 1, 2019 – January 31, 2020
The contract includes service to 25 municipal buildings including the provision of parts and
materials.
Introduction:
This agenda item is being presented to consider approval of awarding RFP #163 Citywide Electrical
Services to Nema 3 Electric, Inc. for a one-year period beginning February 1, 2019,
with options to renew an additional four (4), one-year terms, as budgeted; and authorizing the City
Manager to sign any necessary documents.
Analysis:
On November 13, 2018, the City of Coppell Facilities Division received proposals from Texas
Department of Licensing and Regulation (TDLR) approved and licensed electrical contractors to
provide citywide electrical maintenance and repair services, including the provision of parts and
materials. Because this contract is for citywide service, the proposals were evaluated by a committee
that included representatives from Purchasing, Fire, Police, Parks and Public Works.
Facilities worked with Purchasing to solicit the proposal. The evaluation criteria were discussed
during the pre-bid meeting on November 6, 2018 and included:
Respondent qualifications and experience – 40 percent
1
Bid response – 10 percent
Pricing – 40 percent
References – 10 percent
It was conveyed clearly to the bidders that the price considered was not ‘Low Bid’, but rather most
responsible price based on the scope and level of service delivery desired. Requests for Proposals
allows the Owner and vendor to negotiate and yields a Best and Final Offer (BAFO).
Nine proposals were received, with prices ranging from $45.00 (current price) to $110.00 per hour
for a master electrician. Proposers also gave a percentage (%) markup from cost structure for parts
and materials. Nema 3 Electric, Inc. is the city’s current electrical service vendor. The current
contract expires January 31, 2019. The average annual expenditure for contract electrical services
over the past five years was $662,523 and for FY 2017-18 it was $676,739.
It is Facilities and the evaluation committee’s opinion that Nema 3 Electric, Inc. is the most
responsive, responsible vendor. They are familiar with the facilities and have worked on numerous
large-scale projects for the City, such as the redevelopment of Andy Brown East and West; the grand
opening Fourth of July event in 2017; the 2018, Fourth of July event, as well as Kaleidoscope, 2017,
just to name a few.
Legal Review:
The City’s standard form contract is being utilized and is reviewed periodically by the City Attorney.
Fiscal Impact:
Fiscal impact of this Agenda item is estimated to be $150,000.00, as budgeted in the Facilities,
General Fund, Building Maintenance account.
Recommendation:
The Public Works Department recommends approval to award RFP # 163 Citywide Electrical
Services to Nema 3 Electric, Inc. for a one-year term beginning February 1, 2019, with options to
renew the contract for four (4), one-year terms.
2
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MEMORANDUM
To:
From:
Date:
Reference:
2030:
Introduction:
Analysis:
Costs of the Project:
Annual AMI Maintenance 25,000
Annual Meter Software Hosting 31,874
Annual Customer Portal 14,984
Legal Review:
Fiscal Impact:
Recommendation:
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MEMORANDUM
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Date: January 22, 2019
Reference: Consider approval of an amendment to the professional services agreement with MKEC
Engineering, Inc., for additional services which will include construction support services, platting
services and additional topographic survey for the Rolling Oaks Memorial Center Expansion
Project, in the amount of $123,100.00, as provided for in the bond proceeds; and authorizing the
City manager to sign all necessary documents.
2030: Sustainable City Government Strategy: Excellent and Well-Maintained City Infrastructure
and Facilities.
Introduction:
At the October 23, 2018 City Council meeting a professional services agreement with MKEC
Engineering, Inc. was awarded in the amount of $591,580.00, to develop plans and specifications
for the Rolling Oaks Memorial Center Expansion Project. The design and development stage of the
project will take approximately nine months to complete. The next two steps in the process looking
ahead to the construction phase of the project will be an amendment to the agreement with MKEC
to add construction support services, as well as the award of a Construction Manager at Risk
contract. The requested additional funds with the new total contract amount will be as follows:
TASK DESCRIPTION BASE AMENDED TOTAL
CONTRACT AMOUNT CONTRACT
01 Geotech $ 27,295 $0 $ 27,295
02 Environmental Site Assessment $ 2,000 $ 0 $ 2,000
03 Water Rights $ 2,500 $ 0 $ 2,500
04 Drainage Study & Report $ 23,000 $ 0 $ 23,000
05 Natural & Cultural Resources $ 27,500 $ 0 $ 27,500
06 Schematic Design Services $ 121,570 $ 0 $ 121,570
07 Design Development Services $ 218,830 $ 0 $ 218,830
08 Construction Document & Bid Services $ 145,885 $ 0 $ 145,885
09 Design Phase Trips $ 18,000 $ 0 $ 18,000
10 Construction Support Phase Services $ 0 $ 100,000 $ 100,000
11 Record Documents $ 5,000 $ 0 $ 5,000
12 Platting Services $ 0 $ 17,600 $ 17,600
13 Partial Topographic Survey $ 0 $ 5,500 $5,500
TOTAL BASE CONTRACT FEE $ 591,580 $ 123,100 $ 714,680
1
Analysis:
The design services amendment to the agreement with MKEC will include construction support
services, platting services, as well as some additional topographic survey.
Construction Support Phase Services
1. Attend a pre-construction meeting onsite with City staff.
2. Attend a pre-construction walkthrough onsite with City staff and contractor.
3. Respond to contractor requests for information (RFIs).
4. Review contractor submittals and shop drawings.
5. Perform periodic field visits to the construction site to observe horizontal and vertical construction
(including irrigation), and structural foundations.
rough of the project site near completion of construction.
9. Prepare final as-built
10. Landscape architecture construction support includes office support only for RFIs, submittal reviews, and
questions regarding the design documents.
Platting Services
Platting Services to include the preparation of a Minor Replat of the entire property and Cemetery
Designation Plats. The Minor Plat will show easements, dedications, and other information required by the
City of Coppell. The Cemetery Designation Plats will show easements, dedications, and other information
required by the County and the State of Texas. The Cemetery Designation Plats will also show the sections
and plots for dedication as burial spaces in accordance with the State of Texas requirements for the
designation/dedication of cemetery burial spaces.
Legal Review:
Fiscal Impact:
The fiscal impact of this Agenda item is $123,100
Recommendation:
The Parks and Recreation Department recommends approval of this item.
2
ROMC - Design Services Contract Amendment
ROMC - Design Services Contract Amendment Page 2 of 4
ROMC - Design Services Contract Amendment Page 3 of 4
ROMC - Design Services Contract Amendment Page 4 of 4
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!"5
MEMORANDUM
To:Mayor andCityCouncil
Through:MikeLand,CityManager
From:TraciE.Leach,DeputyCityManager
Date:January 18, 2019
Reference:Software ConversionforCourtCase Management
2030:SenseofCommunity,SpecialPlacetoLive,BusinessProsperity,SustainableCity
Government
Introduction:
th
Asdiscussed in the December 11Work Session, movingforwardwiththepurchase and software
conversionofthecourt’scasemanagementsoftwareisbeneficialforanumber ofreasons:
Allowsthecourttoreachitsgoalofusingautomationtostreamlineprocessesand
improvesefficiencies,whichwillhelp thedepartmentsavetimeandmoney;and
Improvesthecustomerexperienceandsavesdefendantsmoneywhenutilizingthe
onlinepaymentmodule;and
MeetsCJIScompliance standards;and
CreatesaunifiedIncodeexperience withthefourcitiescurrentlyutilizingNTECC
The staffrecommendspurchasingTylerTechnologies’Incode10software application,alongwith
allofthenecessaryinterfacesandapplicationsneeded.Thetotalcostoftheconversion
($217,727.29)willbesplitbetweentwofiscalyears,astherearesomemaintenanceandfinal
interfacecoststhatarepaidoncethesoftwareislive,whichwillbeFY 19-20.
Legal: None.
FiscalImpact:Abudgetamendmentof$161,198.29will be taken before theCityCouncillater this
yeartofundthisprojectunderthecurrentfiscalyear.ThereisavailablemoneyintheCourt
TechnologyFundandtheCourt’sJudicial EfficiencyFundto payfor this project.
1
Recommendation:Staffrecommendsapproval to amend theexisting contract with Tyler
Technologies to include the purchase and implementation of the IncodeMunicipal Court Software;
as provided for through Special Revenue Funds.
2
Amendment to Contract No. 2015-0220
A MENDMENT AND A GREEMENT
This amendment (“Amendment”) is made by and between Tyler Technologies, Inc., a Delaware
corporation (“Tyler”) and the City of Coppell, Texas (the “Client”), and shall be effective as of the date of
the last signature below (“Amendment Effective Date”).
WHEREAS, Tyler and Client are parties to that certain License and Services dated August 19, 2015 and
having contract identification number 2015-0220 (the “Agreement”); and,
WHEREAS, Tyler and Client desire to amend the Agreement to add Tyler Software as further detailed
herein.
NOW, THEREFORE, in consideration of the foregoing, the mutual covenants and agreements contained
herein and other good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, Tyler and Client agree as follows:
1.Additional Tyler Software. The Tyler Software shown on the Amendment Investment Summary,
attached hereto as Amendment Schedule 1, is hereby added to the Agreement.
2.License Fees. Tyler shall invoice Client for the License Fees shown on the Amendment
Investment Summary on the Amendment Effective Date, which fees shall be payable according
the terms of the Agreement
3.Maintenance and Support.
3.1
On the Amendment Effective Date, the Tyler Software added hereby shall become subject to the
then-current Maintenance and Support Services Agreement.
3.2
.
3.3
Thereafter, Client shall pay maintenance and support fees for all Tyler Software annually in
advance and pursuant to the terms of the Maintenance and Support Services Agreement.
4.Professional Services.
4.1The professional services detailed in the attached Amendment Investment Summary are hereby
added to the Agreement.
4.2Tyler shall invoice Client for the professional services added hereby on a time and materials basis
as they are delivered, pursuant to the terms of the Agreement.
5.Third Party Hardware. To the extent applicable, the Third Party Hardware and Third Party
Services identified in the Amendment Investment Summary are hereby added to the Agreement
and shall be invoiced upon delivery of the same.
1/65
Amendment to Contract No. 2015-0220
6.Web Services – Hosted Application Terms. The Web-Services – Hosted Application terms,
attached hereto as Amendment Schedule 2, are hereby added to the Agreement and shall
govern the applicable portion of the Tyler Software added hereby.
7.Statement of Work. The Statement of Work, attached hereto as Amendment Schedule 3, is
hereby added as a new Exhibit G to the Agreement and shall govern the implementation of the
Tyler Software added hereby.
8.Other Terms. Except as defined herein or otherwise required by the context herein, all defined
terms used in this Amendment have the meaning ascribed to such terms as set forth in the
Agreement. This Amendment may be executed in several counterparts, all of which taken
together shall constitute one single instrument between the parties. This Amendment, when
read in conjunction with the Agreement (including all exhibits, attachments, and schedules
thereto) constitutes the entire agreement between the parties with respect to the subject
matter hereof and supersedes all prior agreements with respect to the subject matter of this
Amendment. As of the Amendment Effective Date, the terms and conditions set forth in this
Amendment shall be deemed a part of the Agreement for all purposes. Except as amended and
supplemented hereby, all of the terms and conditions of the Agreement shall remain and
continue in full force and effect and apply hereto.
***
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed and delivered on
their behalf by their duly authorized representatives as of Amendment Effective Date.
T YLER T ECHNOLOGIES, I NC.:
By:
Name:
Title:
Date:
C ITY OF C OPPELL, T EXAS:
By:
Name:
Title:
Date:
Signature page to Amendment
December 10, 2018
2/65
Amendment to Contract No. 2015-0220
AMENDMENT SCHEDULE 1
Amendment Investment Summary
\[Remainder of page is intentionally left blank; document follows immediately behind\].
3/65
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Amendment to Contract No. 2015-0220
AMENDMENT SCHEDULE 2
Web Services – Hosted Application Terms
Tyler will provide you with the hosted applications indicated in the Investment Summary of the
Agreement. The terms and conditions contained in this document only apply to our provision of those
applications. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the
Agreement.
1.Hosted Applications. We will provide you with any of the following hosted applications as indicated in
the Investment Summary.
1.1.Web Services: Our Web Services are designed to enable you to easily establish a presence on
the Internet. Our Web Hosting and Design is composed of our Web Hosting and Design
Publishing Component and other miscellaneous components. These components may be used
independently or in conjunction with each other.
1.2.Utility Billing On-Line: Our Utility Billing On-Line Component allows you to make available certain
information from your utility billing system to citizens with Internet access. This information is
posted to your web site, which is hosted on our web server. With the proper security clearance,
citizens with Internet access have access to the data which can include: Consumption information,
service level information, requests for service, accounting information and the opportunity to pay
their Utility Bill over the Internet using a credit card.
1.3.Court On-Line: Our Court On-Line Component provides the ability for municipal court fines to be
paid by credit card via the Internet. This system interfaces seamlessly with our INCODE Municipal
Court System.
1.4.On-Line Records Search: Our On-Line Records Search Component allows you to display citations
and/or docket information. The website can be available for public view or locked down to secured
access only. This system interfaces seamlessly with our INCODE Municipal Court System.
1.5.Building Projects On-Line: Our Building Projects On-Line Component allows you to make available
certain information from your building projects system to citizens with Internet access. This
information is posted to your web site, which is hosted on our web server. With the proper security
clearance, citizens with Internet access have access to the data which can include: Building project
status, inspection results, inspection scheduling and the opportunity to pay their building projects
over the Internet using a credit card.
1.6.Business License On-Line: Our Business License On-Line Component allows you to make available
certain information from your business license system to citizens with Internet access. This
information is posted to your web site, which is hosted on our web server. With the proper security
clearance, citizens with Internet access have access to the data which can include: business license
status, business license renewal and the opportunity to pay their business license over the Internet
using a credit card.
1.7.Accounts Receivable On-Line: Our Accounts Receivable On-Line Component allows you to make
available certain information from your accounts receivable system to citizens with Internet access.
This information is posted to your web site, which is hosted on our web server. With the proper
security clearance, citizens with Internet access have access to the data which can include: current
7/65
Amendment to Contract No. 2015-0220
balance, contract status, and the opportunity to pay the accounts receivable over the Internet using
a credit card.
1.8.Call Center On-Line: Our Call Center On-Line Component allows you to make available certain
information from your call center system to citizens with Internet access. This information is posted
to your web site, which is hosted on our web server. With the proper security clearance, citizens
with Internet access have access to the data which can include: current and past incidents, create a
new incident and view status of incident.
1.9.Property Tax On-Line: Our Property Tax On-Line Component allows you to make available certain
information from your Property Tax System to citizens with Internet access. This information is
posted to your web site, which is hosted on our web server. With the proper security clearance,
citizens with Internet access have access to the data which can include: parcel number, receipt
number, tax amount due, and the opportunity to pay the Property Tax over the Internet using a
credit card.
2.Term. We will grant you access to the hosted applications provided you timely pay all associated
fees. The term of your subscription will commence on the Effective Date and will continue for three
(3) years. Thereafter, the term will be automatically extended in separate one (1) year periods.
Either party may cancel this subscription to the hosted applications upon sixty (60) days written
notice to the other.
3.Nature of Website. We shall maintain a website for you, allowing a user to access relevant data
provided by you. This data may include information from your Tyler Software system. This website
will be capable of accepting payments via Secured Socket Layer (SSL) encryption and credit card or
debit card charge.
4.Data Procurement. You must set up a merchant account with Electronic Transaction System
Corporation or authorized.net to be solely used for our Web Service transactions. The merchant
account must be set up to fund to your bank account. You are responsible for all fees and expenses
of the merchant account. You must install and run Tyler Web Services to allow us to transfer the
necessary data from your system to our servers on a real time basis. Certain information, such as
payment information, must be conveyed to you. We will be responsible for transferring such
information to you on a regular basis. Tyler Web Services requires a dedicated IP address;
assignment of this address is your responsibility. While we assume responsibility for data transfer,
we are not responsible for accuracy of data transferred.
5.Limited License. Your license to use the hosted applications will automatically terminate upon
cancellation of this subscription, or upon your failure to timely pay fees or otherwise comply with
these terms and conditions.
6.Ownership of Data. All data you provide to us for the purposes of generating the website shall
remain your property. Should you terminate your subscription, we shall return to you any such data
in our possession.
7.Fees. You agree to pay the initial fee and annual subscription fees as stated in the Investment
Summary and in accordance with our Invoicing and Payment Policy. We may increase the per-
transaction fee for online payment no more than once per year with sixty (60) days prior written
notice.
