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CP 2022-04-26City Council City of Coppell, Texas Meeting Agenda 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers5:30 PMTuesday, April 26, 2022 WES MAYS BRIANNA HINOJOSA-SMITH Mayor Mayor Pro Tem CLIFF LONG JOHN JUN Place 1 Place 5 DON CARROLL BIJU MATHEW Place 3 Place 6 KEVIN NEVELS MARK HILL Place 4 Place 7 MIKE LAND City Manager Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular Called Session at 5:30 p.m. for Work Session and Regular Session will begin at 7:30 p.m., and Executive Session will follow immediately thereafter, 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 Councilmembers 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 551.074, Texas Government Code - Personnel Matters. Page 1 City of Coppell, Texas Printed on 4/22/2022 April 26, 2022City Council Meeting Agenda To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: City Manager 3.Work Session (Open to the Public) 1st Floor Conference Room A.Discussion regarding agenda items. B.American Rescue Plan (ARP) Funds Update. C.Discussion regarding Homestead Exemption. D.Discussion regarding the Resolution for Social Media Guidelines. E.Discussion regarding the Attendance Policy and Citizen’s Appearance. F.Discussion regarding Extended Hours for Cozby Library. G.Discussion regarding Arbor Brook Channel Restoration Project. ARP Memo.pdf ARP Council Prioritization.xlsx Business Support Program Memo.pdf Homestead Exemption Memo.pdf Social Media Memo.pdf Attendance Policy Memo.pdf Extended Hours Memo.pdf Arbor Brook Memo.pdf Attachments: Regular Session 4.Invocation 7:30 p.m. 5.Pledge of Allegiance 6.Citizens’ Appearance Proclamations 7.Consider approval of the Proclamation celebrating the month of May as “Pickleball Month”, and authorizing the Mayor to sign. Pickleball Proclamation.pdfAttachments: 8.Consider approval of the Proclamation celebrating the month of May as “Asian Pacific American Heritage Month”, and authorizing the Mayor to sign. Asian Pacific American Heritage Proclamation.pdfAttachments: 9.Consider approval of the Proclamation celebrating the month of May as “South Asian American Heritage Month”, and authorizing the Mayor to sign. South Asian American Heritage Proclamation.pdfAttachments: Page 2 City of Coppell, Texas Printed on 4/22/2022 April 26, 2022City Council Meeting Agenda 10.Consent Agenda A.Consider approval of Minutes: April 12, 2022. CM 2022-04-12.pdfAttachments: B.Consider approval of an Ordinance for PD-113R-SF-9, Pecan Valley, Lot 5, Block A, a zoning change request from PD-113-SF-9 (Planned Development-113-Single Family-9) to PD-113R-SF-9 (Planned Development-113 Revised- Single Family-9), reduce the rear yard setback to eighteen (18) feet eight (8) inches to allow for a building addition to support special accommodations for a disabled resident on 8,400 square feet lot of real property located at 416 Pecan Hollow Drive, and authorizing the Mayor to sign. Ordinance Memo.pdf Ordinance.pdf Exhibit A - Legal Description.pdf Exhibit B - Site Plan.pdf Exhibit C - Floor Plan.pdf Exhibit D - Elevations.pdf Attachments: C.Consider approval of a Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials; and authorizing the Mayor to sign. Social Media Memo.pdf Social Media Resolution.pdf Social Media Best Practices.pdf Attachments: D.Consider approval of a Resolution amending the Authorized Representatives with the public funds investment pool known as Texas Short Term Asset Reserve (TexSTAR) Fund; and authorizing the Mayor to sign. TexSTAR Memo.pdf TexSTAR Resolution.pdf Attachments: E.Consider approval of a Resolution amending the Authorized Representatives with the Texas Local Government Investment Pool (TexPool); and authorizing the Mayor to sign. TexPool Memo.pdf TexPool Resolution.pdf Attachments: F.Consider adoption of the Annual Investment Policy. Investment Policy Memo.pdf Investment Policy FY22.pdf Investment Certificate.pdf Attachments: Page 3 City of Coppell, Texas Printed on 4/22/2022 April 26, 2022City Council Meeting Agenda G.Consider approval of a Resolution authorizing approval of a Project Specific Agreement (PSA); supplemental to the Master Interlocal Agreement between Dallas County and the City of Coppell; for Road and Bridge maintenance, repairs and improvements along Sandy Lake Road and Moore Road; and authorizing the Mayor to sign any documents. Memo.pdf Resolution.pdf Specific Project Agreement (PSA).pdf Attachments: H.Consider approval of awarding Bid #Q-0322-03 to Entrust One Facility Services for cleaning and related services of 17 municipal buildings; for a four-month period beginning June 1, 2022; for $157,158.24 as budgeted; and a 12-month period beginning October 1, 2022 for $471,474.71; if budgeted; with options to renew an additional four (4), one-year terms; and authorizing the City Manager to sign any necessary documents. Memo.pdf Janitorial Evaluation Sheet.pdf Professional Services Agreement.pdf Attachments: I.Consider approval of awarding a contract with Custard Construction for the standards and compliance upgrade to the Animal Services exterior kennel; in the amount of $106,675.28; as budgeted in the Animal Services General Fund; and authorizing the City Manager to sign any necessary documents. Memo.pdf Exhibit.pdf Quote.pdf Attachments: End of Consent Agenda 11.PUBLIC HEARING: To receive public comment concerning the City of Coppell’s guidelines, criteria and procedures for tax abatement agreements effective 2022 - 2024. Memo.pdf Public Hearing Notice.pdf Attachments: 12.Consider approval of a Resolution adopting the guidelines and criteria for tax abatement agreements; and authorizing the Mayor to sign. Resolution Memo.pdf Resolution.pdf Attachments: 13.City Manager Reports - Project Updates and Future Agendas 14.Mayor and Council Reports Page 4 City of Coppell, Texas Printed on 4/22/2022 April 26, 2022City Council Meeting Agenda Report by the City Council on recent and upcoming events. 15.Council Committee Reports concerning items of community involvement with no Council action or deliberation permitted. A.Report on Carrollton/Farmers Branch ISD and Lewisville ISD - Councilmember Mark Hill B.Report on Coppell ISD - Councilmember Kevin Nevels C.Report on Coppell Seniors - Councilmember John Jun 16.Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 17.Necessary Action from Executive Session 18.Adjournment ________________________ Wes Mays, 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 22nd day of April, 2022, at _____________. ______________________________ Ashley Owens, City Secretary PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION The City of Coppell acknowledges its responsibility to comply with the Americans With Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special services (i.e. sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals 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). Page 5 City of Coppell, Texas Printed on 4/22/2022 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6256 File ID: Type: Status: 2022-6256 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: CM EvaluationFile Name: Title: To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: City Manager Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6256 Title To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: City Manager Summary Page 1City of Coppell, Texas Printed on 4/22/2022 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6247 File ID: Type: Status: 2022-6247 Agenda Item Agenda Ready 2Version: Reference: In Control: City Council 04/18/2022File Created: Final Action: Work SessionFile Name: Title: A.Discussion regarding agenda items. B.American Rescue Plan (ARP) Funds Update. C.Discussion regarding Homestead Exemption. D.Discussion regarding the Resolution for Social Media Guidelines. E.Discussion regarding the Attendance Policy and Citizen’s Appearance. F.Discussion regarding Extended Hours for Cozby Library. G.Discussion regarding Arbor Brook Channel Restoration Project. Notes: Sponsors: Enactment Date: ARP Memo.pdf, ARP Council Prioritization.xlsx, Business Support Program Memo.pdf, Homestead Exemption Memo.pdf, Social Media Memo.pdf, Attendance Policy Memo.pdf, Extended Hours Memo.pdf, Arbor Brook Memo.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6247 Title A.Discussion regarding agenda items. B.American Rescue Plan (ARP) Funds Update. C.Discussion regarding Homestead Exemption. D.Discussion regarding the Resolution for Social Media Guidelines. E.Discussion regarding the Attendance Policy and Citizen’s Appearance. F.Discussion regarding Extended Hours for Cozby Library. Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6247) G.Discussion regarding Arbor Brook Channel Restoration Project. Summary Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: Mayor and City Council From: Traci Leach, Deputy City Manager Date: April 26, 2022 Reference: Pillars 2, 5, 6, and Foundation Introduction: As part of the American Rescue Plan Act of 2021, the City of Coppell is set to receive a total allocation of $10.2 million. At the September 14, 2021 Work Session, staff presented information regarding the guidelines for eligible uses of ARPA funds and discussed preliminary projects that meet the eligibility criteria. On December 14, 2021, the Council identified the priority projects to fund with ARP dollars. Subsequently, staff has been conducting due diligence and moving forward on those projects. This agenda item is a two-part follow-up to that discussion to further refine the direction regarding the way ARPA funds are expended. Staff has adjusted the list of projects to provide additional flexibility for funds and projects. Additionally, Mindi Hurley, Director of Community Development, will be providing an update on the business support programs that are identified in this ARP matrix. Staff will be seeking direction from the Council regarding allocation of the undesignated ARP funds. Legal Review: N/A Fiscal Impact: Unknown at this time Recommendation: No recommendation, as no action is requested of the Council at this time. Available Balance of Allocation #1: 4,258,515$ Allocation #2:5,131,770$ Total Allocated to Projects:6,451,000$ Includes projects in Priority bands 1-6 Total Available for Future Projects:2,939,285$ Priority Project ARP Category Average Rating Estimated Budget Cumulative