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Tuesday, March 23, 2021
City of Coppell, Texas
Meeting Agenda
City Council
5:30 PM
KAREN HUNT MARK HILL
Mayor Mayor Pro Tem
CLIFF LONG GARY RODEN
Place 1 Place 4
BRIANNA HINOJOSA-SMITH JOHN JUN
Place 2 Place 5
WES MAYS BIJ U MATH EW
Place 3 Place 6
MIKE LAND
City Manager
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
As authorized by Section 418.016(e) of the Texas Government Code, on March 16, 2020,
Governor Greg Abbott suspended various provisions that require government officials and
members of the public to be physically present at a specified meeting location.
The following requirements have been suspended by the governor:
Council Chambers
1. A quorum of the city council need not be present at one physical location. Id. § 551.127(b).
2. In light of (1), above, the meeting notice need not specify where the quorum of the city
council will be physically present and the intent to have a quorum present. Id. § 551.127(e).
3. In light of (1) above, the meeting held by videoconference call is not required to be open to
the public at a location where council is present. Id. § 551.127(f).
4. The audio and video are not required to meet minimum standards established by Texas
Department of Information Resources (DIR) rules, the video doesn't have to be sufficient that
a member of the public can observe the demeanor of the participants, the members faces
don't have to be clearly visible at all times, and the meeting can continue even if a connection
is lost, so long as a quorum is still present. Id. § 551.127(a-3); (h); (i); 0).
City of Coppell, Texas Page 1 Printed on 3/19/2021
City Council Meeting Agenda March 23, 2021
Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular
Called Session at 5:30 p.m. for Executive Session, Work Session will follow immediately
thereafter, and Regular Session will begin at 7:30 p.m., to be held at Town Center, 255 E.
Parkway Boulevard, Coppell, Texas.
As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be
convened into closed Executive Session for the purpose of seeking confidential legal advice
from the City Attorney on any agenda item listed herein.
As authorized by Section 551.127, of the Texas Government Code, one or more Council
members or employees may attend this meeting remotely using videoconferencing
technology.
The City of Coppell reserves the right to reconvene, recess or realign the Work Session or
called Executive Session or order of business at any time prior to adjournment.
The purpose of the meeting is to consider the following items:
1. Call to Order
2. Executive Session (Closed to the Public) 1st Floor Conference Room
Section 551.087, Texas Government Code - Economic Development Negotiations.
Discussion regarding property located south of Bethel Road and west of S.
Coppell Road.
3. Work Session (Open to the Public) Council Chambers
A. Discussion regarding agenda items.
B. Discussion regarding tethering ordinance.
C. Discussion regarding Magnolia Park Trail Section.
D. Discussion regarding mask mandate in city facilities and COVID-19
safety protocols in relation to Citizens' Appearance comments.
Attachments: Magnolia Park Trail Section Memo.pdf
Animal Tethering Memo.pdf
DRAFT Animal Tethering ORD.pdf
Regular Session
4. Invocation 7:30 p.m.
5. Pledge of Allegiance
Proclamations
6.
Consider approval of a Proclamation naming March 23, 2021, as "Brad
City of Coppell, Texas Page 2 Printed on 3/19/2021
City Council Meeting Agenda March 23, 2021
Reid Appreciation Day," and authorizing the Mayor to sign.
Attachments: Brad Reid Appreciation Day.pdf
7. Consider approval of a Proclamation naming April 4-10, 2021, as
"National Library Week"; and authorizing the Mayor to sign.
Attachments: National Library Week Proclamation 2021.pdf
Presentations
8. Annual report by the Coppell Library Board.
9. Citizens' Appearance
10. Consent Agenda
A. Consider approval of the minutes: March 9, 2021.
Attachments: CM 2021-03-09.pdf
B. Consider approval authorizing the purchase of replacement portable
radios for the Fire Department through an Interlocal Agreement with
Houston Galveston Area Council (HGAC) in the amount of $60,781.42 as
budgeted; and authorizing the Mayor to sign and City Manager to execute
any necessary documents.
Attachments: Staff Memo.pdf
Motorola Solutions Quote.pdf
HGAC Buy Contract Pricing Worksheet.pdf
C. Consider award of the annual contract for Mowing and Landscape
Services, Bid No. Q-0221-03 to Landscape Professionals of Texas not to
exceed $275,000.00, as budgeted, FY 20-21; and authorizing the City
Manager to sign any necessary documents.
Attachments: Memo.pdf
Mowing Bid Tab 2021.pdf
End of Consent Agenda
11. Consider approval of an Ordinance of the City of Coppell, Texas amending
Ordinance No. 2020-1542, the budget for Fiscal Year October 1, 2020
through September 30, 2021; and authorizing the Mayor to sign.
Attachments: Memo Budget Amendment March 23, 2021.pdf
Budget Amendment March 23, 2021.pdf
12. Consider approval of an Ordinance amending Chapter 3 of the Code of
Ordinances of the City of Coppell, by amending Sections 3-1-5 and 3-2-2;
adjusting monthly water rates; adjusting monthly sewer volume cap;
City of Coppell, Texas Page 3 Printed on 3/19/2021
City Council Meeting Agenda March 23, 2021
providing a repealing clause; providing a severability clause; and providing
an effective date; and authorizing the Mayor to sign.
Attachments: Water and Sewer Rate Memo to Council.pdf
Ordinance amending Chapter 3 - Water rates.pdf
13. Consider approval of an election services contract with Dallas County to
conduct a Joint Election on May 1, 2021; in the amount not to exceed
$66,827.44; and authorizing the Mayor to sign and City Manager to
execute any necessary documents.
Attachments: Election Joint Contract Memo.pdf
2021 Joint Contract.pdf
COCP Election Services Estimate.pdf
Letter City of Dallas Estimate Explanation.pdf
May 2021 Joint Election Estimated Cost.pdf
14. City Manager Reports - Project Updates and Future Agendas
15. Mayor and Council Reports
Report by the City Council on recent and upcoming events.
16. Council Committee Reports concerning items of community involvement with no
Council action or deliberation permitted.
A. Report on North Central Texas Council of Governments -
Councilmember Wes Mays
B. Report on Historical Society - Councilmember Cliff Long
17. Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
18. Necessary Action from Executive Session
19. Adjournment
Karen Selbo Hunt, Mayor
CERTIFICATE
I certify that the above Notice of Meeting was posted on the bulletin board at the City Hall of
the City of Coppell, Texas on this 19th day of March, 2021, at .
Ashley Owens, City Secretary
City of Coppell, Texas Page 4 Printed on 3/19/2021
City Council Meeting Agenda March 23, 2021
PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION
The City of Coppell acknowledges its responsibility to comply with the Americans With
Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require
special services (i.e. sign interpretative services, alternative audio/visual devices, and
amanuenses) for participation in or access to the City of Coppell sponsored public programs,
services and/or meetings, the City requests that individuals make requests for these services
seventy-two (72) hours — three (3) business days ahead of the scheduled program, service,
and/or meeting. To make arrangements, contact Kori Allen, ADA Coordinator, or other
designated official at (972) 462-0022, or (TDD 1 -800 -RELAY, TX 1-800-735-2989).
Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun),
a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing
law), may not enter this property with a concealed handgun.
Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried
handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun
licensing law), may not enter this property with a handgun that is carried openly.
City of Coppell, Texas Page 5 Printed on 3/19/2021
File ID: 2021-5598
Version: 1
City of Coppell, Texas
Master
File Number: 2021-5598
Type: Agenda Item
Reference:
File Name: exec session - real property s of bethel, w of s coppell
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Executive Session
In Control: City Council
File Created: 03/17/2021
Final Action:
Title: Discussion regarding property located south of Bethel Road and west of S.
Coppell Road.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5598
Title
Discussion regarding property located south of Bethel Road and west of S. Coppell Road.
Summary
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
[Enter Staff Recommendation Here]
Strategic Pillar Icon:
t'iiiiii iiiiii
City of Coppell, Texas Page 1 Printed on 3/19/2021
File ID: 2021-5589
Version: 1
=ile Name: WKS 3/23/21
City of Coppell, Texas
Master
File Number: 2021-5589
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Work Session
In Control: City Council
File Created: 03/15/2021
Final Action:
Title: A. Discussion regarding agenda items.
B. Discussion regarding tethering ordinance.
C. Discussion regarding Magnolia Park Trail Section.
D. Discussion regarding mask mandate in city facilities and COVID-19
safety protocols in relation to Citizens' Appearance comments.
Notes:
Sponsors:
Attachments: Magnolia Park Trail Section Memo.pdf, Animal
Tethering Memo.pdf, DRAFT Animal Tethering
ORD.pdf
Contact:
Drafter:
Related Files:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
History of Legislative File
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5589
Title
A. Discussion regarding agenda items.
B. Discussion regarding tethering ordinance.
C. Discussion regarding Magnolia Park Trail Section.
D. Discussion regarding mask mandate in city facilities and COVID-19 safety protocols in
relation to Citizens' Appearance comments.
Summary
City of Coppell, Texas Page 1 Printed on 3/19/2021
MEMORANDUM
To: Mayor and City Council
From: John Elias, Park Projects Manager
Via: Brad Reid, Director of Parks and Recreation
Date: March 23, 2021
Reference: Discussion regarding the Magnolia Park Trail Section
2040: Implement Innovative Transportation Networks
General Information:
• January 2019 -City Council awarded a contract in the amount of $84,000 to Halff &
Associates for the design of elevated trail sections for Magnolia Park, Moore Road
Park and the Asbury Manor trail intersection.
• July 2019 - Halff presented the City with a preliminary finding report that provided
detailed trail/boardwalk alignment.
• November 2019 - an updated preliminary finding report was presented to Park Board.
This report included the northern shoreline alignment for Magnolia Park (Design
Alternative B), as well as preliminary cost estimates. The estimate for Design
Alternative A is $984,186 and the estimate for Design Alternative B is $370,902
• December 2019 -City staff hosted a Public Input Meeting with the Magnolia Park
HOA to review the two trail alignment options.
• The Elevated Trail Sections Project was put on hold at the start of 2020 while the City
evaluated the impact of the proposed rule that would change how sales tax is
collected in Texas
• January 26, 2021 - City Council Work Session discussion to review the two trail
alignment options.
• February 1, 2021 - Park Board Meeting to review the two trail alignment options,
listen to public input from the Magnolia Park HOA residents. Develop Park Board
recommendation to City Council regarding which trail alignment to move forward
with.
• March 9, 2021 - City Council Work Session discussion to review the two trail
alignment options.
• March 12, 2021 — Meeting with Magnolia Park HOA consulting engineer Jeff
Crannell to discuss options for Design Alternative A.
Analysis:
The Magnolia Park trail Project is currently on hold and is being presented to obtain direction from
the Council to move forward with the design and construction documents. Direction is needed
regarding which Trail Alignment to move forward with: Design Alternative A or Design
Alternative B. Park Board unanimously recommended to move forward with Design Alternative
B.
Legal Review:
Legal Review is not required at this time.
Fiscal Impact:
CRDC funding is available for Design Alternative A or Design Alternative B.
Recommendation:
The Parks and Recreation Department recommends trail alignment Design Alternative B to move
forward with design and construction documents.
Magnolia Park Trail —Design Alternative A ($984,186)
Magnolia Park Trail —Design Alternative B ($370,902)
MEMORANDUM
To: Mayor and City Council
From: Danny Barton, Chief of Police
Date: March 23, 2021
Reference: Animal Tethering Ordinance
Introduction:
Over the past few years, Coppell Animal Services has received calls from concerned residents
regarding the way a particular dog was being tethered by its owner. These same residents have
expressed a desire to consider a Tethering Ordinance for the City of Coppell. Staff took the
suggestions of the residents and proposed an ordinance based on those suggestions. Additional
changes to the proposed amendment have been requested.
Background:
City staff had been contacted by several residents concerning the tethering of dogs in the City of
Coppell. Some residents have expressed a desire for the City to modify the city ordinance related to
tethering of dogs. The City currently follows State law.
On February 9, 2021, staff requested Council direction on a potential tethering ordinance. Staff
informed Council that the City has not had any issued related to the tethering of dogs or any other
animals. One dog was the focus of much of the concern expressed by citizens. Several residents
made public comments in support of amending the current ordinance related to tethering.
Staff returned to work session on February 23, 2021 and presented concerns and dangers that could
impact a tethered animal. Resident input was provided, and staff indicated it would propose an
amended ordinance similar to that of the City of Dallas.
On March 9, 2021, staff proposed an amendment to the Animal Services City Ordinance that
mirrored the City of Dallas ordinance and included an exception suggested by a resident. Council
tabled the agenda item so that the newest proposed changes could be further discussed.
Legal: The proposed ordinance was drafted by Bob Hager.
Fiscal Impact: None.
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING THE CODE OF ORDINANCES BY AMENDING CHAPTER 9
"GENERAL REGULATIONS", ARTICLE 9-1 "ANIMAL SERVICES",
SECTION 9-1-1 "DEFINITIONS" OF THE CODE OF ORDINANCES TO
ADD THE DEFINITIONS OF "TETHER", "TETHERING DEVICE", AND
"PROPERLY FITTED"; AMENDING THE CODE OF ORDINANCES BY
AMENDING CHAPTER 9 `GENERAL REGULATIONS', ARTICLE 9-1
"ANIMAL SERVICES", SECTION 9-1-3 "RUNNING AT LARGE" OF THE
CODE OF ORDINANCES BY REPEALING IT IN ITS ENTIRETY AND
REPLACING WITH A NEW SECTION 9-1-3 "RUNNING AT
LARGE/RESTRAINT"; PROVIDING A REPEALING CLAUSE;
PROVIDING A SEVERABILITY CLAUSE; PROVIDING A PENALTY OF
FINE NOT TO EXCEED THE SUM OFFIVE8 HUNDRED DOLLARS
($500.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL,
TEXAS:
SECTION 1. That Chapter 9 "General Regulations", Article 9-1 "Animal Services", Section
9-1-1 "Definitions" of Code of Ordinances of the City of Coppell is amended by adding definitions
for the terms "Tether", "Tethering Device", and "Properly Fitted" to read as follows:
"CHAPTER 9 — GENERAL REGULATIONS
ARTICLE 9-1. — ANIMAL SERVICES
Sec. 9-1-1. Definitions.
Properly Fitted shall mean, with respect to a collar or harness used for an animal,
a collar or harness that:
1. does not impede the animal's normal breathing or swallowing; and
2. is attached to the animal in a manner that does not allow for escape and
does not cause injury to the animal.
1
TM 120961
Tether shall mean restraining an animal or the act of chaining, tying, fastening, or
otherwise securing an animal to a fixed point so that it can move or range only within
certain limits.
Tethering Device shall mean a cable, chain, cord, leash, rope, or other means of
attaching an animal to a stationary object or trolly system.
SECTION 2. That the Code of Ordinances of the City of Coppell be hereby amended by
repealing Chapter 9 "General Regulations", Article 9-1 "Animal Services", Section 9-1-3 "Running
at large" in its entirety and replacing with a new Section 9-1-3 "Running at large/Restraint" to read
as follows:
"CHAPTER 9 — GENERAL REGULATIONS
ARTICLE 9-1. — ANIMAL SERVICES
See. 9-1-1. . . . . .
See. 9-1-3 Running at large/Restraint.
A. It shall be unlawful for an owner of a dog or other an animal without regard to mental
state, to fail to keep the animal from running at large as defined in this article.
B. It shall be unlawful for an owner or person to allow a dog or other animal to be tethered
to a stationary object or trolly system unless:
1. The dog or other animal is tethered in a manner or by a method that prevents the
dog from becoming entangled or injured;
2. The dog or other animal is tethered using a properly fitted harness made of leather,
nylon, or fabric or collar that is specifically designed for the dog or other animal;
harness;of and is not a pinch, prong, choke type collar or
3. The tethering device is attached to the dog or other animal's harness or collar and
not directly to the dog or other animal's neck or any other body part.
2
TM 120961
C of this Section -F-3.
C. An owner or person shall not tether a dog or other animal by use of a tethering device:
1. While not attended by the owner or another person;
2. For a period exceeding one (1) hour in a 24-hour period provided such time
is no longer than is necessary for the owner or person to complete a temporary
task that requires the dog or other animal to be tethered; and
3. During extreme weather conditions, including conditions in which:
a. The actual or wind chill factor outdoor temperature is below thirty-two
(32) degrees Fahrenheit;
b. A heat advisory has been issued for the jurisdiction by the National
Weather Service; or
c. A tornado warning has been issued for the jurisdiction by the National
Weather Service.
Service.d. A severe storm warning with potential for hail has been issued for the
jurisdiction by the National Weather
SECTION 3. That all provisions of the Code of 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 not in conflict with the provisions of this ordinance shall remain in full force and effect.
SECTION 4. That should any word, phrase, paragraph, section or phrase of this ordinance
or of the Code of Ordinances, as amended hereby, be 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 unconstitutional, illegal or invalid, and shall not affect the validity
of the Code of Ordinances as a whole.
SECTION 5. An offense committed before the effective date of this ordinance is governed
by 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 6. That any person, firm or corporation violating any of the provisions or terms
of this ordinance or of the Code of Ordinances, as amended hereby, shall be guilty of a misdemeanor
3
TM 120961
and upon conviction in the Municipal Court of the City of Coppell, Texas, shall be subjected to a fine
not to exceed the sum of Five Hundred Dollars ($500.00) for each offense; and each and every day
such violation is continued shall be deemed to constitute a separate offense.
SECTION 7. That this ordinance shall take effect immediately from and after its passage
and the publication of the caption, as the law and charter in such cases provide.
DULY PASSED by the City Council of the City of Coppell, Texas, this the day of
12021.
ATTEST:
ASHLEY OWENS, CITY SECRETARY
APPROVED AS TO FORM:
ROBERT E. HAGER, CITY ATTORNEY
APPROVED:
KAREN SELBO HUNT, MAYOR
4
TM 120961
File ID: 2021-5592
Version: 1
File Name: BR Proclamation
City of Coppell, Texas
Master
File Number: 2021-5592
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Proclamations
In Control: City Council
File Created: 03/16/2021
Final Action:
Title: Consider approval of a Proclamation naming March 23, 2021, as "Brad Reid
Appreciation Day," and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: Brad Reid Appreciation Day.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5592
Title
Consider approval of a Proclamation naming March 23, 2021, as "Brad Reid Appreciation
Day," and authorizing the Mayor to sign.