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Amendment to Contract No. 2015-0220
AMENDMENT SCHEDULE 3
Statement of Work
\[Remainder of page is intentionally left blank; document follows immediately behind\]
9/65
Amendment to Contract No. 2015-0220
StatementofWork
Prepared for:
City of Coppell
Jaime Brew
255 Parkway Blvd, Coppell, TX 75019
Prepared by:
Lee Midkiff
5519 53rd Street, Lubbock, TX 79414
Tyler Technologies, Inc.
www.tylertech.com
10/65
Amendment to Contract No. 2015-0220
Table of Contents
1 Executive Summary ................................................................................................... 11
1.1 Project Overview ............................................................................................................ 11
1.2 Product Summary ........................................................................................................... 11
1.3 Project Timeline ............................................................................................................. 11
1.4 Project Methodology Overview ..................................................................................... 11
2 Project Governance ................................................................................................... 12
2.1 Client Governance .......................................................................................................... 12
2.1.1 Client Project Manager ....................................................................................................... 12
2.1.2 Steering Committee ............................................................................................................ 12
2.1.3 Executive Sponsor(s) ........................................................................................................... 13
2.2 Tyler Governance ........................................................................................................... 13
2.2.1 Tyler Project Manager ......................................................................................................... 13
2.2.2 Tyler Implementation Management ................................................................................... 13
2.2.3 Tyler Executive Management ............................................................................................. 13
2.3 Acceptance and Acknowledgment Process ................................................................... 13
3 Overall Project Assumptions ..................................................................................... 15
3.1 Project, Resources and Scheduling ................................................................................ 15
3.2 Data Conversion ............................................................................................................. 16
3.3 Data Exchanges, Modifications, Forms and Reports ...................................................... 16
3.4 Hardware and Software ................................................................................................. 17
3.5 Education ........................................................................................................................ 17
4 Implementation Stages.............................................................................................. 18
4.1 Work Breakdown Structure (WBS) ................................................................................. 18
4.2 Initiate & Plan (Stage 1) .................................................................................................. 20
4.2.1 Tyler Internal Coordination & Planning .............................................................................. 20
4.2.2 System Infrastructure Planning ........................................................................................... 21
4.2.3 Project/Phase Planning ....................................................................................................... 22
4.2.4 Project Schedule ................................................................................................................. 23
4.2.5 Stakeholder Presentation ................................................................................................... 24
4.2.6 Control Point 1: Initiate & Plan Stage Acceptance .............................................................. 25
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Amendment to Contract No. 2015-0220
4.3 Assess & Define (Stage 2) ............................................................................................... 26
4.3.1 Fundamentals Review ......................................................................................................... 26
4.3.2 Current/Future State Analysis ............................................................................................. 27
4.3.3 Data Conversion Planning & Mapping ................................................................................ 28
4.3.4 Standard 3rd Party Data Exchange Planning ...................................................................... 29
4.3.5 Modification Analysis & Specification, if contracted .......................................................... 30
4.3.6 Forms & Reports Planning .................................................................................................. 31
4.3.7 System Deployment ............................................................................................................ 32
4.3.8 Control Point 2: Assess & Define Stage Acceptance ........................................................... 33
4.4 Build & Validate (Stage 3) .............................................................................................. 35
4.4.1 Configuration & Power User Training ................................................................................. 35
4.4.2 Data Conversion & Validation ............................................................................................. 36
4.4.3 Standard 3rd Party Data Exchange Validation .................................................................... 37
4.4.4 Modification Delivery & Validation, if contracted .............................................................. 38
4.4.5 Forms & Reports Validation ................................................................................................ 39
4.4.6 Control Point 3: Build & Validate Stage Acceptance ........................................................... 40
4.5 Final Testing & Training (Stage 4) ................................................................................... 41
4.5.1 Cutover Planning ................................................................................................................. 41
4.5.2 User Acceptance Testing (UAT) ........................................................................................... 42
4.5.3 End User Training ................................................................................................................ 43
4.5.4 Control Point 4: Final Testing & Training Stage Acceptance ............................................... 44
4.6 Production Cutover (Stage 5) ......................................................................................... 45
4.6.1 Final Data Conversion, if applicable .................................................................................... 45
4.6.2 Production Processing & Assistance ................................................................................... 46
4.6.3 Transition to Tyler Support ................................................................................................. 47
4.6.4 Schedule Post-Production Services, if applicable ............................................................... 48
4.6.5 Control Point 5: Production Cutover Stage Acceptance ..................................................... 49
4.7 Phase/Project Closure (Stage 6) ..................................................................................... 50
4.7.1 Close Phase/Project ............................................................................................................ 50
4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance ................................................. 51
5 Roles and Responsibilities ......................................................................................... 52
5.1 Tyler Roles and Responsibilities ..................................................................................... 52
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Amendment to Contract No. 2015-0220
5.1.1 Tyler Executive Management ............................................................................................. 52
5.1.2 Tyler Implementation Management ................................................................................... 52
5.1.3 Tyler Project Manager ......................................................................................................... 52
5.1.4 Tyler Implementation Consultant ....................................................................................... 53
5.1.5 Tyler Sales ........................................................................................................................... 54
5.1.6 Tyler Software Support ....................................................................................................... 54
5.1.7 Tyler Data Conversion Experts ............................................................................................ 54
5.2 Coppell Municipal Court Roles and Responsibilities ...................................................... 54
5.2.1 Coppell Municipal Court Executive Sponsor ....................................................................... 54
5.2.2 Coppell Municipal Court Steering Committee .................................................................... 55
5.2.3 Coppell Municipal Court Project Manager .......................................................................... 55
5.2.4 Coppell Municipal Court Functional Leads ......................................................................... 56
5.2.5 Coppell Municipal Court Power Users ................................................................................ 57
5.2.6 Coppell Municipal Court End Users .................................................................................... 57
5.2.7 Coppell Municipal Court Technical Support ....................................................................... 58
5.2.8 Coppell Municipal Court Upgrade Coordinator .................................................................. 58
5.2.9 Coppell Municipal Court Project Toolset Coordinator ........................................................ 58
5.2.10 Coppell Municipal Court Change Management Lead ......................................................... 58
6 Glossary ..................................................................................................................... 59
7 Incode Conversion Summary ..................................................................................... 62
7.1 Court Case Management - Standard .............................................................................. 62
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Amendment to Contract No. 2015-0220
1 Executive Summary
1.1 Project Overview
The Statement of Work (SOW) documents the Project Scope, methodology, roles and responsibilities,
implementation Stages, and deliverables for the implementation of Tyler products.
The Project goals are to offer City of Coppell the opportunity to make the Coppell Municipal Court more
accessible and responsive to external and internal customer needs and more efficient in its operations
through:
Streamlining, automating, and integrating business processes and practices
Providing tools to produce and access information in a real-time environment
Enabling and empowering users to become more efficient, productive and responsive
Successfully overcoming current challenges and meeting future goals
1.2 Product Summary
Below, is a summary of the products included in this Project, as well as reference to the Coppell Municipal
Court’s functional area utilizing the Tyler product(s). Refer to the Implementation Stages section of this
SOW for information containing detailed service components.
\[PRODUCT\] \[APPLICATION\]
Incode Court
Tyler Content Manager Document Management
1.3 Project Timeline
The Project Timeline establishes a start and end date for each Phase of the Project. Developed during the
Initiate & Plan Stage and revised as mutually agreed to, if needed, the timeline accounts for resource
availability, business goals, size and complexity of the Project, and task duration requirements.
1.4 Project Methodology Overview
Tyler bases its implementation methodology on the Project Management Institute’s (PMI) Process Groups
(Initiating, Planning, Executing, Monitoring & Controlling, and Closing). Using this model, Tyler developed
a 6-stage process specifically designed to focus on critical project success measurement factors.
Tailored specifically for Tyler’s public sector clients, the project methodology contains Stage Acceptance
Control Points throughout each Phase to ensure adherence to Scope, budget, timeline controls, effective
communications, and quality standards. Clearly defined, the project methodology repeats consistently
across Phases, and is scaled to meet the Coppell Municipal Court’s complexity, and organizational needs.
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Amendment to Contract No. 2015-0220
2 Project Governance
The purpose of this section is to define the resources required to adequately establish the business
needs, objectives, and priorities for the Project; communicate the goals to other project participants; and
provide support and guidance to accomplish these goals. Project governance also defines the structure
for issue escalation and resolution, Change Control review and authority, and organizational Change
Management activities.
The preliminary governance structure establishes a clear escalation path when issues and risks require
escalation above the project manager level. Further refinement of the governance structure, related
processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.
The path below illustrates an overall team perspective where Tyler and the Coppell Municipal Court
collaborate to resolve project challenges according to defined escalation paths. In the event project
managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler
implementation management and the Coppell Municipal Court steering committee become the
escalation points to triage responses prior to escalation to the Coppell Municipal Court and Tyler
executive sponsors. As part of the escalation process, each project governance tier presents
recommendations and supporting information to facilitate knowledge transfer and issue resolution. The
Coppell Municipal Court and Tyler executive sponsors serve as the final escalation point.
2.1 Client Governance
Depending on the Coppell Municipal Court’s organizational structure and size, the following governance
roles may be filled by one or more people:
2.1.1Client Project Manager
The Coppell Municipal Court’s project manager(s) coordinate project team members, subject matter
experts, and the overall implementation schedule and serves as the primary point of contact with Tyler.
The Coppell Municipal Court project manager(s) will be responsible for reporting to the Coppell Municipal
Court steering committee and determining appropriate escalation points.
2.1.2Steering Committee
The Coppell Municipal Court steering committee understands and supports the cultural change necessary
for the Project and fosters an appreciation of the Project’s value throughout the organization. Oversees
the Coppell Municipal Court project manager(s) and the Project and through participation in regular
internal meetings, the Coppell Municipal Court steering committee remains updated on all project
progress, project decisions, and achievement of project milestones. The Coppell Municipal Court steering
committee also provides support to the Coppell Municipal Court project manager(s) by communicating
the importance of the Project to all impacted departments. The Coppell Municipal Court steering
committee is responsible for ensuring the Project has appropriate resources, provides strategic direction
to the project team, for making timely decisions on critical project issues or policy decisions. The Coppell
Municipal Court steering committee also serves as primary level of issue resolution for the Project.
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2.1.3Executive Sponsor(s)
The Coppell Municipal Court’s executive sponsor provides support to the Project by allocating resources,
providing strategic direction, and communicating key issues about the Project and the Project’s overall
importance to the organization. When called upon, the executive sponsor also acts as the final authority
on all escalated project issues. The executive sponsor engages in the Project, as needed, in order to
provide necessary support, oversight, guidance, and escalation, but does not participate in day-to-day
project activities. The executive sponsor empowers the Coppell Municipal Court steering committee,
project manager(s), and functional leads to make critical business decisions for the Coppell Municipal
Court.
2.2 Tyler Governance
2.2.1Tyler Project Manager
The Tyler project manager(s) have direct involvement with the Project and coordinates Tyler project team
members, subject matter experts, the overall implementation schedule, and serves as the primary point
of contact with the Coppell Municipal Court. As requested by the Coppell Municipal Court, the Tyler
project manager(s) provide regular updates to the Coppell Municipal Court’s steering committee and
other Tyler governance members.
2.2.2Tyler Implementation Management
Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. Tyler project manager(s) consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution with
the Tyler project manager(s) or with the Coppell Municipal Court management, as appropriate. Tyler
executive management is the escalation point for any issues not resolved at this level. The name(s) and
contact information for this resource will be provided and available to the project team.
2.2.3Tyler Executive Management
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation
process. This team member offers additional support to the project team and collaborates with other
Tyler department managers, as needed, in order to escalate and facilitate implementation project tasks
and decisions. The name(s) and contact information for this resource will be provided and available to the
project team.
2.3 Acceptance and Acknowledgment Process
All Deliverables and Control Points must be accepted or acknowledged following the process below.
Acceptance requires a formal sign-off while acknowledgement may be provided without formal sign-off at
the time of delivery. The following process will be used for accepting or acknowledging Deliverables and
Control Points:
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The Coppell Municipal Court shall have five (5) business days from the date of delivery, or as
otherwise mutually agreed upon by the parties in writing, to accept or acknowledge each
Deliverable or Control Point. If the Coppell Municipal Court does not provide acceptance or
acknowledgement within five (5) business days, or the otherwise agreed upon timeframe, not to
be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.
If the Coppell Municipal Court does not agree the particular Deliverable or Control Point meets
requirements, the Coppell Municipal Court shall notify Tyler project manager(s), in writing, with
reasoning within five (5) business days, or the otherwise agreed-upon timeframe, not to be
unreasonably withheld, of receipt of the Deliverable.
Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The Coppell
Municipal Court shall then have two (2) business days from receipt of the redelivered Deliverable
or Control Point to accept or again submit written notification of reasons for rejecting the
milestone. If the Coppell Municipal Court does not provide acceptance or acknowledgement
within two (2) business days, or the otherwise agreed upon timeframe, not to be unreasonably
withheld, Tyler deems the Deliverable or Control Point as accepted.
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Amendment to Contract No. 2015-0220
3 Overall Project Assumptions
3.1 Project, Resources and Scheduling
Project activities will begin after the Agreement has been fully executed.
The Coppell Municipal Court has the ability allocate additional internal resources if needed. The
Coppell Municipal Court also ensures the alignment of their budget and Scope expectations.
The Coppell Municipal Court and Tyler ensure that the assigned resources are available, they buy-
into the change process, and they possess the required business knowledge to complete their
assigned tasks successfully. Should there be a change in resources, the replacement resource
should have a comparable level of availability, buy-in, and knowledge.
Tyler and Coppell Municipal Court provide adequate resources to support the efforts to complete
the Project as scheduled and within the constraints of the Project budget.
Abbreviated timelines and overlapped Phases can result in Project delays if there are not
sufficient resources assigned to complete all required work as scheduled.
Changes to Project Plan, availability of resources or changes in Scope may result in schedule
delays, which may result in additional charges to the Project.
Tyler provides a written agenda and notice of any prerequisites to the Coppell Municipal Court
project manager(s) ten (10) business days prior to any scheduled on site or remote sessions.
Tyler provides notice of any prerequisites to the Coppell Municipal Court project manager(s) a
minimum of ten (10) business days prior to any key deliverable due dates.
Coppell Municipal Court users complete prerequisites prior to applicable scheduled activities.
Tyler provides guidance for configuration and processing options available within the Tyler
software. The Coppell Municipal Court is responsible for making decisions based on the options
available.
In the event the Coppell Municipal Court may elect to add and/or modify current business
policies during the course of this Project, such policy changes are solely the Coppell Municipal
Court’s responsibility to define, document, and implement.
The Coppell Municipal Court makes timely Project related decisions in order to achieve scheduled
due dates on tasks and prepare for subsequent training sessions. Decisions left unmade may
affect the schedule, as each analysis and implementation session builds on the decisions made in
prior sessions.
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Amendment to Contract No. 2015-0220
Tyler considers additional services out of Scope and requires additional time and costs be
requested via Change Request approved through the Change Control process.
The Coppell Municipal Court will respond to information requests in a comprehensive and timely
manner, in accordance with the Project Plan.
3.2 DataConversion
The Coppell Municipal Court is readily able to product the data files needed for conversion from
the Legacy System in order to provide them to Tyler on the specified due date(s).
Each Legacy System data file submitted for conversion includes all associated records in a single
approved file layout.
The Coppell Municipal Court understands the Legacy System data extract(s) must be provided to
Tyler in the same format each time unless changes are mutually agreed upon in advance. If not,
negative impacts to the schedule, budget, and resource availability may occur and/or data in the
new system may be incorrect.
During this process, the Coppell Municipal Court may need to correct data scenarios in the Legacy
System prior to the final data pull. This is a complex activity and requires due diligence by the
Coppell Municipal Court to ensure all data pulled includes all required data and the Tyler system
contains properly mapped data.
3.3 Data Exchanges, Modifications, Forms and Reports
The Coppell Municipal Court ensures the 3rd party data received conforms to a Tyler standard
format.
The 3rd party possesses the knowledge of how to program their portion of the interaction and
understands how to manipulate the data received.
rd
Client is on a supported, compatible version of the 3 party software or Tyler standard Data
Exchange tools may not be available.
The Coppell Municipal Court is willing to make reasonable business process changes rather than
expecting the product to conform to every aspect of their current system/process.
Any Modification requests not expressly stated in the contract are out of Scope. Modifications
requested after contract signing have the potential to change cost, Scope, schedule, and
production dates for project Phases. Modification requests not in Scope must follow the Project
Change Request process.
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Amendment to Contract No. 2015-0220
3.4 Hardware and Software
Tyler will initially Install the most current generally available version of the purchased Tyler
software.
The Coppell Municipal Court will provide network access for Tyler modules, printers, and Internet
access to all applicable Coppell Municipal Court and Tyler project staff.
The Coppell Municipal Court has in place all hardware, software, and technical infrastructure
necessary to support the Project.
The Coppell Municipal Court’s system hardware and software meet Tyler standards to ensure
sufficient speed and operability of Tyler software. Tyler will not support use of software if the
Coppell Municipal Court does not meet minimum standards of Tyler’s published specifications.
3.5 Education
Throughout the Project lifecycle, the Coppell Municipal Court provides a training room for Tyler
staff to transfer knowledge to the Coppell Municipal Court’s resources, for both onsite and
remote sessions. The Coppell Municipal Court will provide staff with a location to practice what
they have learned without distraction. If Phases overlap, the Coppell Municipal Court will provide
multiple training facilities to allow for independent sessions scheduling without conflict.
The training room is set up in a classroom setting. The Coppell Municipal Court determines the
number of workstations in the room. Tyler recommends every person attending a scheduled
session with a Tyler Consultant or Trainer have their own workstation. However, Tyler requires
there be no more than two (2) people at a given workstation.
The Coppell Municipal Court provides a workstation which connects to the Tyler system for the
Tyler trainer conducting the session. The computer connects to a Coppell Municipal Court
provided projector, allowing all attendees the ability to actively engage in the training session.
The Coppell Municipal Court testing database contains the Tyler software version required for
delivery of the Modification prior to the scheduled delivery date for testing.
The Coppell Municipal Court is responsible for verifying the performance of the Modification as
defined by the specification.
Users performing user acceptance testing (UAT) have attended all applicable training sessions
prior to performing UAT.