Total 1 Metrocrest Services Supplemental Funding Public Health/Negative Economic Impact 7 375,000$ 375,000$ * Woven Health Clinic Public Health/Negative Economic Impact 6.625 250,000$ 625,000$ * Rent Assistance Program Public Health/Negative Economic Impact 6.625 750,000$ 1,375,000$ $650K for rent and $100K for Belt Line business support 3 DeForest Lift Station*Water/Sewer/Broadband Infrastructure 5.875 -$ 1,375,000$ To be funded via Water and Sewer Fund 4 Magnolia Park Trail*Revenue Loss 5.125 1,500,000$ 2,875,000$ * Reconfiguration of Court Clerk Areas Public Health/Negative Economic Impact 4.75 90,000$ 2,965,000$ Creek Bank Stabilization Revolving Loans Revenue Loss 4.75 1,000,000$ 3,965,000$ Parking Lot Cover for Police Vehicles Revenue Loss 4.75 110,000$ 4,075,000$ Moore Road Park Boardwalk*Revenue Loss 4.75 1,260,000$ 5,335,000$ Includes $160K for unanticipated drainage work Pop-Up Business Support Public Health/Negative Economic Impact 4.375 500,000$ 5,835,000$ Fire Station Repairs Revenue Loss 4.375 616,000$ 6,451,000$ Fire Department Bunker Gear*Revenue Loss 4.375 -$ 6,451,000$ To be funded via FY22 budget Fiber Expansion Revenue Loss 4 500,000$ 6,951,000$ Pavement Replacement at Creekview Revenue Loss 4 250,000$ 7,201,000$ Currently not prioritized Teams Voice Hardware/Licensing Revenue Loss 3.625 250,000$ 7,451,000$ City-wide LTE Network Revenue Loss 3.625 2,000,000$ 9,451,000$ * Project is currently funded in the FY22 Budget, in the Allocated Fund Balance, or in the 5-Year Forecast a Fire Department Ambluance Project ($1.6M) was funded via FY22 budget Costs By Project Category Social Services 625,000$ Business Assistance 1,250,000$ New Capital Projects 4,816,000$ Allocated Fund Balance 2,760,000$ Included in FY22 Budget -$ Costs by ARP Category Public Health/Negative Economic Impact 1,965,000$ Revenue Loss 7,486,000$ Water/Sewer/Braodband Infrastructure -$ Costs by Funding Status Project is currently funded in the FY22 Budget, is included in the Allocated Fund Balance, or in the 5-Year Forecast 2,760,000$ Unfunded Projects 6,691,000$ 2 6 7 8 5a FY22 FY23 FY24 FY25 Metrocrest Services Supplemental Funding 125,000$ 125,000$ 125,000$ Woven Health Clinic 125,000$ 125,000$ Rent Assistance Program 500,000$ 250,000$ DeForest Lift Station*150,000$ 1,000,000$ 350,000$ Magnolia Park Trail*150,000$ 1,000,000$ 350,000$ Reconfiguration of Court Clerk Areas 90,000$ Creek Bank Stabilization Revolving Loans 250,000$ 250,000$ 250,000$ Parking Lot Cover for Police Vehicles 110,000$ Moore Road Park Boardwalk*850,000$ 250,000$ Fire Department Ambulance Replacement* Pop-Up Business Support 100,000$ 300,000$ 100,000$ Fire Station Repairs 305,915$ 150,000$ 160,085$ Fire Department Bunker Gear*100,000$ Annual Expenditure Totals 2,605,915$ 3,450,000$ 1,335,085$ 250,000$ Unfunded: Fiber Expansion Pavement Replacement at Creekview City LTE Network Teams Voice Hardware/Licensing FY26 (to Dec 31)Total Expenditure 375,000$ 250,000$ 750,000$ 1,500,000$ 1,500,000$ 90,000$ 250,000$ 1,000,000$ 110,000$ 1,100,000$ -$ 500,000$ 616,000$ 100,000$ 250,000$ 7,891,000$ CATEGORY PROJECT AND DESCRIPTION BENEFIT TO THE COMMUNITY ARP CATEGORY VISION 2040 PILLAR MAYOR CLIFF BRIANNA DON KEVIN JOHN BIJU MARK AVG SOCIAL SERVICES Metrocrest Services Supplemental Funding: This would fund additional social services through Metrocrest, such as home repairs, legal aid, child care expenses, and eventually homelessness services for three years This item would provide a much wider range of services for our residents who are hit hardest by COVID-19. Public Health Emergency/Negative Economic Impacts 7 7 7 7 7 7 7 7 7 Woven Health Clinic: This item would fund primary care with integrated mental health care for low income, adults that live in Coppell for a period of two years. This item would fill a social service gap for mental health services. Public Health Emergency/Negative Economic Impacts 7 7 4 7 7 7 7 7 6.625 BUSINESS ASSISTANCE Rent Assistance Program: This would provide a grant program for businesses affected by COVID to help with rent. The program could function similarly to the program the City developed for the CARES Act funding. This item would benefit Coppell businesses keep their doors open longer and retain employees if they are impacted by COVID-19. Public Health Emergency/Negative Economic Impacts 7 7 7 7 7 7 4 7 6.625 "Pop-Up" Business Support: This would provide space that the City would lease and allow "pop-up" retail and restaurants to occupy. Examples of this type of retail would be the Spirit Halloween stores, which utilize vacant space to "pop-up" for just the holiday. This item would benefit small business start-ups by providing low risk space for them to try their concepts. It also provides variety of retail and restaurants that the community would have access to. Public Health Emergency/Negative Economic Impacts Pillar 5 Goals 2 & 4 4 1 4 4 7 7 4 4 4.375 NEW CAPITAL PROJECTS Reconfiguration of Court Clerk areas: Currently this area has zero social distancing for the desk space for the court clerks. This project would construct new cubicle spaces that are properly spaced so that the clerks can work more safely. This item benefits the community by providing office space that better ensures that Court staff can maintain continuity of service. It would allow more team members to work safely and concurrently because there is better spacing. Public Health Emergency/Negative Economic Impacts Foundation Goals 2 & 3 1 4 7 4 4 7 4 7 4.75 PRIORITIZATION RANKING CATEGORY PROJECT AND DESCRIPTION BENEFIT TO THE COMMUNITY VISION 2040 PILLAR MAYOR CLIFF BRIANNA DON KEVIN JOHN BIJU MARK NEW CAPITAL PROJECTS Fiber Expansion: This project would replace existing fiber that is older and would add additional capacity. We also would use it to support the backhaul for the private LTE network (see below). This item benefits the City by creating capacity for growth of services (see City LTE network). Revenue Loss Foundation Goal 3 1 4 7 4 7 4 4 1 4 City LTE Network: This project would build a private LTE network for securing critical infrastructure like the SCADA system and eventually the public safety systems. This private network would provide enhanced security, increased connectivity, and enhanced internet in locations where the City currently offers service for residents like parks and facilities. Enhanced security for critical assets and infrastructure benefits the community by ensuring that the most important services are provided uninterrupted by external threats. Revenue Loss Foundation Goal 3 1 4 7 4 7 1 4 1 3.625 Creek Bank Stabilization Revolving Loan: This program would provide homeowners who live adjacent to a creek to access a low to no interest loan from the City to construct erosion control improvements. Creek bank erosion along residential areas has been a consistent issue and an expensive issue for residents to address. This program would provide an affordable avenue to allow residents to protect their home and property. Revenue Loss 1 4 7 7 4 7 4 4 4.75 Pavement Replacement Creekview Entryway: This project would replace the concrete entryway to the Creekview neighborhood. This location was requested by the HOA and replacement would coordinate with the HOA, who wants to make improvements to their median entryway feature that will complement the City's work. Revenue Loss Foundation Goals 2 & 3 1 7 4 7 4 1 4 4 4 CATEGORY PROJECT AND DESCRIPTION BENEFIT TO THE COMMUNITY VISION 2040 PILLAR MAYOR CLIFF BRIANNA DON KEVIN JOHN BIJU MARK Teams Voice Hardware/Licensing: This project would expand remote work capabilities to include voice communications. The current Cisco phones are at end of life and staff is proposing the transition to cloud based phone services. This transition will allow staff to work more effectively wherever they are- whether that's work from home or in the field. Employees would have enhanced availability to answer their "landline" phone anywhere. Revenue Loss Foundation Goal 2 1 4 7 4 7 1 4 1 3.625 Parking Lot Cover for Police Vehicles: This project would fund construction of shade covers for the parking lot at the Justice Center for police department vehicles. Due to the electronics in the vehicles, they cannot be left in the heat of summer without idling, as the electronics and computers will incur heat damage or take too long to cool down to boot up. The shade covers would provide some measure of cooling for the police vehicles parked at this location. This project would benefit the community by ensuring that we are doing everything possible to preserve/extend the life of the assets and equipment the City. Protecting the police vehicles from direct sun will reduce wear and tear on the engines, be more environmentally sustainable, and ensure that response times are not impacted by electronic equipment failure. Revenue Loss Foundation Goal 2 1 7 7 7 7 4 4 1 4.75 ALLOCATED FUND BALANCE IN FY22 BUDGET Magnolia Park Trail: This project, which is included in the Trail Masterplan, will complete the last critical connection segment for the pedestrian loop for the Andy Brown trail system. These communities will now have access for children on their way to school, in addition to recreational users who want to connect to the entire AB Park trail system. Revenue Loss Pillar 2 Goal 1 Pillar 6 Goal 2 Foundation Goals 2 & 3 4 7 7 7 7 1 4 4 5.125 Moore Road Park Boardwalk: This project would replace the segment of trail at Moore Road Park that previously washed away and was subsequently removed. This segment will improve the utilization and connectivity of the trails through Moore Road Park and the AB East system. The community provided much feedback, indicating a desire for this segment to be replaced when it was initially removed many years ago. Revenue Loss Pillar 2 Goal 1 Pillar 6 Goal 2 Foundation Goals 2 & 3 4 4 7 7 7 1 4 4 4.75 PRIORITIZATION RANKING CATEGORY PROJECT AND DESCRIPTION BENEFIT TO THE COMMUNITY VISION 2040 PILLAR MAYOR CLIFF BRIANNA DON KEVIN JOHN BIJU MARK FUNDED IN FY22 BUDGET Fire Station Repairs: This project includes a variety of facility maintenance items that are necessary at Stations 1, 2, and 3. Areas to be addressed include HVAC systems, apparatus bays, living quarters, windows, restrooms, building security, and improved utilization/spacing. Functional living spaces for fire fighters is essential to quality