Summary
City of Coppell, Texas Page 1 Printed on 3/19/2021
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I
1
PROCLAMATION
WHEREAS, Brad Reid, was hired by the City of Coppell as the Parks Planning and Landscape
Manager in the Leisure Services Department in 1997 and was promoted to Assistant Director of Parks and
Leisure Services in 2000 and then promoted to Director of the Parks and Recreation Department in 2002
and,
WHEREAS, Brad served under three city managers and made countless presentations to City
Councils and Parks and Recreation Boards over his 24 -year tenure, and
WHEREAS, Brad led in the building of numerous City parks and facilities, including The CORE,
MacArthur Park, Wagon Wheel Tennis Center, the Senior and Community Center, the Biodiversity
Education Center, the Coppell Arts Center, Rolling Oaks Memorial Center, the Square at Old Town,
Wagon Wheel Park, Waggin' Tails Dog Park, the renovation of the Andrew Brown Park System, and
WHEREAS, during Brad's tenure the City adopted four Park and Open Space Master Plans, the
Trail Implementation Master Plan, the Bike and Pedestrian Master Plan, the Streetscape Master Plan and
various studies including the Cost Recovery Plan which guided the development of the community, and
WHEREAS, Brad has been an inspirational leader and mentor to many throughout his years of
service guiding the department to become the 7' city in Texas and the 96' city in the nation to acquire
accreditation through the Commission for Accreditation of Parks and Recreation Agencies, and has been an
exemplary representative of the Parks and Recreation Department within the National Recreation and Park
Association, the Texas Recreation and Parks Society and local agencies , and the organization as a whole;
and
WHEREAS, as a visionary, Brad guided the development of a park system and established a staff
focused on providing exemplary recreation opportunities desired by a community transitioning from a
sparsely developed suburban city, to a much sought-after community of just over 40,000 residents today,
and
WHEREAS, Brad has consistently lived, and encouraged others to live, the organization's mission of
"building community through public service." The legacy Brad built in the community will be evident for
years to come.
NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, do hereby proclaim
March 23, 2021, as
"BRAD REID APPRECIATION DAY"
ATTEST:
Ashley Owens, City Secretary
Karen Selbo Hunt, Mayor
File ID: 2021-5599
Version: 1
File Name: NLW Proclamation
City of Coppell, Texas
Master
File Number: 2021-5599
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Proclamations
In Control: Library
File Created: 03/17/2021
Final Action:
Title: Consider approval of a Proclamation naming April 4-10, 2021, as "National
Library Week"; and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: National Library Week Proclamation 2021.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5599
Title
Consider approval of a Proclamation naming April 4-10, 2021, as "National Library Week"; and
authorizing the Mayor to sign.
Summary
Strategic Pillar Icon:
Sustainable Government
City of Coppell, Texas Page 1 Printed on 3/19/2021
PROCLAMATION
WHEREAS, today's libraries are not just about what they have on the shelves but, more
importantly, about fostering a sense of belonging in the communities they serve;
WHEREAS, libraries have long served as trusted and treasured institutions at the heart of their
cities, towns, schools and campuses;
WHEREAS, libraries and librarians help people from all walks of life to explore new worlds and
become their best selves through access to technology, multimedia content, and educational programs;
WHEREAS, libraries strive to develop and maintain programs and collections that are as diverse
as the populations they serve, and ensure equity of access for all; and
WHEREAS, to adapt to our changing world, libraries are expanding their resources and
continuing to meet the needs of their patrons; and
WHEREAS, libraries are cornerstones of democracy, promoting the free exchange of information
and ideas for all; and
WHEREAS, the Cozby Library and Community Commons has been serving the City of Coppell
in all these ways, and more, since 1974; and
WHEREAS, libraries, librarians, and library workers and supporters across America are
celebrating National Library Week.
NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, Texas, do hereby
proclaim April 4-10, 2021, as:
"NATIONAL LIBRARY WEEK"
in the City of Coppell and encourage all residents to visit the Cozby Library online to take advantage of
its wealth of resources and services, and to engage with Library personnel and fellow community
members.
IN WITNESS THEREOF, I set my hand and caused the seal of the City of Coppell to be affixed
this 23rd day of March 2021.
ATTEST:
Ashley Owens, City Secretary
Karen S elbo Hunt, Mayor
File ID: 2021-5600
Version: 1
File Name: LAB Report 2021
City of Coppell, Texas
Master
File Number: 2021-5600
Type: Agenda Item
Reference:
Title: Annual report by the Coppell Library Board.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Board Reports
In Control: Library
File Created: 03/17/2021
Final Action:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5600
Title
Annual report by the Coppell Library Board.
Summary
City of Coppell, Texas Page 1 Printed on 3/19/2021
File ID: 2021-5593
Version: 1
File Name: Minutes 3/9/21
City of Coppell, Texas
Master
File Number: 2021-5593
Type: Agenda Item
Reference:
Title: Consider approval of the minutes: March 9, 2021.
Notes:
Sponsors:
Attachments: CM 2021-03-09.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: City Council
File Created: 03/16/2021
Final Action:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5593
Title
Consider approval of the minutes: March 9, 2021.
Summary
City of Coppell, Texas Page 1 Printed on 3/19/2021
1, a4'""
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COFFELL
40
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City of Coppell, Texas
Minutes
City Council
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Tuesday, March 9, 2021 5:30 PM Council Chambers
KAREN HUNT MARK HILL
Mayor Mayor Pro Tem
CLIFF LONG GARY RODEN
Place 1 Place 4
BRIANNA HINOJOSA-SMITH JOHN JUN
Place 2 Place 5
WES MAYS BIJ U MATH EW
Place 3 Place 6
MIKE LAND
City Manager
Present 8 - Karen Hunt;Cliff Long;Brianna Hinojosa-Smith;Wes Mays;Gary Roden;John
Jun;Biju Mathew and Mark Hill
Also present were Deputy City Manager Traci Leach and City Secretary Ashley Owens.
City Attorney Robert Hager was in attendance virtually.
The City Council of the City of Coppell met in Regular Session on Tuesday, March 9,
2021 at 5:30 p.m. in the City Council Chambers of Town Center, 255 Parkway
Boulevard, Coppell, Texas.
1. Call to Order
As a result of recent Declarations of Emergency made by Dallas County and the
City of Coppell in regards to the current pandemic, Governor Abbott has
permitted for governing bodies to meet remotely and to conduct open
meetings virtually.
Mayor Karen Hunt called the meeting to order, determined that a quorum was
present and convened into the Executive Session at 5:30 p.m.
2. Executive Session (Closed to the Public) 1st Floor Conference Room
Section 551.071, Texas Government Code - Consultation with City Attorney and
Section 551.072, Texas Government Code - Deliberation regarding Real Property.
City of Coppell, Texas Page 1
City Council Minutes March 9, 2021
A. Seek legal advice from City Attorney concerning acquisition of city
owned property for utility easement located south of East Belt Line Road
and east of South Belt Line Road.
Discussed under Executive Session
Section 551.087, Texas Government Code - Economic Development Negotiations.
B. Discussion regarding economic development prospects south of Bethel
Road and west of S. Coppell Road.
Discussed under Executive Session
C. Discussion regarding economic development prospects north of Sandy
Lake Road and east of Freeport Parkway.
Discussed under Executive Session
3. Work Session (Open to the Public) Council Chambers
Mayor Karen Hunt adjourned the Executive Session at 6:26 p.m. and convened
into the Work Session at 6:33 p.m.
A. Discussion regarding agenda items.
B. Discussing regarding increasing block rate structure for residential
and irrigation meters, and reduction in residential sewer volume cap.
C. Discussion regarding the Magnolia Park Trail Section.
Presented in Work Session
Regular Session
Mayor Hunt adjourned the Work Session at 7:33 p.m. and reconvened into the
Regular Session at 7:39 p.m.
4. Invocation 7:30 p.m.
Councilmember John Jun gave the invocation.
5. Pledge of Allegiance
Mayor Hunt and the City Council led those present in the Pledge of Allegiance.
6. Citizens' Appearance
Mayor Hunt asked for those who signed up to speak:
1) Yvette Hightower, 137 Natches Trace, spoke on behalf of the Magnolia Park
Homeowners Association.
2) Jeff Cranell, CCM Engineering, 2570 Justin Road, Lewisville, TX 75077, spoke
on behalf of the Magnolia Park Homeowners Association.
3) Mark Meyers, 620 Waverly Lane, spoke on behalf of the Magnolia Park
City of Coppell, Texas Page 2
City Council Minutes March 9, 2021
Homeowners Association.
4) Deepak Jayavant, 670 Windsor Road, spoke in regards to the Magnolia Park
Trail Section.
5) Vijaykumar Mandiram, 629 Canterbury Court, spoke in regards to the
Magnolia Park Trail Section.
6) Shane Murphy, 726 Hawk Lane, mailed a letter to the City Secretary's Office.
The letter was read into the record.
7. Consider approval of the minutes: February 23, 2021.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Cliff Long, that this Agenda Item be approved. The motion
passed by an unanimous vote.
8. PUBLIC HEARING:
Consider approval of a zoning change request from PD -184 -SF -ED
(Planned Development -184 - Single -Family Residential- Estate District)
to PD -184R2 -SF -ED (Planned Development -184 Revision Two -
Single -Family Residential- Estate District) to incorporate the existing
carriage house as a part of the Planned Development District and to
allow the addition of a guest suite, pool pavilion, game room,
greenhouse, porch, and new entry gate to an existing residential unit
located on 5.067 acres of land located at 748 Deforest Road., at the
request of Marek Architecture on behalf of the property owner Parker
Coble.
Presentation: Mary Paron-Boswell, Senior Planner, made a presentation to the
City Council.
Mayor Karen Hunt opened the Public Hearing and advised that no one signed
up to speak.
Scott Marek, Marek Architecture, 5115 McKinney Ave, Suite E, Dallas, TX,
75205, represented the applicant and was available for questions of the City
Council.
A motion was made by Councilmember Wes Mays, seconded by Mayor Pro
Tem Mark Hill, to close the Public Hearing and approve this Agenda Item
subject to the following conditions:
1. There may be additional comments at the time of Building Permit and Detail
Engineering Review.
2. Building permits shall be required for all proposed buildings, structures,
paving and fences.
3. The City shall not be responsible for any repairs to the driveway for
responding to calls at this address.
4. Gate to be equipped with GTT Opticom sensor for emergency apparatus to
open the gate and Knox override in the event of malfunction.
5. All new structures to be equipped with NFPA-13R fire sprinkler systems and
shall provide complete coverage including small rooms.
6. To allow the existing garage/carriage house as shown on the plans.
7. To allow for proposed accessory buildings to be taller than 12 feet in height,
as shown on the plans.
City of Coppell, Texas Page 3
City Council Minutes March 9, 2021
8. To allow for accessory structures with a bedroom, kitchen and bathroom
plumbing as shown on the plans.
9. The accessory units shall not be rented or leased out.
The motion passed by an unanimous vote.
9. PUBLIC HEARING:
Consider approval of a zoning change request from C (Commercial) to
PD -305-C (Planned Development- 305- Commercial), to amend the
Detail Site Plan to allow for a 1,400 -square -foot proposed Smoothie
King drive thru and the existing 875 -square -foot Donut City restaurant
with 2 future parking spaces on 0.842 acres of land, located at 205 N.
Denton Tap Rd. at the request of the property owner Mahesh Nasta,
being represented by Greg Frnka of GPF Architects, LLC.
At this time, Mayor Karen Hunt dismissed herself from Council Chambers due
to filing a Conflict of Interest Affidavit.
Presentation: Matt Steer, Development Services Administrator, made a
presentation to the City Council.
Greg Frnka, GPF Architects, LLC, 413 W Bethel Road, represented the
applicant and was available for questions of the City Council.
Mayor Pro Tem Mark Hill opened the Public Hearing and advised that no one
had signed up to speak in person, but that the City Secretary had received
emails regarding the item. The following emails were read into the record:
1) Wahaj Haq, 1306 Jennings Court, wrote in opposition to the proposed zoning
change.
2) Ramiza Haq, 1306 Jennings Court, wrote in opposition to the proposed
zoning change.
3) Sharon Ford, 486 Harris Street, wrote in opposition to the proposed zoning
change.
4) Brad Ford, 486 Harris Street, wrote in opposition to the proposed zoning
change.
5) Rachelle Clack, wrote in opposition to the proposed zoning change.
6) Keisha Vaughan, 202 Chinaberry Way, wrote in opposition to the proposed
zoning change.
7) Trudy Baade, wrote in opposition to the proposed zoning change.
8) Sophia Burch, wrote in opposition to the proposed zoning change.
9) Gabriela Anene, wrote in opposition to the proposed zoning change.
As authorized by Section 551.071(2) of the Texas Government Code, Mayor Pro
Tem Mark Hill convened into closed Executive Session at 8:49 p.m. to seek
consultation from the City Attorney and reconvened into the Regular Session at
9:01 P.M.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Brianna Hinojosa-Smith, to close the Public Hearing and
approve this Agenda Item with the additional condition "The menu board noise
level shall not exceed 60 dB measured at the western property line." and
subject to the following conditions:
City of Coppell, Texas Page 4
City Council Minutes March 9, 2021
1. Allowing the two restaurant uses (Donut City and drive-thru Smoothie King)
abutting residential zoning.
2. Hours of operation shall not to exceed the following:
The proposed Smoothie King - 10 am to 8 pm on Sunday, 7 am to 9 pm
Monday -Friday and 8 am to 9 pm on Saturday and the existing Donut City - 6
am to 12 pm. Tuesday -Sunday (closed Monday).
3. Signage shall be as indicated on the rendering or in compliance with the
Signage Section of the Zoning Ordinance.
4. Menu board shall be located as shown on the Site Plan and granted an
exception to the 80% masonry requirement.
5. A construction development permit through the Public Works Department
shall be required for the future parking. This shall be constructed if needed or
when the change in tenant mix necessitates more parking under the current
Zoning Ordinance.
The motion passed by an unanimous vote.
Mayor Karen Hunt joined the meeting after the vote.
10. Consider approval of awarding Bid # Q-0221-02 Denton Creek Grade
Control Structure and Stream G6 Channel Stabilization to A & B
Construction LLC; for the construction of channel and bank stabilization
improvements; in the amount of $958,100.00; funded through 2020 Bond
proceeds; and authorizing the City Manager to sign any necessary
documents.
Presentation: Kumar Gali, Assistant Director of Public Works, made a
presentation to the City Council.
A motion was made by Councilmember Biju Mathew, seconded by Mayor Pro
Tem Mark Hill, that this Agenda Item be approved. The motion passed by an
unanimous vote.
11. Consider approval of award to enter into a contract with Quality
Excavation, LLC; for the reconstruction of Cambria Drive and Wise Way;
in the amount not to exceed $1,086,996.00; as budgeted in the 1/4 cent
Sales Tax Fund; and authorizing the City Manager to sign any necessary
documents.
Presentation: Jamie Brierton, Capital Improvements Project Administrator,
made a presentation to the City Council.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Gary Roden, that this Agenda Item be approved. The motion
passed by an unanimous vote.
12. Consider approval to enter into a contract with Advance Contracting
Group; for the reconstruction of various alleyways within the City of
Coppell; in the amount of $899,025.00; as budgeted in �/4 cent
Infrastructure Maintenance Fund; and authorizing the City Manager to
sign any necessary documents.
Presentation: Jamie Brierton, Capital Improvements Project Administrator,
City of Coppell, Texas Page 5
City Council Minutes March 9, 2021
made a presentation to the City Council.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that this Agenda Item be approved. The motion
passed by an unanimous vote.
13. Consider approval of an Ordinance of the City of Coppell, Texas,
Amending the Code of Ordinances by amending Chapter 9 "General
Regulations", Article 9-1 "Animal Services", Section 9-1-1 "Definitions" of
the Code of Ordinances to add the definitions of "Tether", "Tethering
Device", and "Properly Fitted"; Amending the Code of Ordinances by
amending Chapter 9 `General Regulations', Article 9-1 "Animal
Services", Section 9-1-3 "Running At Large" of the Code of Ordinances
by replacing it in its entirety and replacing with a new section 9-1-3
"Running At Large/Restraint"; and authorizing the Mayor to sign.
Presentation: Chief of Police Danny Barton made a presentation to the City
Council.
Discussion ensued with the City Attorney regarding comments and additions
that need to be made to the draft ordinance before consideration.
A motion was made by Councilmember Biju Mathew, seconded by
Councilmember Gary Roden, that this item be postponed to the April 13th City
Council meeting for consideration. The motion passed by an unanimous vote.
14. City Manager Reports - Project Updates and Future Agendas
Impact of Governor Abbott's Executive Order GA -34 on Municipal
Operations.
Deputy City Manager Traci Leach gave a report on Governor Abbott's
Executive Order GA -34 and how it will impact city facilities and usage.
15. Mayor and Council Reports
Report by the City Council on recent and upcoming events.
On Saturday March 13th at 8 PM at the Coppell Arts Center, the Selkie Girls will
be performing live in the Socially Distanced Main Hall. Originally formed in
2013, The Selkie Girls have firmly established themselves as a mainstay in the
North Texas folk music scene. With dozens of music and art festivals under
their belt, as well as numerous television appearances, the band has toured
throughout the States, never failing to captivate audiences with their unique
instrumentation, lush harmonies, and dynamic arrangements.
The last day to register to vote in the May 1 st election is April 1 st, Early Voting
begins April 19th through the 27th. Early Voting by personal appearance is
available for Dallas County residents at Coppell Town Center. Coppell
residents who live in Denton County can vote anywhere in Denton County
during Early Voting.
City of Coppell, Texas Page 6
City Council Minutes March 9, 2021
On Election Day, Dallas County residents can vote at Coppell Town Center.
Denton County residents will vote at Victorious Life Church, 2671 MacArthur
Boulevard, Lewisville, TX 75067. More information can be found on the City
Secretary's Election page at coppelltx.gov/election.
16. Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
Nothing to report.
17. Necessary Action from Executive Session
18. Adjournment
City Attorney Robert Hager read the following motion into the record:
Consider a motion to accept an offer letter and approve conveying a fifty (50)
feet utility easement along Belt Line Road on property owned by the City of
Coppell to ATMOS Energy Corporation for gas line purposes under the terms
and conditions of the attached pipeline easement in the amount of $325,881.00,
and authorize the Mayor to sign the conveyance documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Gary Roden, to approve the motion. The motion passed by an
unanimous vote.
There being no further business before the City Council, the meeting was
adjourned at 10:20 p.m.
Karen Selbo Hunt, Mayor
ATTEST:
Ashley Owens, City Secretary
City of Coppell, Texas Page 7
File ID: 2021-5586
Version: 1
City of Coppell, Texas
Master
File Number: 2021-5586
Type: Agenda Item
Reference:
File Name: Fire Portable Radio Purchase
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Fire
File Created: 03/09/2021
Final Action:
Title: Consider approval authorizing the purchase of replacement portable radios
for the Fire Department through an Interlocal Agreement with Houston
Galveston Area Council (HGAC) in the amount of $60,781.42 as budgeted;
and authorizing the Mayor to sign and City Manager to execute any
necessary documents.
Notes:
Sponsors:
Attachments: Staff Memo.pdf, Motorola Solutions Quote.pdf, HGAC
Buy Contract Pricing Worksheet.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5586
Title
Consider approval authorizing the purchase of replacement portable radios for the Fire
Department through an Interlocal Agreement with Houston Galveston Area Council (HGAC) in
the amount of $60,781.42 as budgeted; and authorizing the Mayor to sign and City Manager to
execute any necessary documents.
Summary
See attached staff memo.
Fiscal Impact:
Each Motorola APX-8000XE radio with remote speaker mic costs $8,683.06. The combined
cost for seven portable radios is $60,781.42. Funds have been budgeted in Emergency
City of Coppell, Texas Page 1 Printed on 3/19/2021
Master Continued (2021-5586)
Management -Communications Equipment (101-04-225-6237).