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Amendment to Contract No. 2015-0220
4 Implementation Stages
4.1 Work Breakdown Structure (WBS)
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down
into smaller, more manageable components. The top-level components are called “Stages” and the
second level components are called “work packages.” The work packages, shown below each Stage,
contain the high-level work to be done. The detailed Project Plan, developed during Initiate & Plan and
finalized during Assess & Define, will list the tasks to be completed within each work package. Each Stage
ends with a “Control Point”, confirming the work performed during that Stage of the Project.
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4.2Initiate & Plan (Stage 1)
The Initiate & Plan Stage creates a foundation for the Project through identification of Coppell Municipal
Court and Tyler Project Management teams, development of implementation management plans, and
the provision and discussion of system infrastructure requirements. Coppell Municipal Court participation
in gathering information is critical. Tyler Project Management teams present initial plans to stakeholder
teams at Stage end.
4.2.1Tyler Internal Coordination & Planning
Prior to Project commencement, Tyler management staff assigns project manager(s). Tyler provides the
Coppell Municipal Court with initial Project documents used in gathering basic information, which aids in
preliminary planning and scheduling. Coppell Municipal Court participation in gathering requested
information by provided deadlines ensures the Project moves forward in a timely fashion. Internally, the
Tyler project manager(s) coordinate with sales to ensure transfer of vital information from the sales
process prior to scheduling a Project Planning Meeting with the Coppell Municipal Court’s team. During
this step, Tyler will work with the Coppell Municipal Court to establish the date(s) for the Project/Phase
Planning session.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Tyler Internal Coordination & Planning
STAGE 1
TYLER CLIENT
Consultant
Programmers
Management Leads
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation Tyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler
SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Client Power UsersClient Department HeadsClient End UsersClient Technical
LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Assign Tyler project manager A R I I I
Provide initial Project documents to
A I R C I
Client
Sales to Implementation knowledge
A I R C
transfer
Internal planning and phase
A R C
coordination
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Amendment to Contract No. 2015-0220
4.2.2System Infrastructure Planning
The Coppell Municipal Court provides, purchases or acquires hardware according to hardware
specifications provided by Tyler and ensures it is available at the Coppell Municipal Court’s site. The
Coppell Municipal Court completes the system infrastructure audit, ensuring vital system infrastructure
information is available to the Tyler implementation team, and verifies all hardware compatibility with
Tyler solutions.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
SystemInfrastructurePlanning
STAGE 1
TYLER CLIENT
or
Programmers
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Provide system hardware
I R A I C
specifications
Make hardware available for
I C A R
Installation
Install system hardware, if applicable I C A R
Complete system infrastructure audit I C A R
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Amendment to Contract No. 2015-0220
4.2.3Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions
and services purchased, identify Applications to implement in each Phase (if applicable), and discuss
implementation timeframes. The Tyler project manager(s) deliver an Implementation Management Plan,
which is mutually agreeable by Coppell Municipal Court and Tyler.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Project/Phase Planning
STAGE 1
TYLER CLIENT
Programmers
Technical Leads
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClientClient Project Toolset CoordinatorClient Upgrade Coordinator
Perform Project/Phase Planning A R I C C I
Deliver implementation management
A R C C I
plan
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Amendment to Contract No. 2015-0220
4.2.4Project Schedule
Client and Tyler will mutually develop an initial Project Schedule. The initial schedule includes, at
minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being
developed and refined.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Project Schedule
STAGE 1
TYLER CLIENT
Programmers
& Reports Experts
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms Tyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Develop initial Project Schedule A R I C I I
Deliver Project Plan and schedule for
A R I I I C C I I I
Project Phase
Client reviews Project Plan & initial
C I A R C C C
schedule
Client approves Project Plan & initial
I I A R C C I I I I I
schedule
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4.2.5Stakeholder Presentation
Coppell Municipal Court stakeholders join Tyler project manager(s) to communicate successful Project
criteria, Project goals, Deliverables, a high-level milestone schedule, and roles and responsibilities of
Project participants.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Stakeholder Presentation
STAGE 1
TYLER CLIENT
Programmers
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Present overview of Project
Deliverables, Project Schedule and A R I I I I C I I I I I I I
roles and responsibilities
Communicate successful Project
I R C A C I I C I I
criteria and goals
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Amendment to Contract No. 2015-0220
4.2.6Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Assess & Define Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.2.6.1Initiate & Plan Stage Deliverables
Implementation Management Plan
o Objective: Update and deliver baseline management plans to reflect the approach to the
Coppell Municipal Court’s Project.
o Scope: The Implementation Management addresses how communication, quality control,
risks/issues, resources and schedules, and Software Upgrades (if applicable) will be
managed throughout the lifecycle of the Project.
o Acceptance criteria: Coppell Municipal Court reviews and acknowledges receipt of
Implementation Management Plan.
Project Plan/Schedule
o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the
Deliverables of the Project.
o Scope: Task list, assignments and due dates
o Acceptance criteria: Coppell Municipal Court acceptance of schedule based on Coppell
Municipal Court resource availability and Project budget and goals.
4.2.6.2Initiate & Plan Stage Acceptance Criteria
Hardware Installed
System infrastructure audit complete and verified
Implementation Management Plan delivered
Project Plan/Schedule delivered; dates confirmed
Stakeholder Presentation complete
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4.3Assess & Define (Stage 2)
The primary objective of Assess & Define is to gather information about current Coppell Municipal Court
business processes and translate the material into future business processes using Tyler Applications.
Tyler uses a variety of methods for obtaining the information, all requiring Coppell Municipal Court
collaboration. The Coppell Municipal Court shall provide complete and accurate information to Tyler staff
for analysis and understanding of current workflows and business processes.
4.3.1Fundamentals Review
Fundamentals Review provides functional leads and Power Users an overall understanding of software
capabilities prior to beginning current and future state analysis. The primary goal is to provide a basic
understanding of system functionality, which provides a foundation for upcoming conversations
regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals training
including the use of eLearning, videos, documentation, and walkthroughs.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Assess & Define
STAGE 2
TYLER CLIENT
or
Programmers
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Schedule fundamentals review &
provide fundamentals materials & A R I C I I I
prerequisites, if applicable
Complete fundamentals materials
I A R I C
review and prerequisites
Ensure all scheduled attendees are
I I A R C I
present
Facilitate fundamentals review A R I I I
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4.3.2Current/Future State Analysis
Coppell Municipal Court and Tyler evaluate current state processes, options within the new software,
pros and cons of each option based on current or desired state, and make decisions about future state
configuration and processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Current/Future State Analysis
STAGE 2
TYLER CLIENT
Programmers
Coordinator
Executive Sponsor
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Client Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade
Provide Current/Future State analysis
materials to the Coppell Municipal A R I C I I
Court, as applicable
Conduct Current & Future State
A R I C I C
analysis
Provide pros and cons of Tyler
A R I C I C
software options
Make Future State Decisions
according to due date in the Project I I C A R I C I
Plan
Record Future State decisions A R I C I C
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4.3.3Data Conversion Planning & Mapping
This entails the activities performed to prepare to convert data from the Coppell Municipal Court’s Legacy
System Applications to the Tyler system. Tyler staff and the Coppell Municipal Court work together to
complete Data Mapping for each piece of data (as outlined in the Agreement) from the Legacy System to
a location in the Tyler system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Data Conversion Planning & Mapping
STAGE 2
TYLER CLIENT
Programmers
Manager
ng Committee
Modification
TASKS
Tyler Executive Tyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler
SalesClient Executive SponsorClient SteeriClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Review contracted data conversion(s)
A R I C C C C
options
Map data from Legacy System to Tyler
I C I A C C R
system
Pull conversion data extract I I A C C R
Run balancing Reports for data pulled
I I A C R I
and provide to Tyler
Review and approve initial data
A I C R I I
extract
Correct issues with data extract, if
I C C A C C R
needed
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4.3.4Standard 3rd Party Data Exchange Planning
Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler system with
external systems. Data exchange tools can take the form of Imports and Exports, and Interfaces.
A Standard Interface is a real-time or automated exchange of data between two systems. This could be
done programmatically or through an API. It is Tyler’s responsibility to ensure the Tyler programs operate
correctly. It is the Coppell Municipal Court’s responsibility to ensure the third party program operates or
accesses the data correctly.
The Coppell Municipal Court and Tyler project manager(s) will work together to define/confirm which
Data Exchanges are needed (if not outlined in the Agreement). Tyler will provide a file layout for each
Standard Data Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
rd
Standard 3 Party Data Exchange Planning
STAGE 2
TYLER CLIENT
Programmers
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Review Standard or contracted Data
A R C I I C
Exchanges
Define or confirm needed Data
I C A C C R
Exchanges
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Amendment to Contract No. 2015-0220
4.3.5Modification Analysis & Specification, if contracted
Tyler staff conducts additional analysis and develops specifications based on information discovered
during this Stage. The Coppell Municipal Court reviews the specifications and confirms they meet Coppell
Municipal Court’s needs prior to acceptance. Out of Scope items or changes to specifications after
acceptance may require a Change Request.
Tyler’s intention is to minimize Modifications by using Standard functionality within the Application,
which may require a Coppell Municipal Court business process change. It is the responsibility of the
Coppell Municipal Court to detail all of their needs during the Assess and Define Stage. Tyler will write up
specifications (for Coppell Municipal Court approval) for contracted program Modifications. Upon
approval, Tyler will make the agreed upon Modifications to the respective program(s). Once the
Modifications have been delivered, the Coppell Municipal Court will test and approve those changes
during the Build and Validate Stage.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Modification Analysis & Specification, if contracted
STAGE 2
TYLER CLIENT
Programmers
ModificationSales
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler Client Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Analyze contracted modifiedprogram
A C R C C I C C
requirements
Develop specification document(s) A I C R I I I I
Review specification document(s);
I C C A R I C C
provide changes to Tyler, if applicable
Sign-off on specification document(s)
I I A R C I I C
and authorize work
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Amendment to Contract No. 2015-0220
4.3.6Forms & Reports Planning
Coppell Municipal Court and Tyler project manager(s) review Forms and Report needs. Items that may be
included in the Agreement are either Standard Forms and Reports or known/included Modification(s).
Items not included in the Agreement could be either Coppell Municipal Court-developed Reports or a
newly discovered Modification that will require a Change Request.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Forms & Reports Planning
STAGE 2
TYLER CLIENT
Programmers
Implementation ConsultantModification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Tyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Review required Forms output A R C I C I
Review and complete Forms options
I I A R C
and submit to Tyler
Review in Scope Reports A R I C C
Identify additional Report needs I C A R C
Add applicable tasks to Project
A R I C C I I I
schedule
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Amendment to Contract No. 2015-0220
4.3.7System Deployment
The Tyler Technical Services team Installs Tyler Applications on the server (hosted or client-based) and
ensures the platform operates as expected.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
System Deployment
STAGE 2
TYLER CLIENT
Programmers
Technical Leads
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClientClient Project Toolset CoordinatorClient Upgrade Coordinator
Install contracted software on server A I R I C
Ensure platform operates as expected A I R I C
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Amendment to Contract No. 2015-0220
4.3.8Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Build & Validate Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.3.8.1Assess & Define Stage Deliverables
Completed analysis Questionnaire
o Objective: Gather and document information related to Coppell Municipal Court business
processes for current/future state analysis as it relates to Tyler approach/solution.
o Scope: Provide comprehensive answers to all questions on Questionnaire(s).
o Acceptance criteria: Coppell Municipal Court acceptance of completed Questionnaire
based on thoroughness of capturing all Coppell Municipal Court business practices to be
achieved through Tyler solution.
Data conversion summary and specification documents
o Objective: Define data conversion approach and strategy.
o Scope: Data conversion approach defined, data extract strategy, conversion and
reconciliation strategy.
o Acceptance criteria: Data conversion document(s) delivered to the Coppell Municipal
Court, reflecting complete and accurate conversion decisions.
Modification specification documents, if contracted
o Objective: Provide comprehensive outline of identified gaps, and how the modified
program meets the Coppell Municipal Court’s needs.
o Scope: Design solution for Modification.
o Acceptance criteria: Coppell Municipal Court accepts Modified Specification Document(s)
and agrees that the proposed solution meets their requirements.
Completed Forms options and/or packages
o Objective: Provide specifications for each Coppell Municipal Court in Scope form, Report
and output requirements.
o Scope: Complete Forms package(s) included in agreement and identify Report needs.
o Acceptance criteria: Identify Forms choices and receive supporting documentation.
Installation checklist
o Objective: Installation of purchased Tyler software.
o Scope: Tyler will conduct an initial coordination call, perform an installation of the
software included in the Agreement, conduct follow up to ensure all tasks are complete,
and complete server system administration training, unless the Coppell Municipal Court
is hosted.
o Acceptance criteria: Tyler software is successfully installed and available to authorized
users, Coppell Municipal Court team members are trained on applicable system
administration tasks.
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Amendment to Contract No. 2015-0220
4.3.8.2Assess & Define Stage Acceptance Criteria
Tyler software is installed.
Fundamentals review is complete.
Required Form information complete and provided to Tyler.
Current/Future state analysis completed; Questionnaires delivered and reviewed.
Data conversion mapping and extractions completed and provided to Tyler.
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Amendment to Contract No. 2015-0220
4.4Build & Validate (Stage 3)
The objective of the Build & Validate Stage is to prepare the software for use in accordance with the
Coppell Municipal Court’s needs identified during the Assess and Define Stage, preparing the Coppell
Municipal Court for Final Testing and Training.
4.4.1Configuration & Power User Training
Tyler staff collaborates with the Coppell Municipal Court to complete software configuration based on
the outputs of the future state analysis performed during the Assess and Define Stage. Tyler staff will
train the Coppell Municipal Court Power Users to prepare them for the Validation of the software. The
Coppell Municipal Court collaborates with Tyler staff iteratively to Validate software configuration.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Build & Validate
STAGE 3
TYLER CLIENT
Manager
Programmers
Manager
Modification
TASKS
Tyler Executive ManagerTyler Implementation Tyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler
SalesClient Executive SponsorClient Steering CommitteeClient Project Client Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Perform configuration A R I R I
Power User process and Validation
A R I C I C I
training
Validate configuration I C A C R C
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Amendment to Contract No. 2015-0220
4.4.2Data Conversion & Validation
Tyler completes an initial review of the converted data for errors. With assistance from the Coppell
Municipal Court, the Tyler Data Conversion Team addresses items within the conversion program to
provide the most efficient data conversion possible. With guidance from Tyler, the Coppell Municipal
Court reviews specific data elements within the system and identifies and Reports discrepancies in
writing. Iteratively, Tyler collaborates with the Coppell Municipal Court to address conversion
discrepancies prior to acceptance.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Data Conversion & Validation
STAGE 3
TYLER CLIENT
Programmers
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Write and run data conversion
A I C R C
program against Client data
Complete initial review of data errors A I C R I I C
Review data conversion and submit
I C I A C R C
needed corrections
Revise conversion program(s) to
A I C R I I C C
correct error(s)
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Amendment to Contract No. 2015-0220
4.4.3Standard 3rd Party Data Exchange Validation
Tyler provides training on Data Exchange(s) and the Coppell Municipal Court tests each Data Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
rd
Standard 3 Party Data Exchange Validation
STAGE 3
TYLER CLIENT
Programmers
Upgrade Coordinator
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient
Train Data Exchange(s) processing in
A R C I I I C I
Tyler software
rd
Coordinate 3 Party Data Exchange
I I A C C R
activities
rd
Test all Standard 3 party Data
I C A C I R C
Exchange(s)
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Amendment to Contract No. 2015-0220
4.4.4Modification Delivery & Validation, if contracted
Tyler delivers in Scope Modification(s) to the Coppell Municipal Court for preliminary testing. Final
acceptance will occur during the Final Testing and Training Stage.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Modification Delivery & Validation, if contracted
STAGE 3
TYLER CLIENT
Consultant
Programmers
Management Leads
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation Tyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler
SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Client Power UsersClient Department HeadsClient End UsersClient Technical
LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Develop and deliver contracted
A I C I R I C I C I C
modified program(s)
Test contracted modified program(s)
I C C A C R C
in isolated database
Report discrepancies between
specification and delivered contracted I I I A R C C
modified program(s)
Make corrections to contracted
A I C I R I C C I
modified program(s) as required
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Amendment to Contract No. 2015-0220
4.4.5Forms & Reports Validation
Tyler provides training on Standard Forms/Reports and the Coppell Municipal Court tests each Standard
Form/Report.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Forms & Reports Validation
STAGE 3
TYLER CLIENT
Programmers
Reports Experts
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Tyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Standard Forms & Report training A R I C C I
Test Standard Forms & Reports I C C A C R C
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Amendment to Contract No. 2015-0220
4.4.6Control Point 3: Build & Validate Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Final Testing &
Training Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.4.6.1Build & Validate Stage Deliverables
Initial data conversion
o Objective: Convert Legacy System data into Tyler system.
o Scope: Data conversion program complete; deliver converted data for review.
o Acceptance criteria: Initial error log available for review.
Data conversion verification document
o Objective: Provide instructions to the Coppell Municipal Court to verify converted data
for accuracy.
o Scope: Provide self-guided instructions to verify specific data components in Tyler
system.
o Acceptance criteria: Coppell Municipal Court accepts data conversion delivery; Coppell
Municipal Court completes data issues log.