response within the community. Revenue Loss Foundation Goals 2 & 3 4 4 7 4 4 4 4 4 4.375 Fire Department Ambulance Replacement: This will fund the replacement of 4 ambulance units. The units have reached their useful life and are due for replacement. Ensuring reliability of these front line apparatus is critical to the provision of high quality emergency medical response. Revenue Loss Foundation Goals 2 & 3 1 7 7 4 4 4 4 7 4.75 Fire Department Bunker Gear: This is the annual replacement of a portion of the department's protective fire fighting gear- jacket, boots, pants, gloves, etc. The department has a rotating replacement schedule that allows for staggered yearly purchase of a percentage of gear each year. Bunker gear is essential to the safety of the responding Fire Department personnel to the variety of fire calls within the community. Keeping this gear up-to-date per NFPA standards is a critical component in maintaining the department's ISO rating, which does contribute to lower insurance costs for residents and businesses. Revenue Loss Foundation Goals 2 & 3 1 4 7 4 4 4 4 7 4.375 Deforest Lift Station: This project will replace the Deforest Lift Station. It is currently included in the 5-Year Forecast for Year 2023-24. Funding via ARP dollars would allow the acceleration of this full scale replacement of pumps, wet well, electronics, plus the exterior improvements to the fencing and drive approach. The rehab of this facility will ensure high quality services for a critical function for residents and businesses. Water/Sewer/Broadban d Infrastructure Foundation Goals 2 & 3 4 7 7 7 7 4 4 7 5.875 PRIORITIZATION RANKING 1 MEMORANDUM To: From: Date: Mayor and City Council Mindi Hurley, Director of Community Development April 26, 2022 Reference: Presentation of Business Support Program Introduction: Numerous businesses in Coppell are struggling to recover to full operation levels after COVID-19. To assist the businesses that have suffered financial hardship, staff has prepared two proposed grant programs to assist eligible businesses to stay in operation. These programs were presented to City Council in Work Session on March 8, 2022, and City Council requested additional research from staff before proceeding. Staff has compiled the data that was available and is prepared to present it to City Council for consideration. Once again, staff is seeking input and direction from City Council on the proposed programs before proceeding. BUSINESS RENT/MORTGAGE ASSISTANCE GRANTS: The first proposed program is designed to assist small businesses with rent/mortgage as they continue to rebuild their businesses. This program is similar to the program that was offered using CARES Funds in 2020 and 2021. After researching programs offered by other cities and counties, most programs do require criteria to qualify for a grant. The criteria range is anywhere from any loss of revenue to a loss of 25% of revenue. The program is designed as follows: The Business Rent/Mortgage Assistance Grant Program is designed to assist small businesses who have endured financial distress. This business assistance program is designed to aid small businesses with their rent/mortgage. All eligible Coppell small businesses, as defined by the SBA, are eligible to apply for the grant, and the maximum grant amount for this program will be $10,000. The business must meet the following specific criteria to qualify for the grant: •Must be located within the city limits of Coppell; •Must be in current compliance with the City of Coppell Code of Ordinances, including all applicable zoning and land use ordinances; 2 •Must not be in any litigation with the City of Coppell or the County in which they are located; •Must have a physical store front in the City of Coppell; •Must have a current utility bill showing a Coppell address for the business This program would award a one-time grant of $10,000 to eligible businesses that apply. Grants will be awarded to eligible businesses on a first-come, first-served basis once applications are available, and there will be a continuous call for applications until all funds have been distributed. Staff is proposing to utilize funds provided through the American Rescue Plan Act (ARPA) for this grant program. The proposal is to dedicate $650,000 in funds for the program. REVENUE RECOVERY ASSISTANCE GRANTS: The second proposed program is designed to assist businesses impacted by the reconstruction of S. Belt Line Road. While this program will be offered to businesses located in the construction zone, it will also be extended to identified retail, restaurant and personal service businesses that are impacted by traffic detours off of Denton Tap Road. The proposal is to dedicate $100,000 in funds for the program from the American Rescue Plan Act (ARPA). The program is designed as follows: The Revenue Recovery Assistance Grant Program is designed to assist all retail, restaurant and personal service businesses that will be negatively impacted by the road construction on S. Belt Line Road. All eligible retail, restaurants and personal service businesses identified will be eligible for a one-time grant of $5,000 for revenue recovery. The list of eligible businesses will be available at the time the application is released. The businesses must meet the following specific criteria to qualify for the grant: •Must be identified as an eligible business that is located on S. Denton Tap Road/S. Belt Line Road, south of Sandy Lake Road; •Must be in current compliance with the City of Coppell Code of Ordinances, including all applicable zoning and land use ordinances; •Must not be in any litigation with the City of Coppell or the County in which they are located; •Must be open and operational at the time of grant application and award. This program would award a one-time grant of $5,000 to eligible businesses that apply and are approved. Grants will be awarded on a first-come, first-served basis once applications are available, and there will be a continuous call for applications until all funds have been distributed. The city will also design and promote shopping campaigns for retail businesses negatively impacted by the road construction throughout the duration of the project. Analysis: Businesses identified as eligible for the Revenue Recovery Assistance Grants are eligible to receive both proposed grants. If City Council would like to proceed with these programs, staff will bring forward a Resolution for consideration and approval in April. The grant applications will be made available shortly thereafter. Applications will be reviewed on a weekly basis and will be awarded to all eligible businesses until all funds have been distributed. 3 Legal Review: N/A Fiscal Impact: Funding for the Business Rent/Mortgage Assistance Grant Program grant programs is being provided by the Federal Government through ARPA funds. Funding for the Revenue Recovery Assistance Grant Program is being provided by the Federal Government through ARPA funds. Recommendation: Staff is seeking input and direction from City Council on the proposed programs. MEMORANDUM To: Mayor and City Council From: Kim Tiehen, Director of Finance Date: April 26, 2022 Reference: Property Tax Exemptions Discussion Introduction: Staff will provide a presentation that will include the additional homestead and Over 65 exemption analysis requested by Council at the March 22, 2022, meeting. The analysis will show the impact on the tax rate of the various scenarios requested by Council, the impact on the tax bill for various classifications of property owners, and the impact on property tax revenue. MEMORANDUM 1 To: Mayor and City Council Through: Mike Land, City Manager From: Hannah Cook, Chief Communications Strategist Date: April 26, 2022 Reference: Consider approval of a Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials; and authorizing the Mayor to sign. 2040: Sustainable Government Introduction: Technology is integral to daily life, and social media is a popular way to communicate and connect with people both personally and professionally. It is important for elected officials and other City representatives to be knowledgeable of social media best practices, considerations, and potential impacts. For this reason, staff has drafted Social Media Best Practices & Guidelines that provide recommendations for elected and appointed officials using personal or professional social media platforms and propose a Resolution, in alignment with the Code of Ethics, to adopt the guidelines. Background: Staff researched social media best practices and trends for elected/appointed officials both nationwide and in the region. Cities across Texas and throughout the nation are increasingly looking to adopt language outlining appropriate social media use or guidelines for elected/appointed officials. Per Council’s direction, staff has drafted Social Media Best Practices & Guidelines that provide background information and social media recommendations intended to help ensure that any City-related information published is accurate, professional, and in alignment with the Texas Public Information Act and the City’s Code of Ethics. If the Resolution adopting the Social Media Best Practices & Guidelines for Elected and Appointed Officials is approved by City Council, these guidelines will be shared with newly elected/appointed officials as part of the orientation process. Legal: Both the proposed Social Media Best Practices & Guidelines for Elected and Appointed Officials and the Resolution adopting the Best Practices & Guidelines has been reviewed by the City Attorney. Fiscal Impact: N/A MEMORANDUM 2 Recommendation: Staff recommends approval of the Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials. MEMORANDUM To: Mayor and City Council From: Ashley Owens, City Secretary Date: April 26, 2022 Reference: Discussion regarding Boards and Commissions Attendance Policy Introduction: This Work Session item is a follow-up to discussions that City Council had during the Boards and Commissions application and appointment process last Fall. City Council expressed a desire to revisit the attendance policy for all boards and commissions members. This discussion will not include Mayor and City Council attendance, which is addressed in Section 3.06 of the Home Rule Charter. Background: The current attendance policy