Staff Recommendation:
The Fire Department recommends the purchase of seven Motorola APX-8000XE portable
radios. These radios will be purchased from Motorola under HGAC contract #RA05-18.
Strategic Pillar Icon:
Sustainable Government
City of Coppell, Texas Page 2 Printed on 3/19/2021
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MEMORANDUM
To: Mayor and City Council
From: Kevin Richardson, Fire Department
Date: March 23, 2021
Re: Consider approval authorizing the purchase of replacement portable radios for the Fire
Department through an Interlocal Agreement with Houston Galveston Area Council
(HGAC) in the amount of $60,781.42 as budgeted; and authorizing the City Manager to
sign any necessary documents.
2040: Foundation of Sustainable Government
Introduction:
The use of land -mobile radios remains a mission critical component of public safety communications.
The demands for these radios exceed those of normal consumer electronics due to the operating
environment of firefighters. Some components of the portable radios are required to be submersible
in water, safely operated in explosive environments, and capable of continued operation after direct
exposure to temperatures reaching five -hundred degrees. Some of the radios currently in use are
approaching a decade of front-line service and are quickly approaching their manufacturer support
"end of life" date. The Fire Department is seeking the purchase of seven portable radios as part of a
tiered replacement of front-line radios to reduce the budgetary impact and logistical challenges of
wholesale replacement of the affected portable radio fleet.
Analysis:
Portion Radio Fleet Affected: The Coppell Fire Department currently maintains fifty-nine Motorola
APX-8000XE and APX-6000XE portable radios capable of "front-line" service. Nineteen radios,
comprising approximately one-third of the front-line radio fleet will reach their manufacturer support
"end -of -life" at the end of 2023.
Radio Distribution: A portable radio is assigned to each "riding position" on font -line apparatus for a
total of thirty-eight radios. A radio is also assigned to each command staff position and uniformed
support staff position for a combined total of eight. During "special events", large-scale incidents, or
disasters when additional apparatus are placed into service ten or more additional radios may be
required bringing the overall operational radio demand to at least fifty-six. There is also a requirement
for spare radios available for rotation as replacements while preventative maintenance is performed,
or repairs are made. Although many repairs are made in-house, some more in-depth repairs require
parts that are not on -hand or even require the radio to be sent to the manufacturer's repair depot
causing the radio to be out of service for several weeks or even months at a time. At any given time,
there can easily be six or more radios out of service due to various levels of maintenance or repair.
Explanation of Radio Models: The "8000" model number designator indicates a "all -band" capability
allowing the radios to operate on 700/800MHz, UHF, and VHF frequencies. The "6000" model
designator indicates a "single -band" capability allowing the radios to operate on 700/800MHz
frequencies. The Metrocrest Quad -Cities (MQC) Public Safety Radio System is an 800MHz P25
Phase 2 radio system. Although both models of radios are capable of communication on the MQC
Public Safety Radio System, only the "8000" model radios are cable of direct communication with
the City of Dallas Fire and Police Departments, the Texas Forest Service, and a broad range of mutual -
aid response agencies and businesses. The current Fire Department Operations programming template
for an APX-8000XE radio contains eighty-seven "zones". Each zone has the capacity of sixteen talk
groups giving a potential total of one -thousand three -hundred and ninety-two talk groups in our
current programming. Each of the "8000" series radios are capable of three -thousand talk groups with
their current configured options. The XE letter designation in the model description stands for
"Extreme Environment" and refers to the "ruggedized" casing, IP68 and high temperature rating of
the radio.
Explanation of Manufacturer Support "End of Life": Manufacturer support "end of life" for the APX-
6000 series H98UCF9PW6AN was announced more than a year ago. The end of support date is
scheduled for December 31, 2023, after which firmware updates, new feature updates, and factory
repair services will no longer be available. Parts will be available as long as inventory remains, and
some after -market support may be available. It may be possible for radios to remain in service for an
extended period of time after "end of life", but viability is not guaranteed, and attrition will increase
as time passes beyond the 2023 deadline.
Legal Review:
Agenda item did not require legal review.
Fiscal Impact:
Each Motorola APX-8000XE radio with remote speaker mic costs $8,683.06. The combined cost for
seven portable radios is $60,781.42. Funds have been budgeted in Emergency Management —
Communications Equipment (10104225-6237).
Recommendation:
The Fire Department recommends the purchase of seven Motorola APX-8000XE portable radios.
These radios will be purchased from Motorola under HGAC contract #RA05-18.
0 MOTOROLA SO, LUTIONS
02/23/2021
COPPELL, CITY OF
255 PARKWAY BLVD
COPPELL, TX 75019
RE: Motorola Quote for APX 8000 - HGAC
Dear Brad Simpkins,
iii
Motorola Solutions is pleased to present COPPELL, CITY OF with this quote for quality communications equipment and
services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution
to best fulfill your communications needs.
This information is provided to assist you in your evaluation process. Our goal is to provide COPPELL, CITY OF with the
best products and services available in the communications industry. Please direct any questions to Austin
Gardenhire at austin.gardenhire@bearcom.com.
We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback
regarding this quote.
Sincerely,
Austin Gardenhire
Motorola Solutions Manufacturer's Representative
1MOTOROLA SC)LUTIONS
y�
f
f
1114 3
8000
Billing Address:
Shipping Address:
Quote Date:02/23/2021
COPPELL, CITY OF
COPPELL, CITY OF
Expiration Date:05/01 /2021
255 PARKWAY BLVD
265 PARKWAY BLVD
Quote Created By:
COPPELL, TX 75019
COPPELL, TX 75019
Austin Gardenhire
US
US
austin.gardenhire@bearcom.com
PORTABLE MODEL 3.5
End Customer:
COPPELL, CITY OF
la
H869BW
Brad Simpkins
7
$330.00
bsimpkins@coppelltx.gov
$1,686.30
lb
9723043507
ADD: ASTRO DIGITAL CAI
7
Contract: 17724 - HGAC (TX)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying
Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then
Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
We 2
APXTM 8000 Series
APX8000XE
1
H91 TGD9PW7AN
APX 8000 ALL BAND
7
$61292.00
$4,593.16
$327152.12
PORTABLE MODEL 3.5
la
H869BW
ENH: MULTIKEY
7
$330.00
$240.90
$1,686.30
lb
Q806CB
ADD: ASTRO DIGITAL CAI
7
$515.00
$375.95
$21631.65
OPERATION
1C
Q361 AN
ADD: P25 9600 BAUD
7
$300.00
$219.00
$1,533.00
TRUNKING
1 d
QA02006AC
ENH: APX8000XE RUGGED
7
$800.00
$584.00
$47088.00
RADIO
le
Q58AL
ADD: 3Y ESSENTIAL
7
$115.00
$115.00
$805.00
SERVICE
1f
QA00580AA
ADD: TDMA OPERATION
7
$450.00
$328.50
$21299.50
1g
QA09001AB
ADD: WIFI CAPABILITY
7
$300.00
$219.00
$17533.00
1h
H38BS
ADD: SMARTZONE
7
$1,500.00
$1,095.00
$7,665.00
OPERATION
ii
G996AP
ADD: PROGRAMMING OVER
7
$100.00
$73.00
$511.00
P25 (OTAP)
1j
Q629AH
ENH: AES ENCRYPTION AND
7
$475.00
$346.75
$2,427.25
ADP
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying
Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then
Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
We 2
2 PMMN4106D
Grand Total
Notes:
XE500 REMOTE SPKR MIC
WITH CHANNEL KNOB, HIGH
IMPACT GREEN
141 2 3 341 8
8000
7 $616.00 $492.80 $3,449.60
$60)781.42(USD)
[[[[[ [[[[[ [[[[[ [[[[[ [[[[[[ [[[[[[ [[[[[ [[[[[ [[[[rvc6[4e [[[[[ [[[[[ [[[[[ [[[[[[ [[[[[ [[[[[ [[[[[ [[[[[� [[[[[ [[[[[[ [[[[[[ [[[[[[u [[[[[[ [[[[[ [[[[[ [[[[[ [[[[[ Illlh [[[[[ VIII [[[[[[u
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Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying
Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then
Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
W 3
CONTRACT PRICING WORKSHEET
ffUCBuyI
For Catalog & Price Sheet Type Purchases
Contract _
NO.: = RA05-18
Date
Prepared:
: 3/2/2021
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H -GAC 713-993-4548. Therefore please type or print legibly.
Buying = COPPELL, CITY OF
Agency:
Contractor: :MOTOROLA SOLUTIONS/BEARCOM
Contact :BRAD SIMPKINS
Person: =
Prepared =AUSTIN GARDENHIRE
By:
Phone: :972-304-3507
Phone: =214-470-9171
Fax: :972-957-2615
Fax: :214-355-4955
Email:=BSIMPKINS@COPPELLTX.GOV
Email:=AUSTIN.GARDENHIRE@BEARCOM.COM
Catalog / Price Sheet
Name:
APX 8000
General Description
of Product:
TWO WAY RADIO COMMUNICATION EQUIPMENT
A. Catalog / Price Sheet Itemsbeing purchased - Itemize Below - Attach Additional' Sheet If' Necessary
Quan : Description :
Unit Pr
: Total
7 M91 TGD9PW7AN APX 8000 ALL BAND PORTABLE MODEL 3.5 :
$4,593.16:
32152.12
7 :H86913W ENH: MULTIKEY :
$240.90
1 1686.3
7 = Q806CB ADD: ASTRO DIGITAL CAI OPERATION :
$375.95:
2631.65
7 Q361AN ADD: P25 9600 BAUD TRUNKING ""%`° °%''"%j» 1 =
$219.00
= 1533
7 A02006AC ENH. APX8000XE RUGGED RADIO f ,�� ,,,�„ ,, f,, ,, �, , , %,��� , , > ,,; =
= Q % , N „ %% * r =
7 = 58AL ADD. 3Y ESSENTIAL, SERVICE i%��, ,,,, �,1% %r ,i, �, ,,, ,,�,i�, ���i% ��� =
584.00
115.00
_
= 4088
= 805
A00580AA ADD: TDMA OPERATION '��"°�"`"``� `' '``°``�`'``��°`�`'r
7 = Q ;,,�%, %� :
»irrrr F„
i
$328.50:
2299.5
rr ro rr f, '41,�,A i,,,"4
7,147711/4'wa,rr r ,.Uiiciara
7=QA09001AB ADD: WIFI CAPABILITY _
$219.00:
1533
7 =H38BS ADD: SMARTZONE OPERATION :
$1,095.00
1 7665
7=G996AP ADD: PROGRAMMING OVER P25 (OTAP) _
$73.00
1 511
7 = Q629AH ENH: AES ENCRYPTION AND ADP :
$346.75
1 2427.25
7 : PMMN4106D XE500 REMOTE SPKR MIC WITH CHANNEL KNOB, HIGH IMPACT GREEN
$492.80
1 3449.6
Total From Other Sheets, If Any:
Subtotal A:
60781.42
B. Unpublished Options, Accessory or Service items - Itemize Below - Attach Additional Sheet If Necessary
(Note: Unpublished Items are any which were not submitted and priced in contractor's bid.)
Quan : Description :
Unit Pr
: Total
0
0
0
0
Total From Other Sheets, If Any:
Subtotal B:
0
Check: Total cost of Unpublished Options (B) cannot exceed 25% of the total of
the Base Unit Price plus Published Options (A+B). _ For this transaction the percentage is:
0%
C. Trade -Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges
Subtotal C:
0
Delivery Date..
D. Total Purchase Price (A+B+C
60781.42
File ID: 2021-5594
Version: 1
File Name: Mowing Contract
City of Coppell, Texas
Master
File Number: 2021-5594
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Parks and
Recreation
File Created: 03/16/2021
Final Action:
Title: Consider award of the annual contract for Mowing and Landscape Services,
Bid No. Q-0221-03 to Landscape Professionals of Texas not to exceed
$275,000.00, as budgeted, FY 20-21; and authorizing the City Manager to
sign any necessary documents.
Notes:
Sponsors:
Attachments: Memo.pdf, Mowing Bid Tab 2021.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5594
Title
Consider award of the annual contract for Mowing and Landscape Services, Bid No.
Q-0221-03 to Landscape Professionals of Texas not to exceed $275,000.00, as budgeted, FY
20-21; and authorizing the City Manager to sign any necessary documents.
Summary
See attached memo.
Fiscal Impact:
Funds have been budgeted in the Parks Operations division for this contract.
Staff Recommendation:
City of Coppell, Texas Page 1 Printed on 3/19/2021
Master Continued (2021-5594)
The Parks and Recreation Department recommends approval.
Strategic Pillar Icon:
Sustainable Government
City of Coppell, Texas Page 2 Printed on 3/19/2021
MEMORANDUM
To: Mayor and City Council
From: Lloyd Mauch, Park Operations Manager
Via: Brad Reid, Director of Parks and Recreation
Date: March 23, 2021
Reference: Consider award of the annual contract for Mowing and Landscape Services, Bid No.
Q-0221-03 to Landscape Professionals of Texas not to exceed $275,000.00, as
budgeted, FY 20-21, and authorizing the City Manager to sign all necessary
documents.
2040: Pillar 0: Foundation of Sustainable Government
Goal 3: City Infrastructure will be Well -Maintained
General Information:
• Bid No. Q-0221-03 for Mowing and Landscape Services opened March 2, 2021. Contract
includes thirty-one (31) irrigated (weekly mow) properties totaling one -hundred forty (140)
acres and forty-four (44) non -irrigated (bi-weekly mow) properties totaling ninety-two (92)
acres.
• Thirteen (13) bids received (bid tabulation attached).
• Bid was "Best Value" instead of "Low Bid" with weighted evaluation criteria.
• Not to exceed $275,000.00 total combined pricing in Schedule A & B with alternate items in
Schedule C; two (2) through seven (7).
• Contract term is for one-year with options to renew four (4) additional one-year terms.
Introduction:
On February 6, 2021 the Parks and Recreation Department solicited bids for Mowing and Landscape
Services. On March 2, 2021 thirteen (13) landscape vendors turned in bids for consideration.
Landscape Professionals of Texas was the "low bid" and "best value" bid for base Pricing Schedule
A (weekly mowing) & Pricing Schedule B (bi-weekly mowing) at $263,790.00. The Parks and
Recreation Department also included seven (7) Alternate Pricing Items in Schedule C for
consideration, so we have competitive pricing in place should the need occur which were: l) Reel
mowing, 2) Supply & install hardwood mulch, 3) Licensed Irrigator assistance, 4) Irrigator Helper
assistance, 5) Color and Groundcover unit install price (owner supplied plants), 6) One -gallon plants
unit install price (owner supplied plants), and 7) Turfgrass Sod unit install price (owner supplied
plants).
Analysis:
The Parks and Recreation Department began contracting out mowing services in 2006 to improve
efficiency, reduce wear and tear on equipment and reduce maintenance costs. Mowing of non-
irrigated and lower maintenance areas such as East/West Beltline, MacArthur Blvd., Rights of Ways,
and open park areas outside of athletic fields were first identified for contract services. The
Operations Division then reduced staffing by two full time employees and reduced the fleet inventory
by eliminating unneeded large production mowers and tractors. Over the past fifteen years, cost
effective contract services were expanded to included assistance with other duties such as bulk
distribution of mulch and large volume bed plantings. This approach allowed the division to focus
on the high traffic areas, high visibility landscapes and athletic fields that contribute to Coppell's
image of a well maintained and aesthetically appealing community. As the city began converting to
new native/adaptive drought tolerant, labor-intensive landscaping on medians, around public
buildings and in new park development and renovation projects, contract services were utilized to
offset adding fulltime staff and equipment. The possibility exists to reduce maintenance cycles during
low -growth drought conditions, thus reducing costs. Awarding the mowing and landscape services
contract will allow staff to continue to use the city's skilled labor force for high impact services and
contract services for cost efficiency and flexibility in maintenance cycles.
The Parks and Recreation Department worked with Procurement Services to bid this contract. The
evaluation criteria includes: purchase price, reputation of the bidder and of the bidder's goods and
services, quality of the bidder's goods or services, extent to which the goods or services meet the
municipality's needs, bidder's past relationship with the municipality, impact on the ability of the
municipality to comply with laws and rules relating to contracting with historically underutilized
businesses and nonprofit organizations employing persons with disabilities, total long-term cost to
the municipality to acquire the bidder's goods or services, and relevant criteria specifically listed in
the request for bids or proposals.
Based on best value, lowest bid, equipment and manpower to handle the job, and strong references,
it is recommended that Landscape Professionals of Texas be awarded Bid No. Q-0221-03 for the
Mowing and Landscape Maintenance Services Contract Schedule A & B with additional Schedule C
items, two (2) through seven (7) and not to exceed $275,000.00 with options to renew four (4)
additional one year terms subject to staff review of the quality and service received.
Legal Review:
The Purchasing Department has reviewed the documents and determined that this is an appropriate
method of contracting with this firm.
Fiscal Impact:
The total fiscal impact would be $275,000.00 if all estimated mowing cycles and services are necessary
dependent on growing conditions. The Parks Operations Division budget includes funding for this
contract.
2
Recommendation:
The Parks and Recreation Department recommends approval of this item.
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File ID: 2021-5595
Version: 1
File Name: Budget Amendment
City of Coppell, Texas
Master
File Number: 2021-5595
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Agenda Ready
In Control: Finance
File Created: 03/16/2021
Final Action:
Title: Consider approval of an Ordinance of the City of Coppell, Texas amending
Ordinance No. 2020-1542, the budget for Fiscal Year October 1, 2020
through September 30, 2021; and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: Memo Budget Amendment March 23, 2021.pdf,
Budget Amendment March 23, 2021.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5595
Title
Consider approval of an Ordinance of the City of Coppell, Texas amending Ordinance No.
2020-1542, the budget for Fiscal Year October 1, 2020 through September 30, 2021; and
authorizing the Mayor to sign.
Summary
This amendment is being brought forward to reflect encumbrance carryovers from the prior
fiscal year and some items that have been brought before Council during the first part of the
current fiscal year. The accompanying memorandum provides the details of the amendment.
Fiscal Impact:
Staff Recommendation:
The Finance Department recommends approval.
City of Coppell, Texas Page 1 Printed on 3/19/2021
Master Continued (2021-5595)
Strategic Pillar Icon:
Sustainable Government
City of Coppell, Texas Page 2 Printed on 3/19/2021
1�. �� ��n i ' vi 0 F
'1111 Pill Ill. P�. L111.L
C'0
ill
ON
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MEMORANDUM
To: Mayor and City Council
From: Kim Tiehen, Assistant Director of Finance
Via: Jennifer Miller, Director of Finance
Date: March 23, 2021
Reference: Budget Amendment for Fiscal Year 2020-21
2040: Foundation: Sustainable Government
Introduction:
This budget amendment is being brought forward to reflect encumbrance carryovers from the prior
fiscal year and some items that have been brought before Council during the first part of the current
fiscal year.