Installation of Modifications on the Coppell Municipal Court’s server(s) *except for hosted Clients
o Objective: Deliver Modification(s) in Tyler software.
o Scope: Program for Modification is complete and available in Tyler software, Modification
testing.
o Acceptance criteria: Delivery of Modification(s) results in objectives described in the
Coppell Municipal Court-signed specification.
Standard Forms & Reports Delivered
o Objective: Provide Standard Forms & Reports for review.
o Scope: Installation of all Standard Forms & Reports included in the Agreement.
o Acceptance criteria: Standard Forms & Reports available in Tyler software for testing in
Stage 4.
4.4.6.2Build & Validate Stage Acceptance Criteria
Application configuration completed.
Standard Forms & Reports delivered and available for testing in Stage 4.
Data conversions (except final pass) delivered.
rd
Standard 3 party Data Exchange training provided.
Modifications delivered and available for testing in Stage 4.
The Coppell Municipal Court and Tyler have done a review of primary configuration areas to
Validate completeness and readiness for testing and acceptance in Stage 4.
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Amendment to Contract No. 2015-0220
4.5Final Testing & Training (Stage 4)
During Final Testing and Training, Tyler and the Coppell Municipal Court review the final Cutover plan. A
critical Project success factor is the Coppell Municipal Court understanding the importance of Final
Testing and Training and dedicating the resources required for testing and training efforts in order to
ensure a successful Production Cutover.
4.5.1Cutover Planning
Coppell Municipal Court and Tyler project manager(s) discuss final preparations and critical dates for
Production Cutover. Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare
the Coppell Municipal Court for success.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Cutover Planning
STAGE 4
TYLER CLIENT
Programmers
Committee
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering Client Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Cutover Planning SessionA R C I C C C C C C
Develop Production Cutover Checklist A R C I I C C I I C
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Amendment to Contract No. 2015-0220
4.5.2User Acceptance Testing (UAT)
The Coppell Municipal Court performs User Acceptance Testing to verify software readiness for day-to-
day business processing. Tyler provides a Test Plan for users to follow to ensure proper Validation of the
system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
User Acceptance Testing (UAT)
STAGE 4
TYLER CLIENT
Programmers
Coordinator
ve Sponsor
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient ExecutiClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End
UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade
Deliver Test Plan for User Acceptance
A R C I I
Testing
Perform User Acceptance Testing I C A R C C C I I C I
Accept modified program(s), if
I I I A R C I C C
applicable
Validate Report performance I C C A C R C
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Amendment to Contract No. 2015-0220
4.5.3End User Training
End Users attend training sessions to learn how to utilize Tyler software. Training focuses primarily on
day-to-day Coppell Municipal Court processes that will be delivered via group training, webinar,
eLearnings and/or live training sessions.
Unless stated otherwise in the Agreement, Tyler provides one occurrence of each scheduled training or
implementation topic with up to the maximum number of users as defined in the Agreement, or as
otherwise mutually agreed. Coppell Municipal Court users who attended the Tyler sessions may train any
Coppell Municipal Court users not able to attend the Tyler sessions or additional sessions may be
contracted at the applicable rates for training.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
End User Training
STAGE 4
TYLER CLIENT
Programmers
Implementation ConsultantModification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Tyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Conduct user training sessions A R C I I I I I
Conduct additional End User training
I I A C I R I I I I
sessions
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Amendment to Contract No. 2015-0220
4.5.4Control Point 4: Final Testing & Training Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Production
Cutover Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.5.4.1Final Testing & Training Stage Deliverables
Production Cutover checklist
o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover.
o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System,
date(s) for first processing in Tyler system, contingency plan for processing.
o Acceptance criteria: Definition of all pre-production tasks, assignment of owners and
establishment of due dates.
User Acceptance Test Plan
o Objective: Provide testing steps to guide users through testing business processes in Tyler
software.
o Scope: Testing steps for Standard business processes.
o Acceptance criteria: Testing steps have been provided for Standard business processes.
4.5.4.2Final Testing & Training Stage Acceptance Criteria
Production Cutover Checklist delivered and reviewed.
Modification(s) tested and accepted, if applicable.
rd
Standard 3 party Data Exchange programs tested and accepted.
Standard Forms & Reports tested and accepted.
User acceptance testing completed.
End User training completed.
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Amendment to Contract No. 2015-0220
4.6Production Cutover (Stage 5)
Coppell Municipal Court and Tyler resources complete tasks as outlined in the Production Cutover Plan
and the Coppell Municipal Court begins processing day-to-day business transactions in the Tyler software.
Following Production Cutover, the Coppell Municipal Court transitions to the Tyler support team for
ongoing support of the Application.
4.6.1Final Data Conversion, if applicable
The Coppell Municipal Court provides final data extract and Reports from the Legacy System for data
conversion and Tyler executes final data conversion. The Coppell Municipal Court may need to manually
enter into the Tyler system any data added to the Legacy System after final data extract.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Final Data Conversion, if applicable
STAGE 5
TYLER CLIENT
Programmers
Implementation ConsultantModification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Tyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient
Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Provide final data extract C I I A C I I I I R
Provide final extract balancing Reports I I A C R I
Convert and deliver final pass of data A I I R I I I C
Validate final pass of data I C C IA C R C
Load final conversion pass to
I I I A C I C R
Production environment
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Amendment to Contract No. 2015-0220
4.6.2Production Processing & Assistance
Tyler staff collaborates with the Coppell Municipal Court during Production Cutover activities. The Coppell
Municipal Court transitions to Tyler software for day-to day business processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Production Processing & Assistance
STAGE 5
TYLER CLIENT
Programmers
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClient Technical LeadsClient Project Toolset CoordinatorClient Upgrade Coordinator
Production processing C C I I A R R R R R R I I
Provide production assistance A R C I C C C C C C
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Amendment to Contract No. 2015-0220
4.6.3Transition to Tyler Support
Tyler project manager(s) introduce the Coppell Municipal Court to the Tyler Support team, who provides
the Coppell Municipal Court with day-to-day assistance following Production Cutover.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Transition to Tyler Support
STAGE 5
TYLER CLIENT
Programmers
Conversion Experts
Power Users
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Tyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Client Department HeadsClient End UsersClient Technical LeadsClient
Project Toolset CoordinatorClient Upgrade Coordinator
Develop internal support plan I A R C C C C C C C
Conduct transfer to Support meeting A I C R C C C C I I C I I
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Amendment to Contract No. 2015-0220
4.6.4Schedule Post-Production Services, if applicable
Tyler provides post-production services if included in the Agreement. Prior to scheduling services, the
Tyler project manager(s) collaborate with Coppell Municipal Court project manager(s) to identify needs.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Schedule Post-Production Services, if applicable
STAGE 5
TYLER CLIENT
Programmers
Functional Leads
Project ManagerModification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Tyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical SupportTyler SalesClient
Executive SponsorClient Steering CommitteeClient Project ManagerClient Client Change Management LeadsClient Power UsersClient Department HeadsClient End UsersClient Technical LeadsClient
Project Toolset CoordinatorClient Upgrade Coordinator
Identify topics for post-production
C C A R I C I
services
Schedule services for post-production
A R I C C I C I
topics
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Amendment to Contract No. 2015-0220
4.6.5Control Point 5: Production Cutover Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Phase/Project
Closure Stage is dependent upon Tyler’s receipt of this Stage Acceptance.
4.6.5.1Production Cutover Stage Deliverables
Final data conversion, if applicable
o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in
preparation for production processing.
o Scope: Final passes of all conversions completed in this Phase.
o Acceptance criteria: Data is available in production environment.
Support transition documents
o Objective: Define strategy for on-going Tyler support.
o Scope: Define support strategy for day-to-day processing, conference call with Coppell
Municipal Court Project Manager(s) and Tyler support team, define roles and
responsibilities, define methods for contacting support.
o Acceptance criteria: the Coppell Municipal Court receives tools to contact support and
understands proper support procedures.
4.6.5.2Production Cutover Stage Acceptance Criteria
Final data conversion(s) delivered.
Processing is being done in Tyler production.
Transition to Tyler support is completed.
Post-live services have been scheduled, if applicable.
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Amendment to Contract No. 2015-0220
4.7Phase/Project Closure (Stage 6)
Project or Phase closure signifies full implementation of all products purchased and encompassed in the
Phase or Project. The Coppell Municipal Court moves into the next cycle of their relationship with Tyler
(next Phase of implementation or long-term relationship with Tyler Support).
4.7.1Close Phase/Project
The Coppell Municipal Court and Tyler project manager(s) review the list of outstanding Project activities
and develop a plan to address them. The Tyler project manager(s) review the Project budget and status of
each contract Deliverable with the Coppell Municipal Court project manager(s) prior to closing the Phase
or Project.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
Close Phase/Project
STAGE 6
TYLER CLIENT
Programmers
Technical Leads
Modification
TASKS
Tyler Executive ManagerTyler Implementation ManagerTyler Project ManagerTyler Implementation ConsultantTyler Data Conversion ExpertsTyler Forms & Reports ExpertsTyler Tyler Technical
SupportTyler SalesClient Executive SponsorClient Steering CommitteeClient Project ManagerClient Functional LeadsClient Change Management LeadsClient Power UsersClient Department HeadsClient
End UsersClientClient Project Toolset CoordinatorClient Upgrade Coordinator
Review outstanding Project activities
A R C C C I C I C
and develop action plan
Review Project budget and status of
A R I I C
contract Deliverables
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Amendment to Contract No. 2015-0220
4.7.2Control Point 6: Phase/Project Closure Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. This is the final acceptance for the
Phase/Project.
4.7.2.1Phase/Project Closure Stage Deliverables
Phase/Project reconciliation report
o Objective: Provide comparison of contract Scope and Project budget.
o Scope: Contract Scope versus actual, analysis of services provided and remaining budget,
identify any necessary Change Requests or Project activity.
o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if
needed.
4.7.2.2Phase/Project Closure Stage Acceptance Criteria
Outstanding Phase or Project activities have been documented and assigned.
Phase/final Project budget has been reconciled.
Tyler Deliverables for the Phase/Project are complete.
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Amendment to Contract No. 2015-0220
5 Roles and Responsibilities
5.1 Tyler Roles and Responsibilities
Tyler assigns project manager(s) prior to the start of each Phase of the Project. The project manager(s)
assign additional Tyler resources as the schedule develops and as needs arise. One person may fill
multiple project roles.
5.1.1 Tyler Executive Management
Provides clear direction for Tyler staff on executing on the Project Deliverables to align with
satisfying the Coppell Municipal Court’s overall organizational strategy.
Authorizes required project resources.
Resolves all decisions and/or issues not resolved at the implementation management level as part
of the escalation process.
Offers additional support to the project team and is able to work with other Tyler department
managers in order to escalate and facilitate implementation project tasks and decisions.
Acts as the counterpart to the Coppell Municipal Court’s executive sponsor.
5.1.2 Tyler Implementation Management
Acts as the counterpart to the Coppell Municipal Court steering committee.
Assigns initial Tyler project personnel.
Works to resolve all decisions and/or issues not resolved at the Project Management level as part
of the escalation process.
Attends Coppell Municipal Court steering committee meetings as necessary.
Provides support for the project team.
Provides management support for the Project to ensure it is staffed appropriately and staff have
necessary resources.
Monitors project progress including progress towards agreed upon goals and objectives.
5.1.3 Tyler Project Manager
The Tyler project manager(s) provides oversight of the Project, coordination of resources between
departments, management of the project budget and schedule, effective risk and issue management, and
is the primary point of contact for all Project related items.
Contract Management
o Validates contract compliance throughout the Project.
o Ensures Deliverables meet contract requirements.
o Acts as primary point of contact for all contract and invoicing questions.
o Prepares and presents contract milestone sign-offs for acceptance by Coppell Municipal
Court project manager(s).
o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
Planning
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o Update and deliver Implementation Management Plan.
o Defines project tasks and resource requirements.
o Develops initial project schedule and full scale Project Plan.
o Collaborates with Coppell Municipal Court project manager(s) to plan and schedule project
timelines to achieve on-time implementation.
Implementation Management
o Tightly manages Scope and budget of Project; establishes process and approval matrix with
the Coppell Municipal Court to ensure Scope changes and budget planned versus actual are
transparent and handled effectively and efficiently.
o Establishes and manages a schedule and resource plan that properly supports the Project
Plan that is also in balance with Scope/budget.
o Establishes risk/issue tracking/reporting process between the Coppell Municipal Court and
Tyler and takes all necessary steps to proactively mitigate these items or communicates with
transparency to the Coppell Municipal Court any items that may impact the outcomes of the
Project.
o Collaborates with the Coppell Municipal Court’s project manager(s) to establish key business
drivers and success indicators that will help to govern project activities and key decisions to
ensure a quality outcome of the project.
o Sets a routine communication plan that will aide all project team members, of both the
Coppell Municipal Court and Tyler, in understanding the goals, objectives, current status and
health of the project.
Team Management
o Acts as liaison between project team and Tyler manager(s).
o Identifies and coordinates all Tyler resources across all applications, Phases, and activities
including development, forms, installation, reports, implementation, and billing.
o Provides direction and support to project team.
o Builds partnerships among the various stakeholders, negotiating authority to move the
Project forward.
o Manages the appropriate assignment and timely completion of tasks as defined in the Project
Plan, task list, and Production Cutover Checklist.
o Assesses team performance and adjusts as necessary.
o Interfaces closely with Tyler developers to coordinate program Modification activities.
rd
o Coordinates with in Scope 3 party providers to align activities with ongoing project tasks.
5.1.4 Tyler Implementation Consultant
Completes tasks as assigned by the Tyler project manager(s).
Performs problem solving and troubleshooting.
Follows up on issues identified during sessions.
Documents activities for on site services performed by Tyler.
Provides conversion Validation and error resolution assistance.
Recommends guidance for testing Forms and Reports.
Tests software functionality with the Coppell Municipal Court following configuration.
Assists during Production Cutover process and provides production support until the Coppell
Municipal Court transitions to Tyler Support.
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Provides product related education.
Effectively facilitates training sessions and discussions with Coppell Municipal Court and Tyler
staff to ensure adequate discussion of the appropriate agenda topics during the allotted time.
Conducts training (configuration, process, conversion Validation) for Power Users and the Coppell
Municipal Court’s designated trainers for End Users.
Clearly documents homework tasks with specific due dates and owners, supporting and
reconciling with the final Project Plan.
Keeps Tyler project manager(s) proactively apprised of any and all issues which may result in the
need for additional training, change in schedule, change in process decisions, or which have the
potential to adversely impact the success of the Project prior to taking action.
5.1.5 Tyler Sales
Provide sales background information to Implementation during Project initiation.
Support Sales transition to Implementation.
Provide historical information, as needed, throughout implementation.
5.1.6 Tyler Software Support
Manages incoming client issues via phone, email, and online customer incident portal.
Documents and prioritizes issues in Tyler’s Customer Relationship Management (CRM) system.
Provides issue analysis and general product guidance.
Tracks issues and tickets to timely and effective resolution.
Identifies options for resolving reported issues.
Reports and escalates defects to Tyler Development.
Communicates with the Coppell Municipal Court on the status and resolution of reported issues.
5.1.7 Tyler Data Conversion Experts
Validates client data files are in proper format.
Develops customized conversion programs to convert Legacy System data into the Tyler database
for production use according to defined mapping.
Provides error Reports on unsupported data conditions and the merging or normalization of data
fields.
Assists the Coppell Municipal Court with understanding and interpreting error Reports.
Performs changes and corrections to customized conversion programs as the Coppell Municipal
Court discovers data anomalies and exception conditions.
5.2 Coppell Municipal Court Roles and Responsibilities
Coppell Municipal Court resources will be assigned prior to the start of each Phase of the project. One
person may be assigned to multiple project roles.
5.2.1 Coppell Municipal Court Executive Sponsor
Provides clear direction for the Project and how the Project applies to the organization’s overall
strategy.
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Champions the Project at the executive level to secure buy-in.
Authorizes required Project resources.
Resolves all decisions and/or issues not resolved at the Coppell Municipal Court steering
committee level as part of the escalation process.
Actively participates in organizational change communications.
5.2.2 Coppell Municipal Court Steering Committee
Works to resolve all decisions and/or issues not resolved at the project managerlevelas part of
the escalation process.
Attends all scheduled steering committee meetings.
Provides support for the project team.
Assists with communicating key project messages throughout the organization.
Prioritizes the project within the organization.
Provides management support for the project to ensure it is staffed appropriately and staff have
necessary resources.
Monitors project progress including progress towards agreed upon goals and objectives.
Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o Coppell Municipal Court Policies
5.2.3 Coppell Municipal Court Project Manager
The Coppell Municipal Court shall assign project manager(s) prior to the start of this Project with overall
responsibility and authority to make decisions related to project Scope, scheduling, and task assignment,
and communicates decisions and commitments to the Tyler project manager(s) in a timely and efficient
manner. When the Coppell Municipal Court project manager(s) do not have the knowledge or authority
to make decisions, he or she engages the correct resources from Coppell Municipal Court to participate in
discussions and make decisions in a timely fashion to avoid Project delays.
Contract Management
o Validates contract compliance throughout the Project.
o Ensures invoicing and Deliverables meet contract requirements.
o Acts as primary point of contact for all contract and invoicing questions.
o Signs off on contract milestone acknowledgment documents.
o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and
budgetary compliance.
Planning
o Review and acknowledge Implementation Management Plan.
o Defines project tasks and resource requirements for Coppell Municipal Court project team.
o Collaborates in the development and approval of the initial Project Plan and Project Plan.