for boards and commissions is as follows: “If a board member is absent for three consecutive regularly scheduled meetings, or if a board member is absent for 25 percent of the regularly scheduled meetings within a 12-month period, the position shall be declared vacant, and the vacancy shall be filled for the remainder of the unexpired term by the city council within 30 days after the vacancy occurs.” If a board member reaches their second absence, the City Secretary’s Office will send a letter to the member reminding them of the current policy. If a third absence or the 25 percent threshold is reached, it is at the discretion of City Council whether the member is removed from their board. Currently, there is no language in the City’s ordinances that allow for excused absences. Analysis: Staff queried surrounding cities regarding attendance policies. Based on the below chart, our current policy is used throughout the region, but some cities also utilize excused absences that are approved by the board or City Council in the following meeting. The excused absence will provide flexibility for those members who experience emergencies or unexpected obligations throughout the course of the year. City Attorney Robert Hager has provided the following definition of an excused absence: “An excused absence means a failure to attend a regular or special called meeting of the board or commission that is a result of illness, medical condition or service, attendance of funeral for immediate family member, jury duty, vacation, participation in a religious or work-related activity.” Based on past discussions, Staff is proposing a policy that will allow for excused absences. In summary, every calendar year, each board member is allowed two excused absences and one unexcused absence: “A member whose absence is a result of illness, medical condition or service, attendance of a funeral for immediate family member, jury duty, vacation, participation in a religious or work-related activity, with prior notice to the liaison or Chair, shall have the absence excused by their board, commission, or committee at the next scheduled meeting. The absence will be placed on the meeting agenda for consideration by the board. The maximum number of excused absences is two per board member per calendar year. If any member fails to provide such notification for a meeting missed, the absence will be considered unexcused. If a board member is absent for more than one unexcused absence for a regularly scheduled meeting within a 12-month period, the member shall, upon approval of the City Council, forfeit his or her position on the board, commission, or committee. If a board member is absent for more than two excused absences for regularly scheduled meetings within a 12-month period, the member shall, upon approval of the City Council, forfeit his or her position on the board, commission, or committee.” Staff is seeking direction on whether City Council is interested in amending the policy to allow for excused absences. Legal Review: Staff has collaborated with City Attorney Fiscal Impact: None 11 10 10 5 2 1 0 2 4 6 8 10 12 3 CONSECUTIVE ABSENCES ACCEPT NOTICE TO EXCUSE ABSENCE ABSENT 25% COUNCIL'S DISCRETION ABSENT 30% OR MORE 2 ABSENCES POLICYAllowance 1 MEMORANDUM To: Mayor and City Council From: Dennis Quinn, Director of Library Services Date: April 26, 2022 Reference: Discussion regarding Extended Hours for Cozby Library. Executive Summary The Cozby Library and Community Commons will soon be implementing a service that would allow customers to access the library outside of staffed hours for self-service amenities. Additionally, the Library recommends modifying its schedule of fully-staffed hours in conjunction with the launch of this service to better match staffing to customer demand patterns. Background The Cozby Library has historically been a leader in its industry in terms of hours of service per week. With the exception of closures and modified hours in 2020 and 2021, it has observed a schedule of 70 hours per week, placing it in the 98th percentile of Texas public libraries. At the same time, there has been continued customer demand for additional hours, particularly in the evenings after its current closing times, and mostly for uses that would not require staff assistance. Providing additional facility hours at the current service level would require additional staffing, which is not currently feasible for the City. In 2019, staff began researching options that would allow for increased hours without increasing personnel, and identified a solution that would allow for self- service access to the facility without staff present. Staff gave an informational presentation to City Council on the findings of their research on September 20, 2020, aiming to implement the service as precautions related to the COVID-19 pandemic were eventually lifted. Staff developed a policy for use of the service, which was approved by the Library Advisory Board on August 12, 2021, and further amended on April 14, 2022. An initial target launch date in the fall of 2021 was delayed as efforts to coordinate with the City’s janitorial vendor on safety and security measures were not successful. Staff is now prepared to implement the service in June 2022. 2 Description of Proposed Service Upon implementation of Extended Hours, an authorized customer would be able to enter the Library by scanning the barcode on their library card at a kiosk installed in the front vestibule and entering their account PIN. Upon authentication, the doors to the lobby would open automatically and allow the customer into the Library. The customer would have access to the main library area (including the material collection, self-checkout stations, computer workstations, document center, and study tables) as well as the lobby, the Commons, and the public restrooms. Study rooms and auxiliary spaces would be closed. The Library would be accessible in this manner in the evenings Monday through Friday, from the end of its staffed hours until midnight, at which time customers would be required to exit the building and the access system would not allow additional customers to enter. In order to access the Library during Extended Hours, a customer must be a Coppell resident, age 17 or older, with a library account in good standing, and who has signed an authorization form acknowledging they have read and agreed to the policy which applies to the service. Customers will be required to help preserve the integrity of the authentication system by not allowing persons into the Library with them other than members of their household. The Library is equipped with security cameras in various locations throughout the building, and customers will have access to personal alarms they may carry with them while in the building in case of emergency. Library staff has coordinated with the Coppell Police Department to arrange periodic patrol as part of their normal evening rounds. Staff will be able to review camera footage to verify customer compliance and determine responsibility in case of any harm to person or property. The Library reserves the right to revoke access from customers not adhering to the policy. Modifying Staffed Hours In tandem with the launch of this service, staff recommend modifying the Library’s staffed hours to better suit customer demand. Currently the Library is open and staffed until 9:00 p.m. four nights per week (Monday through Thursday). On average, less than 5 customer interactions requiring personal assistance by staff occur during the hour between 8:00 p.m. and 9:00 p.m. each night. This is fewer customer interactions than any other hour during the week when the facility is open. With Extended Hours in place, the Library will have an opportunity to tailor its staffing schedule more closely to demand without impacting the availability of self-service amenities. Staffing the library until 8:00 p.m. on these evenings instead of until 9:00 p.m. would allow more staff to be present earlier in the day, where customer demand requiring staff intervention is higher. Staff Recommendation Staff recommends modifying the Library’s fully-staffed hours to end at 8:00 p.m. instead of 9:00 p.m., effective concurrently with the implementation of the Extended Hours service described herein. 1 MEMORANDUM To: Mayor and City Council From: Kent Collins P.E., Director of Public Works Mike Garza, P.E., Assistant Director of Public Works Date: April 26, 2022 Reference: Discussion regarding Arbor Brook Channel Restoration Project 2040: Foundation Pillar: Sustainable City Government Goal 4: City Services to Ensure High Levels of Customer Satisfaction Introduction: Staff will present on the history and plans for the channel improvements. Analysis: Staff will present information related to planned improvements to the drainage channel behind Arbor Brook Lane. Fiscal Impact: This is a work session discussion with no fiscal impact. Recommendation: This is a work session discussion with no recommended action. Staff requests feedback on the plans for improvement. Proposed Drainage ImprovementsArbor Brook ChannelCity of CoppellCreated in CIVIL3D1 INCH = 1 MILE0S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2022.dwg\ARBOR BROOK CHANNELCreated on: 12 April 2022 by Scott Latta1/21/21 1 INCH = FT.0400400200Proposed Drainage ImprovementsArbor Brook ChannelCity of CoppellCreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2022.dwg\ARBOR BROOK CHANNELCreated on: 12 April 2022 by Scott Latta2/2AREA OF PROPOSEDDRAINAGE IMPROVEMENTS Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6254 File ID: Type: Status: 2022-6254 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: ProclamationFile Name: Title: Consider approval of the Proclamation celebrating the month of May as “Pickleball Month”, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Pickleball Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6254 Title Consider approval of the Proclamation celebrating the month of May as “Pickleball Month”, and authorizing the Mayor to sign. Summary Page 1City of Coppell, Texas Printed on 4/22/2022 PROCLAMATION WHEREAS, Pickleball is one of the fastest growing sports with more that 4.2 million participants in the United States; and WHEREAS, Pickleball programs have become an integral part of communities throughout this