Analysis:
CT'PnPral F»nd
General Fund Revenues are being increased $10,747,851. The increase is the net amount
resulting from an increase in sales tax since changes to Rule 3.334 were delayed, sales tax
recovery resulting from the sales tax audit, and an increase in the transfer from CRDC less
decreases in the anticipated revenue from various recreation fees resulting from the continued
impact of the Covid 19 pandemic and a decrease in court fines.
General Fund expenditures are being increased $6,242,287. $4,704,202 is associated with
encumbrance carryovers. Encumbrance carryovers are those items that were budgeted and
purchased in the previous fiscal year but were not received by year end. The amounts are then
carried forward into the next fiscal year.
In addition to the encumbrance carryover, General Fund expenditures are being amended
$750,000 for the costs associated with the DART Silver Line approved by Council on January
26, 2021, $488,085 for the purchase of an Enterprise Asset Management System and related
project management fees approved by Council on January 26, 2021, and $300,000 for an
Economic Development Incentive Agreement for Archway 121 Coppell LTD Properties for
utility line relocation.
FEMA F»nd
Revenues and expenditures are being amended to reflect the remainder of funding from the
Cares Grant.
Municipal Drainage District Fund
Drainage
Revenues are being amended to reflect the implementation of the new fees adopted by approved
by Council on August 25, 2020. Expenditures are being amended for encumbrance carryovers.
Rolling Oaks Memorial Cemetery
Revenues are being amended for anticipated collections from the additional burial spaces added
during the Cemetery expansion. Expenditures are being amended for encumbrance carryovers.
Donations Special Revenue Fund
Expenditures are being amended for the purchase of library books.
Hotel/Motel Fund
Expenditures are being amended for startup funding provided to the Arts Foundation.
CRDC - Special Revenue
CRDC revenues are being increased $4,777,626. The increase is the net amount resulting from
an increase in sales tax since changes to Rule 3.334 were delayed and sales tax recovery
resulting from the sales tax audit less a decrease in Art Center revenue resulting from the
continued impact of the COVID 19 pandemic. Expenditures are being amended for
encumbrance carryovers, the Lesley Field agreement with Coppell Independent School District
approved by Council on January 28, 2020, the cost of insurance on the Art Center building,
amount paid for the sales tax recovery audit, and the increase in the sales tax transferred to the
General Fund.
Tree Preservation Fund
Revenues are being amended for anticipated collections.
Police Special Revenue Fund
Expenditures are being amended for encumbrance carryovers and a laptop.
Crime Prevention Fund
Crime Control revenues are being increased $2,607.022. The increase is primarily attributed to
an increase in sales tax since changes to Rule 3.334 were delayed and sales tax recovery from the
sales tax audit. Expenditures are being amended for encumbrance carryovers and the cost of the
sales tax recovery audit.
Child Safety Fund
Revenues are being amended for anticipated collections.
2
Capital Replacement Fund
Expenditures are being amended for encumbrance carryovers and $340,000 for emergency
vehicle equipment and installation approved by Council on October 27, 2020.
Red Light Fund
Expenditures are being amended for encumbrance carryovers
Infrastructure Maintenance Fund
IMF revenues are being increased $2,569,880. The increase is primarily attributed to an increase
in sales tax since changes to Rule 3.334 were delayed and sales tax recovery from the sales tax
audit. Expenditures are being amended for encumbrance carryovers and the cost of the sales tax
recovery audit.
Water and Sewer Fund
Expenditures are being increased $368,773 for encumbrance carryovers and $216,520 for the
construction of site improvements to the Southwestern Water Tower approved by Council on
January 12, 2021.
W/S Infrastructure Maintenance Fund
Revenues are being amended $461,771 to reflect the final payment from Dallas Water Utilities
regarding the Sabine River Authority settlement.
Self -Funded Health Fund
Expenditures are being increased for encumbrance carryovers.
Legal Review:
The agenda item was reviewed by legal as part of the agenda packet.
Fiscal Impact:
Recommendation:
The Finance Department recommends approval of this agenda item.
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS APPROVING AN
AMENDMENT TO THE BUDGET FOR THE CITY FOR THE FISCAL
YEAR OCTOBER 1, 2020 THROUGH SEPTEMBER 30,2021; PROVIDING
THAT EXPENDITURES FOR SAID FISCAL YEAR SHALL BE MADE IN
ACCORDANCE WITH SAID BUDGET; AND DECLARING AN
EFFECTIVE DATE.
WHEREAS, the Budget Officer of the City of Coppell, Texas, did on the 5th day of August
2020, file with the City Secretary, a proposed general budget for the City covering the fiscal year
aforesaid, and
WHEREAS, the City Council of the City of Coppell approved said budget on the 15th day
of September 2020, and
WHEREAS, the governing body of the City has this date considered an amendment to said
budget;
NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. That Section No. 2 of Ordinance No. 2020-1542, for the 2020-21 Fiscal Year
Budget, is hereby amended as follows:
General Fund
Current Budget
Amending Budget
Change
Revenues
$64,100,852
$741848,703
$10,747,851
Expenditures
Combined Services
$4,707,325
$71525,243
$2,817,918
Mayor and Council
634,813
703,058
68,245
City Administration
1,198,163
11213,701
15,538
City Secretary
308,908
324,786
15,878
Legal
5365000
615,559
795559
CIO
6731399
74203
691204
Public Works
1,691,125
1,736,506
45,381
Fleet
1,596,033
19824,398
228,365
Facilities
2,892,534
3130101
408,467
Streets
2,154,490
21275,843
121,353
Traffic Control
1,388,157
1,490,582
102,425
Fire
14,295,596
14,956,047
660,451
Emergency Management
438,529
597,582
159,053
Life Safety Park
3451591
353,328
71737
Finance
1,410,397
11477,820
671423
Procurement
2291754
229,982
228
Human Resources
1404460
11480,936
76476
Municipal Court
1,639,497
1166703
28,306
Library
2,164,522
211961519
31,997
Police
810351506
81050,610
15,104
Animal Services
5361864
540,393
31529
Enterprise Solutions
316301455
319751178
344,723
1
Parks Administration 114551355
1,496,693
411338
Parks 3,7481205
3,9601099
2111894
Recreation 2,113,632
2,1911315
771683
Recreation Programs 2601307
262,289
11982
Community Programs 3151510
317,033
11523
Senior Center 5911986
607,569
15,583
Tennis Center 49504
535,851
40,847
Bio-Diversity 2291151
2321210
3,059
Community Development Admin 9391557
113541270
4141713
Inspections 5611428
596,997
351569
Environmental Health 6431194
663,210
201016
Planning 30406
314,567
91761
Development Services 2161724
21703
959
Total Expenditures
$612421287
Decrease in Designated Fund Balance
1,050,000
Net Expenditure Increase
5,192,287
Net Increase in Undesignated Fund Balance
$5555,564
FEMA Fund Current Budget
Amending Budget
Change
Revenue $-0-
$1,5531748
$115531748
Expenditures -0-
1,553,748
1,553,748
Net Change in Projected Fund Balance
$-0-
Municipal Drainage Dist Current Budget
Amending Budget
Change
Revenue $255,000
$629,000
$374,000
Expenditures 5021948
8021842
299,894
Net Increase in Projected Fund Balance
$74-106
Rolling Oaks Current Budget
Amending Budget
Chan e
Revenues $9991667
$1,449,667
$4501000
Expenditures 1,2701531
1,276,491
5,960
Net Increase in Projected Fund Balance
444 040
Donations Current Budget
Amending Budget
Chan e
Expenditures 161500
$171612
1,112
Net Decrease in Projected Fund Balance
$L11
Hotel/Motel Current Budget
Amending Budget
Change
Expenditures $251000
$311600
$6,600
Net Decrease in Projected Fund Balance
$61600
CRDC Special Rev Current Budget
Amending Budget
Change
Revenues $412171920
$819951546
$417771626
Expenditures 315441173
7,8461320
4,302,147
Net Increase in Projected Fund Balance
$475,479
Tree Preservation Fund Current Budget
Amending Budget
Change
Revenues $400
$231300
$22,900
Net Increase in Projected Fund Balance
22 900
2
Police Spec. Rev. Fund Current Budget
Amending
bbb$771104
Change
Expenditures $751000
$2,104
Net Decrease in Projected Fund Balance
2 104
Crime Control Current Budget
Amending Budget
Change
Revenues $3,756,625
$6,363,647
$2071022
Expenditures 410541317
4,164,531
110,214
Net Increase in Projected Fund Balance
29496,808
Child Safety Fund Current Budget
Amending Budget
Chan e
Revenues $12,500
$35,100
$22,600
Net Increase in Projected Fund Balance
S22,600
Capital Replacement Current Budget
Amending Budget
Chan e
Expenditures $-0-
$922,132
$922,132
Net Decrease in Projected Fund Balance
$9221132
Red Light Current Budget
Amendingget
Chan e
Expenditures $-0-
$691,189
$691,189
Net Decrease in Projected Fund Balance
691 189
Infrastructure Maint. Fund Current Budget
Amending Budget
Changye
Revenues $5,56600
$8,13500
$2,5691880
Expenditures 512171238
13,131,870
7,914,632
Net Decrease in Projected Fund Balance
$5934 752
Water/Sewer Fund Current Budget
Amending Budget
Change
Expenses
Combines Services $24831135
$2,489,135
$61000
Utility Operations 2,3591959
2,923,559
5631600
Utility Billing 7631749
779,442
15,693
Net Decrease in Projected Retained Earnings
$585,,293
W/S Infrastructure Current Budget
Amending
Change
Revenues $51000
$b466��46�-6,771
$461,771
Net Increase in Projected Retained Earnings
$461771
Self Funded Health Current Budget
Amending Budget
Change
Expenditures $6,223,550
$6,258,031
$34,481
Net Decrease in Projected Fund Balance
S34,481
3
SECTION 2. EFFECTIVE DATE.
That this ordinance shall become effective immediately from and after its passage as the law
and charter in such cases provide.
DULY PASSED and adopted by the City Council of the City of Coppell, Texas, on the 23th day of
March 2021.
APPROVED:
KAREN SELBO HUNT, MAYOR
ATTEST:
ASHLEY OWENS, CITY SECRETARY
APPROVED AS TO FORM:
CITY ATTORNEY
File ID: 2021-5596
Version: 1
File Name: Water Sewer Rates
City of Coppell, Texas
Master
File Number: 2021-5596
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Agenda Ready
In Control: Finance
File Created: 03/16/2021
Final Action:
Title: Consider approval of an Ordinance amending Chapter 3 of the Code of
Ordinances of the City of Coppell, by amending Sections 3-1-5 and 3-2-2;
adjusting monthly water rates; adjusting monthly sewer volume cap; providing
a repealing clause; providing a severability clause; and providing an effective
date; and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: Water and Sewer Rate Memo to Council.pdf,
Ordinance amending Chapter 3 - Water rates.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5596
Title
Consider approval of an Ordinance amending Chapter 3 of the Code of Ordinances of the City
of Coppell, by amending Sections 3-1-5 and 3-2-2; adjusting monthly water rates; adjusting
monthly sewer volume cap; providing a repealing clause; providing a severability clause; and
providing an effective date; and authorizing the Mayor to sign.
Summary
See attached memorandum.
Fiscal Impact:
The proposed increasing block rate structure for residential and irrigation accounts and the
decrease in the sewer volume cap will generate the same level of revenue as the current rate
structure.
City of Coppell, Texas Page 1 Printed on 3/19/2021
Master Continued (2021-5596)
Staff Recommendation:
The Finance Department recommends approval.
Strategic Pillar Icon:
Sustainable Government
City of Coppell, Texas Page 2 Printed on 3/19/2021
MEMORANDUM
To: Mayor and City Council
From: Kim Tiehen, Assistant Director of Finance
Via: Jennifer Miller, Director of Finance
Date: March 23, 2021
Reference: Consider approval of an Ordinance amending Chapter 3 of the Code of Ordinances of the City of
Coppell, by amending Sections 3-1-5 and 3-2-2; adjusting monthly water rates; adjusting monthly
sewer volume cap; providing a repealing clause; providing a severability clause; and providing an
effective date.
2040: Foundation: Sustainable Government
Introduction:
During calendar year 2020, the Finance Department requested WILLDAN Financial Services (WILLDAN) to perform
a rate study for the Water Sewer Fund. The purpose of the study was to determine if a water and sewer rate increase
was necessary and to explore the idea of an increasing block rate structure. Results of the study revealed a rate increase
was not necessary for fiscal year 2021. The rate study also provided a proposed change from the current rate structure
to an increasing block rate structure and a decrease in the sewer volume cap.
Analysis:
An increasing block rate structure for residential and irrigation meter accounts establishes rates that increase with water
usage. Specifically, the per unit charges for water increases as the amount of water used increases. The purpose of an
increasing block rate structure is to encourage water conservation with the goal being a positive impact on water
sustainability. The idea is that encouraging conservation today will reduce the City's need to request Dallas Water
Utilities (DWU) to increase the daily water demand level in the future thereby reducing the potential for an increase
in the City's contracted daily demand level provided by DWU.
In addition to the increasing block rate structure for water, a reduction in the sewer cap was also included in the rate
study provided by WillDan. Currently, residential customers pay a volume rate of $2.24 for up to 14,000 gallons of
water use. WillDan's rate study proposed reducing the cap by 1,000 gallons each of the next five years to an ultimate
level of 9,000 gallons. The proposed change to the ordinance includes the first 1,000 -gallon reduction in the sewer
volume cap.
The attached ordinance includes the change from the current water rate structure to an increasing block rate
structure for residential and irrigation meter accounts and a reduction in the residential sewer cap from
14,000 to 13,000 gallons.
Legal Review:
The City Attorney reviewed this ordinance.
Fiscal Impact:
The proposed increasing block rate structure for residential and irrigation accounts and the decrease in the sewer
volume cap will generate the same level of revenue as the current rate structure.
Recommendation:
The Finance Department recommends approval.
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, BY AMENDING
THE CODE OF ORDINANCES, AS HERETOFORE AMENDING
CHAPTER 3 CITY DEPARTMENTS, REPEALING IT IN ITS ENTIRETY
AND REPLACING IT WITH NEW CHAPTER 3, CITY DEPARTMENTS,
ARTICLE 3-1, WATER DEPARMENT, SECTION 3-1-5, WATER RATES
(MONTHLY); BY AMENDING 3-1-12 (C)(7) TO REVISE LANGUAGE TO
CONFORM TO THE NEW RATES AND DELETE OLD TABLES 3.4 AND
3.5, UNDER SECTION3-1-12, WATER CONSERVATION AND DROUGHT
CONTINGENCY PLAN, BY PROVIDING A NEW RATE FOR MONTHLY
METER BASE RATE AND VOLUME; BY AMENDING ARTICLE 3-2
SEWER DEPARTMENT SECTION 3-2-2, SEWER RATES (MONTHLY)
REPEALING IT IN ITS ENTIRETY AND REPLACING IT WITH NEW
ARTICLE 3-2, SEWER DEPARTMENT, SECTION 3-2-2, SEWER RATES
(MONTHLY); PROVIDING A REPEALING CLAUSE; PROVIDING A
SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Coppell has previously enacted water and sewer rates for both
residential and non-residential for delivery and use of the municipal water and wastewater systems;
and
WHEREAS, the City Council finds that the need has arisen to provide new water rates
and new wastewater volume cap to insure continuous and quality service; and
WHEREAS, the City Council has adopted an increasing block rate structure to encourage
water conservation throughout the year.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. That the Code of Ordinances of the City of Coppell, Texas, be and the same
is hereby, amended by repealing Section 3-1-5, `Water Rates: Monthly' of Chapter 3, `City
Departments', Article 3-1, `Water Department' in its entirety and replacing with a new Chapter 3,
`City Departments', Article 3-1, `Water Department', Section 3-1-5, `Water Rates (Monthly), to
read as follows:
"CHAPTER 3 CITY DEPARTMENTS
ARTICLE 3-1 WATER DEPARTMENT
COPPELL ORDINANCE AMENDING
CHAPTER 3 MONTHLY RATES Page I of 6 TM 121253
Sec. 3-1-5 Water Rates; Monthly
A. Residential: The monthly rates or charges for water service furnished by the
City waterworks system for single-family dwellings shall be as follows:
1. Single -Family:
The Meter Base Rate for the first 1,000 gallons (minimum) shall be as
follows:
Size
Type
Rate
5/8 inch meter
A
$21.00
1 inch meter
B
$28.35
1-1 /2 inch meter
C
$42.47
2 inch meter
D
$56.44
3 inch meter
E
$84.68
4 inch meter
F
$113.03
6 inch meter
G
$169.31
8 inch meter
H
$225.75
The residential meter volume rates are:
Water User
Type/Volume
Volume Unit Charge
($/1,000 gal)
Residential
0 1,000 gal
Based on meter size shown in the
Table above
1,001-15,000 gal
$3.05
15,001-25,000 gal
3.82
More than 25,000 gal
$4.78
The monthly rates or charges for water service furnished by the City Waterworks
System for non -single-family dwellings, such as but not limited to mobile home parks
or other users wherein there is one master meter which serves more than one unit, shall
be the same rates as set forth for single-family dwellings above, based upon an average
usage for each user from the master meter multiplied by the number of users of such a
meter. For clarification and example, if a mobile home park had ten (10) units and the
COPPELL ORDINANCE AMENDING
CHAPTER 3 MONTHLY RATES Page 2 of 6 TM 121253
master meter indicated seventy thousand (70,000) gallons of water consumption, the
average use would be seven thousand (7,000) gallons, yielding a rate of $39.30 for
each unit multiplied by the total number of units (10), equaling a total bill of $393.00
to be paid by the customer.
B. Commercial and Industrial: The monthly rates or charges for water service
furnished by the City for apartment or multi -family complexes, hotels,
motels,office buildings, townhouses, and condominiums, and Commercial or
Industrialuses shall be based upon a meter base rate as set out below, plus
$3.15 per 1,000 gallons consumption. In the event that City ordinance
requires installation of a meter strictly for fire protection, that meter shall be
charged the Base Rate for a Type "A" 5/8 inch meter, regardless of actual
meter size.
The Meter Base Rate shall be as follows:
Size
Type
Rate
5/8 inch meter
A
$21.00
1 inch meter
B
$28.35
1-1 /2 inch meter
C
$42.47
2 inch meter
D
$56.44
3 inch meter
E
$84.68
4 inch meter
F
$113.03
6 inch meter
G
$169.31
8 inch meter
H
$225.75
All usage over 1,000 gallons $3.15 per 1,000 gallons
C. Irrigation Meters: The Monthly rates or charges for water service
furnished by the City for irrigation meters shall be based upon a meter
base rate as set out below, plus a volume rate of $3.34 per 1,000 gallons
consumption up to 25,000 gallons and $4.78 per 1,000 gallons of
consumption in excess of 25,000 gallons.