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o Collaborates with Tyler project manager(s) to plan and schedule Project timelines to achieve
on-time implementation.
Implementation Management
o Tightly manages Project budget and Scope and collaborates with Tyler project manager(s) to
establish a process and approval matrix to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
o Collaborates with Tyler project manager to establish and manage a schedule and resource
plan that properly supports the Project Plan, as a whole, that is also in balance with
Scope/budget.
o Collaborates with Tyler Project manager(s) to establishes risk/issue tracking/reporting
process between the Coppell Municipal Court and Tyler and takes all necessary steps to
proactively mitigate these items or communicates with transparency to Tyler any items that
may impact the outcomes of the Project.
o Collaborates with Tyler Project manager(s) to establish key business drivers and success
indicators that will help to govern Project activities and key decisions to ensure a quality
outcome of the Project.
o Routinely communicates with both Coppell Municipal Court staff and Tyler, aiding in the
understanding of goals, objectives, current status, and health of the Project by all team
members.
Team Management
o Acts as liaison between project team and stakeholders.
o Identifies and coordinates all Coppell Municipal Court resources across all modules, Phases,
and activities including data conversions, forms design, hardware and software installation,
reports building, and satisfying invoices.
o Provides direction and support to project team.
o Builds partnerships among the various stakeholders, negotiating authority to move the
Project forward.
o Manages the appropriate assignment and timely completion of tasks as defined in the Project
Plan, task list, and Production Cutover Checklist.
o Assesses team performance and takes corrective action, if needed.
o Provides guidance to Coppell Municipal Court technical teams to ensure appropriate
response and collaboration with Tyler Technical Support Teams to ensure timely response
and appropriate resolution.
rd
o Coordinates in Scope 3 party providers to align activities with ongoing Project tasks.
5.2.4 Coppell Municipal Court Functional Leads
Makes business process change decisions under time sensitive conditions.
Communicates existing business processes and procedures to Tyler consultants.
Assists in identifying business process changes that may require escalation.
Attends and contributes business process expertise for current/future state analysis sessions.
Identifies and includes additional subject matter experts to participate in Current/Future State
Analysis sessions.
Provides business process change support during Power User and End User training.
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Completes performance tracking review with client project team on End User competency on
trained topics.
Provides Power and End Users with dedicated time to complete required homework tasks.
Act as an ambassador/champion of change for the new process.
Identifies and communicates any additional training needs or scheduling conflicts to Coppell
Municipal Court project manager.
Prepares and Validates Forms.
Actively participates in all aspects of the implementation, including, but not limited to, the
following key activities:
o Task completion
o Stakeholder Presentation
o Implementation Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of Coppell Municipal Court resources
o Attendance at scheduled sessions
o Change Management activities
o Modification specification, demonstrations, testing and approval assistance
o Conversion Analysis and Verification Assistance
o Decentralized End User Training
o Process Testing
o User Acceptance Testing
5.2.5 Coppell Municipal Court Power Users
Participate in Project activities as required by the project team and project manager(s).
Provide subject matter expertise on Coppell Municipal Court business processes and
requirements.
Act as subject matter experts and attend current/future state and validation sessions as needed.
Attend all scheduled training sessions.
Participate in all required post-training processes as needed throughout Project.
Participate in Conversion Validation.
Test all Application configuration to ensure it satisfies business process requirements.
Become Application experts.
Participate in User Acceptance Testing.
Adopt and support changed procedures.
Complete all Deliverables by the due dates defined in the Project Plan.
Demonstrate competency with Tyler products processing prior to Production Cutover.
Provide knowledge transfer to Coppell Municipal Court staff during and after implementation.
5.2.6 Coppell Municipal Court End Users
Attend all scheduled training sessions.
Become proficient in Application functions related to job duties.
Adopt and utilize changed procedures.
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Complete all Deliverables by the due dates defined in the Project Plan.
Utilize software to perform job functions at and beyond Production Cutover.
5.2.7 CoppellMunicipalCourtTechnicalSupport
Coordinates updates and releases with Tyler as needed.
Coordinates the copying of source databases to training/testing databases as needed for training
days.
Extracts and transmits conversion data and control reports from Coppell Municipal Court’s Legacy
System per the conversion schedule set forth in the Project Plan.
Coordinates and adds new users and printers and other Peripherals as needed.
Validates all users understand log-on process and have necessary permission for all training
sessions.
Coordinates Interface development for Coppell Municipal Court third party Data Exchanges.
Develops or assists in creating Reports as needed.
Ensures onsite system hardware meets specifications provided by Tyler.
Assists with software Installation as needed.
5.2.8 Coppell Municipal Court Upgrade Coordinator
Becomes familiar with the Software Upgrade process and required steps.
Becomes familiar with Tyler’s releases and updates.
Utilizes Tyler Community to stay abreast of the latest Tyler releases and updates, as well as the
latest helpful tools to manage the Coppell Municipal Court’s Software Upgrade process.
Assists with the Software Upgrade process during implementation.
Manages Software Upgrade activities post-implementation.
Manages Software Upgrade plan activities.
Coordinates Software Upgrade plan activities with Coppell Municipal Court and Tyler resources.
Communicates changes affecting users and department stakeholders.
Obtains department stakeholder sign-offs to upgrade production environment.
5.2.9 Coppell Municipal Court Project Toolset Coordinator
Ensures users have appropriate access to Tyler project toolsets such as Tyler University, Tyler
Community, Tyler Product Knowledgebase, SharePoint, etc.
Conducts training on proper use of toolsets.
Validates completion of required assignments using toolsets.
5.2.10 Coppell Municipal Court Change Management Lead
Validates users receive timely and thorough communication regarding process changes.
Provides coaching to supervisors to prepare them to support users through the project changes.
Identifies the impact areas resulting from project activities and develops a plan to address them
proactively.
Identifies areas of resistance and develops a plan to reinforce the change.
Monitors post-production performance and new process adherence.
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6 Glossary
Word or Term Definition
Application A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user.
Change Control A systematic approach for managing change governing how Change
Requests will be received, assessed and acted on.
Change ManagementAn approach for ensuring that changes are thoroughly and smoothly
implemented and that the lasting benefits of change are achieved. The
focus is on the global impact of change with an intense focus on people
and how individuals and teams move from the current situation to the
new one.
ChangeRequestA form used as part of the Change Controlprocess whereby changesin
the Scope of work, timeline, resources, and/or budget are revised and
agreed upon by participating parties.
Consumables Items that are used on a recurring basis, usually by Peripherals.
Examples: paper stock or scanner cleaning kits.
Control Point Occurring at the end of each Stage, the Control Point serves as aformal
client review point. Project progress cannot continue until the client
acknowledges the agreed upon Deliverables of the Stage have been
met or agree on an action plan to make the Deliverable acceptable and
move to next Stage while executing final steps of current Stage.
Cutover The point when a client begins using Tyler software in production.
Data Exchange A term used to reference Imports and Exports, and Interfaces which
allow data to be exchanged between an external system and Tyler
software.
Data Mapping The process of mapping fields from the Legacy System to the
appropriate location in the new system from one or more sources.
DeliverableA tangible or intangible object/document produced as a result of the
Project that is intended to be delivered to a client (either internal or
external) or vendor at a specific time.
End User The person for whom the software is designed to use on a day-to-day
basis.
Forms A document which is typically printed on a template background and
only captures data for one record per page. Forms are provided to
entity customers whether internal (employees) or external (citizens).
Imports and Exports A process within the system that a user is expected to run to consume
(Import) or produce (Export) a specifically defined file format/layout.
Interface A real-time or automated exchange of data between two systems.
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InstallReferences the initial installation of software files on client services and
preparing the software for use during configuration. The version
currently available for general release will always be used during the
initial install.
Legacy SystemThe system from which a client is converting.
Modification Modification of software program package to provide individual client
requirements documented within the Scope of the Agreement.
PeripheralsAn auxiliary devicethat connects to and works with the computer in
some way. Examples: mouse, keyboard, scanner, external drive,
microphone, speaker, webcam, and digital camera.
Phase A portion of the Project in which specific set of related products are
typically implemented. Phases each have an independent start,
Production Cutover and closure dates but use the same
Implementation Plans as other Phases within the Project. Phases may
overlap or be sequential and may have the same Tyler project manager
and Tyler project team or different individuals assigned.
Power User An experienced client person or group who is (are) an expert(s) in the
client business processes, as well as knowledgeable in the requirements
and acceptance criteria.
Project The Project includes all implementation activity from Plan & Initiate to
Closure for all products, Applications and functionality included in a
single Agreement. The Project may be broken down into multiple
Phases.
Project Plan The Project Plan serves as the master blueprint for the Project. As
developed, the Project schedule will become a part of the Project Plan
and outline specific details regarding tasks included in the Project Plan.
Project Planning Meeting Occurs during the Plan & Initiate Stage to coordinate with the Client
project manager to discuss Scope, information needed for project
scheduling and resources.
Questionnaire A document containing a list of questions to be answered by the client
for the purpose of gathering information needed by Tyler to complete
the implementation.
RACI Achart describinglevel of participation by various roles in completing
tasks or Deliverables for a Project or process. Also known as a
responsibility assignment matrix (RAM) or linear responsibility chart
(LRC).
Reports Formatted to return information related to multiple records in a
structured format. Information is typically presented in both detail and
summary form for a user to consume.
ScopeProducts and services that are included in the Agreement.
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Software Upgrade References the act of updating software files to a newer software
release.
Stage The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project and requires acknowledgement before
continuing to the next Stage. Some tasks in the next Stage may begin
before the prior Stage is complete.
Stakeholder PresentationRepresentatives of the Tyler implementation team will meet with key
client representatives to present high level Project expectations and
outline how Tyler and the Client can successfully partner to create an
environment for a successful implementation.
Standard Included in the base software (out of the box) package.
Statement of Work (SOW)Document which will provide supporting detail to the Agreement
defining Project -specific activities and Deliverables Tyler will provide to
the client.
Test Plan Describes the testing process. Includes “Test Cases” to guide the users
through the testing process. Test cases are meant to be a baseline for
core processes; the client is expected to supplement with client specific
scenarios and processes.
Validation (or to validate) The process of testing and approving that a specific Deliverable,
process, program or product is working as expected.
Work Breakdown Structure A hierarchical representation of a Project or Phase broken down into
(WBS) smaller, more manageable components.
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Amendment to Contract No. 2015-0220
7 Incode Conversion Summary
7.1 Court Case Management - Standard
Name Information (Defendant, Address, Physical Attributes, Identification Numbers, Phone
Numbers)
Vehicle Information (Tag Number, Make, Model, Style, Color, VIN)
Officer Information (Officer Name, Badge Number, Rank, Email)
Offense Code Information (Offense Code, Offense Description, Statute/Ordinance)
Case Information (Citation Number, Case Officer, Violation Date, Violation Location, PD Case
Number, Docket Number, Comments)
Witness Information (Witness Type, Subpoena Date)
Disposition Information (Case Status, Plea, Judge, Court Location, Conviction Date, Plea Date,
Attorney)
Conversion History Information (Read only format)
Payment Information (Fines/Fees assessed, Fines/Fees Paid, Non-Cash payments, Receipt
Number, Payment Date, Payment Amount)
Warrant Information (Warrant Type, Issue Date, Served Date, Canceled/Recalled Date, Region
Number, Status, Comments, Officer Assigned) – available only when associated with a citation
Bond Information (Bond Type, Posted Date, Applied/Refunded/Forfeited Date, Bond Number,
Posted By, Bond Amount, Status)
Payment Plan Information (Initial Payment Amount, Payment Date, Next Payment Date, Next
Payment Amount) - Tyler will need a copy of the Payment Plan data to determine if the data is
clean enough to convert.
65/65
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MEMORANDUM
To:Mayor and City Council
From:Chief Danny Barton
Date:January 16, 2019
Reference:Consider approval of an Ordinance amending the Code of Ordinances by amending
Chapter 6, ‘Business Regulations,’ Article 6-2, ‘Peddlers and Solicitors,’ by
amending Sections 6-2 through 6-2-14; and authorizing the Mayor to sign.
Introduction:
During the November 13, 2018 Executive Session, a discussion was had concerning the current
solicitor ordinance, Article 6-2, Peddler and Solicitors.
Analysis:
City Attorney Bob Hager advised that an outside commercial entity was requestingexisting
restrictions concerning handbill distributors be deleted,or modified,from thecurrentordinance.
The decision was made to modify language discerning the difference between commercial handbills
and noncommercial handbills. Current language makes no such distinction. This amendment to the
ordinance defines both commercial handbills and noncommercialhandbills as recommended. Hours
and days of distribution were also modified as recommended.
Non-commercial handbills,such as handbills containing exclusively political and/or religious
speech,will not be required to register with the Police Department. These noncommercial handbill
distributors will still be bound by all existing ordinance regulations.
Legal Review:
This agenda itemwas review by City Attorney Robert Hager in November 2018 and presented to
the City Council in ExecutiveSession on December 12, 2018.
Fiscal Impact:
There is no fiscal impact.
Recommendation:
Approval recommended.
ORDINANCE NO.______________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING
THE CODE OF ORDINANCES BY AMENDING CHAPTER 6,
‘BUSINESS REGULATIONS,’ARTICLE 6-2‘PEDDLERS AND
SOLICITORS,’BY AMENDING SECTIONS 6-2 THROUGH 6-2-14;
PROVIDING A SAVING CLAUSE; PROVIDING A SEVERABILITY
CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS,the City has experienced an increase in the number of peddlers and
solicitors; and
WHEREAS,aggressive solicitation, particularly that on the public roadways or rights-
of-way poses a danger to both the person undertaking the solicitation and the person the
solicitation is aimed at; and
WHEREAS,the City Council finds that it is in the best interest of the City to amend
Chapter 6of its Code of Ordinances by amending Article 6-2, Peddlers and Solicitors; and
WHEREAS,protecting private residents of the City from unwanted annoyance of
merchants, peddlers and solicitors protects the peace in the community; and
WHEREAS,the City does desire to ensure the protection of the health, safety and
welfare of its citizens; and
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF COPPELL, TEXAS:
SECTION 1.That Chapter 6of the Coppell Code of Ordinances be, and the same is,
hereby amended by amendingArticle 6-2, “Peddlers and Solicitors”, Sections 6-2 through 6-2-
12, to read as follows:
“Chapter 6
BUSINESS REGULATIONS
…..
Article 6-2Regulations for Solicitation
Sec. 6-2-1–General.This Ordinance regulates the time, place and manner for the
solicitation of funds and the distribution of handbillswithin the corporate limits of the
City of Coppell. The provisions of this Ordinance, however, shall not apply to:
1|Page TM 89937
A. The regular delivery of newspapers, magazines, or other items which
have been subscribed to by the persons receiving them or by occupants
of the premises to which they are delivered;
B. The interruption of service notices by the City or other utility companies;
C. The distribution of mail by the Unites State Postal Service government or
the delivery of mail order merchandise purchased by the occupant of the
premises;
D. The service of any lien foreclosure; or
E. Governmental notices of any character distributed by the City of Coppell
or any other governmental entity.
F. Any exceptions authorized by state law.
Section 6-2-2 Definitions.
The following words phrases, when used in this Ordinance,shall have the meaning
ascribed to them by this Section:
Business daymeans any calendar day except Saturday, Sunday or any state or
national holiday.
Canvassshall mean, for the purposes of this ordinance, to examine or discuss in
detail; to make subject of discussion or debate; go through places or among people
asking, requesting or engaging for vote/opinions concerning religious, political, or other
topics of public concern but in no event, shall be construed to mean solicitation of funds
or soliciting merchandise as provided herein.
Charitable purposeshall mean philanthropic, religious or other nonprofit
objectives, including the benefit or poor, needy, sick, refugee or handicapped persons;
the benefit of any church or religious society, sect, group or order; the benefit of a
patriotic or veterans’ association or organization; the benefit of any fraternal, social or
civil organization, or the benefit or any educational institution. “Charitable purpose”
shall not be construed to include the direct benefit of the individual making the
solicitation. “Charitable purpose” shall not be construed to include the benefit of any
political group or political organization which is subject to financial disclosure under
state or federal law.
Consumer means an individual who seeks or acquires real or personal property,
services, money, or credit for personal, family or household purposes.
Consumer transactionmeans a sales transaction in which one (1) or more of the
parties is a consumer.
2|Page TM 89937
Deposit or Depositing a Handbillmeans to place, distribute, handout, or
circulate any type of handbill.
Handbill, Commercialmeans and includes any printed or written matter, any
sample or devise, dodger, circular, leaflet, pamphlet, paper, booklet, or any other printed
or otherwise reproduced original copies or any matter or literature, which:
a. advertises for sale any merchandise, product, commodity, service, or
thing;
b.directs attention to any business, mercantile, commercial establishment,
or other activity for the purpose of either directly or indirectly promoting
the interest thereof;
c. directs attention or advertises any meeting, theatrical performance,
exhibition, group, fundraiser, or other event whether the purpose of
directing attention and advertising is for private gain or for raising fund
for a charitable purpose; or
d.contains information that is of a noncommercial nature, but remains
predominantly and essentially an advertisement, and is distributed or
circulated for advertisement purposes, for private gain, or for raising
funds for a charitable purpose.