country, including the City of Coppell; and WHEREAS, Pickleball programs aid in building healthy, active communities by providing an intergenerational, low impact, competitive sport that is easy to learn, inexpensive to play and improves and promotes physical, mental and emotional health, along with camaraderie, teamwork, kindness and enjoyment for individuals and the community as a whole; and WHEREAS, Because pickleball volunteers and enthusiasts have shared their joy of pickleball, it has grown the program at Wagon Wheel Tennis and Pickleball Center upwards of 150% in the past year. There are over 400 people who are now part of the open play program with an average of 70-75 people playing per session on 12 courts; and WHEREAS, U.S.A. Pickleball Association has designated April as National Pickleball Month; and WHEREAS, the City of Coppell recognizes the benefits derived from the sport of pickleball, NOW, THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim the month of April, as “NATIONAL PICKLEBALL MONTH” IN WITNESS THEREOF, I have set my hand and caused the seal of the city of Coppell to be affixed this 26th day of April 2022. __________________________ Wes Mays, Mayor ATTEST: _________________________ Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6252 File ID: Type: Status: 2022-6252 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: ProclamationFile Name: Title: Consider approval of the Proclamation celebrating the month of May as “Asian Pacific American Heritage Month”, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Asian Pacific American Heritage Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6252 Title Consider approval of the Proclamation celebrating the month of May as “Asian Pacific American Heritage Month”, and authorizing the Mayor to sign. Summary Page 1City of Coppell, Texas Printed on 4/22/2022 PROCLAMATION WHEREAS, across the nation, Asian American and Pacific American Heritage Month is an opportunity to recognize the diverse culture, history, and contributions of Asian Americans and Pacific Islanders for their tremendous accomplishments and influence in the community; and WHEREAS, throughout the history of our nation, Asian Americans and Pacific Islanders have helped shape America’s character as a vital, vibrant, and dynamic people; and WHEREAS, the national character of the United States has been strengthened and enhanced by citizens who maintain and honor cultural values and customs brought from other lands; and WHEREAS, over ten million Asian and Pacific Islanders, from over twenty-five different ethnic groups that encompass diverse backgrounds, histories, languages and cultures now call the United States their home; these Asian Pacific Americans attempt to give expression to cultural, linguistic, and ethnic diversity while recognizing common experiences in American history; and WHEREAS, to honor the accomplishments and contributions of Asian Pacific Americans to our Nation, in 1992 Congress approved Public Law 102-450, designating "Asian Pacific American Heritage Month"; and WHEREAS, the City of Coppell is honored that many Asian Pacific Americans have chosen Coppell as their home or place of business and welcomes the diversity that their choice provides for all sectors of our residential and business community. WHEREAS, Coppell’s population consists of 24.8 % Asian residents, some of whom have lived in Coppell for an extended time and some of whom are new immigrants and refugees. They contribute their talents, skills, and vitality, to the socioeconomic growth and cultural prosperity of our region; and WHEREAS, The City of Coppell has a deep commitment to promote racial equity, inclusion, and diversity in all aspects of city government. NOW THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim the month of May as “Asian Pacific American Heritage Month” IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 26th day of April 2022. _______________________ Wes Mays, Mayor ATTEST: ________________________ Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6253 File ID: Type: Status: 2022-6253 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: ProclamationFile Name: Title: Consider approval of the Proclamation celebrating the month of May as “South Asian American Heritage Month”, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: South Asian American Heritage Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6253 Title Consider approval of the Proclamation celebrating the month of May as “South Asian American Heritage Month”, and authorizing the Mayor to sign. Summary Page 1City of Coppell, Texas Printed on 4/22/2022 PROCLAMATION WHEREAS, May 5, 1838, is the earliest recorded arrival of immigrants from South Asia; and WHEREAS, South Asian Heritage Month is a time to honor the rich cultural heritage and accomplishments of people of South Asian heritage and pay tribute to them and the organizations that contribute to the social, cultural, economic and political life of our community; and WHEREAS, South Asian Heritage Month provides us with an opportunity to learn about the immigrants of South Asia’s experiences and the vital role they have played throughout our history; and WHEREAS, the national character of the United States has been strengthened and enhanced by citizens who maintain and honor cultural values and customs brought from other lands; Americans of South Asian ancestry have long been part of that tradition, by enriching the fabric of our society with their entrepreneurship, excellence in education, and dedication to community services; and NOW THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby the month of May as “South Asian American Heritage Month” IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 26th day of April 2022. _______________________ Wes Mays, Mayor ATTEST: ________________________ Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6251 File ID: Type: Status: 2022-6251 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: MinutesFile Name: Title: Consider approval of Minutes: April 12, 2022. Notes: Sponsors: Enactment Date: CM 2022-04-12.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6251 Title Consider approval of Minutes: April 12, 2022. Summary Page 1City of Coppell, Texas Printed on 4/22/2022 255 E. Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Minutes City Council 5:30 PM Council ChambersTuesday, April 12, 2022 WES MAYS BRIANNA HINOJOSA-SMITH Mayor Mayor Pro Tem CLIFF LONG JOHN JUN Place 1 Place 5 DON CARROLL BIJU MATHEW Place 3 Place 6 KEVIN NEVELS MARK HILL Place 4 Place 7 MIKE LAND City Manager Wes Mays;Cliff Long;Don Carroll;Kevin Nevels;John Jun;Biju Mathew and Mark Hill Present 7 - Brianna Hinojosa-SmithAbsent1 - Also present were Deputy City Managers Vicki Chiavetta and Traci Leach, City Attorney Robert Hager and City Secretary Ashley Owens. The City Council of the City of Coppell met in Regular Session on Tuesday, April 12, 2022 at 5:30 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. Call to Order1. Mayor Wes Mays called the meeting to order, determined that a quorum was present and convened into the Executive Session at 5:30 p.m. Executive Session (Closed to the Public) 1st Floor Conference Room2. Section 551.071, Texas Government Code - Consultation with City Attorney. Consultation with City Attorney and special legal counsel, regarding City of Coppell, et. al. vs. Glenn Hegar, Texas Comptroller of Public Accounts. Discussed under Executive Session Page 1City of Coppell, Texas April 12, 2022City Council Minutes Work Session (Open to the Public) 1st Floor Conference Room3. Mayor Wes Mays adjourned the Executive Session at 6:38 p.m. and convened into the Work Session at 6:42 p.m. A.Discussion regarding agenda items. B.Receive update from Coppell ISD. C.Discussion regarding Service Center improvements. D.Discussion regarding a request from Coppell Historical Society to donate a home to be placed in Heritage Park. E.Discussion regarding proposed Code of Conduct. F.American Rescue Plan (ARP) Funds Update. Work Session Item B was not discussed. The item will be discussed at the May 24, 2022, City Council meeting. Work Session Item F was not discussed. The item will be discussed at the April 26, 2022, City Council meeting. All other items were presented as listed. Regular Session Mayor Wes Mays recessed the Work Session at 7:31 p.m. and reconvened into the Regular Session at 7:39 p.m. Invocation 7:30 p.m.4. Manessa Grisham with Generate Life Church gave the invocation. Pledge of Allegiance5. Mayor Wes Mays and the City Council led those present in the Pledge of Allegiance. Citizens’ Appearance6. Mayor Wes Mays asked for those who signed up to speak: 1) Lee Haskins, the owner of Martinizing Cleaners on Denton Tap Road, spoke in regards to the construction on Denton Tap Road and the hardship it is causing his business. Proclamations 7.Consider approval of a Proclamation celebrating April 2 - May 1, 2022, as “Month of Ramadan”; and authorizing the Mayor to sign. Mayor Wes Mays read the proclamation into the record and presented the same to members of the Coppell Muslim community. Page 2City of Coppell, Texas April 12, 2022City Council Minutes A motion was made by Councilmember Biju Mathew, seconded by Councilmember Kevin Nevels, that this Agenda Item be approved. The motion passed by an unanimous vote. 8.Consider approval of a Proclamation designating the week of April 17 - 23, 2022, as “Volunteer Week” in the City of Coppell; and authorizing the Mayor to sign. Mayor Wes Mays read the proclamation into the record and presented the same to Volunteer Coordinators for the City of Coppell. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Cliff Long, that this Agenda Item be approved. The motion passed by an unanimous vote. Consent Agenda9. A.Consider approval of Minutes: March 8, 2022, and March 22, 2022. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. B.PUBLIC HEARING: Consider approval of a zoning change request from PD-260R3-R (Planned Development-260-Revision 3-Retail) to PD-260R4-R (Planned Development-260-Revision 4-Retail) to revise the Planned Development to allow for an increase in the height/size and to allow for changeable letters on a proposed monument sign previously approved; on 1.49 acres of property located 1601 E. Sandy Lake Road. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. Enactment No: OR 91500-A-777 C.Consider approval to purchase server hardware from CDW-G TIPS contract # 200105, in the amount of $65,452.17 as budgeted; and authorizing the City Manager to sign all necessary documents. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. D.Consider approval of an Ordinance amending Article 8-3, Parking, Section 8-3-6, Truck Parking (excess of one and one-half tons)(A) of the Code of Ordinances by adding a subsection to make it unlawful to stop, stand, or park a vehicle/truck weighing more than 1.5 tons at all times, on Canyon Drive and on Northwestern Drive, and authorizing the Mayor to sign. A motion was made by Councilmember Mark Hill, seconded by Page 3City of Coppell, Texas April 12, 2022City Council Minutes Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. Enactment No: OR 2022-1573 E.Consider award of a bid and approval to enter into a contract with Advance Contracting Group; for the Falcon Lane, Mockingbird Lane, Dividend Drive Panel Replacement Project TAX 2021A; in the amount of $1,457,364.00; as budgeted in the ¼ cent Sales Tax Fund; and authorizing the City Manager to sign all necessary documents. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. F.Consider award of a bid and approval to enter into a contract with ARI Phoenix; through Sourcewell contract #013020-ARP; for the replacement of existing heavy-duty mobile column lifts; in the amount of $68,918.21; budgeted in General Fund; and authorizing the City Manager to sign all necessary documents. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. G.Consider approval of Coppell Recreation Development Corporation appointment of officers. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. H.Consider approval of accepting the resignation of Todd Storch from Smart City Board and appointing alternate member, Paula Waldron, to a regular member for the remainder of the unexpired term; and appointing Megan Forbes to an alternate member to fill the unexpired term. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A-H be approved. The motion passed by an unanimous vote. End of Consent Agenda 10.PUBLIC HEARING: Consider approval of PD-289R-C, CISD 9th Grade Center Locker Room Building Addition, a zoning change request from PD-289-C to PD-289R-C (Planned Development-289 Revised- Commercial), to revise the Planned Development and approve a 2,800 square-foot locker room on 51.59 acres of land located on the southwest quadrant of Wrangler Drive and Crestside Drive at the request of Coppell Independent School District (C.I.S.D.) being represented Robert Page 4City of Coppell, Texas April 12, 2022City Council Minutes Howman of Glenn Engineering. Presentation: Mary Paron-Boswell, Senior Planner, made a presentation to the City Council. Mayor Wes Mays opened the Public Hearing and advised that no one signed up to speak. The applicant representative, Dennis Womack with Coppell ISD, was present to address questions and concerns of City Council. A motion was made by Councilmember Don Carroll, seconded by Councilmember Mark Hill, to close the Public Hearing and approve this Agenda Item with the following conditions: 1. The signage be approved as shown. 2. A sign permit will be required. The motion passed by an unanimous vote. 11.PUBLIC HEARING: Consider approval of a zoning change to PD-113R-SF-9 (Planned Development-113 Revised-Single Family-9), to allow for an 18-foot, 8-inch rear yard setback for a building addition to support special accommodations for a disabled resident on 8,400 square feet of property located 416 Pecan Hollow Drive, at the request of Ed Guifarro representing Dr. John Ibekwe. Presentation: Matt Steer, Development Services Coordinator, made a presentation to the City Council. Mayor Wes Mays opened the Public Hearing and advised that no one signed up to speak. The applicant, Dr. John Ibekwe, 416 Pecan Hollow Drive, was present to address questions and concerns of City Council. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Kevin Nevels, to close the Public Hearing and approve this Agenda Item with no outstanding conditions. The motion passed by an unanimous vote. 12.PUBLIC HEARING: Consider approval of an ordinance of the City of Coppell, Texas, readopting, ratifying, republishing and extending Chapter 9 of the Code of Ordinances, Article 9-19, Youth Camp Programs Standards of Care; and authorizing the Mayor to sign. Presentation: Valencia Gilbert, Recreation Coordinator, made a presentation to the City Council. Mayor Wes Mays opened the Public Hearing and advised that no one signed up to speak. Page 5City of Coppell, Texas April 12, 2022City Council Minutes A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Cliff Long, to close the Public Hearing and approve this Agenda Item. The motion passed by an unanimous vote. 13.Consider approval of an Ordinance amending the current Short-Term Rental Ordinance found in Chapter 9, Article 9-29, Section 9-29-14 in the City of Coppell Code of Ordinances; and authorizing the Mayor to sign. Presentation: Mindi Hurley, Director of Community Development, made a presentation to the City Council. A motion was made by Councilmember Cliff Long, seconded by Councilmember Don Carroll, that this Agenda Item be approved. The motion passed by an unanimous vote. Enactment No: OR 2022-1574 14.Consider approval of a Resolution expressing official intent to reimburse expenses associated with City facilities, street improvements, including related drainage, signalization, landscaping, sidewalks, lighting and signage, streetscape improvements and land acquisition; and acquiring, constructing, installing and equipping additions, improvements, extensions and equipment for the City's waterworks and sewer system prior to the issuance of bonds; and authorizing the Mayor to sign. Presentation: Kim Tiehen, Director of Finance, made a presentation to the City Council. A motion was made by Councilmember Don Carroll, seconded by Councilmember Cliff Long, that this Agenda Item be approved. The motion passed by an unanimous vote. Enactment No: RE 2022-0412.1 15.Consider approval to enter into an engineering design contract with Teague Nall and Perkins, Inc.; for the reconstruction of Royal Lane (from I-635 to Sandy Lake Road); in the amount of $1,403,000.00; provided for in undesignated fund balance; and authorizing the City Manager to sign all necessary documents. Presentation: Kent Collins, Director of Public Works, made a presentation to the City Council. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that this Agenda Item be approved. The motion passed by an unanimous vote. 16.Consider approval of an Ordinance amending the Code of Ordinances Chapter 1 ‘Administration’, by adding new Chapter 1A “Code of Ethics and Conduct”; and authorizing the Mayor to sign. Items 16 and 17 were presented and considered together. Presentation: City Attorney Bob Hager made a presentation to the City Council. Page 6City of Coppell, Texas April 12, 2022City Council Minutes A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Agenda Items 16 and 17 be approved. After discussion, Councilmember Don Carroll removed his second. The motion failed due to lack of a second. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Agenda Item 16 be approved as is, and Agenda Item 17 be approved with an additional clause added to the Ordinance for appointments to the new boards. The motion passed by an unanimous vote. Enactment No: OR 2022-1576 and 2022-1577 17.Consider approval of an Ordinance amending the Code of Ordinances by amending Chapter 2 ‘Boards and Commissions’ by adding new Article 2-10 ‘Special Legal Counsel/Ethics Review Panel’ to establish an Ethics Review Panel; and authorizing the Mayor to sign. Please see Item No. 16. City Manager Reports - Project Updates and Future Agendas18. The city is sponsoring a Spring Into Fitness Campaign. During the months of April, May and June, different businesses in Coppell will host a free fitness class on the Square in Old Town Coppell. The classes will take place every Tuesday at 10:00 a.m. To see the schedule of classes, visit the Old Town Coppell page on the City’s website. S. Beltline – Installing utilities, storm drain and inlets from Southwestern to Airline. Installing conduits for the traffic signal at Denton Tap / Belt Line / Southwestern intersection. Sandy Lake Lift Station – working on the excavation for the new lift station. Denton Tap Intersection Project – installing ramps at Bethel School. Waiting for Oncor pole relocations. Working on traffic control submittals to NTTA for the work at Denton Tap / SH121. Work to begin once approved (expected in next week or two). Plantation – working on landscaping, project completion expected this month, weather permitting Wagon Wheel – Internal rehab is complete. Weather permitting, external rehab is estimated to be completed in next two weeks. Drainage Projects – Stream G6, Hollywood outfall and Parker outfall projects are substantially complete PIER IV: We anticipate a smooth and timely billing process this month. Therefore, beginning with the May bills, we will include a bill message notifying customers that the City’s normal collection processes will resume with bills due in June. Staff is working with the Community Information Officer regarding a communication plan, too. Page 7City of Coppell, Texas April 12, 2022City Council Minutes CSS & Bank Drafting: The deadline to receive a $5 credit for signing up for the Customer Self-Serve (CSS) portal and another $5 credit for signing up for Bank Draft ended on April 1. 5,724 customers signed up for the CSS portal. 5,784 customers signed up for bank draft. Kiosk: During March, 496 customers used the Kiosk compared to 368 in February. Fun Facts: The fastest time to successfully complete a payment using the Kiosk remains at 33 seconds. It was previously 40 seconds and 40 seconds was the fastest time in March. The slowest time in March was 10 minutes 35 seconds. This is faster than the slowest time in February which was 11 minutes 48 seconds. Mayor and Council Reports19. Report by the City Council regarding recent and upcoming events. The Coppell Arts Center will feature ‘That Golden Girls Show!’