Size
Type
Rate
5/8 inch meter
A
$2226
1 inch meter
B
$30.05
1-1 /2 inch meter
C
$45.02
2 inch meter
D
$59.83
COPPELL ORDINANCE AMENDING
CHAPTER 3 MONTHLY RATES Page 3 of 6 TM 121253
3 inch meter E $89.76
4 inch meter F $119.81
6 inch meter G $179.47
8 inch meter H $239.30
SECTION 2. That the Code of Ordinances of the City of Coppell, Texas, be and the same
is hereby, amended subsection (7) of Section 3-1-12 (c), and amending Tables 3.4 and 3.5 in said
3-1-12 by deleting both tables, hereinafter read as follows:
"CHAPTER 3 — CITY DEPARTMENTS
ARTICLE 3-1. WATER DEPARTMENT
Sec. 3-1-12 .... .
A. . . .
C. Minimum required water conservation plan content .....
(1) .....
(7) Non -promotional water rate structure. With the intent of
encouraging water conservation and discouraging waste and
excessive use of water, the City of Coppell has adopted an
increasing block rate water structures provided.
[Table 3.4 and Table 3.5 Deleted] Note only*
(8) Reservoir system operation plan .... .
SECTION 3. That the Code of Ordinances of the City of Coppell, Texas, be, and the same
is hereby amended by amending Article 3-2, 'Sewer Department' , Section 3-2-2, 'Sewer Rates
(Monthly)' of Chapter 3, Article 3-2 `Sewer Department', in its entirety and replacing it with a
new Chapter 3, `City Departments', Article 3-2, `Sewer Department', Section 3-2-2, `Sewer Rates
(Monthly)', to read as follows:
"CHAPTER 3 CITY DEPARTMENTS
ARTICLE 3-2 SEWER DEPARTMENT
COPPELL ORDINANCE AMENDING
CHAPTER 3 MONTHLY RATES Page 4 of 6 TM 121253
Sec. 3-2-2 Sewer Rates (Monthly)
The monthly rates charged for services furnished by the Sanitary Sewer
System of the City shall be based upon the amount of metered water
whichis furnished during the month as follows:
Residential: First 1,000 gallons (minimum) $22.40. All over
1,000 gallons $2.24 per 1,000 gallons to a
maximum of 13,000 gallons.
Commercial,
Industrial,and Non -
Single -Family
Dwellings: First 1,000 gallons (minimum) $22.40. Allover
1,000 gallons $2.24 per 1,000 gallons.
Sewer Service Only
(flat rate): $42.56 for those sewer customers who are not
connected to the City's water system.
SECTION 4. That all provisions of the Code of 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 not in conflict with the provisions of this ordinance shall remain in full force and effect.
SECTION 5. That should any word, phrase, paragraph, section or portion of thisordinance
or of the Code of Ordinances, as amended hereby, be held to be void or unconstitutional,the same
shall not affect the validity of the remaining portions of said ordinance or of the Code ofOrdinances,
as amended hereby, which shall remain in full force and effect.
SECTION 6. That this ordinance shall become effective from and after its passage and the
rates established herein shall be effective on June 1, 2021.
DULY PASSED by the City Council of the City of Coppell, Texas, this the 23rd day of
March, 2021.
APPROVED:
KAREN SELBO HUNT, MAYOR
COPPELL ORDINANCE AMENDING
CHAPTER 3 MONTHLY RATES Page 5 of 6 TM 121253
ATTEST:
ASHLEY OWENS, CITY SECRETARY
APPROVED AS TO FORM:
ROBERT E. HAGER, CITY ATTORNEY
COPPELL ORDINANCE AMENDING
CHAPTER 3 MONTHLY RATES Page 6 of 6 TM 121253
File ID: 2021-5597
Version: 1
City of Coppell, Texas
File Name: Election Contract 3/23/21
Master
File Number: 2021-5597
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Agenda Ready
In Control: City Secretary
File Created: 03/17/2021
Final Action:
Title: Consider approval of an election services contract with Dallas County to
conduct a Joint Election on May 1, 2021; in the amount not to exceed
$66,827.44; and authorizing the Mayor to sign and City Manager to execute
any necessary documents.
Notes:
Sponsors:
Attachments: Election Joint Contract Memo.pdf, 2021 Joint
Contract.pdf, COCP Election Services Estimate.pdf,
Letter City of Dallas—Estimate Explanation.pdf, May
2021 Joint Election Estimated Cost.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5597
Title
Consider approval of an election services contract with Dallas County to conduct a Joint
Election on May 1, 2021; in the amount not to exceed $66,827.44; and authorizing the Mayor to
sign and City Manager to execute any necessary documents.
Summary
Fiscal Impact:
The costs associated with elections have increased significantly and are exceeding the amount
budgeted. Funds of approximately $55,000.00 for the cost of the May election will need to be
provided by Undesignated General Fund - Fund Balance.
Staff Recommendation:
City of Coppell, Texas Page 1 Printed on 3/19/2021
Master Continued (2021-5597)
Approval recommended.
Strategic Pillar Icon:
Sustainable Government
City of Coppell, Texas Page 2 Printed on 3/19/2021
MEMORANDUM
To: Mayor and City Council
From: Ashley Owens, City Secretary
Date: March 23, 2021
Reference: Consider approval of an election services contract with Dallas County to conduct a
Joint Election on May 1, 2021; in the amount not to exceed $66,827.44; and
authorizing the City Manager to execute any necessary documents.
Introduction:
City Council approved a Resolution in January ordering the Municipal General and Special Election
for May 1, 2021. On February 4, 2021, Dallas County held their Entities Meeting with all
participating entities. Dallas County informed the entities that the cost of the upcoming election will
be higher than in past years. Staff received the cost estimate that is attached to this agenda item on
March 16, 2021.
In 2019, Dallas County Elections Department formed a Vote Center Advisory Committee to
evaluate the possibility of implementing vote centers instead of polling places. The committee
recommended using the same number of vote centers as polling places to not disenfranchise voters.
Once the County had enough data, they would reconvene the committee to analyze and reevaluate
the need for the number of vote centers.
The Dallas County Commissioner's Court approved the plan, and vote centers were implemented
for the November 2019 election and again in the 2020 Presidential Election. In that election, the
County utilized 468 vote centers. This number is an increase from the 349 traditional polling places
that were used in 2019. Coppell Town Center is a Dallas County Vote Center and the only vote
center in Coppell for Early Voting. Coppell residents who reside in Dallas County can vote at any
vote center in the county for Early Voting and Election Day.
Additionally, the County has changed the formula they use to calculate the cost to each entity. In
previous elections, Dallas County would split the cost of each polling place between all
jurisdictions using the polling place. The new formula is based on the total cost of the Joint Election
multiplied by the percentage of registered voters in the jurisdiction's election territory.
Dallas County is requesting a deposit a of $50,120.58, which is 75% of the total cost of $66,827.44.
The remaining balance of $16,706.86 will be paid once the election is complete. This does not
include the cost of a possible runoff election or the cost associated with Denton County. As of
posting of this agenda, we have not received a cost estimate from Denton County.
Historically, the City Secretary's Office budgeted $12,000.00 for each election, $36,000.00 in total
for three (3) elections in the fiscal year. For the November 3, 2020, General Election, the City paid
$11,355.89 to Dallas County.
Analysis:
Dallas County is estimating the cost to Coppell by taking the total of the joint election
($4,634,361.05) and multiplying it by Coppell's percentage of registered voters in Dallas County
(1.44%), reaching $66,827.44.
Legal Review:
The contract has been reviewed by the City Attorney.
Fiscal Impact:
The costs associated with elections have increased significantly and are exceeding the amount
budgeted. Funds of approximately $55,000.00 for the cost of the May election will need to be
provided by Undesignated General Fund -Fund Balance.
Recommendation:
Approval recommended.
ELECTION SERVICES CONTRACT ("Election Services Contract" or "Contract")
BETWEEN
DALLAS COUNTY ON BEHALF OF THE DALLAS COUNTY ELECTIONS ADMINISTRATOR
AND
Town Of Addison (TOA)
City Of Balch Springs (COBS)
City Of Carrollton (COC)
City of Cedar Hill (COCH)
City Of Cockrell Hill (COCkH)
City of Combine (COCB)
City of Coppell (COCP)
City of Dallas (COD)
City Of Desoto (CODe)
City Of Duncanville (CODu)
City Of Farmers Branch (COFB)
City Of Garland (COG)
City Of Grand Prairie (COGP)
City Of Hutchins (COH)
City Of Irving (COI)
City of Lewisville (COLw)
City of Richardson (COR)
City Of Rowlett (CORw)
City Of Sachse (COSa)
City of Seagoville (COS)
Town of Sunnyvale (COSv)
City of Wilmer (COW)
Carrollton -Farmers Branch ISD (CFBISD)
Coppell ISD (CpISD)
Dallas ISD (DISD)
DeSoto ISD (DeISD)
Duncanville ISD (DuISD)
Ferris ISD (FISD)
Garland ISD (GISD)
Grand Prairie ISD (GPISD)
Highland Park ISD (HPISD)
Irving ISD (IISD)
Lancaster ISD (LISD)
Mesquite ISD (MISD)
Richardson ISD (RISD)
FOR THE CONDUCT OF A JOINT ELECTION
TO BE HELD SATURDAY, MAY 19 2021
TO BE ADMINISTERED BY THE DALLAS COUNTY ELECTIONS DEPARTMENT
May 1, 2021 Joint Election Services Contract Page 1 of 19
1) STATUTORY AUTHORITY FOR AND PARTIES TO THIS ELECTION SERVICES CONTRACT
a) Michael Scarpello is the duly appointed County Elections Administrator ("'Elections
Administrator") of Dallas County, Texas ("County") and the Department Head of the
Dallas County Elections Department ("'DCED"). As such, Michael Scarpello is the County's
Voter Registrar and the Election Officer of Dallas County, Texas and is authorized by
Subchapter D of Chapter 31 of Title 3 and Chapter 271 of Title 16 of the Texas Election
Code to enter into this Election Services Contract ("Election Services Contract" or
"Contract") with the contracting authorities of the Participating Political Subdivisions
listed in "Attachment F" of this Election Services Contract. DCED acts at the direction of
the Elections Administrator. The County Elections Administrator, DCED and the
Participating Political Subdivisions together may be referred to collectively as "Parties" or
individually as "Party."
b) The contracting authorities of the Participating Political Subdivisions that are participating
in this Election Services Contract are listed on the face page of this agreement and in
"Attachment F" of this Election Services Contract and are hereby participating with each
other in this Joint Election to be held in Dallas County, Texas on Saturday, May 1st, 2021
under Chapter 271 of Title 16 of the Texas Election Code ("Joint Election"); and are hereby
contracting with the Elections Administrator of Dallas County, Texas to perform the
election services set forth in this Election Services Contract under Subchapter D of
Chapter 31 of Title 3 of the Texas Election Code. The Participating Political Subdivisions
acknowledge that they are participating in this Joint Election with each other to the extent
that they have candidates and/or propositions on the ballot in this Joint Election. The
terms and conditions of this Elections Services Contract also apply to any run-off election
or re-count related to this Joint election, unless otherwise agreed in writing.
c) The Elections Administrator will coordinate, supervise, and handle all aspects of
administering this Joint Election in accordance with the provisions of the Texas Election
Code and as outlined in this Election Services Contract. Each contracting authority of
each Participating Political Subdivision will pay its share of the Election Costs to the
Elections Administrator for the equipment, supplies, services, and administrative costs
outlined in this Election Services Contract. The Elections Administrator will administer
the election; however, each Participating Political Subdivision will be responsible for the
duties directly administered by the Participating Political Subdivision. Pursuant to Texas
Election Code §§ 31.093, and 31.098, the Elections Administrator may enter into a
contract to furnish the election services requested within this Election Services Contract.
d) If applicable and in the event a runoff election is necessary, the date of the runoff for this
Joint election would be Saturday June S, 2021. This Elections Services Contract and its
terms will be automatically extended to cover the Joint Runoff Election, unless a
Participating Political Subdivision states in writing on or before Tuesday May 4, 2021 that
it does not wish to participate in a joint runoff election contemplated herein. DCED will
provide each Participating Political Subdivision to which this Section 1(d) applies an
estimated cost required to be deposited into a special and separate Joint Runoff Election
May 1, 2021 Joint Election Services Contract Page 2 of 19
account. The funds must be deposited no later than five (5) days after the Joint Runoff
Election's estimated figures are received from DCED.
2) ATTACHMENTS The following attachments are hereby incorporated into this Election
Services Contract as if set forth herein in their entirety. The Participating Political Subdivisions
acknowledge that the following attachments are subject to reasonable changes by the Dallas
County Elections Administrator before, during, and after Election Day and any runoff
election(s), if any runoff election(s) are required by law to be held.
a) "Attachment A" is an itemized list of the estimated election expenses for this Joint
Election and the amounts that each Participating Political Subdivision must deposit with
the Dallas County Elections Department. It also includes the Deposit Detail for each
entity. The Elections Administrator will amend "Attachment A" to reflect the changing
estimates of election expenses that are caused by changing circumstances and by the
withdrawal of Participating Political Subdivision(s), if any, from this Election Services
Contract.
b) "Attachment B" is a list of the early voting polling places for this Joint Election.
c) "Attachment C" is a list of the Election Day polling places ("Vote Center(s)") for this Joint
Election.
d) "Attachment D" is a list of the people that the Dallas County Elections Administrator will
appoint as deputy early voting clerks for this Joint Election.
e) "Attachment E" is a list of the presiding election judges and alternate election judges for
Election Day for this Joint Election.
f) "Attachment F" is a list of the Participating Political Subdivisions that will be holding
elections in Dallas County election precincts or partial election precincts and the number
of registered voters in each of those election precincts or partial election precincts.
"Attachment P will be amended if any of the Participating Political Subdivisions withdraw
from this Election Services Contract. "Attachment P will be amended to reflect the
number of registered voters in each election precinct and partial election precinct as of
the statutory deadline April 1, 2021 for voters to submit applications to register to vote
or changes of address in this Joint Election. In this Election Services Contract, the phrase
"election precinct" is synonymous with the phrase "voting precinct."
g) "Attachment G" is a list of the Participating Political Subdivisions & Ballot Details
h) "Attachment H" will contain, for each Participating Political Subdivision, the full name of
the person serving as a point of contact, the physical address, the mailing address, a
facsimile number, and an email address. "Attachment H" will be amended if any of the
Participating Political Subdivisions withdraw from this Election Services Contract.
i) Within five (5) business days after any of the foregoing attachments are amended by the
Elections Administrator, the Elections Administrator will send each Participating Political
Subdivision an amended version of the amended attachment by email to the email
May 1, 2021 Joint Election Services Contract Page 3 of 19
address provided by each Participating Political Subdivision in "Attachment F."
3) LEGAL DOCUMENTS
a) Each Participating Political Subdivision will prepare, adopt, and publish all legally required
election orders, resolutions, notices, and other documents that are required by, or of,
their governing bodies. Each Participating Political Subdivision must send the Elections
Administrator a copy of any election order, resolution, or notice related to this Joint
Election within three (3) business days of publishing, adopting, or ordering it. Such
documents can be sent to the attention of: Michael Scarpello, Elections Administrator at
1520 Round Table Drive, Dallas, Texas 75247; or, emailed to
Michael.Scarpello@dallascounty.org. Alternately, these documents may be sent to:
Danielle Grant, Central Counting Station Manager, at Danielle Grant at Danielle.Grant
@dallascounty.org
b) Each Participating Political Subdivision is responsible for having its own election orders,
resolutions, notices, or official ballot wording translated into the Spanish language.
c) Always copy Michael.Scarpello@dallascounty.org on all communications related to
legal documents and question regarding this election.
4) VOTING SYSTEMS
a) Each Participating Political Subdivision agrees that, during this Joint Election, voters will
cast their ballots on the following voting systems, that are approved by the Texas
Secretary of State in accordance with the Texas Election Code and the Texas
Administrative Code: the ES&S ExpressVote Universal Voting System Ballot Marking
Devices ("BMD(s)"), and the ES&S DS200 Digital Vote Center Scanner ("Tabulators"). Each
of these systems are accessible to voters with physical disabilities ("'ADA Terminals"). On
March 16, 2021, beginning at 10:00 A.M., until completed, at the County Elections
Department at 1520 Round Table Drive, Dallas, Texas 75247, the Elections Administrator
will test the BMDs and Tabulators used for counting ballots at the central counting
station. At least 48 hours before the date and hour of each test, the Elections
Administrator will publish a newspaper notice with the date, hour, and place of the
testing. The Elections Administrator will establish regional collection sites within the
county and a central counting station to receive and tabulate the regular ballots that are
cast in this Joint Election and receive the provisional ballots.
May 1, 2021 Joint Election Services Contract Page 4 of 19
b) The Elections Administrator will provide BMDs, Tabulators, and any other necessary
equipment for this Joint Election. For Early Voting and on Election Day, the Elections
Administrator will allocate voting election voting equipment to all of the Voting Centers
and polling places in amounts reasonably anticipated to be sufficient for the anticipated
turnout of voters. Each Election Day Vote Center will have at least one (1) Tabulator and
at least four (4) BMD machines.
c) The itemized list of the estimated election expenses for this Joint Election are in
"Attachment Al" which includes, but may not be limited to the number of BMDs,
Tabulators, and any other necessary equipment.
5) POLLING PLACES/VOTE CENTERS
a) The Elections Administrator will select and arrange for the use of and payment for all of
the early voting polling places listed in "Attachment B" and the Election Day Vote Centers
listed in "Attachment C" subject to the approval of each Participating Political Subdivision.
Polling locations identified in Attachments "B" and "C" cannot be changed by a
Participating Political Subdivision, but the Elections Administrator may consider changes
requested by a Participating Political Subdivision. The Elections Administrator will finalize
the polling places/Vote Centers as soon as possible before this joint election.
b) Whenever possible, previously used polling places/Vote Centers that voters are
accustomed to using will be used for the election precincts and partial election precincts
in this Joint Election; however, the Participating Political Subdivisions acknowledge that
sometimes previously used polling places/Vote Centers are not available or appropriate
for every election. Accessibility under the Americans with Disabilities Act is an important
consideration for all polling places/Vote Centers in this Joint Election.
c) In accordance with Section 43.007(0) of the Texas Election Code, the Elections
Administrator will post a notice at each countywide voting center of the four nearest
countywide voting center locations by driving distance. The Participating Political
Subdivisions shall be responsible for any notices required under Section 43.062 of the
Texas Election Code.
6) PRESIDING ELECTION JUDGES, ALTERNATE PRESIDING ELECTION JUDGES, ELECTION
CLERKS, AND OTHER ELECTION DAY PERSONNEL
a) The Participating Political Subdivisions are responsible for the appointment of the
presiding election judges and alternate election judges listed in "Attachment E" for each
Vote Center/polling place listed in "Attachment C" subject to the eligibility requirement
found in the Texas Election Code Subchapter C, Chapter 32 and Subchapter A, Chapter 83.
The Parties acknowledge that approval of the this Election Services Contract by the
Participating Political Subdivisions shall constitute approval and appointment of the
Judges and Alternate Judges listed in "Attachment E" by the Participating Political
Subdivisions. The Elections Administrator will be responsible for the administration of the
of the election judges listed in "Attachment F.
b) [This provision is intentionally deleted].