Handbill, Noncommercialmeans and includes any printed or written matter, any
sample or devise, dodger, circular, leaflet, pamphlet, paper, booklet, or any other printed
or otherwise reproduced original copies of any matter or literature, pertaining to any
speech not included in the definition of commercial handbill. Noncommercial handbills
include, but are not limited to, handbills containing exclusively political and religious
speech.
Handbill distributormeans and includes any person engaging or engaged in the
business for hire or gain of distributing commercial handbills, other than newspapers
distributed to subscribers thereof, and any person receiving compensation directly or
indirectly for the distribution of such commercial handbills.
Handbill sponsormeans and includes the person, firm, or corporation who is
utilizing commercial handbills as amedium of advertising or spreading a message.
Home solicitation transaction means: (i) a consumer transaction for the purchase
of goods, services, or reality, payable in installments or in cash, in which the merchant
engages in a personal solicitation ofthe sale to the consumer at a residence in person
and the consumer’s agreement of offer to purchase in given a the residence to the
merchant; or (ii) any request for funds made by a person solicitation to the occupant of a
residence at a place of residence and the solicitor is unknown to the occupant or owner
of theresidenceat which the request for funds is made. a home solicitationtransaction
shall not include a sale made pursuant to a preexisting revolvingcharge account or retail
charge agreement, ora sale made pursuant to priornegotiations between the parties at a
3|Page TM 89937
business establishment at a fixedlocation where goods or services are offered or exhibited
for sale; or a salewhere the consumer initiated a request for an appointment for the
merchant tosend a representative to his or her residence; or a sale of realty which
transaction the purchaser is represented by a licensed attorney or inwhich thetransaction
is being negotiated by a licensed real estate broker.
Individual or person shallmean an individual, a person, a group of two (2) or
more individuals, a proprietorship, a partnership, a corporation, a limitedliability
company, an association, or other legal entity.
Residence means any living unit, occupied for residential purposes by one (1)or
more persons, contained within any type of building or structure.
Solicit fundsor solicitation of funds.Any request for the donation of money,
property, or anything of value, or the pledge of a future donation of money, property, or
anything of value; or the selling or offering for sale of any property, real or personal,
tangible or intangible, whether of value or not, including, but not limited to, goods,
books, pamphlets, tickets, publications or subscriptions to publications. Expressly
excluded from the meaning of solicit funds or solicitation of funds is any offer of
membership in any organization. A solicitation of funds is complete when the solicitation
is communicated to any individual then located within the corporate limits of the city.
Sunset.The time of day published on the weather page of the Dallas Morning
News newspaper for sunset on that day in the City of Dallas, Texas.
Section 6-2-3–Permits Required for Solicitation.
A. Except as otherwise provided, a permit is required for an individual or person, or
through an agent or employeeto solicit funds,as defined herein.
B. A permit is not requiredbut such handbill distributor or sponsor must comply
with the provisions of Section 6-2-10 of this Article.
Section 6-2-4–Door to Door Solicitation.
A. Permit application must be submitted in writing to the Coppell Police Department
and shall include the following
1.The name of the person applying, the residence and/or business addresses
and their residence and business telephone numbers
2.In regard toany sponsor and/or merchant, the following:
a. If a natural person, the business and residence addresses and
telephone numbers.
4|Page TM 89937
b.If a partnership: (1) the names of all partners; (ii) the name,
principalbusiness address; (iii) telephone number of the
partnership and the agent for service of process; and (iv) the state
of formation.
c.If a corporation or limited liability company, the person applying
must state (i) the mailing address and telephone number of the
principal place of business and the registered agent; (ii) the
mailingaddress, business location, telephone number and name
of theindividual in charge of the local office of such entity, if
any, (iii) thenames of all officers and directors or trustees of such
corporation, orof all members (if member managed), managers
and officers of suchlimited liability company; and (iv)the state
of incorporation orformation.
d.If an association or any other entity, the person applying must
state:(i) the mailing address and telephone number of the principal
place ofbusiness and the agent for process of service; (ii) the
names of allmembers/owners of the association unless they exceed
ten (10) innumber, in which case the application shall so state and
the personregistering may alternatively list the names and business
addressesand telephone numbers of the officers and directors or
trustees of theassociation; and (iii) if the association is part of a
multi-stateorganization or association, themailing address and
business locationof its central office shall be given, in addition to
the mailing addressand business location of its local office.
e. The CoppellPolice Department may request satisfactory
documentation of an individual’s authorityto represent the
partnership, corporation, association or business entity.
3.The names, mailing address, and telephone number of all individuals who
will be in direct charge or control of the solicitation of funds or
distribution of commercial handbills and responsible for ensuring
compliance with this Ordinance.
4.The time period within which the solicitation of funds,giving the date of
the beginning ofsolicitation or distribution, and its concluding date.
5.a description of themethods andmeans bywhich the solicitation of funds
is to be accomplished.
7.the names of other communities in which the applicant has solicited funds
ordistributed commercial handbills in the past six (6) months.
5|Page TM 89937
8.the nature of merchandise to be sold or offered for sale or the nature of the
servicesto be furnished.
9.whether such applicant, upon any such order so obtained, will demand,
accept, or receive payment or deposit of money in advance of final
delivery.
10.a statement to the effect that if a permit is granted, such permit will not be
used or represented to be an endorsement or approval by the city or any of
itsofficers or employees.
11.any other information which Coppelldeems necessary for the
administration of this ordinance.
B. Each applicant shall appear in person and provide proof of identification through
submission of a valid driver’s license or other valid, official photo identification.
C. The application must be accompanied by a copy of a valid state sales tax
certificate,if applicable.
D. Information provided by the applicant in accordance with the provisions of this
ordinance shall be subject to verification by the Coppell Police Department.
E.All applications, whether or not permitted is issued, shall be considered public
recordand shall be available for inspection by members of the publicduring
regularbusiness hours and copies may be obtained at cost in accordance with the
Texaspublic information act. redactions of personal identification numbers may
berequired under state law.
Section 6-2-5Permit Fee and Exemptions
A.Except as otherwise provided, every applicationfor permitshall be accompanied
by anonrefundable application feeas established by resolution of the City
Council to compensate the city for thecost ofadministering this ordinance, and
such fee will not be refunded if a permit isnot issued. no permit provided for by
this ordinance shall be issued until such feehas been paid by the applicant, unless
an exemption applies.
B.The following applicants are not required to pay a permit fee:
1.Individuals operating under licenses granted by a state agency.
6|Page TM 89937
Section 6-2-6 Permit Issuance, Denial, Duration, and Form.
A. When an application for solicitation permit is filed with the Coppell Police
Department, the Departmentshall review the application.
B.The Coppell Police Department shall approve the application and issue the
permit unless:
1.the application fails to comply with a provision of this ordinance;
2.a pervious permit issued under this ordinance was revoked within the past
twelve months;
3.the Coppell Police Department determines that the applicant has been
convicted of a felony, a crime of moral turpitude, or is a registered sex
offender
4.the Coppell Police Department determines that the applicant has
furnished false information or identification; or
5.the applicant has a warrant out for their arrest.
C.Coppell Police Department shall notify the applicant of their decision toapprove
or deny a permit application within ten (10) business days of the receipt ofthe
application.Notification of the decision shall be given in writing and either sent
via U.S.mail to the applicant’s address as listed on the permit application or
delivered to the applicant in person.
D.If the application was turned in as incomplete, the Coppell Police Department
shall not grant or deny the application but shall return the application with an
explanation of what additional information/documentation is needed to process
theapplication. the incomplete application and explanation shall be sentwithin
ten (10)business days of the receipt of the application to the applicant’s address
as listed onthe permit application or it shall be delivered to the applicant in
person.
E.Apermit requested under this section shall be issued for the length of time
requested,not to exceed six (6) months.
F.The City shall prescribe the form of the permit. the permit may contain a photo of
the applicant. the following shall be printed prominently on each permit: “The
issuance of this permit is not an endorsement by the City of Coppellor any of its
officers or employees.” each permit shall bear a permit number that corresponds
with the City’s files containing the application filed by the applicant.
7|Page TM 89937
Section 6-2-7Permit Suspension or Revocation
A.If a permit holder fails to comply with this ordinance, the Coppell Police
Department will take the following action:
1.For a first offense under this ordinance, any permit issued hereunder to the
offender shall be suspended for a period not to exceed thirty (30) days.
Thechief of police, or his/her designee, shall determine the number of
days of thesuspension.
2.For a second offense under this ordinance within a twelve (12) month
period, any permit issued hereunder to the offender shall be revoked, and
suchoffender shall not be eligible to apply for another permit for a period
oftwelve (12) months from the date of revocation.
B.If a permit holder is arrested and charged with a felony, the permit shall be
suspended until final disposition of the criminal charges.
1.Upon conviction or acceptance of deferred adjudication by the court, the
permit shall be revoked.
2.If the permit holder is found innocent or the charges dismissed, the
suspension of the permit shall be lifted
C.Upon suspension or revocation, the permit holder shall tender the permit to the
Coppell Police Department until completion of the suspension or successful
appeal ofthe suspension or revocation.
Section 6-2-8 Appeal from Denial Suspension or Revocation.
Should an applicant be denied apermit or have a permit suspended or revoked,
he/she may appeal that action to the CityManager by submitting a letter within ten (10)
business days of the denial,suspension orrevocation. the City Manager, or his/her
designee, shall review the appeal at a staff leveland make a determination within ten (10)
business days of receiving the appeal request andshall have the authority to uphold or
reject the action complained of and order that the permitbe granted or reinstated.
however, should the CityManager uphold the denial, suspension orrevocation, he/she
shall schedule a hearing before the City Council at a regular or specialmeeting within
thirty (30) days ofthe denial, unless the applicant withdraws the appeal inwriting. such
hearing shall be an administrative hearing, and adherence to formal rules ofevidence
shall not be required. the decision of the City Councilmay be appealed,as allowedby
law to any court withcompetentjurisdiction.
8|Page TM 89937
Section 6-2-9 Solicitor’s Identification.
Each solicitor shall carry with him/her and produce upon the request of any citizen, city
employee, or city official, the following information and identification.
1.The permit issued by the City of Coppellpursuant to this Article;
2.Acopy of the valid state sales tax certificate, if applicable; and
3.Avalid driver’s license or other valid, official photo identification.
Section 6-2-10Handbill Distribution
A.Except as otherwise prohibited, no person, firm, corporation or other entity, the
distribution of any commercial handbillon a private property, except in
compliance with this section:
1.Handing the commercial handbill directly to theowner, occupant, or any
other person then present in or upon such premises;
2.Depositing the handbill or noncommercial handbill in a securemanner to
prevent such handbill from being blown or drifting about thepremises,
must be affixed to the front door or door window glass,or deposited in a
receptacle designated for such purpose,except that mailboxes may not be
used when prohibited by federalpostal laws or regulations.
B.Registration: Every individual or person as defined herein shall not distribute any
commercial handbill on private property except after registrationwith the Coppell
Police Department in compliance with this Section. The following information on
a form provided by the department shall be submitted which includes:
1.Submission mustbe provided tothe City as provided herein at least
twenty-four (24) hours before anydistribution.
2.Provide a list of individuals that will be distributing the handbills.
3.Provide the name, address, telephone number for the handbill distributor
or sponsor.
4.Indicate the type and number of any government issue identification for
each person actually distributing the handbills.
5.provide a sworn statement that each distributor handbills on private
property has not been convicted of a felony and/or is not a registered sex
offender.
9|Page TM 89937
6.Dates and general area where the distribution will be conducted within the
City.
C. An individual, directly or through an agent or employee, may not:
1.Throw, cast or scatter any handbillsor leave any handbill unattended that
is not securely affixed to the place of deposit.
2.Distribute any commercial handbillsoutsidewithout registering period.
3.Distribute commercial handbills for a purpose other than what was
represented in the registrationwas made under this Article.
4.Represent that the registrationby the city constitutes anendorsement or
approval of the solicitation or distribution by the city or itsofficers or
employees.
5.Distribute any commercial handbill or noncommercial handbillin or up on
any premises which are temporarily or continuously uninhabited or vacant.
6.Distribute any handbill upon anypremises if requested not to do so by the
owner, occupant, or any other personthen present in or upon such
premises, or if there is placed on such premisesin a conspicuous place
upon or near the main entrance of the residence orpremises, a card as
provided in section 6-2-12 of this Article(exhibiting card prohibiting
solicitation and handbills of any type).
7.Distribute any handbill in any place, under anycircumstances, which does
not have printed on the cover, front or backthereof, the name, address and
telephone number of the handbill sponsorwhocaused the same to be
distributed; provided, however, that in the case of afictitious person or
club, in addition to such fictitious name, the true nameand addresses of
the owners, managers, or agents for the fictitious person orclub
sponsoring such commercial handbill shall also appear thereon.
8.Employ, hire, request, direct or cause, directly or indirectly, another
personforwhom a registration is not made to distribute handbills within
the City.
9.Distribute commercial handbills under the direction ofanother and not
have a supervisor who can arrive at the location where theperson is
distributing the handbills or soliciting within ten (10) minutes ofbeing
requested to appear, by the police or otherwise.
10|Page TM 89937
10.Direct someone else to distribute handbills andnot provide a supervisor
who can arrive at the location where the person isdistributing the
handbills within ten (10) minutes of beingrequested to appear, by the
police or otherwise.
D. No person convicted of a felony or sex offender, as defined by State law, may
engage in placing any handbill upon any private residential premise.
E. Upon registration, the Coppell Police Department shall issue an identification card
which must be displayed on the person distributing bills under this section.
Section 6-2-11-Hours
It shall be unlawful for any person, firm, association or corporation to solicit funds or
distribute commercial or noncommercial handbills at a placeof residence during the
following hours,unless invited to do so by theoccupant or owner of the residenceoutside
the following hours:
Monday–Friday: Before 9:00 a.m.
(daylight saving time) After 7:00 p.m.
Monday –Friday: Before 9:00 a.m.
(standard time) After 6:00 p.m.
Saturday: Before 10:00 a.m.
After 5:00 p.m.
Sunday: None
Section 6-2-12Exhibiting Card Prohibiting Solicitation and Handbills of Any Type.
A. A person, desiring to prohibit a merchant or other person engaged in a charitable
or non-charitable solicitation, or home solicitation or placementhandbills or other
advertisement or canvassing at such person's residence shall exhibit in a
conspicuous place upon or near the main entrance to the residence a weatherproof
card, not less than three inches by four inches in size containing the words, "NO
SOLICITORS". The letters shall notbe less than two-thirds of an inch in height.
No person shall engage in a charitable or non-charitable solicitation, a home
solicitation or affix, deposit, or otherwise leave handbills or canvass on or about
said residences displaying a "NO SOLICITORS" card.
B. Every person upon going onto any premises shall first examine the premises to
determine if any notice prohibiting soliciting or distribution of commercial
handbillor noncommercial handbill distribution is exhibited upon or near the
main entrance tothe premises. If notice prohibiting solicitation or commercial
11|Page TM 89937
handbill ornoncommercial handbill distribution is exhibited, the person shall
immediately departfrom the premises without disturbing, placing, or depositing
any type of handbill ordisturbing the occupant, unless the visit is the result of a
request made by theoccupant.
C.No person shall go upon any premises and ring the doorbell, or rap or knock upon
thedoor or create any sound in a manner calculated to attract the attention of the
occupant of the premises, for the purpose of securing an audience with the
occupantand engaging in or attempting to engage in a solicitation or distribution
transaction, ifa card, as described in this Section, is exhibited in compliance with
this Article,unless the visit is the result of a request made by the occupant.
D.No person, other than the owner or occupant of the premises, shall remove,
deface, orrender illegible, a card placed by the occupant pursuant to this Section.
E.Anymerchant or person who has gained entrance to premises, or audience with
theoccupant, whether invited or not, shall immediately depart fromthe premises
withoutdisturbing the occupant further when requested to leave by the occupant.
Section 6-2-13Sale of merchandise on public right-of-way; city parks; mobile
vendors.
A. It shall be unlawful for any person to peddle, solicit, sell, offer for sale, or exhibit
for sale any merchandise upon any public sidewalk, street, street right-of-way,
parkway, or other public right-of-way, except that it shall be lawful for any person
to engage in mobile vending operation involving food products upon any street,
public street, street right-of-way, provided such person has previously obtained a
solicitor's permit and a health permit from the city and under the conditions set
forth in this section.
B.No person shall engage in or attempt to engage in any mobile vending operation
involving food products, on any public street which is not residential in character
or on any street which includes four or more marked traffic lanes or within any
city park.
C.No person shall engage in or attempt to engage in any mobile vending operation
involving food products unless such person has in his or her immediate possession
a valid solicitor's permit and health permit issued by the city.
D.Any person engaged in or who attempts to engage in mobile vending operations
involving food products shall stop the motor vehicle only in immediate response
to a direct request from a potential customer and for a period not to exceed 15
minutes.
12|Page TM 89937
E.Any person engaged in mobile vending operations involving food products shall
comply with all traffic laws and parking regulations. Sales and deliveries of
products shall not be made from any part of the vehicle away from the curbside.
F.No person may sell or offer for sale any food, drinks, confections, merchandise, or
services by mobile vending within the limits of any city park except as provided
in section 9-11-3N.
Section 6-2-14–Handbills on Public Property
A.It shall be unlawful for any person to paste, stick, affix or place any
advertisement, handbill, placard, printed material, picture or written matter or any
device for advertising purposes upon any fence, railing, sidewalk, telephone,
electric light or public utility pole or other public property, or to knowingly permit
the same to be done.