May 1, 2021 Joint Election Services Contract Page 5 of 19
c) If a person appointed as a presiding election judge or alternate election judge becomes
ineligible to serve as such in this Joint Election, then the Election Administrator will
appoint a replacement presiding election judge or alternate election judge, amend
"Attachment E" accordingly, and send each Participating Political Subdivision the
amended "Attachment E" by email within five (5) business days.
d) If a person is unable or unwilling to serve as a presiding election judge or an alternate
election judge, then the Elections Administrator will name a replacement presiding
election judge or send each Participating Political Subdivision the amended "Attachment
E" by email within five (5) business days.
e) The Elections Administrator will provide county training programs, in keeping with
Section 32.114 of the Texas Election Code, for all of the presiding election judges,
alternate election judges, and election clerks for this Joint Election. The presiding election
judges are responsible for notifying the alternate presiding judge and the election clerks
for the presiding election judge's polling place/Vote Center of the time and place of each
training session. Pursuant to Section 32.114(b), the training programs will be open to the
public free of charge.
f) To serve in this Joint Election, each presiding election judge and alternate election judge
must have attended an election judge training session, a training session regarding the
court rulings and the applicability of the mandatory Voter ID law, and an Election
Equipment training session taught by the Elections Administrator for this Joint Election
within the last 6 months. New judges and election clerks that have not attended a
mandatory Voter ID Law training session taught by the Elections Administrator for this
Joint Election may not serve in this Joint Election. The Elections Administrator will also
provide training regarding safety procedures pertaining to COVID-19.
g) The Elections Administrator will notify the Participating Political Subdivisions by email and
post on the DCED's website the dates, times, and locations of training classes and labs for
both Early Voting and Election Day Workers.
h) To comply with the Federal Voting Rights Act of 1965, as amended, all polling places/Vote
Centers are required to have interpreter assistance. If a presiding election judge of such
a polling location/Vote Center is not bilingual and is unable to hire a bilingual election
clerk, the Elections Administrator may recommend an individual to provide interpreter
assistance. If the Elections Administrator is unable to recommend an individual to provide
interpreter assistance for such a polling place/Vote Center, the Elections Administrator
will notify the Participating Political Subdivision and request assistance in identifying an
interpreter. In the event that a bilingual election clerk is hired by the Elections
Administrator for a polling place/Vote Center required to have interpreter assistance, the
bilingual clerk will be paid according to a rate set by the Elections Administrator. The
Elections Administrator will charge that expense to the funds deposited with the Dallas
County Elections Department for the conduct of the elections listed in this Election
Services Contract. A Participating Political Subdivision may pay more money to a bilingual
clerk than the rate set by the Elections Administrator, however that expense will be borne
by that Participating Political Subdivision individually and that extra expense will not be
May 1, 2021 Joint Election Services Contract Page 6 of 19
charged to the funds deposited with the Dallas County Elections Department for the
conduct of the elections listed in this Election Services Contract.
i) The Elections Administrator will notify all of the presiding election judges and alternate
election judges about the eligibility requirements of Subchapter C of Chapter 32 of Title 3
of the Texas Election Code and Section 271.005 of the Texas Election Code. The Elections
Administrator will take the necessary steps to insure that all of the presiding election
judges and alternate election judges appointed to serve during this Joint Election are
eligible to serve and qualified to serve in this Joint Election. Under Section 32.031 of the
Texas Election Code, the presiding election judge for each polling place/Vote Center shall
appoint the election clerks to assist the presiding election judge in the conduct of the
election at the polling place/Vote Center served by the presiding election judge on
Election Day.
j) The presiding election judges are responsible for picking up election supplies at the time
and place determined by the Elections Administrator, which will be set forth in the letter
to the presiding election judges requesting service for this election. Payments for the
presiding election judge will be specified in "Attachment A."
k) Any Participating Political Subdivision electing to pay their election workers for attending
a training class or lab must bear that expense separately from the funds deposited into
this Joint Election account.
1) The Elections Administrator will employ and or contract for other personnel necessary for
the proper administration of the election, including such part-time help as is necessary to
prepare for the election, to ensure the timely delivery of services, supplies and equipment
assistance during the period of Early Voting and on Election Day, and for the efficient
tabulation of ballots at the central counting station and regional sites. Part-time
personnel will be paid an amount specified in "Attachment A." Part-time personnel
working in support of the administration of the Election, including Central Counting
Station, and regional sites on election night will receive pay for at least four (4) hours,
minimum call for service, regardless of the actual hours worked.
7) SUPPLIES AND PRINTING
a) The Elections Administrator will obtain and distribute all of the election supplies and
election printing necessary for this Joint Election, including, but not limited to, all forms,
signs, maps for redistricting, and other materials used by the presiding election judges
and clerks at the polling places/Vote Centers.
b) The Elections Administrator will provide maps, if necessary, instructions, and other
information that the presiding election judges need to conduct this Joint Election.
c) Each Participating Political Subdivision must deliver a list to the Elections Administrator
of candidates and propositions for their elections. The list must be in English and Spanish.
The list must include the ballot positions for the candidates and the propositions. The list
must include the correct spelling of each candidate's name and the precise wording of all
of the propositions. The Elections Administrator will email each Participating Political
May 1, 2021 Joint Election Services Contract Page 7 of 19
Subdivision a Microsoft Word format form for their use to create the required list. As soon
as possible after each Participating Political Subdivision has determined its ballot
positions for the candidates and propositions in its election, the Participating Political
Subdivision must email the completed Microsoft Word format form to the Elections
Administrator. The Elections Administrator will use these electronic forms received from
the Participating Political Subdivisions to create the ballot styles for this Joint Election.
The Elections Administrator will deliver the proposed ballots to the Participating Political
Subdivisions for approval. Each Participating Political Subdivision will be responsible for
proofreading the proposed ballots and notifying the Elections Administrator of any
corrections that are required for their particular ballots. The Elections Administrator is
responsible for implementing the corrections made by the Participating Political
Subdivisions to their ballots and then producing the ballots for this Joint Election.
8) OPTICAL SCAN CARD BALLOTS
a) The Elections Administrator will have ballots to cover approximately fifty percent (50%)
of the total number of registered voters in Dallas County. The ballots will be allocated
according to the approximate voter turnout for comparable elections in the areas near
each polling location/Vote Center.
b) Additional ballots will be available for Early Voting by Mail and for use on Election Day to
respond to any polling place/Vote Center that requests additional ballots and printed on
an a needed basis. Cost per ballot will be forty-five cents (.45C).
9) RETURNS OF ELECTIONS
a) The Participating Political Subdivisions will establish a central counting station to receive
and tabulate ballots cast in this Joint Election under Chapter 127 of Title 8 of the Texas
Election Code.
b) The Participating Political Subdivisions hereby, in accordance with Sections 127.002,
127.003 and 127.005 of the Texas Election Code, appoint the following central counting
station officials:
Central Count Station Manager:
Tabulation Supervisor:
Assistant Tabulation Supervisor:
Presiding Judge:
Michael Scarpello, Dallas County Elections
Administrator
Danielle Grant, Central Count Station
Manager
Angelica Munoz Central Count Station Lead
Clerk
TBA, Appointed by Participating Political
Subdivisions
May 1, 2021 Joint Election Services Contract Page 8 of 19
Alternate Presiding Judge: TBA, Appointed by Participating Political
Subdivisions
c) The Central Count Station Manager or her representative will deliver timely, cumulative
reports of the election results as Vote Centers are tabulated. The Central Count Station
Manager will be responsible for releasing cumulative totals and Vote Center election
returns from the election to the Participating Political Subdivisions, candidates, press, and
the general public by the distribution of hard copies or electronic transmittals (where
accessible). The Elections Administrator will operate an election result center to release
election results in the Dallas County Elections Operations Facility, 1520 Round Table Dr.,
Dallas, Texas 75247.
d) The Elections Administrator will link any Participating Political Subdivision's website to
DCED's website. Participating Political Subdivisions that want such website linkage should
deliver their website address to the Tabulation Supervisor at DCED.
e) The Elections Administrator will prepare the unofficial canvass report after all Vote
Centers have been counted, and will email a copy of the unofficial canvass to each
Participating Political Subdivision as soon as possible after all returns, provisional ballots,
and late overseas ballots have been tabulated, but in no event no later than May 7, 2021
All Participating Political Subdivisions will be responsible for the official canvass of their
respective elections.
f) The Elections Administrator will be responsible for conducting the post-election manual
recount, unless the Texas Secretary of State grants a waiver under Section 127.201 of the
Texas Election Code. If no such waiver is given, the Elections Administrator will provide
notice and copies of the recount to each Participating Political Subdivision and the
Secretary of State's Office. Each Participating Political Subdivision must notify the
Elections Administrator if such a waiver has been granted or denied as soon as possible,
but no later than five (5) calendar days before Election Day.
10) ELECTION EXPENSES
a) The Participating Political Subdivisions agree to share the costs of administering this
Joint Election as specified in "Attachment A." The Election Administrator will charge a
general supervisory fee not to exceed ten (10%) percent of the total cost of this Joint
Election as authorized by Section 31.100 of the Texas Election Code. In no event will the
ten (10%) percent general supervisory fee be refunded to any Participating Political
Subdivision. If the ballot, candidates, or propositions supplied by the Participating
Political Subdivision are changed after their initial programming and/or printing by the
Elections Administrator due to a court order from a court of competent jurisdiction, the
affected Participating Political Subdivision(s) agrees to pay all expenses associated with
re -printing and re -programming the ballots pursuant to a court order including expenses
for expedited services and "Attachment A" will be amended by the Election
Administrator.
May 1, 2021 Joint Election Services Contract Page 9 of 19
b) Allocation of costs among the Participating Political Subdivisions will be according to a
formula based on the total cost of the Joint Election multiplied by the Participating
Political Subdivision's percentage of the total current, and active registered voters for the
Joint Election ("'Election Costs"). Any Participating Political Subdivision that requests
additional Vote Centers/polling locations, equipment, or a different combination of
precincts in polling places/Vote Centers that exceeds the Election Costs will be billed
directly for any excess expenditures (e.g. supplies, equipment, personnel, etc.). The cost
of any special request from a Participating Political Subdivision, which is not agreed
upon by all Participating Political Subdivisions, will be borne by the Participating
Political Subdivision making the special request.
c) The expenses for early voting by mail and personal appearance will be paid by each
Participating Political Subdivision as set forth in "Attachment A."
d) The Elections Administrator will determine the final election expenses to the extent
practicable within one hundred and eighty (180) business days after the final canvass of
this Joint Election or the runoff election, if any. The Elections Administrator will provide
each Participating Political Subdivision with a final, written accounting of all money that
was deposited into, and payments that were made from, the Joint Election account(s)
maintained by the Dallas County Elections Department for this Joint Election and the
runoff election, if any.
e) If the Elections Administrator requires additional money to perform its obligations under
this Election Services Contract, then the Elections Administrator will bill each Participating
Political Subdivision using the same method used to determine each Participating Political
Subdivision's required deposit in "Attachment A" of this Election Services Contract ("'Final
Bill"). The Participating Political Subdivision shall pay the Final Bill within thirty (30) days
of receipt except for any amount the Participating Political Subdivision files a timely good
faith dispute under Section 17 of this Election Services Contract. After all of the expenses
of this Joint Election are paid and disputes, if any, resolved, any monies that remain in the
account maintained by the Dallas County Elections Department for this Election Services
Contract will be refunded to the Participating Political Subdivisions (the "Refund") as soon
as practicable.
11) DEPOSIT OF FUNDS
a) Attachment A: Cost Audit details the cost and expenses anticipated for this election;
Participating Political Subdivisions will initially receive an estimate cost audit. The Final
Bill will be distributed as soon as all cost and expenses for the election can be determined.
Each Participating Political Subdivision hereby agrees to deposit with the Dallas County
Elections Department seventy five (75%) percent of the full balance of money listed for
their entity in "Attachment A: Deposit of Funds Detail" of this Election Services Contract
by the first deposit due date of (on or before) Friday, March 12, 2021 . The Dallas County
Elections Department will place the money deposited by the Participating Political
Subdivisions in a Joint Election account.
May 1, 2021 Joint Election Services Contract Page 10 of 19
b) The deposit of funds by each Participating Political Subdivision is an express condition
precedent to the participation of each Participating Political Subdivision in this Election
Services Contract. A Participating Political Subdivision may seek an extension from the
Elections Administrator as to the due date for the deposit of funds. Such an extension
must be sought in writing and prior to due date for such deposit by the Participating
Political Subdivision. Any decision(s) made by the Elections Administrator will be
provided in writing to the Participating Political Subdivision. The Elections Administrator,
however, shall not be required to grant an extension for the deposit of funds by a
Participating Political Subdivision. For any Participating Political Subdivision that fails to
deposit the total amounts specified in "Attachment A" by the dates specified in this
Election Services Contract or any extension granted by the Elections Administrator, the
Elections Administrator will be relieved from the responsibility to perform under this
Election Services Contract for such Participating Political Subdivision.
c) The Elections Administrator will only draw money from this Joint Election account to pay
for election expenses that are included in "Attachment A" to this Election Services
Contract and for other expenses that the Participating Political Subdivisions agree to in
writing.
d) If a Participating Political Subdivision withdraws completely from this Joint Election by
February 22, 2021, then the Elections Administrator will refund (as soon as practicable)
that Participating Political Subdivision's deposit, less any money already expended before
the withdrawal and less the general supervisory fee authorized by Section 31.100 of the
Texas Election Code. In the event of a partial withdrawal from this Joint Election, deposits
will not be refunded to the Participating Political Subdivisions.
e) The Elections Administrator will not make partial refunds to a Participating Political
Subdivision if any candidate(s) or propositions do not appear on the ballot for that
Participating Political Subdivision.
f) Deposits should be made out to Dallas County Elections Department and delivered within
the mandatory time frame to:
Michael Scarpello
Dallas County Elections Administrator
1520 Round Table Drive
Dallas, Texas 75247
In the "memo" section of check place Election Escrow Account 91468
12) RECORDS OF THE ELECTION
a) The Elections Administrator is hereby appointed the general custodian of the voted
ballots and all election records of this Joint Election to the extent authorized by Sections
31.094, 31.095, 31.096, and 31.097 of the Texas Election Code.
b) Access to the election records will be available to each Participating Political Subdivision
as well as to the public in accordance with the Texas Public Information Act, Chapter 552,
Government Code, at the Dallas County Elections Department, 1520 Round Table Drive,
May 1, 2021 Joint Election Services Contract Page 11 of 19
Dallas, Texas 75247 at any time during normal business hours. The Elections
Administrator will ensure that the records are maintained in an orderly manner, so that
records are clearly identifiable and retrievable per records storage container. However,
access to election records that contain confidential information that must be redacted
pursuant to federal or state law may be provided at the offices of the Civil Division of the
Criminal District Attorney's Office of Dallas County, Texas at 411 Elm Street, 5t" Floor,
Dallas, Texas.
c) Pursuant to Section 66.058 of the Texas Election Code, the Elections Administrator will
retain the election records at the Elections Administrator's main offices and Elections
Warehouse for sixty (60) days after the date of this Joint Election. Sixty (60) days after
the date of this Joint Election, the Elections Administrator will arrange for transport of
this Joint Election's records to the Dallas County Record Storage facility. This Joint
Election's records will then become the responsibility of Dallas County Record Storage for
the remainder of the twenty-two (22) month preservation period. Dallas County Record
Storage will be responsible for the destruction of this Joint Election records after the
preservation period. The Participating Political Subdivisions agree the Elections
Administrator may destroy the records from this Joint Election after the twenty-two (22)
month preservation period without further notice to the Participating Political
Subdivisions, unless the events in Section 12 (d) occur.
d) The Participating Political Subdivisions must notify the Elections Administrator in writing
within three (3) business days after any official or employee of any Participating Political
Subdivision becomes aware of any election contest in connection with this Joint Election.
In accordance with Section 1.013 of the Texas Election Code, the election records must
be preserved until any election contest is completed and a judgment, if any, becomes
final. Also, the election records will be maintained by the Elections Administrator if there
is an active criminal investigation, proceeding, or a pending request for public
information, related to the election records until such investigation, proceeding, or
request for public information is finally concluded.
e) The Participating Political Subdivisions acknowledge and agree that the Elections
Administrator reserves the right to intervene in any election contest or litigation in
connection with this Joint Election in order to preserve any available remedies at law, and
to preserve the Elections Administrator's obligations under this Contract and the Texas
Election Code.
f) The Elections Administrator will provide each Participating Political Subdivision records
that indicate the jurisdictional boundaries of each Participating Political Subdivision. Each
Participating Political Subdivision will have until February 12, 2021 to verify in writing that
the jurisdictional boundaries provided by the Elections Administrator are correct.
13) EARLY VOTING
a) Under Sections 31.094 and 271.006 of the Texas Election Code, the Participating Political
Subdivisions hereby appoint the Elections Administrator to be the early voting clerk for
all of the political subdivisions participating in this Joint Election. The deputy early voting
May 1, 2021 Joint Election Services Contract Page 12 of 19
clerks that will be appointed by the Elections Administrator are listed in "Attachment D."
b) [This provision is intentionally deleted]
c) Any qualified voter for this Joint Election may vote early by personal appearance at the
main early voting polling place or at one of the early voting branch polling places listed in
Attachment B. Early voting will be conducted as follows: Monday, April 19, 2021 through
Friday, April 23, 2021 from 8:00 am to 5:00 pm; Saturday, April 24, 2021 from 8:00 am
to 5:00 pm; Sunday, April 25, 2021 from 1:00 pm to 6:00 pm; Monday, April 26 through
Tuesday, April 27, 2021 from 7:00 am to 7:00 pm.
d) All requests for early voting ballots by mail that are received by a Participating Political
Subdivision must be transported by runner on the day of receipt to the Dallas County
Elections Department, Elections Operations Facility at 1520 Round Table Drive, Dallas,
Texas 75247 for processing. Persons voting by mail must send their voted ballots to the
Dallas County Elections Department.
e) All early voting ballots will be prepared for counting by an Early Voting Ballot Board
appointed under Subchapter A of Chapter 87 of the Texas Election Code. Each
Participating Political Subdivision may appoint one member to the Early Voting Ballot
Board and will prepare a list notifying DCED of the appointee's name, telephone number,
mailing address, and email address, if any, no later than February 26, 2021. The
Participating Political Subdivisions agree to appoint Chaka Terrell -as the presiding judge
of the early voting ballot board. A list of Early Voting Ballot Board members will be
furnished to each Participating Political Subdivision no later than March 26, 2021.
f) A signature verification committee will be appointed in accordance with Section 87.027
of the Texas Election Code. A list of the members of the signature verification committee
will be furnished to each Participating Political Subdivision.
g) The presiding judge of the Early Voting Ballot Board shall deliver notices of rejected
ballots in compliance with Section 87.0431, Texas Election Code.
14) CRIMINAL BACKGROUND CHECKS
The Elections Administrator, her agent or assignee will conduct a criminal background
check (in accordance with statutory requirements) of any person who is expected to or
scheduled to serve or work in this Joint Election. Any person that does not satisfactorily
pass the criminal background check will be ineligible to serve or work in this Joint Election.
Failure to obtain a criminal background check does not release the participating entity's
obligation to pay for service rendered in good faith.
15) ELECTION REPORTS
During the early voting period for this Joint Election, the Elections Administrator will
deliver daily reports to each Participating Political Subdivision of the Early Voting Location
Turnout Totals and Early Voting Roster. The day after the early voting period ends, the
Elections Administrator will deliver to each Participating Political Subdivision, a Daily Early
Voting Roster by Vote Center report that includes the entire Early Voting period. Pursuant
May 1, 2021 Joint Election Services Contract Page 13 of 19
to the Texas Election Code Section 87.121, the Elections Administrator will deliver these
election reports by website posting, e-mail, or facsimile.
16) WITHDRAWAL FROM CONTRACT
a) No deposits will be refunded after the deadline to withdraw from this Election Services
Contract has passed.
b) In order to withdraw from this Election Services Contract, a Participating Political
Subdivision must deliver to the Elections Administrator any certifications and declarations
that are required under Subchapter C or Subchapter D of Chapter 2 of Title 1 of the Texas
Election Code.
c) The Elections Administrator will bill any Participating Political Subdivision that withdraws
from this Election Services Contract for any expenses incurred prior to the Elections
Administrator receiving copies of the certifications and declarations that are required
under Subchapter C or Subchapter D of Chapter 2 of Title 1 of the Texas Election Code.
d) If there are any withdrawals from this Joint Election, within ten (10) business days after
the deadline for Participating Political Subdivisions to make declarations under
Subchapter C or Subchapter D of Chapter 2 of Title 1 of the Texas Election Code, said
deadline being February 22, 2021, the Elections Administrator will amend the
attachments to this Election Services Contract as appropriate and provide updated copies
of the amended attachments to all of the remaining Participating Political Subdivisions.
e) The general supervisory fee authorized by Section 31.100 of the Texas Election Code will
not be refunded.
17) AUDITING AND PROHIBITION ON WITHHOLDING OF DEPOSITS
a) The Dallas County Auditor will conduct a review of the deposits and expenditures related
to this Election Services Contract before the Final Bill or Refund is submitted to the
Participating Political Subdivisions. Refunds will be submitted as soon as practicable.
b) The Participating Political Subdivisions may request a financial audit of the Final Bill or
Refund or dispute the Final Bill or Refund under this Section, if: 1) the Final Bill exceeds
ten percent (10%) of the amount of the Participating Political Subdivision's initial deposit
as required in "Attachment A" to this Election Services Contract; or 2) the accounting
accompanying the Refund is ten percent (10%) less than the amount the Participating
Political Subdivision determines, should be refunded, after its good faith review. The
request for a financial audit or dispute must be done in accordance with Section 17 (d)
below.
c) Should the events in Section 17 (b) occur, in lieu of an audit or dispute, the Participating
Political Subdivision may make a request that the Elections Administrator ask the Dallas
County Auditor to review the cost allocation methodology for the Participating Political
Subdivision's Final Bill or Refund ("'Review Request"). Participating Political Subdivisions
must submit a Review Request to the Elections Administrator within five (5) business days
of receipt of the Final Bill or the Refund, whichever is later. The Review Request must set
May 1, 2021 Joint Election Services Contract Page 14 of 19
forth, in detail, the basis for any challenge to the Final Bill or Refund. Corrections to the
Participating Political Subdivision's Final Bill or the Refund, based on a Review Request,
will be determined at the sole discretion of the Elections Administrator. A Review Request
does not extend the timeframe in Section 17(d).
d) Should the circumstances giving rise to an audit or dispute in Section 17 (b) occur, the
Participating Political Subdivision may send a formal written notice of dispute of the Final
Bill or Refund ("'Dispute Notice") to the Elections Administrator. This Dispute Notice must
be received by the Elections Administrator no later than thirty (30) calendar days from
the date the Participating Political Subdivision receives the Final Bill or Refund. This
Dispute Notice must provide: 1) an itemization of the disputed charge(s) by the
Participating Political Subdivision; 2) the basis for the dispute; 3) the methodology
showing how the Participating Political Subdivision arrived at the amount disputed; and
4) documentation in support thereof. The Participating Political Subdivision will have no
right to withhold any undisputed amounts set forth in this Election Services Contract or
reflected in the Final Bill. Payment of undisputed amounts in the Final Bill must be made
by the Participating Political Subdivision as set forth in Section 10 (e) of this Election
Services Contract.
e) Failure of the Participating Political Subdivision to submit a timely Dispute Notice, as set
forth in Section 17(d), shall waive any and all disputes, claims, or challenges to the Final
Bill or Refund by the Participating Political Subdivision. The entire amount of the
Participating Political Subdivision's Final Bill shall be due immediately; or, any estimated
refund amounts will become final.
f) If the Participating Political Subdivision files a timely Dispute Notice in compliance with
Section 17(d), the Participating Political Subdivision will have the right to conduct a good
faith financial audit ("'Financial Audit") for the deposits and expenditures related to this
Elections Services Contract. In conducting the Financial Audit, the Participating Political
Subdivision will have no greater right to demand access to or copies of the County's
governmental or election records than those rights specified in the Texas Election Code
and the Texas Public Information Act. The cost of any Financial Audit conducted by the
Participating Political Subdivision shall be borne by the requesting Participating Political
Subdivision and may not be paid for with funds deposited with the Dallas County Elections
Department under this Election Services Contract. Further, the Participating Political
Subdivision conducting the Financial Audit shall pay the Elections Administrator the
reasonable costs for time expended and copies provided in order to perform the Financial
Audit. If the Financial Audit identifies overcharges by the Elections Administrator of more
than ten percent (10%) of the initial deposit amount required by "Attachment A", the
Elections Administrator will review and assess the findings of the Financial Audit and will
negotiate, in good faith, to resolve any disputes for overcharges with the Participating
Political Subdivision. The Elections Administrator shall not be bound by the findings or
recommendations of the Participating Political Subdivision's Financial Audit. The financial
records will be retained at the County Election Administrator's office until the conclusion
of the Financial Audit and resolution of all outstanding audit disputes.
May 1, 2021 Joint Election Services Contract Page 15 of 19
g) In the event the representatives of the Participating Political Subdivision and the Elections
Administrator cannot agree on the amount of the disputed Final Bill as set forth in this
Section, then the Parties may agree to submit to non-binding mediation. If mediation is
acceptable to both parties to resolve a dispute concerning the disputed Final Bill, the
Parties will agree to use a mutually agreed-upon mediator. Unless the Parties come to a
written agreement at mediation, the mediation will not constitute a final and binding
resolution of the dispute.
h) The Participating Political Subdivision acknowledges that the practical effect of the
Participating Political Subdivision withholding undisputed funds that are required under
this Election Services Contract would result in breach of this Elections Services Contract
and the other Participating Political Subdivisions' taxpayers subsidizing the withholding
Participating Political Subdivision's election expenses.
18) NOTICE
Any addendum to, change/modification of, clarification of, and/or withdrawal from this
contract requires written notice provided on the Dallas County Form, "Elections Services
Contract Change Forms". Whenever this Election Services Contract requires any
consent, approval notice, request or demand, it must be in writing to be effective and
must be delivered to the party intended to receive it as shown below:
Address for notice to the Elections Administrator:
Michael Scarpello
Dallas County Elections Administrator
1520 Round Table Drive
Dallas, Texas 75247
(214) 819-6334 telephone
(214) 819-6301 facsimile
and, to the physical addresses and facsimile numbers for notice to the Participating
Political Subdivisions are in "Attachment F" to this Election Services Contract.
19) LIABILITY FOR NEGLIGENCE
ALL PARTIES TO THIS ELECTION SERVICES CONTRACT AGREE TO BE RESPONSIBLE, IN
ACCORDANCE WITH APPLICABLE STATE OR FEDERAL LAW, EACH FOR THEIR OWN
NEGLIGENT ACTS OR OMISSIONS, OR OTHER TORTIOUS CONDUCT IN THE COURSE OF
PERFORMANCE OF THIS ELECTION SERVICES CONTRACT WITHOUT WAIVING ANY
SOVEREIGN IMMUNITY, GOVERNMENTAL IMMUNITY, STATUTORY IMMUNITY, OR OTHER
DEFENSES AVAILABLE TO THE PARTIES UNDER FEDERAL OR STATE LAW. NOTHING IN THIS
PARAGRAPH SHALL BE CONSTRUED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR
OTHERWISE, IN OR TO ANY THIRD PERSONS OR ENTITIES. ALL PARTIES AGREE THAT ANY
SUCH LIABILITY OR DAMAGES OCCURRING DURING THE PERFORMANCE OF THIS ELECTION
SERVICES CONTRACT CAUSED BY THE JOINT OR COMPARATIVE NEGLIGENCE OF THE
May 1, 2021 Joint Election Services Contract Page 16 of 19
PARTIES, OR THEIR EMPLOYEES, AGENTS OR OFFICERS WILL BE DETERMINED IN
ACCORDANCE WITH COMPARATIVE RESPONSIBILITY LAWS OF TEXAS, BUT ONLY TO THE
EXTENT SUCH LAWS ARE APPLICABLE TO THE PARTY.
TO THE EXTENT PERMITTED BY LAW, IF LEGAL ACTION IS FILED AGAINST A PARTY TO THIS
ELECTION SERVICES CONTRACT, THAT PARTY SHALL BE SOLELY RESPONSIBLE FOR THEIR
OWN RESPECTIVE COSTS AND DEFENSE OF THAT SUIT.
20) CHOICE OF LAW
This Election Services Contract will be governed and interpreted by the laws of the State
of Texas.
21) VENUE AND JURISDICTION
The courts of the State of Texas and the United States of America that are physically
located in Dallas, Dallas County, Texas are the exclusive jurisdiction and venue for any
lawsuit, cause of action, temporary restraining order, temporary injunction, injunction,
petition for extraordinary relief, mandamus, or any other legal proceeding or claim
arising out of the performance of this Election Services Contract.
22) SEVERABILITY
If any term of this Election Services Contract is held by a court of competent jurisdiction
to be invalid, void, or unenforceable, the remainder of the terms of this Election Services
Contract will remain in full force and effect and will in no way be affected, impaired, or
invalidated.
23) ENTIRE CONTRACT
This Election Services Contract, including any exhibits or attachments, contains the entire
agreement between the Elections Administrator and the Participating Political
Subdivisions concerning the duties required by this Election Services Contract. The
Elections Administrator of Dallas County, Texas and each Participating Political
Subdivision hereby expressly warrant and represent that they are not relying on any
promises or agreements that are not contained in this Election Services Contract
concerning any of the terms in this Election Services Contract. Except otherwise specified
in this Election Services Contract, no modification, amendment, novation, renewal, or
other alteration of this Election Services Contract shall be effective unless mutually
agreed upon in writing and executed by the Parties hereto.
24) GENDER AND HEADINGS
In this Election Services Contract, words in the singular number include the plural, and
those in the plural include the singular. Words of any gender also refer to any other
gender. Headings in this Election Services Contract are terms of inclusion, not exclusion.
25) RELATIONSHIP OF PARTIES
The Participating Political Subdivisions, including their agents, or employees, are
independent contractors and not an agent, servant, joint enterpriser, joint venturer, or
May 1, 2021 Joint Election Services Contract Page 17 of 19
employee of the County Elections Administrator, the County or DCED, and are
responsible for their own acts, forbearance, negligence and deeds, and for those of their
agents, or employees in conjunction with the performance of services covered under
this Election Services Contract. The Participating Political Subdivisions represent that
they have, or will secure at their own expense, all personnel and consultants required in
performing the Services herein. Such personnel and consultants shall not be employees
of or have any contractual relationship with the County, the County Elections
Administrator, or DCED.
26) FORCE MAJEURE
No Party shall be in default or responsible for delays or failures in performance resulting
from causes beyond its control. Such causes include but are not limited to acts of God,
fire, storm, flood, earthquake, natural disaster, pandemic, epidemic, nuclear accident,
strike, air traffic disruption, lockout, riot, freight embargo, public regulated utility, or
governmental statutes, orders, or regulations superimposed after the fact. Any Party
delayed by force majeure shall as soon as reasonably possible give the other Party
written notice of the delay. The Party delayed shall use reasonable diligence to correct
the cause of the delay, if correctable, and if the condition that caused the delay is
corrected, the Party delayed shall immediately give the other Parties written notice
thereof and shall resume performance under this Election Services Contract as soon as
practicable. The date of delivery or of performance shall be extended for at least a
minimum time period equal to the time lost by reason of the delay.
27) DEFAULT/CUMULATIVE RIGHTS/MITIGATION.
It is not a waiver of default if the non -defaulting Party fails to immediately declare a
default or delays in taking any action. The rights and remedies provided by this Election
Services Contract are cumulative, and no Party's use of any right or remedy will preclude
or waive its right to any other remedy. These rights and remedies are in addition to any
other rights the Parties may have by law, statute, ordinance or otherwise. All Parties
have a duty to mitigate damages.
28) CONTRA PROFERENTEM
The legal doctrine of contra proferentem will not apply to this Election Services Contract.
Consequently, any ambiguity that may exist in this Election Services Contract will not be
construed against the Party who drafted this Election Services Contract.
29) ORDER OF PRECEDENCE
Any inconsistencies in this Election Services Contract will be resolved by reviewing and
considering this Election Services Contract and Attachments A through G to this Election
Services Contract together in context with each other.
30) SIGNATORY WARRANTY
The Elections Administrator of Dallas County, Texas and all of the contracting authorities
of all of the Participating Political Subdivisions listed in "Attachment F" of this Election
Services Contract represent that each has the full right, power and authority to enter into
May 1, 2020 Joint Election Services Contract Page 18 of 19
and perform this Election Services Contract in accordance with all of its terms and
conditions, and that the execution and delivery of this Election Services Contract has been
made by authorized representatives of the Participating Political Subdivisions to validly
and legally bind the Participating Political Subdivisions to all terms, performances, and
provisions set forth in this Election Services Contract.
31) COUNTERPARTS.
This Election Services Contract may be executed in any number of counterparts with the
same effect as if all signatory parties had signed the same document. All counterparts will
be construed together and will constitute one and the same instrument.
WITNESS HEREOF, the parties hereto have executed in triplicate originals this Election Services
Contract on this _ day of February 2021. ("'Effective Date")
RECOMMENDED AND APPROVED:
MICHAEL SCARPELLO
COUNTY ELECTIONS ADMINISTRATOR
DALLAS COUNTY, TEXAS
APPROVED AS TO FORM*
James R. Palomo
ASSISTANT DISTRICT ATTORNEY,
DISTRICT ATTORNEY
DALLAS COUNTY CRIMINAL ATTORNEY'S
OFFICE, CIVIL DIVISION
*By law, the Criminal District Attorney's Office may only advise or approve contracts or legal
documents on behalf of its clients. It may not advise or approve a contract or legal document
on behalf of other parties. Our review of this document was conducted solely from the legal
perspective of our client. Our approval of this document was offered solely for the benefit of
our client. Other parties should not rely on this approval, and should seek review and approval
by their own respective attorney(s).
ACCEPTED TO AND AGREED TO BY THE
APPROVED
[INSERT NAME AND POSITION]
May 1, 2020 Joint Election Services Contract Page 19 of 19
DALLAS COUNTY DEPOSIT OF FUNDS DETAIL
ELECTION SERVICES ESTIMATE MAY 1, 2021 JOINT ELECTION
Political Subdivision
Registered
Voters
Share
Percentage
Estimated
Cost Per Entity
Balance Due
75% Deposit or Refund
Due Due
Town of Addison
10,221
0.54%
$25,192.46
$18,894.35
City of Balch Springs
10,998
0.58%
$27,107.59
$20,330.70
City of Carrollton
26,219
1.39%
$64,623.93
$48,467.95
City of Cedar Hill
32,013
1.70%
$78,904.84
$59,178.63
City of Cockrell
1,542
0.08%
$3,800.68
$2,850.51
City of Coppell
271113
1.44%
$66,827.44
$50,120.58
City of Dallas
635,718
33.81%
$1,566,901.80
$1,175,176.35
City of Desoto
38,445
2.04%
$94,758.27
$71,068.70
City of Duncanville
23,423
1.25%
$57,732.42
$43,299.32
City of Farmers Branch
81889
0.47%
$21,909.38
$16,432.04
City of Garland
122,031
6.49%
$300,778.95
$225,584.21
City of Grand Prairie
60,183
3.20%
$148,337.55
$111,253.16
City of Hutchins
21224
0.12%
$5,481.66
$4,111.24
City of Irving
105,106
5.59%
$259,062.64
$194,296.98
City of Lewisville
371
0.02%
$914.43
$685.82
City of Richardson
471264
2.51%
$116,495.12
$87,371.34
City of Rowlett
36,503
1.94%
$89,971.68
$67,478.76
City of Sachse
11,022
0.59%
$27,166.75
$20,375.06
City of Seagoville
71197
0.38%
$17,738.99
$13,304.24
City of Sunnyvale
51504
0.29%
$131566.12
$10,174.59
City of Wilmer
21047
0.11%
$5,045.39
$3,784.05
Carrollton Farmers Branch
611790
3.29%
$152,298.44
$114,223.83
Coppell ISD
32,506
1.73%
$80,119.97
$60,089.98
Dallas ISD
621219
3.31%
$153,355.83
$115,016.87
DeSoto ISD
40,766
2.17%
$100,479.02
$75,359.26
Duncanville ISD
43,413
2.31%
$107,003.27
$80,252.46
Garland ISD
161,139
8.57%
$3971171.37
$297,878.53
Grand Prairie ISD
10,009
0.53%
$24,669.93
$18,502.45
Highland Park ISD
241498
1.30%
$60,382.06
$45,286.54
Irving ISD
10,787
0.57%
$26,587.53
$19,940.65
Mesquite ISD
86,815
4.62%
$213,979.44
$160,484.58
Richardson ISD
1321262
7.03%
$325,996.06
$2441497.05
Totals
1 1,880,2371
100.00%1
$4,634,361.05
$3,475,770.79
Total Registered Voters 1,880,237
Total Estimated Cost $ 4,634,361.05
*REVISED ESTIMATED COST ATTACHMENT "A" Prepared by T. Smith 3/16/2021
T',
DALLAS COUNTY ELECTIONS DEPARTMENT
�. MICHAEL SCARPELLO, ELECTIONS ADMINISTRATOR
February 24, 2021
Dear participants in the May 1, 2021 Joint Election,
On February 1, 2021, we had the Joint Election Entity meeting for May 1, 2021 Election. During this
meeting, we discussed the contract and the cost changes that will be implemented for this election.
Some of you had questions relating to the election cost, in this email we hope to address all of your
concerns.
The emailed packet will consist of all required contract documents, such as; final contract, contract
signature page, estimated cost and the elections services estimate spreadsheet that identifies each
political subdivisions estimated cost.
Contained in the attached contract for the May 1, 2021 Joint Election are certain changes related to
the formula used to charge election costs to participating jurisdictions. As a result, some
jurisdictions have inquired about what legal authority the Dallas County Elections Department
(DCED) relied upon to modify the formula. Other jurisdictions have asked why their election costs are
so much higher this year than in the past and want an explanation about whether the new formula is
equitable for all participating jurisdictions.