Section 6-2-15Penalty.
Any owner, person, firm, corporation or business entity violating thisOrdinance shall be
deemed guilty of aClass Cmisdemeanor, and upon conviction thereof shall befined a
sumnot exceeding Five Hundred Dollars ($500.00). Each continuing day’s violation
under this ordinance shall constitute a separate offense. The penal provisions imposed
underthis Ordinance shall not preclude Coppellfrom filing suit to enjoin the violation.
Coppellretains all legal rights and remedies available to it pursuant to local, state and
federallaw.”
SECTION 2.That all provisions of the Ordinances of the City of Coppell, Texas, in
conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other
provisions of the Ordinances of the City not in conflict with the provisions of this ordinance shall
remain in full force and effect.
SECTION 3.That should any word, sentence, paragraph, subdivision, clause, phrase or
section of this ordinance, or of the Code of Ordinances, as amended hereby, be adjudged or held to
be void or unconstitutional, the same shall not affect the validity of the remaining portions of said
ordinance or the Code of Ordinances, as amended hereby, which shall remain in full force and
effect.
SECTION 4.That this ordinance shall take effect immediately from and after its passage
as the law and charter in such cases provide.
13|Page TM 89937
DULY PASSEDby the City Council of the City of Coppell, Texas, this the _______ day of
___________________, 2018.
APPROVED:
_____________________________________
KAREN SELBO HUNT, MAYOR
ATTEST:
_____________________________________
CHRISTEL PETTINOS, CITY SECRETARY
APPROVED AS TO FORM:
_______________________________
ROBERT E. HAGER, CITY ATTORNEY
14|Page TM 89937
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MEMORANDUM
To:Mayor and City Council
From:Chief Danny Barton
Date:January 16, 2019
Reference:Consider approval of an Ordinance amending the Code of Ordinances by repealing
Chapter 9, ‘General Regulations,’ Article 9-3 ‘Firearms’ in its entirety and replacing it
with a new Chapter 9, ‘General Regulations,’ Article 9-3 ‘Firearms;’ and authorizing
the Mayor to sign.
Introduction:
The State of Texas made legislative changes to the Texas Penal Code in 2015 regarding firearm
laws. These new laws included regulations to required signageof government buildings. The City
of Coppell updated signage as per State law, but did not make amendments to City Ordinance 9-3,
‘Firearms’.
Approval of the new ordinance will bring the City of Coppell Ordinance Article 9-3 into
compliance with state law.
Legal Review:
This agenda item was review by City Attorney Robert Hager in November 2018 and presented to
the City Council in Executive Session on December 12, 2018.
Fiscal Impact:
There is no fiscal impact.
Recommendation:
Approval recommended.
ORDINANCE NO. ______________
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE
CODE OF ORDINANCES BY REPEALING CHAPTER 9, ‘GENERAL
REGULATIONS’, ARTICLE 9-3‘FIREARMS’IN ITS ENTIRETY AND
REPLACING IT WITH A NEW CHAPTER 9, ‘GENERAL REGULATIONS’,
ARTICLE 9-3‘FIREARMS’; PROVIDING A REPEALING CLAUSE;
PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A SAVINGS
CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM
OF FIVE HUNDRED DOLLARS ($500.00) FOR EACH OFFENSE; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Coppell finds it will benefit to amend and update the City’s
Code of Ordinances; and
WHEREAS,the City of Coppell believes that additional regulations are needed and is in
the best interests of the citizens and; and
WHEREAS,the City staff have made a comprehensive review and recommended
changes which have been reviewed by City Council; and
NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF COPPELL, TEXAS:
SECTION 1.The City of Coppell Code of Ordinances, to repeal Chapter 9 “General
Regulations”, Article 9-3 “Firearms”, in its entirety and replace with a new Chapter 9,“General
Regulations” Article 9-3 “Firearms” to hereinafter read as follows:
“CHAPTER 9 –GENERAL REGULATIONS
…..
ARTICLE 9-3–FIREARMS/WEAPONS
Sec. 9-3-1.–Definitions
Bowmeans a weapon for shooting arrows and/or projectiles, typically made of a
curved piece of wood, fiberglass or carbon fiber whose ends are joined by a taut
string, and shall include any cross-bow, longbow or other such device.
Cross bowmeans fixed across a wooden, fiberglass, carbon fiber, or combination
thereof, support and has a groove for the bolt and a mechanism for drawing and
releasing the string.
Handgunmeans any firearm that is designed, made, or adapted to be fired with one
hand.
TM 101945
1
Firearm means any device designed, made, or adapted to expel a projectile through a
barrel by using the energy generated by an explosionor burning substance or any
device readily convertible to that use. Firearm does not include a firearm that may
have, as an integral part, a folding knife blade or other characteristics of weapons
made illegal by this chapter and that is:
(A)an antique
(B)a replica of an antique or curio firearm manufactured before 1899, but
only if the replica does not use rim fire or center fire ammunition.
Improvised explosive devicemeans a completed and operational bombdesigned to
cause serious bodily injury, death, or substantial property damage that is fabricated in
an improvised manner using nonmilitary components. The term does not include:
(A)unassembled components that can be legally purchased and possessed
without a license, permit, or other governmental approval; or
(B)an exploding target that is used for firearms practice, sold in kit form,
and contains the components of a binary explosive.
Knife means any exposed bladed edge over six (6) inches in length instrument that is
capable of inflicting serious bodily injury or death by cutting or stabbing a person
with the instrument.
License holdermeans a person licensed to carry a handgun under Chapter 411 of the
Texas Govt Code, as amended.
Long bow means a large bow.
Premisesmeans a building or a portion of a building. The term does include any
public street, sidewalk or walkway, parking lot, parking garage, or other parking area.
Zip gun means a deviceor combination of devices that was not originally a firearm
and is adapted to expel a projectile through a smooth-bore or rifled-bore barrel by
using the energy generated by an explosion, burning or mechanical device.
Sec. 9-3-2.-Regulation of firearms.
A.Discharging firearmsunlawful.It shall be unlawful for any person to fire,
discharge or shoot, or cause to be fired or dischargeany handgun, BB gun, air
rifle, air gun, pellet gun, zipgun,firearmor handgun, within the corporate
limits of the city; provided however, this section shall not apply to persons
who discharge, shoot or fire a pistol, rifle or any other device capable of
discharging a solid projectile by mechanical springs as long as the person is
within the legal boundaries of their ownproperty and the projectile does not
exit outside the boundaries of said property.
TM 101945
2
B.Exempting peace officers. Provided, however, that this article shall not apply
to licensed peace officers while in the performance of their official duties.
C. It shall be unlawful for any person to cause, discharge or shoot any bow or
projectile from any bow within the corporate limits of the City.
Sec. 9-3-3.-Possessing or carrying weapons.
A.It shall be unlawful for any personto carry anyfirearmexcept by aperson
who is a license holder under State law to carry a handgun or carry or display
any knife on any public property, including but not limited to the following
municipal owned property
1.Public park(s);
2.Special events;
3.Community Center;
4.Within any portion of Old Town Commons;
5.City Annex Building;
6.City Service Center; or
7.CORE Center
8.Town Center
B.Nothing withstanding the provisions in Subsection (A) of this section, no
person may carry any firearm or bow into or on the premises of a building or
structure where there is a meeting room of the governing body of the City or
Independent School District is being held or into any building wherein a court
resides.
C.The city manager shall cause appropriate signs to be erected at the entrances
to municipal buildings and premises required by State law; and, shall require
that all agendas for city council, boards and commissions meetings shall
contain a notice, in both English and Spanish, that it is unlawful to carry any
firearm on the premises and is in violationof State law and/or this ordinance.
The sign posted at entrances shall be in compliance with State law.
D.That the regulations contained in this section shall not apply if the firearmor
bowis in case or enclosure andis carried to or from an area designated for use
in a lawful hunting, fishing or other sporting event.”
SECTION 2.That all provisions of the ordinances of the City of Coppell in conflict
with the provisions of this ordinance be, and the same are hereby, repealed, and all other
provisions ofthe ordinances of the City of Coppell not in conflict with the provisions of this
ordinance shall remain in full force and effect.
TM 101945
3
SECTION 3. That should any sentence, paragraph, subdivision, clause, phrase or section
of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not
affect the validity of this ordinance as a whole, or any part or provision thereof other than the
part so decided to be invalid, illegal or unconstitutional, and shall not affect the validityof the
Code of Ordinances as a whole.
SECTION 4. An offense committed before the effective date of this ordinance is
governed by the prior law and the provisions of the Code of Ordinances, as amended in effect
when the offense was committed, and the former law is continued in effect for this purpose.
SECTION 5.That any person, firm or corporation violating any of the provisions or
terms of this ordinance shall be subject to the same penalty as provided for in the Code of
Ordinances of the City of Coppell, as heretofore amended, and upon conviction shall be punished
by a fine not to exceed the sum of five hundred dollars ($500.00) for each offense.
SECTION 6.This Ordinance shall take effect immediately from and after its passage
and the publicationof the caption, as the law and charter in such cases provide.”
DULY PASSEDby the City Council of the City of Coppell, Texas, on the __________
day of ___________________, 2018.
CITY OF COPPELL, TEXAS
_________________________________
KAREN SELBO HUNT, MAYOR
ATTEST:
__________________________________
CHRISTEL PETTINOS, CITY SECRETARY
APPROVED AS TO FORM:
_________________________________
ROBERT E. HAGER, CITY ATTORNEY
TM 101945
4
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MEMORANDUM
To: Mayor and City Council
From: Fire Chief Kevin Richardson
Date: January 22, 2019
Reference: Consider approval of renovations of the main restroom at Fire Station #3 as well as
the Captains restrooms at Fire Station #2 & Fire Station #3 by Custard Construction
Services, LLC, TIPS Contact #1012116, in the amount of $97,925.00, as budgeted;
and authorizing the City Manager to sign any necessary documents.
2030: Sustainable City Government
Introduction:
The main restroom facility at Fire Station 3 and the Captain restroom at both Fire Station 2 and 3
are in disrepair and in need of sheetrock work, floor and shower tile and cabinets/counters. Both
fire stations were built in 1997 and have not had any remodel/renovations in the restroom facilities.
Analysis:
Over the last several years, numerous work orders have been completed to make minorrepairs as we
waited for these projects work through the 5-year budgeting plan.
Legal Review:
Agenda item did not require legal review.
Fiscal Impact:
The fiscal impact of this agenda item is $97,925.00 total ($59,675.000 for Fire Station #3 Main
restroom and $38,250.00 for Fire Station #2 & #3 Captain’s restrooms). Funds have been budgeted
in the Fire Department account 01-04-09-5110 for the renovations.
Recommendation:
The Fire Department and Facilities recommend approval.
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MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: January 22, 2019
Reference:Consider approval of PD-297-HC to establish a Concept Site Plan for hotel, retail,
restaurants and office uses on 16.57 acres and a Detail Site Plan for two Hotels, one being
a Residence Hotel on approximately 6 acres located at the northeast corner of SH 121 and
Sandy Lake Road.
2030: Business Prosperity
Executive Summary:
This is a two-part request. Part one is to establish a Concept Site Plan for hotel, retail, restaurants and
office uses on 16.57 acres of property; and part two is a Detail Site Plan for two hotels, one being a
Residence Hotel on approximately 6 acres. Included in this request is a variance to Sec. 12-30-18. (2) c.
Not more than 22 room units per acre for one of the hotels.
Introduction:
This property is located at the prominent corner of Sandy Lake Road and S.H. 121. The two hotels will
occupy almost 6 acres along the eastern edge, however, there are no specific retail and office users
identified for the remaining 11 acres of this property. Detail Site Plan approvals will be required for
subsequent developments and must adhere to the HC District regulations as amended and/or augmented
in the conditions incorporated in this Planned Development. Conditions such as future development will
have a coherent architectural theme and consistent sign package, will ensure that this property is a well-
planned development. One of the key features of this overall development will be the trees preservation
amenity consisting of over 40 Oak and Elm trees located in the midsection of the property. This preserve
will be adjacent to the future retail development and will have pedestrian connection to the main driveway
and the hotel development.
The two hotels planned include a 126 room Home2Suites and a 125 room LaQuinta. Both hotels have
been revised to meet the ordinance requirements percentage of masonry, however they are requesting the
utilization of an additional of colors than permitted as part of the HC District regulations. A PD condition
permitting this variance is appropriate to allow for the branding. It is noted that both hotels are
incorporating one if the same brick colors to provide some coherence. The Planning and Zoning
Commission also recommended approval of the variance to Sec. 12-30-18. (2) c. Not more than 22
room units per acre, as required for Residence Hotels for the Home2 Suites considering the location,
room layout and operational characteristics of this brand.
1
The applicant agreed to all conditions as recommended by Staff and the Planning and Zoning
Commission except for the denial of the request for the three 40’ tall monument signs. The applicant
revised the request by reducing the number of signs from 3 to 1 and eliminated digital marquee and
replaced it with a City of Coppell logo. This sign is proposed to be located along the entry drive to the
hotels from Freeport Parkway. The Planning and Zoning Commission discussed that a 40’ monument
sign was not necessary in the first phase of development considering that this phase contained two – five
story buildings which have attached signage exceeding the height of the proposed 40’ monument signs
and will provide desired visibility from SH 121. Consideration later with the detail plans for phase two,
an entry feature/ focal point/development sign may be incorporated at the corner of SH 121 and Sandy
Lake Road, but the approval at the conceptual stage was premature.
As detailed in Condition F, below, per the Traffic Impact Analysis prepared by the applicant, several
infrastructure improvements will be required to support the proposed development. Since the Planning
and Zoning Commission’s meeting, the applicant has met with the City’s engineering staff and there was
an agreement that roadway impact fee credits for the design and construction of the right turn only
deceleration lane at Royal Lane Driveway for the westbound approach on Sandy Lake Road will be
provided. Additional details of the roadway impact fee credit will be discussed during the detail review
of engineering plans.
Analysis:
On December 11, 2018 the Planning and Zoning Commission recommended approval of PD-297-HC,
Whitestone, subject to the following conditions which have been incorporated into the Planned
Development (except for d. as discussed above):
1.Concept Plan Conditions:
a.At the time of Detail Site Plan approval for the remaining 11 +/- acres, consideration be
given to providing additional buffers along the freeway as well as a focal point feature at
the intersection of SH 121 and Sandy Lake Road.
b.Detail Site Plans shall meet all development code requirements unless specifically varied
at that time.
c.There shall be a coherent architectural theme and Detail Site Plans shall include elevation
facades to assure architectural compatibility.Variances to Sec. 12-22-5. Type of exterior
construction relating to the color of wall surfaces will be reviewed at the time of Detail
Site Plan approval.
d.There shall be a consistent sign package for all attached signs and signs to be compliant
with the provisions of the Sign Ordinance.
e.This property shall to be replatted to provide building sites, necessary easements, tree
preservation area and Property Owners Association.
f.The following traffic improvements are required to support this development, based on
the T.I.A. submitted and shall be at the time of the platting of the property:
i.Provide an eastbound left turn lane with 150 feet of storage on Sandy Lake Road
at Royal Lane.
ii.Provide a northbound right turn lane with 425 feet of deceleration including 100-
foot taper on SH 121 Northbound Frontage Road at Driveway 2.
iii.Provide a northbound right turn lane with 300 feet of deceleration including 100-
foot taper on SH 121 Northbound Frontage Road at Driveway 3.
iv.Modify existing signal at the intersection of Sandy Lake Road and Royal Lane to
accommodate for southbound leg and eastbound left turn lane including a new
traffic signal pole for the southbound direction and pedestrian signals for all legs.
v.To construct one additional northbound through lane to the development at the
intersection of Sandy Lake and Royal Lane.
2
vi.The addition of a deceleration lane for the right turn into the Royal Lane Driveway.
g.At the time of platting Fire lane shall be stubbed-out at intersections to Phase 2 to allow
connection of future buildings.
h.Property Owners Association shall maintain all common areas, including the landscape
medians, tree preservation area pedestrian areas, and all enhanced paving surfaces.
Property Owners Association documents areas shall be submitted for staff review prior to
the filing of the Final Plat.
i.Additional comments will be generated at the time of Detail Engineering review.
2.Detail Plan – Home2-Suites, APPROVAL of a variance to Sec. 12-30-18.(2) c. Not more
than 22 room units per acre, and the deficit in one amenities,
a. Allowance to the variance in the number of colors of masonry and accent materials,
subject revisions to the materials the reduction in the stucco areas to be compliant with
the 80% masonry requirement.
b.All signs shall be compliant with the Sign Ordinance.
3. Detail Plan – LaQuinta, staff is recommending Approval, subject to:
a.Allowance to the variance in the number of colors of masonry and accent
materials.
b.All signs shall be compliant with the Sign Ordinance.
c.Allowing for a one parking space deficit, with 131 parking spaces being provided.