Texas Election Code §31.093(a) states "If requested to do so by a political subdivision, the county
elections administrator shall enter into a contract to furnish the election services requested, in
accordance with a cost schedule agreed on by the contracting parties." Texas Election Code
§271.004 states "the expenses of a joint election are allocated as provided by the joint election
agreement."
In previous joint elections in Dallas County, DCED allocated election costs using a formula that split
the cost of each polling place between all jurisdictions that used that particular polling place. Then,
each jurisdiction was charged for the total of all of its full or split polling place costs. That formula was
essentially approved by the participating jurisdictions when they signed their contracts with Dallas
County prior to the election. For the May 1, 2021 Joint Election, DCED has changed its cost
allocation methodology. This change is necessary because the county implemented a plan to use
vote centers in lieu of polling places for its elections.
The new formula used for allocating election costs is based on the total cost of the Joint Election,
multiplied by the percentage of registered voters in each participating jurisdiction's election territory.
This is the same allocation formula used by the majority of Texas counties that have implemented
vote centers. Like before, and as prescribed by the Texas Election Code, the County has proposed
an allocation methodology and it will be approved if and when a jurisdiction signs the proposed
contract.
In order for your jurisdiction to better understand why this year's election costs are higher than in
past years, we are providing the following information:
1. In 2019, DCED wanted to utilize a state law that allowed for counties to implement vote centers in
place of traditional polling places. To do so, a Vote Center Advisory Committee was formed in the
summer of 2019. The Committee recommended that the DCED should open the same number of
vote centers as the number of polling places that were opened in previous elections.
1520 Round Table Dr Dallas, Texas 75247 (469) 627 -VOTE
T',
DALLAS COUNTY ELECTIONS DEPARTMENT
�. MICHAEL SCARPELLO, ELECTIONS ADMINISTRATOR
The Committee took this cautious approach so that voters would not be disenfranchised. The
Committee also recommended that for future elections, the number of vote centers be re-
evaluated by the Committee once DCED had more utilization data to analyze. Commissioner's
Court approved the Advisory Committee's plan and it was implemented in the November 2019
Election, and again in the 2020 Presidential Election. In that election, the County utilized 468 vote
centers.
In planning for the May 1, 2021 Joint Election, DCED would like to reduce the number of vote
centers. However, Texas Election Code 43.004 requires that the County utilize all 468 vote
centers rather than reducing that number. This number is a significant increase from the 349
traditional polling places that were used in the Joint Election in 2019. This increase in voting
locations is expected to increase the overall cost of the election and thus, the costs charged to all
participating jurisdictions.
To minimize these expected increases, DCED is doing everything it can to reduce its costs. First,
the low expected turnout for this election will allow us to strategically reduce staff and equipment
at selected locations. Second, DCED is reviewing and cancelling previously agreed to contracts
for equipment and services that aren't necessary. Third, DCED is reviewing and revising various
election processes in order to lower the amount of labor to conduct the election. Lastly, DCED is
re -convening the Vote Center Advisory Committee in order to begin the evaluation process to
determine whether certain underutilized vote centers might be retired. Because this is a long
process, potential reductions in the vote center plan will not be implemented for the May 1, 2021
Joint Election but may save taxpayer dollars in future elections.
2. DCED purchased new election equipment in 2019 and 2020 to replace its outdated and insecure
equipment. To recapture the cost of these purchases, DCED revised its price list, as prescribed in
the Texas Election Code, and will use this price list for the first time in the May 1, 2021 Joint
Election. This implementation will result in higher costs for participating jurisdictions than the costs
charged in the 2019 Joint Election.
3. In 2020, Commissioners Court acting on DCED's recommendation increased the pay for Election
Judges and Clerks from $12 and $10 per hour to $18 and $16 per hour. This increase in hourly
wages will result in a significant increase in personnel costs for participating jurisdictions.
Unfortunately, the issues stated above will result in the estimated election costs for jurisdictions
being higher than they have been in the past. However, DCED is currently designing significant
changes to our internal processes which will cut many expenses. At this point, it is difficult to
accurately estimate those cuts so the election cost estimates remain high.
To alleviate the strain on jurisdiction budgets, DCED has made another change to the contract and
will only require a 75% deposit to hold your election as opposed to the 100% required in the past.
Upon completion of the election and reconciliation of the Joint Election Escrow Account, each entity
will receive a final cost detailing any additional monies due or refunds to be returned.
I hope this explanation helps you understand the formula used for allocated election costs, as well as
our collective predicament regarding the costs associated with the May 1, 2021 Joint Election. Please
let me know if you have any further questions or concerns.
Sincerely,
1520 Round Table Dr Dallas, Texas 75247 (469) 627 -VOTE
DALLAS COUNTY ELECTIONS DEPARTMENT
�. MICHAEL SCARPELLO, ELECTIONS ADMINISTRATOR
Michael Scarpello
Dallas County Elections Administrator
CC: Darryl Martin, County Administrator
Gordon Hikel, Interim Deputy Elections Administrator
1520 Round Table Dr Dallas, Texas 75247 (469) 627 -VOTE
Elections Estimated Cost Detail
EXHIBIT - A
468 ED Vote iii r
ESTIMATED COST INVOICE
REGISTERED VOTERS
Total
Total Number of Registered Voters
11859,962
Cost Per Registered Voter (without ESF)
$2.30
Total Cost
$4,.285,255.50
of Units
100
Cost Per Registered Voter (With ESF)
$2.53
Dallas County Elections Department
Page 1 of 5
Total
Election Total
$4,.285,.255.50
Exceptional Cost (to be determined)
$0.00
Election Services Fee (ESF) 10% of Joining Entity's Election Total
$428,525.55
Total Cost
$4,.713,781.05
Cost Per Registered Voter (With ESF)
$2.53
Amount of Deposit
(Overpaid)/Underpaid
Dallas County Elections Department
Page 1 of 5
Elections Estimated Cost Detail
Exp Code Early Voting
Units Cost Per Unit
Estimated
POT/ E
2180 Printing of EV Mail Ballots (AC)
71500 $0.43
$3,225.00
2180 EV Mail Ballot Kits (AC)
71500 $2.62
$19,650.00
2180 EV Mail Bad Mail Kits (AC)
11500 $3.20
$4,800.00
2170 Postage EV Ballots Mailed "I"BD
71500 $1.63
$0.00
2170— Postage For Returned Mailed Ballots 'I'll
51000 $1.21
$0.00
2174 Postage for Non -Returned Mailed Ballots '111"°dl1D
11400 $1.21
$0.00
2170 Postage Rejected / Incomplete Mail Ballots
100 $1.62
$162.00
EQUIPMENT RENTAL
7030''
Furniture Rental
Various EV Locations
$8,000.00
7040
Model DS200 (tabulator/scanner)
60 $464.10
$27,846.00
7040
ExpressVote Ballot Marking Device Booth
436 $89.50
$39,022.00
7040
ExpressVote Ballot Marking Device
496 $295.00
$146,320.00
7040
Express Vote Printer
201 $62.00
$12,462.00
7040 , , ,
Provisional Bags
120 $5.00
$600.00
7050
Van / Car Rental
2 24ft trucks for 1
month, 2 Mini vans for
1month
$6,000.00
7211
Sprint/Frontier (Landline Charges)
Use of Service During EV Period
$5,000.00
7213
Cellular Phones
6 Tech Phones
$1,925.00
RENTAL BUILDING
7010
Custodial Charges/Rental Charges
Various Locations
$25,000.00
5594
Security at EV locations
Various Locations
$22,000.00
PERSONNEL
1024
Election Department Full Time Staff T
$2,000.00
1050
Central Count Full Time Staff "
1 Staff @ 12days
@Various hours
@Various Pay Rates
$2,000.00
1050
EV Clerks mm
various clerks @39
Hours
17.66 p/h
$75,000.00
1050
EV Judges (01"'60
Judges @39 Hours
22.85 p/h
$30,000.00
10,54
Election Part -Time Regular O
Various Part -Timers
@Various Hours
@Various Pay Rates
$2,500.00
1050
Elections Full Time Staff "
arious Staff @Various
Days @Various Hours
@Various Pay Rates
$16,000.00
1050
Ballot Board Committee mm
6 Staff @ 10 days @ var
hrs.
17.66 p/h
$1,250.00
1050
Signature Verification Committee A III
12 staff@ 12 days @
var hrs.
17.66 p/h
$1,250.00
1050 ,
Ballot Board Judge 0 III"
10 days @ var hrs.
22.85 p/h
$2,500.00
1054
Signature Verification Supervisor ° III
10 days @ var hrs.
17.66 p/h
$2,500.00
1050
EV Mail Part -Time Clerks (01"'hrs.
var. people @ various
$1,500.00
1050
EV Full Time Mail Supervisor (01"'f
@Various Hours @29.66p/h
$2,500.00
1054
EV Techs "
5 techs @ 39 hrs.
17.66 p/h
$4,000.00
1050
Building Security 1"
Var. Security Staff @Various
Hours @Various Pay Rates
$0.00
1054
Election Full Time Warehouse Staff mm
5 Staff @Various Hours
@Various Pay Rates
$10,000.00
Dallas County Elections Department Page 2 of 5
Elections Estimated Cost Detail
1050
Warehouse Part -Timers ")
var. people @ various
hrs.
$3,500.00
1060
EV Clerks (S 11...)
various clerks @ 73
hrs.
11.77 p/h
$200,000.00
1060
EV Judges T)
60 Judges @ 73 hrs.
15.23 p/h
$68,000.00
1060
EV Judges Delivery (AKA Can Money)
60 @ lday @ 25.00
$25.00
$1,500.00
1060
EV Election Department PT Regular T)
var. people @ various
hrs.
$2,500.00
1060
EV Mail Part -Time Clerks (S 11...)
var. pay @ various Hrs.
$25,000.00
1060
Ballot Board Committee (ST)
6 people@ 10 days @
var hrs.
11.77 p/h
$7,500.00
1060
Signature Verification Committee T)
10 days @ var hrs.
11.77 p/h
$7,500.00
1060
Ballot Board Judge )
10 days @ var hrs.
15.23 p/h
$1,500.00
1060
Signature Verification Supervisor T)
10 days @ var hrs.
11.77 p/h
$1,500.00
1060
EV Techs T)
2 techs @ 73 hrs.
11.77 p/h
$15,000.00
1060
Warehouse Part -Timers (ST)
var. people @ various
hrs.
$1,000.00
1111
EV FICA
6.2%
$8,500.00
1112
EV Medicare
1.45%
$5,000.00
1113 -
EV PARS
1.3%
$4,200.00
1150
EV Retirement Chargeback
13.13%
$12,500.00
5530 ,
EV Temp Employees
$20,000.00
SUPPLY EXPENSE
2.180
Balotar Absentee Mail Ballots 14" 2 sided (ES&S)
8,000
$0.45
$3,600.00
2180
Sample Ballots hand out for voters 8.5x11in.
double sided color paper (AC Printing)
500
$2.1000
$1,050.00
2.180
Sample Ballots Large for Posting 11x17in. single
side color paper (AC Printing)
60
$1.08
$64.80
2.180
Ballot List for Early Voting Locations 8.5x11in.
double sided (AC Printing)
0
$3.38
$0.00
2180
List of Declared Write -Ins for EV
11000
$0.03
$27.00
21801
Official Express Vote Ballots 17"
3001000
$0.11
$31,500.00
2180,''EV
Quick Operations Guides
61
$5.20
$317.20
2180
Personal Appearance Labels (2 per EV voter In -Per
0
$0.10
$0.00
2380
EV Supplies for Early Voting
Misc./Forms/Binders
$1,000.00
280,
EV Voted Rubber Stamps
350
$1.05
$367.50
2180
Judges Kits
60
$80.00
$4,800.00
ERVICE'EXPENSE
2013 Legal Notice
Legal Notice
$900.00
$10,000.00
5590 ES&S Project Management
$66,000.00
ES&S Ballot Layout and Coding assistance and
5590 overseeing
10
$1,650.00
$16,500.00
5590,''' ES&S Pre Election Mock Election
3
$1,650.00
$4,950.00
5590 ES&S EV Support
2
$1,650.00
$3,300.00
5590 EV IT Services (QNET)
$1,500.00
5590 Print Mail Pro Services for EV Polling Location Change Cards
$0.00
PREPARATION''AND''TRANS I ORTATICIN OF VOT I ING EQUIPMENT
Early Voting Equipment Delivery and Pickup by
2910 ' ' Warehouse
120
$45.00
$5,400.00
MILEAGE/FUEL
1080,''' Warehouse /Elections Mileage
$0.545
$500.00
X005Mileage for Runners/Gas
$0.545
$2,100.00
Early Voti ng To, tal
$!.,012,688.5O
Dallas County Elections Department Page 3 of 5
Elections Estimated Cost Detail
Exp Code
Election Day
Units /
Cost Per Unit
Description
.
Estimated
EQUIPMENT RENTAL
2180
ED Judge Kit
IED
468 $80.00
$37,440.00
7030
Furniture Rental
$20,000.00
7040
Election Supply Carts (ESC)
936 $295.00
$276,120.00
7040
Model DS200
468 $464.10
$217,198.80
7040
ExpressVote Ballot Marking Device (ADA)
31276 $295.00
$966,420.00
7040
Express Vote Printer
1,872 $62.00
$116,064.00
7040
ExpressVote Booth
21808 $89.50
$251,316.00
7040
ED Provisional Bags
468 $5.00
$2,340.00
7040
Regional Site Setup - Modems
10 $150.00
$1,500.00
7050
Truck Rental/Van Rental
Runners /Regional Sites
$8,000.00
7213
Phone Lines/Bulletin Board/Internet access
Tech - Regional Sites - Polling Locations
$13,500.00
RENTAL BUILDINGS
7010
Location Rental
Various Locations
$41,000.00
5590
Custodial Charges
Various Locations
$60,000.00
PERSONNEL
1020
Election Department Full Time Staff (T)
Includes VR WH CC and
Admin
$2,500.00
1020
Dallas County Employees (S li...)
Regular Pay Rate for
Leave
$3,500.00
1020
Traffic Control Officers (10 reg sites)
Election Night & Supply
Pickup
$5,500.00
1020
Regional Site Support (10 reg sites)
Election Night & Supply
Pickup
$20.00 p/h
$22,000.00
1020
Emergency Response (Election Day)
Election Day -Judges
and Clerks
$20.00 p/h
$5,000.00
1020
Phone Bank
Election Day
$20.00 p/h
$3,500.00
1020
ED Techs
30 Election Day
$20.00 p/h
$15,000.00
1020
ED EPB Techs
Election Day
25.00p/h
$9,500.00
1020
Election Day Clerks
approx 3276 @ approx
15 hours
$16.00 p/h
$786,240.00
1020
Election Day Judges
468 Judges @ 15 hours
$18.00 p/h
$126,360.00
1020
Delivery of Election Returns
468 @ $25.00 each
$11,700.00
1020
Building Security (ST)
Regular Pay Rate for
Leave
$200.00
1020
Sheriff Deputies T)
Regular Pay Rate for
Leave
$30,000.00
1050
Dallas County Employees "
Election Day @
Regional Sites
$3,650.00
1050
Building Security O"
Election Day @
Regional Sites
$250.00
1050
Election Department Full Time Staff 1"
Includes VR WH CC and
Admin
$22,500.00
1050
Election Part -Time Regular Admin.
Various Staff @Various
Days @Various Hours
@Various Pay Rates
$2,500.00
1050
Sheriff Deputies "
var. deputies var.
supervisors var.
runners
$5,000.00
Dallas County Elections Department Page 4 of 5
Elections Estimated Cost Detail
1050
Warehouse Part -Timers "
6 Part -Timers
@Various Hours @
various rates
$5,500.00
1060
Warehouse Part -Timers T)
6 Part -Timers
@Various Hours @
various rates
$8,000.00
1110
Social Security
$1,500.00
1111
FICA
6.2%
$5,500.00
1112
Medicare
1.45%
$2,000.00
1113
PARS
1.3%
$125.00
1150
Retirement Chargeback
13.1%
$14,000.00
5590
ITemporary Service
Various Temp Agencies
$30,000.00
MILEAGE/ FUEL
1080
Mileage for Deputies
0
$0.580
$3,500.00
3095
Gas
Tech Cars and Trucks
$1,500.00
SERVICE EXPENSE
5590
ES&S L and A Testing 1 person 2 days
2
$1,650.00
$3,300.00
5590
ES&S Election Day Support (3 -Days Technical
support, 5 person each election)
15
$1,650.00
$24,750.00
5590
ROBIS (ED Support)
2 Persons Tech Team
$6,000.00
5590
ED IT Services (QNET)
$1,200.00
5590
Print Mail Pro Services for ED Judge/Alt Judge
Appt. Letter, Judge/Alt Judge, Bilingual Conf.
Cards, Change Cards
$1,500.00
POSTAGE'
2170
Election Paychecks
4,212
$0.55
$2,316.60
PREPARATION & TRANSPORTATION' OF VOTING EQUIPMENT
2910
Atlantic Delivery and Pick-up
800
$36.00
$28,800.00
2910
Delivery and Pick-up (warehouse specials)
0
$22.50
2910
1 Delivery and Pick-up (warehouse)
136
$45.00
$6,120.00
SUPPLY EXPENSE
2180
Official ExpressVote Ballots (ES&S)
500,000
$0.105
$52,500.00
2180
Sample Ballots (AC Printing)
468
$2.10
$982.80
2180
List of Declared Write -Ins for ED (AC Printing)
51000
$0.03
$135.00
2180
Official Ballot & Seal Certificate (ES&S)
468
$6.35
$2,971.80
2180
Blank Official Ballot and Seal Cert. (ES&S)
20
$6.35
$127.00
2880
Rubber Voting Stamps
21800
$1.05
$2,940.00
2880
Election Day Supplies
$1,500.00
Election Clay Total
$3,212' 567.00
Dallas County Elections Department Page 5 of 5
File ID: 2021-5590
Version: 1
City of Coppell, Texas
File Name: Mayor & CC Reports
Master
File Number: 2021-5590
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status:
Mayor and Council
Reports
In Control:
City Council
File Created:
03/16/2021
Final Action:
Title: Report by the City Council on recent and upcoming events.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5590
Title
Report by the City Council on recent and upcoming events.
Summary
City of Coppell, Texas Page 1 Printed on 3/19/2021
File ID: 2021-5591
Version: 1
City of Coppell, Texas
=ile Name: CC Committee Reports
Master
File Number: 2021-5591
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status:
Council Committee
Reports
In Control:
City Council
File Created:
03/16/2021
Final Action:
Title: A. Report on North Central Texas Council of Governments -
Councilmember Wes Mays
B. Report on Historical Society - Councilmember Cliff Long
Notes:
Sponsors: Enactment Date:
Attachments: Enactment Number:
Contact: Hearing Date:
Drafter: Effective Date:
Related Files:
History of Legislative File
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2021-5591
Title
A. Report on North Central Texas Council of Governments - Councilmember Wes Mays
B. Report on Historical Society - Councilmember Cliff Long
Summary
City of Coppell, Texas Page 1 Printed on 3/19/2021