Legal Review:
This did not require city attorney review
Fiscal Impact:
None
Recommendation:
The Planning Department recommended APPROVAL of PD-297-HC, Concept Site Plan for hotel, retail,
restaurants and office uses on 16.57 acres of property and a Detail Site Plan for two Hotels, one being a
Residence Hotel on approximately 6 acres and Denial of the residence hotel due to noncompliance with
Sec. 12-30-18.(2) c. Not more than 22 room units per acre. and the denial of the three 40’ tall monument
signs
Attachments:
1.Staff Report
2.Hotel Narrative
3.Concept Plan
4.Detail Site Plan – Hotels
5.Landscape Plan
6.Tree Survey
7.LaQuinta Elevations
8.LaQuinta First Floor Plans
9.LaQuinta 2-5 Floor Plans
10.Home2Suites Elevations
11.Home2Suites First Floor Plans
12.Home2Suites 2-5 Floor Plans
13.Home2Suites – room layout
14.Street Cross Section
15.Intersection Design
3
16.40-foot Multi-Tenant Sign
4
CITY OF COPPELL
PLANNING DEPARTMENT
STAFF REPORT
PD-297-HC, Whitestone
P&Z HEARING DATE:
C.C. HEARING DATE:
STAFF REP.:
LOCATION:
SIZE OF AREA:
CURRENT ZONING:
REQUEST:
APPLICANT:
HISTORY
1996 Future Land Use Plan
2030
Comprehensive PlanFreeway
Special District.
HISTORIC COMMENT
TRANSPORTATION
SURROUNDING LAND USE & ZONING
COMPREHENSIVE PLAN Coppell 2030 Comprehensive Master Plan
DISCUSSION:
2030 Master Plan
Freeway Special District
Focal Points
“Setbacks
Building Form and Character
Concept Plan
Comprehensive Plan.
Monument Pylon Signs
Sign Ordinance
Sign Ordinance
PD Conditions
2030 Master Plan
Detail Site Plan – Home2 Suites
Required - Home2 Suites – Residence Hotel Provided
Building Elevations and Signage
Detail Site Plan – LaQuinta
Required – LaQuinta Provided
Building Elevations and Signage
Zoning OrdinanceBuilding
Code
Detail Landscape Plans
Sign Ordinance.
Detail Plan – Home2-Suites
Detail Plan – LaQuinta
ALTERNATIVES:
ATTACHMENTS:
December 13, 2018
Ms. Marcie Diamond, AICP
Assistant Director of Community Development/Planning
The City of Coppell
265 E.ParkwayBlvd.
Coppell, Texas 75019-9478
Re: Hotel Narrativeon behalf of Whitestone Hospitality Management LLC
La Quinta and Home 2 Suites
Northeast Corner of Sandy Lake Road and Highway 121
Coppell, Texas
Dear Ms.Diamond,
We are proudto present two Hotels for our Sandy Lake and 121 development in Coppell. The
type of hotel we are proposing in Coppellis not of the residence type nor extended stay.
Contained hereinis the justification that our hotels do not meet Coppell’s requirements nor intent
of a“Residence Hotel.”
Per section 12-30-18and Section 12-42-1of the Coppell Code of Ordinances,a Resident Hotel’s
development standards include the following descriptions(which do not matchour proposed and
categorically different hotels):
1.Residential hotel:“A multi-dwelling, extended stay lodging facility consisting of efficiency
units or suites with a complete kitchen (which are defined as containing a stove top and
oven and full size refrigerator) suitable for long-term occupancy...”
(Typical Residence Hotel attributes are generally not met in our Hotel design;
Management does not price rooms as efficiency for multi-day stays\[See Home 2
pricing structure below\],suitable kitchens are not provided,andbedrooms are not
typically isolated from the rest of the unit,all of which discourages the suitability
for long-term occupancy).
2.Resident Hotel: “All of the room units shall contain kitchen facilities, which are defined as
containing a stove top, oven, and microwave and fill size refrigerator.”
(Theamenitiesprovideddoes not include a stove-top, and therefore does meet the
intent of a kitchen. The restricted cooking ability,our only cooking appliance being
a microwave,preventslong-term compatibility).
780 N. Watters Road Suite 100 Allen, Texas 75013
Phone (972) 294-3537 www.mccallarios.com
Re: Hotel Narrativeon behalf of Whitestone Hospitality Management LLC
La Quinta and Home 2 Suites
Northeast Corner of Sandy LakeRoad and Highway 121
Coppell, Texas
Our hotels more closely correspond tothe definition of a hotel per section 12-42-1.
3.Hotel: “An establishment offering lodging to the traveling public for compensation. Access
to the majority of the guest rooms is through a common entrance and lobby. The
establishment furnishes customary hotel services and may contain a restaurant, club,
lounge, banquet hall and/ or meeting rooms. Microwave and small (under the counter)
refrigerator is permitted in the rooms, however other kitchen facilities, such as cooktop,
oven (except microwave) and full size refrigerator would not be permitted. A hotel is a
non-residential use.”
(The hotel’s target audience are the interim travelers, primarily from the DFW
airport, whom stay only a few nights at a time \[see Home 2 Length of Stay Graph
below\].Features of the Hotel include common entrance/lobby and customary hotel
servicesas well as in-room microwaves and refrigerators, but no cooktop ovens.
Additionally, our situated district, Highway-Commercial,is non-residential by
nature and facilitates those non-residential uses such as our Hotels).
Clarified above is our rational for our Hotel type classification over that ofExtended Stay. We feel
our design, provided amenities, and the hotel’s management not onlydiscourages those
associations of “residency”or “extended stay,”but also disqualify the Residency categorization as
defined in Cityof Coppell’s Ordinance.We believe our Hotelsencourage a healthy relationship
between the traveling public and the city of Coppelland sincerely look forward to creating a more
prominent Coppell presence in the traveling community.
Please let us know if you have any questions.
Very truly yours.
McCallaDesign Group Architecture, PLLC
Gary D. McCalla
Gary D. McCalla
TexasRegistered Architect No. 12519
The Texas Board of Architectural Examiners, 333 Guadalupe, Suite 2-350, P.O. Box 12337, Austin, Texas
78711, telephone 512/305-9000, has jurisdiction over individuals licensed under the Architects Registration
Law, Article 249a, VCT
780 N. Watters Road Suite 100 Allen, Texas 75013
Phone (972) 294-3537 www.mccallarios.com
BY
NO.
FILE
ACRES16.57
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DESCRIPTION
PROPERTY LINEPROPOSED BUILDING (PHASE ONE)PHASE LINEACCESS EASEMENT
PROPOSED TREEPRESERVATION AREAPROPOSED FIRE LANE AND MUTUAL
REVISIONS
NTS
LEGEND
2018
DATE
VICINITY MAP
DECEMBER 06
COPPELL WHITESTONE - PD ZONING
BEING 16.572 ACRES SITUATED IN THE
CITY OF COPPELL, DALLAS COUNTY, TEXAS
JOHN E. HOLLAND SURVEY, ABSTRACT NO. 614
DATE
AWS
DRAWN
AWS
DESIGN
REV NO.
A DETAIL SITE PLAN SHALL BE REQUIRED PRIOR TO DEVELOPMENT WITHIN THISTRACT. THE DETAIL SITE PLAN SHALL MEET ALL DEVELOPMENT CODE REQUIREMENTSTHIS PROPERTY WILL BE PLATTED TO PROVIDE
BUILDING SITES, EASEMENTS AND FIRETHERE SHALL BE A COHERENT ARCHITECTURAL THEME AND CONSISTENT SIGNTHE LANDSCAPE MEDIANS AND ALL ENHANCED PAVING SURFACES. PROPERTYTO THE FILING OF THE
FINAL PLAT.THE DEVELOPMENT SHALL BE 2 PHASES AS SHOWN ON THIS PLAN.THE ROYAL LANE/SANDY LAKE INTERSECTION IMPROVEMENTS SHALL BE INCLUDED INTHE 1ST PHASE INFRASTRUCTURE PLANS AND CONSTRUCTED
BY THETO CONSTRUCT ONE ADDITIONAL NORTHBOUND THROUGH LANE TO THE
UNLESS SPECIFICALLY VARIED AT THAT TIME. DETAIL SITE PLANS SHALL ALSO INCLUDEELEVATION FACADES TO ASSURE ARCHITECTURAL COMPATIBILITY.LANES PRIOR TO ANY DEVELOPMENT.PACKAGE FOR ALL ATTACHED
SIGNS.PROPERTY OWNERS ASSOCIATION SHALL MAINTAIN ALL COMMON AREAS, INCLUDINGOWNERS ASSOCIATION DOCUMENTS SHALL BE SUBMITTED FOR STAFF REVIEW PRIOROWNER/DEVELOPER PRIOR TO THE ISSUANCE
OF A BUILDING PERMIT FOR THE FIRSTBUILDING.MODIFY EXISTING SIGNAL AT THE INTERSECTION OF SANDY LAKE ROAD AND ROYALLANE TO ACCOMMODATE FOR SOUTHBOUND LEG AND EASTBOUND LEFT TURN LANEINCLUDING
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OWNER:TEL (972) 600-8162 ARCHITECT:ALLEN, TEXAS 75013TEL (972) 294-3537 x310 ENGINEER:JONES | CARTER, INC.TEL (972) 488-3880 LANDSCAPE ARCHITECT:4913 RUFE SNOW DRIVE, SUITE 101-BTEL
(817) 577-0889
FERGUSON REALTY CO.6060 N CENTRAL EXPY, SUITE 560DALLAS, TX 75206CONTACT: DK PatelDK@WHITESTONEHM.COMMCCALLA DESIGN GROUP780 NORTH WATTERS ROAD, SUITE 100CONTACT: GARY MCCALLAGARY@MCCALLARIOS.COM6509
WINDCREST DRIVE, SUITE 600PLANO, TEXAS 75024CONTACT: SHAWN C. GRAHAM, PESGRAHAM@JONESCARTER.COMLEEMING DESIGN GROUPNORTH RICHLAND HILLS, TEXAS 76180CONTACT: BILL LEEMINGLEEMINGDESIGNGROUP@SBCGLOBAL
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ACRES16.57
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SCALE
1" = 60'
DESCRIPTION
REVISIONS
NTS
2018
DATE
VICINITY MAP
DECEMBER 06
COPPELL WHITESTONE - PD ZONING
BEING 16.572 ACRES SITUATED IN THE
CITY OF COPPELL, DALLAS COUNTY, TEXAS
JOHN E. HOLLAND SURVEY, ABSTRACT NO. 614
DATE
AWS
DRAWN
AWS
DESIGN
REV NO.
THIS PROPERTY WILL BE PLATTED TO PROVIDE BUILDING SITES, EASEMENTS AND FIRETHERE SHALL BE A COHERENT ARCHITECTURAL THEME AND CONSISTENT SIGN PACKAGETHE LANDSCAPE MEDIANS AND ALL ENHANCED
PAVING SURFACES. PROPERTY OWNERSASSOCIATION DOCUMENTS SHALL BE SUBMITTED FOR STAFF REVIEW PRIOR TO THETHE DEVELOPMENT SHALL BE 2 PHASES AS SHOWN ON THIS PLAN.THE ROYAL LANE/SANDY LAKE
INTERSECTION IMPROVEMENTS SHALL BE INCLUDED INTHE 1ST PHASE INFRASTRUCTURE PLANS AND CONSTRUCTED BY THEOWNER/DEVELOPER PRIOR TO THE ISSUANCE OF A BUILDING PERMIT FOR THE FIRSTTO CONSTRUCT
ONE ADDITIONAL NORTHBOUND THROUGH LANE TO THE
LANES PRIOR TO ANY DEVELOPMENT.FOR ALL ATTACHED SIGNS.PROPERTY OWNERS ASSOCIATION SHALL MAINTAIN ALL COMMON AREAS, INCLUDINGFILING OF THE FINAL PLAT.BUILDING.MODIFY EXISTING SIGNAL AT
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OWNER:TEL (972) 600-8162 ARCHITECT:TEL (972) 294-3537 x310 ENGINEER:JONES | CARTER, INC.TEL (972) 488-3880 LANDSCAPE ARCHITECT:TEL (817) 577-0889
6060 N CENTRAL EXPY, SUITE 560CONTACT: DK Patel780 NORTH WATTERS ROAD, SUITE 100ALLEN, TEXAS 75013CONTACT: GARY MCCALLAGARY@MCCALLARIOS.COM6509 WINDCREST DRIVE, SUITE 600CONTACT: SHAWN
C. GRAHAM, PESGRAHAM@JONESCARTER.COM4913 RUFE SNOW DRIVE, SUITE 101-BCONTACT: BILL LEEMING
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MEMORANDUM
To:Mayor and City Council
From: Mike Land, City Manager
Date: January 22, 2019
Reference: Consider approval of a contract for state governmental affairs representation
regarding online remote sales tax legislation with HMWK, LLC, John Kroll,
Principal; and authorizing the City Manager to sign the necessary documents
2030: Business Prosperity – Goal 1: Retention and attraction of businesses that generate
revenue for the City; Sustainable City Government – Goal 5: Financial resources
to support city services.
General Information:
John Kroll has worked with the City of Coppell since 2007 as part of our ongoing efforts to
monitor Federal and State legislation related to online and remote sales tax. Through the years at
the Federal level there have been several pieces of legislation introduced which could in one or
another either negatively or positively affect sales tax revenue in the City of Coppell.
With the recent Supreme Court decision, South Dakota vs. Wayfair, states throughout the
country including Texas are specifically addressing through legislation and rule-making how to
collect sales tax from sellers who do not have a physical presence within their respective state.
While the City of Coppell is fortunate to be home to several online retailers such as Amazon,
sales tax from this type of online retailer has not been a significant sales tax contributor due to
the current structure of State of Texas laws and rules. With the recent Wayfair decision, it is
possible that this could change. More importantly to the City of Coppell though is the current
collection of sales tax revenue generated business to business. Business to Business sales tax
generation is the largest contributor of sales taxes for the City of Coppell.
If the language in any proposed legislation and subsequent rules were to change the definition of
online remote sales, City of Coppell sales tax collections could be severely and negatively
impacted.
Mr. Kroll is an expert in this arena, is extremely familiarwith the City of Coppell’s
circumstance, as he is with many other similarly situated cities throughout the State and has a
solid working relationship with the State Comptroller’s office. This is doubly important because
the legislation that will be presented to the legislature is being written by the Comptroller’s
office. So too are the rules that will be followed once the new legislation is approved.
With this contract Mr. Kroll will work with the City of Coppell through the legislative session,
rule-making and implementation of any changes because of the actions of the State Legislature.
Legal Review:
Coppell City Attorney Robert Hagar has reviewed the contract.
Fiscal Impact:
The contract is for one year and is for a total of $60,000.00
Recommendation:
Staff recommends approval of the contract for state governmental affairs representation
regarding online remote sales tax legislation with HMWK, LLC, John Kroll, Principal; and
authorizing the City Manager to sign the necessary documents
CONTRACT
The following will constitute the sole state governmental affairs representation contract between
HMWK, LLC (“HMWK” hereinafter) and the City of Coppell. (“Coppell” hereinafter), or its
successor in interest.
A. Upon execution of this contract, Coppell shall engage the services of HMWK, on a
nonexclusive basis, as an independent contractor with the responsibility for providing state
governmental affairs and tax policy services. Such services shall include, but are not limited
to, the following:
1. Identify and monitor legislation and regulations affecting Coppell’s interests
with specific emphasis on Coppell’s regulatory and sales and use tax position.
2. Legislative, regulatory and executive governmental affairs services before
state policy and regulatory organizations as directed. HMWK will provide
tax policy and governmental affairs services to and on behalf of Coppell
before the Texas Comptroller’s office and other tax policy organizations as
directed by Coppell.
3. Facilitate meetings between Coppell representatives and key, state and local
officials and tax administrators / regulators.
4. Work with Coppell officials, its lead governmental affairs team and allies,
including key local business interests to ensure, to the extent appropriate and
feasible, a coordinated strategy and effort.
5. Provide Texas governmental affairs services as directed before the Texas
Legislature, Executive Administration and other regulatory agencies
concerning items and issues surrounding and resulting from activities of the
th
Session of the Texas Legislature.
86
B. For such engagement, Coppell will pay HMWK a fee of FIVE THOUSAND AND NO/100
DOLLARS ($5,000.00) per month for the period January 1, 2019 through December 31, 2019.
The fee shall not cover expenses such as air courier, reproduction, postage, entertainment, and
travel costs, which shall be billed and payable by Coppell subject to prior approval by Coppell
if in excess of $100.00.
C. It is understood that HMWK will function as an independent contractor and will hold
themselves out as such and will be without authority to obligate Coppell for indebtedness or
other legal obligation.
D. All governmental affairs activities by HMWK on behalf of Coppell will be done in a prompt
manner and in accordance with all applicable federal, state and local laws and regulations and
professional standards. Coppell shall not require HMWK to perform any action or take part
in any activity that is illegal or contrary to applicable federal, state and local laws and regulations
and professional standards.
E. It is understood that HMWK will be responsible for all appropriate filings including
registration and activity reports to comply with all required state ethics and lobbying laws.
______________________________________________________________________________________
CONTRACT Page 1
F. The effective date of this contract is January 1, 2019, and it shall terminate on December 31,
2019; provided, however, that this contract will automatically extend at the end of the initial
term or any renewal term for successive one-year periods, unless either party gives written
notice of its intention not to renew at least sixty (60) days prior to the last date of such term
or renewal term, as applicable.
G. Notwithstanding any other provision in this contract either party may terminate this contract
without cause by giving written notice at least sixty (60) days prior to the date of termination.
Any payment due for a period which has been interrupted by termination of this contract shall
be pro-rated for the number of days the contract remained in effect. Except for such partial
payment, no further payments will be due from Coppell.
HMWK, LLC City of Coppell
John Kroll, Principal Mike Land, City Manager
December 21, 2018 December 29 , 2018
______________________________________________________________________________________
CONTRACT Page 2
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