. It’s a brand-new show that parodies classic Golden Girls moments - with puppets! Devoted fans will fondly remember our four girls from Miami, and for the first-timers, this will be a joyful introduction to the brilliance of that television series. For dates, times and ticket information please go to coppellartscenter.org. Join the Cozby Library on April 16th at 2 p.m. to hear from a panel of community members as they tell their personal stories of Military service. In order to build deeper understanding and empathy, audience members can ask questions of the panelists in a safe and comfortable environment. This is an opportunity for community members to share their experiences and learn from each other without debate. For teens in grades 9 - 12 and adults. The Cozby Library will be closed in observance of the Easter holiday on April 17th. They will resume normal hours on April 18th. The Cozby Library will hold a Community Builders Meeting on April 27th from 7 PM to 8:30 PM. This committee seeks to promote cultural inclusivity and diverse programming for all members of the Coppell community. Some of our past programs included the award winning Meet Your Neighbor series as well as the Human Library. As we plan to increase our collaborative efforts and programming, we are looking for new members. Come and see if this unique opportunity is one that interests you. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 20. Nothing to report. Necessary Action from Executive Session21. A motion was made by Councilmember Mark Hill, seconded by Councilmember Kevin Nevels, to authorize the law firm of Hall and Knight to continue to represent the City of Coppell in the cause styled, City of Coppell, el al v. Glenn Hegar, Texas Comptroller of Public Accounts; and to budget an additional $300,000 for legal fees through trial in said cause; and authorizing the City Manager to take appropriate action in conformity with this motion. The Page 8City of Coppell, Texas April 12, 2022City Council Minutes motion passed by an unanimous vote. Adjournment22. There being no further business before the City Council, the meeting was adjourned at 9:08 p.m. ________________________ Wes Mays, Mayor ATTEST: ______________________________ Ashley Owens, City Secretary Page 9City of Coppell, Texas Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6182 File ID: Type: Status: 2022-6182 Agenda Item Agenda Ready 3Version: Reference: In Control: City Council 03/17/2022File Created: Final Action: Pecan Valley, Lot 5, Block A ZoningFile Name: Title: Consider approval of an Ordinance for PD-113R-SF-9, Pecan Valley, Lot 5, Block A, a zoning change request from PD-113-SF-9 (Planned Development-113-Single Family-9) to PD-113R-SF-9 (Planned Development-113 Revised- Single Family-9), reduce the rear yard setback to eighteen (18) feet eight (8) inches to allow for a building addition to support special accommodations for a disabled resident on 8,400 square feet lot of real property located at 416 Pecan Hollow Drive, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Ordinance Memo.pdf, Ordinance.pdf, Exhibit A - Legal Description.pdf, Exhibit B - Site Plan.pdf, Exhibit C - Floor Plan.pdf, Exhibit D - Elevations.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved03/17/2022Planning & Zoning Commission 2 Close the Public Hearing and Approve 04/12/2022City Council Text of Legislative File 2022-6182 Title Consider approval of an Ordinance for PD-113R-SF-9, Pecan Valley, Lot 5, Block A, a zoning change request from PD-113-SF-9 (Planned Development-113-Single Family-9) to PD-113R-SF-9 (Planned Development-113 Revised- Single Family-9), reduce the rear yard Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6182) setback to eighteen (18) feet eight (8) inches to allow for a building addition to support special accommodations for a disabled resident on 8,400 square feet lot of real property located at 416 Pecan Hollow Drive, and authorizing the Mayor to sign. Summary Fiscal Impact: None Staff Recommendation: The Community Development Department recommends approval of the ordinance. Strategic Pillar Icon: Enhance the Unique 'Community Oasis' Experience Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: April 26, 2022 Reference: Consider approval of an Ordinance for PD-113R-SF-9, Pecan Valley, Lot 5, Block A, a zoning change request from PD-113-SF-9 (Planned Development-113-Single Family-9) to PD-113R-SF-9 (Planned Development-113 Revised- Single Family-9), reduce the rear yard setback to eighteen (18) feet eight (8) inches to allow for a building addition to support special accommodations for a disabled resident on 8,400 square feet lot of real property located at 416 Pecan Hollow Drive, and authorizing the Mayor to sign. 2040 Pillars: Enhance the Unique “Community Oasis” Experience Executive Summary: This is an ordinance resulting from Council approval of a request to revise the rear yard setback from the required 20 feet to 18 feet, 8 inches, for the conversion of the existing garage into living accommodations for a resident with special needs. The addition of a second cooktop is also an accommodation for special needs of the occupant. A condition of approval stipulates that if the occupant ceases to live in the home, then the cooktop shall be removed. Analysis: On March 17, 2022, the Planning and Zoning Commission recommended APPROVAL (7-0) of PD- 113R-SF-9, subject to the following condition: 1. Additional comments may be generated upon detail building permit reviews. On April 12, 2022, Council APPROVED (6-0) PD-113R-SF-9, subject to the following conditions: 1. Additional comments may be generated upon detail building permit reviews. 2. The addition of a second cooktop is an accommodation for special needs of the occupant. If the occupant ceases to live in the home, then the cooktop shall be removed. Legal Review: The City Attorney reviewed the case. Fiscal Impact: None Recommendation: The Community Development Department recommends approval of the ordinance. 2 Attachments: 1. Ordinance 2. Exhibit A – Legal Description 3. Exhibit B – Site Plan 4. Exhibit C – Floor Plan 5. Exhibit D - Elevations TM 129135 AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. ________ AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE AMENDED, BY GRANTING A ZONING CHANGE REQUEST FOR PD-113R-SF-9, PECAN VALLEY, LOT 5, BLOCK A, A ZONING CHANGE REQUEST FROM PD- 113-SF-9 (PLANNED DEVELOPMENT-113-SINGLE FAMILY-9) TO PD- 113R-SF-9 (PLANNED DEVELOPMENT-113 REVISED-SINGLE FAMILY- 9), TO AMEND THE REAR BUILDING SETBACK LINE FROM 20 TO 18 FEET 8 INCHES TO ALLOW FOR A BUILDING ADDITION TO SUPPORT SPECIAL ACCOMMODATIONS FOR A DISABELD RESIDENT, FOR PROPERTY LOCATED AT 416 PECAN HOLLOW DRIVE, AND BEING MORE PARTICULARLY DESCRIBED IN EXHIBIT “A”, ATTACHED HERETO AND INCORPORATED HEREIN FOR ALL PURPOSES; PROVIDING FOR THE APPROVAL OF THE SITE PLAN, FLOOR PLAN AND ELEVATIONS ATTACHED HERETO AS EXHIBITS “B” THROUGH “D”; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Planning and Zoning Commission and the governing body of the City of Coppell, Texas, in compliance with the laws of the State of Texas and pursuant to the Comprehensive Zoning Ordinance of the City of Coppell, have given requisite notices by publication and otherwise, and after holding due hearings and affording a full and fair hearing to all property owners generally, and to all persons interested and situated in the affected area and in the vicinity thereof, the said governing body is of the opinion that Zoning Application PD-113R-SF-9 should be approved, and in the exercise of legislative discretion have concluded that the Comprehensive Zoning Ordinance and Map should be amended. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the Comprehensive Zoning Ordinance and Map of the City of Coppell, Texas, duly passed by the governing body of the City of Coppell, Texas, as heretofore amended, be and the same is hereby amended to grant a change in zoning for PD-113R-SF-9, Pecan Valley, Lot 5, Block A, a zoning change request from PD-113-SF-9 (Planned Development-113-Single Family-9) to PD-113R-SF-9 (Planned Development-113 Revised- Single Family-9), reduce the TM 129135 rear yard setback to eighteen (18) feet eight (8) inches to allow for a building addition to support special accommodations for a disabled resident on 8,400 square feet lot of real property located at 416 Pecan Hollow Drive and being more particularly described in Exhibit “A”, attached hereto and made a part hereof for all purposes. SECTION 2. That the property shall be developed, used and maintained only as permitted in a Single Famiy-7 District and in accordance with following development regulations as set forth herein below; A) Except as amended herein, the property shall be developed in accordance with Ordinance 297-A-89, PD-113-SF-9, as amended, that is incorporated herein as set forth in full and hereby readopted and republished as set forth in full. B) Additional comments may be generated upon detail building permit reviews. C) The addition of a second cooktop is an accommodation for special needs of the occupant; if the occupant ceases to reside in the home, then the cooktop shall be removed. D) The building shall be constructed in accordance with Site Plan, Floor Plan and Elevations, Exhibits B through D, respectively, attached hereto. SECTION 3. That the Site Plan, Floor Plan and Elevations, attached hereto as Exhibits “B- D”, and made a part hereof for all purposes as development regulations, are hereby approved. SECTION 4. That the above property shall be developed and used only in the manner and for the purpose provided for by the -SF-9 (Single Family -9 District) regulations, Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended and amended herein as PD-113R- SF-9. SECTION 5. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in full force and effect. TM 129135 SECTION 6. That should any sentence, paragraph, subdivision, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Comprehensive Zoning Ordinance as a whole. SECTION 7. An offense committed before the effective date of this ordinance is governed by prior law and the provisions of the Comprehensive Zoning Ordinance, as amended, in effect when the offense was committed and the former law is continued in effect for this purpose. SECTION 8. That any person, firm or corporation violating any of the provisions or terms of this ordinance shall be subject to the same penalty as provided for in the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and upon conviction shall be punished by a fine not to exceed the sum of Two Thousand Dollars ($2,000.00) for each offense; and each and every day such violation shall continue shall be deemed to constitute a separate offense. SECTION 9. That this ordinance shall take effect immediately from and after its passage and the publication of its 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 ___________________, 2022. APPROVED: _____________________________________ WES MAYS, MAYOR ATTEST: _____________________________________ ASHLEY OWENS, CITY SECRETARY APPROVED AS TO FORM: ________________________________ ROBERT E. HAGER, CITY ATTORNEY AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. ________ AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE AMENDED, BY GRANTING A ZONING CHANGE REQUEST FOR PD-113R-SF-9, PECAN VALLEY, LOT 5, BLOCK A, A ZONING CHANGE REQUEST FROM PD-113-SF-9 (PLANNED DEVELOPMENT-113-SINGLE FAMILY-9) TO PD-113R-SF-9 (PLANNED DEVELOPMENT-113 REVISED-SINGLE FAMILY-9), TO AMEND THE REAR BUILDING SETBACK LINE FROM 20 TO 18 FEET 8 INCHES TO ALLOW FOR A BUILDING ADDITION TO SUPPORT SPECIAL ACCOMMODATIONS FOR A DISABELD RESIDENT, FOR PROPERTY LOCATED AT 416 PECAN HOLLOW DRIVE, AND BEING MORE PARTICULARLY DESCRIBED IN EXHIBIT “A”, ATTACHED HERETO AND INCORPORATED HEREIN FOR ALL PURPOSES; PROVIDING FOR THE APPROVAL OF THE SITE PLAN, FLOOR PLAN AND ELEVATIONS ATTACHED HERETO AS EXHIBITS “B” THROUGH “D”; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of ___________________, 2022. APPROVED: _____________________________________ WES MAYS, MAYOR ATTEST: _____________________________________ ASHLEY OWENS, CITY SECRETARY APPROVED AS TO FORM: ________________________________ ROBERT E. HAGER, CITY ATTORNEY EXHIBIT A - LEGAL DESCRIPTION Being all of Lot 5, Block A of the Pecan Valley Addition, being an addition in the City of Coppell, Dallas County, Texas, known as 416 Pecan Hollow Drive. 416 PECAN HOLLOW DR. EXISTING DRIVE APPROACH 5' REAR SETBACK 25' FRONT SETBACK 70.00' PROPERTY LINE CONCRETE DRIVEWAY 120.00' PROPERTY LINE120.00' PROPERTY LINELOT 5 LOT 4 LOT 6 5' SIDE SETBACK5' T.D. EASEMENT70.00' PROPERTY LINE 20' ALLEY GRASS GRASS 26'-1"7'-1"18'-8"36'-1"41'-11"24'-2" 9'-2"57'-8"7'-1"18'-8"EXISTING AREA 2,545 Sq/Ft VICINITY PLAN FOR REFERENCE ONLINE SQUARE FOOTAGE LOT SIZE TOTAL COVERED AREA % COVERAGE 8,400 SQ FT 3,683 SQ FT 43 % EXISTING LIVING AREA 2,545 SQ FT LEGAL DESCRIPTION: 1.PECAN VALLEY 2.BLK A LT 5 487 SQ FTADDITION AREA CONCRETE OR ASPHALT GRASS TREE PROPERTY LINE BUILDING LINE UTILITY 4' WALKWAY DUE TO THE VARIANCE IN GEOGRAPHIC LOCATIONS, DESIGNER WILL NOT ASSUME LIABILITY FOR ANY DAMAGES DUE TO ERRORS, OMISSIONS, OR DEFICIENCIES ON THESE PLANS. OWNER/BUILDER MUST COMPLY WITH LOCAL BUILDING CODES PRIOR TO COMMENCEMENT OF CONSTRUCTION. BUYER IS ENTITLED TO RENOVATE/REPLACE THE MEP DESIGN IF DESIRED. ANY COPYING, TRACING, OR ALTERING OF THESE PLANS IS NOT PERMITTED. VIOLATORS WILL BE SUBJECT TO PROSECUTION UNDER COPYRIGHT LAWS. CREATIVO DESIGNS USA IS A COMPANY OF LCHICO ENTERPRISES, LLC Copyright 2021 416 PECAN HOLLOW DR. COPPELL, TX 75019ADDRESS: SCOPE OF WORK: SCALE: DATE: SQ FT: PLAN: 03/11/2022 DRAWING No. OF DRAWN:VTC REMODEL INTERIOR & ADDITION 43,683 1 1 TO 20 SITE PLAN W HUP TO 2ND FLOOR11'-2"4'-6"20' 53'-9"22'4'4'-2"3'4'-10"16'-11"58'-9"15'-2"2'-8"10'-3"4'-1"16'-9" 53'-9"33'-7"51'-1"14'-11"14'-2" 135° 135 °3'-2"NEW SPACE ACCORDING TO THE NEW LAYOUT NEW SPACE ACCORDING TO THE NEW LAYOUT NEW SPACE ACCORDING TO THE NEW LAYOUT REMOVE WALL REMOVE DOOR ADDITION AREA REMOVE DOOR EXISTING AREA (NO REMODEL) 5" INTERIOR WALL 4 1 2" WALL BEARING 5" WALL BRICK DUE TO THE VARIANCE IN GEOGRAPHIC LOCATIONS, DESIGNER WILL NOT ASSUME LIABILITY FOR ANY DAMAGES DUE TO ERRORS, OMISSIONS, OR DEFICIENCIES ON THESE PLANS. OWNER/BUILDER MUST COMPLY WITH LOCAL BUILDING CODES PRIOR TO COMMENCEMENT OF CONSTRUCTION. BUYER IS ENTITLED TO RENOVATE/REPLACE THE MEP DESIGN IF DESIRED. ANY COPYING, TRACING, OR ALTERING OF THESE PLANS IS NOT PERMITTED. VIOLATORS WILL BE SUBJECT TO PROSECUTION UNDER COPYRIGHT LAWS. CREATIVO DESIGNS USA IS A COMPANY OF LCHICO ENTERPRISES, LLC Copyright 2021 416 PECAN HOLLOW DR. COPPELL, TX 75019ADDRESS: SCOPE OF WORK: SCALE: DATE: SQ FT: PLAN: 03/11/2022 DRAWING No. OF DRAWN:VTC REMODEL INTERIOR & ADDITION 43,683 2 EXG. & DEMO FLOOR PLAN EXG.1ST STORY FLOOR PLAN SCALE: 3/32"=1'-0" 3/32"=1'-0" DEMO FLOOR PLAN SCALE: 3/32"=1'-0" W H(LEVEL THE HEIGHT OF THE FLOOR TO THAT OF THE EXISTING INTERIOR FLOOR OF THE HOUSE) Ø4' 15'-2"2'-8"10'-3"4'-1"16'-9" 53'-9"13'-2"4'4'-2"3'4'-10"16'-11"75'-3"6'18'-6"33'-7"74'-4"9'-8"3'-5"18'-6"4'-5"6'-9"4'-4"4'-10"6'-2"3'-6"9'-7"3'-2"5'-6"1'-6"4'-6"3'6'-7"3'-8"5'-6"2'-6"7'-5"7'6'-7"11'-9"3'-5"13'-5"12'-10"3'-2"11'25' 53'-9" 14'-2" 7'-1"135°5' 135 ° 135°4'-7"6 ' 2'-2" 2'-4"UP TO 2ND FLOORENTERTAINMENTCENTERENTERTAINMENTCENTEROPENING4068OPENING 4068 OPENING 3068 OPENING 3068 MICROWAVE1'-0" x 3'-0" 2 S.H. WINDOW SCHEDULE 3'-0" x 5'-0" SIZETAG DESC.QTY. S.H.= SINGLE HUNG FX = FIXED (*)= BEDROOM WINDOW S.H. 2'-0" x 3'-0"S.H.2 2 2'-8" x 6'-8"H.D. H.D.SSW 3'-0" x 6'-8"H.D.H.C. H.D.= HINGED DOOR SL = SLIDING SSW SSW = SINGLE SWING FD = FRENCH DOOR PL = PLYABLE H.C.= HOLLOW CORE S.C.= SOLID CORE W&G = WOOD AND GLASS V&G = VINYL AND GLASS M.H. = METALLIC HERMETIC M&G = METALLIC AND GLASS ME = METALLIC SIZETAG FUNC.DESC.CORE QTY. DOOR SCHEDULE 3'-0" x 6'-8" 2'-6" x 6'-8" H.D.2 H.C.SSW 2 H.C.1 H.C. PL 1 5" INTERIOR WALL 4 1 2" WALL BEARING 5" WALL BRICK EXISTING AREA (NO REMODEL) DUE TO THE VARIANCE IN GEOGRAPHIC LOCATIONS, DESIGNER WILL NOT ASSUME LIABILITY FOR ANY DAMAGES DUE TO ERRORS, OMISSIONS, OR DEFICIENCIES ON THESE PLANS. OWNER/BUILDER MUST COMPLY WITH LOCAL BUILDING CODES PRIOR TO COMMENCEMENT OF CONSTRUCTION. BUYER IS ENTITLED TO RENOVATE/REPLACE THE MEP DESIGN IF DESIRED. ANY COPYING, TRACING, OR ALTERING OF THESE PLANS IS NOT PERMITTED. VIOLATORS WILL BE SUBJECT TO PROSECUTION UNDER COPYRIGHT LAWS. CREATIVO DESIGNS USA IS A COMPANY OF LCHICO ENTERPRISES, LLC Copyright 2021 416 PECAN HOLLOW DR. COPPELL, TX 75019ADDRESS: SCOPE OF WORK: SCALE: DATE: SQ FT: PLAN: 03/11/2022 DRAWING No. OF DRAWN:VTC REMODEL INTERIOR & ADDITION 43,683 3 PROP. FLOOR PLAN PROP. 1ST STORY FLOOR PLAN SCALE: 3/32"=1'-0" 3/32"=1'-0" 9'10'20'22'-7"28'-10"FLOOR LINE +/- 00.00' FIRST TOP PLATE + 9.00' SECOND FLOOR + 10.00' FINISH ROOF LINE + 28.83' SECOND TOP PLATE + 20.00' FIRST ROOF LINE + 22.58' 12 8 12 8 12 8 12 8 EXISTING COMPOSITION SHINGLE ROOF. EXISTING COMPOSITION SHINGLE ROOF EXISTING BRICK EXISTING SIDING EXISTING BRICK EXISTING BRICK EXISTING COMPOSITION SHINGLE ROOF. EXISTING COMPOSITION SHINGLE ROOF. FLOOR LINE +/- 00.00' FIRST TOP PLATE + 9.00' NEW ROOF LINE + 18.41'9'18'-5"12 8 12 8 12 8 12 8 12 8 ADDITION WINDOW ADDITION AREA (ROOF-EXTEND BED-BATHROOM & GARAGE) EXISTING SIDING ROOF: ENERGY STAR COMPOSITION SHINGLES OR RADIANT BARRIER. EXISTING COMPOSITION SHINGLE ROOF. PROPOSED BRICK FLOOR LINE +/- 00.00' FIRST TOP PLATE + 9.00' NEW ROOF LINE + 18.41'18'-5"9'9'-5"12 8 12 8 12 8 12 8 EXISTING COMPOSITION SHINGLE ROOF. EXISTING COMPOSITION SHINGLE ROOF. ROOF: ENERGY STAR COMPOSITION SHINGLES OR RADIANT BARRIER. EXISTING COMPOSITION SHINGLE ROOF. EXISTING COMPOSITION SHINGLE ROOF. PROP. BRICK EXISTING BRICK EXISTING BRICK ADDITION AREA (ROOF-EXTEND BED-BATHROOM & GARAGE) FLOOR LINE +/- 00.00' FIRST TOP PLATE + 9.00' NEW ROOF LINE + 18.41'18'-5"9'9'-5"12 8 12 8 12 8 12 8 EXISTING COMPOSITION SHINGLE ROOF. EXISTING COMPOSITION SHINGLE ROOF. EXISTING BRICK EXISTING BRICK PROP. BRICK ROOF: ENERGY STAR COMPOSITION SHINGLES OR RADIANT BARRIER. ADDITION AREA (ROOF-EXTEND BED-BATHROOM & GARAGE) DUE TO THE VARIANCE IN GEOGRAPHIC LOCATIONS, DESIGNER WILL NOT ASSUME LIABILITY FOR ANY DAMAGES DUE TO ERRORS, OMISSIONS, OR DEFICIENCIES ON THESE PLANS. OWNER/BUILDER MUST COMPLY WITH LOCAL BUILDING CODES PRIOR TO COMMENCEMENT OF CONSTRUCTION. BUYER IS ENTITLED TO RENOVATE/REPLACE THE MEP DESIGN IF DESIRED. ANY COPYING, TRACING, OR ALTERING OF THESE PLANS IS NOT PERMITTED. VIOLATORS WILL BE SUBJECT TO PROSECUTION UNDER COPYRIGHT LAWS. CREATIVO DESIGNS USA IS A COMPANY OF LCHICO ENTERPRISES, LLC Copyright 2021 416 PECAN HOLLOW DR. COPPELL, TX 75019ADDRESS: SCOPE OF WORK: SCALE: DATE: SQ FT: PLAN: 03/11/2022 DRAWING No. OF DRAWN:VTC REMODEL INTERIOR & ADDITION 43,683 4 ELEVATIONS PLAN FRONT ELEVATION PLAN SCALE: 3/32"=1'-0" 3/32"=1'-0" REAR ELEVATION PLAN SCALE: 3/32"=1'-0" RIGHT ELEVATION PLAN SCALE: 3/32"=1'-0" LEFT ELEVATION PLAN SCALE: 3/32"=1'-0" Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6258 File ID: Type: Status: 2022-6258 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/20/2022File Created: Final Action: Social MediaFile Name: Title: Consider approval of a Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Social Media Memo.pdf, Social Media Resolution.pdf, Social Media Best Practices.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6258 Title Consider approval of a Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials; and authorizing the Mayor to sign. Summary Page 1City of Coppell, Texas Printed on 4/22/2022 MEMORANDUM 1 To: Mayor and City Council Through: Mike Land, City Manager From: Hannah Cook, Chief Communications Strategist Date: April 26, 2022 Reference: Consider approval of a Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials; and authorizing the Mayor to sign. 2040: Sustainable Government Introduction: Technology is integral to daily life, and social media is a popular way to communicate and connect with people both personally and professionally. It is important for elected officials and other City representatives to be knowledgeable of social media best practices, considerations, and potential impacts. For this reason, staff has drafted Social Media Best Practices & Guidelines that provide recommendations for elected and appointed officials using personal or professional social media platforms and propose a Resolution, in alignment with the Code of Ethics, to adopt the guidelines. Background: Staff researched social media best practices and trends for elected/appointed officials both nationwide and in the region. Cities across Texas and throughout the nation are increasingly looking to adopt language outlining appropriate social media use or guidelines for elected/appointed officials. Per Council’s direction, staff has drafted Social Media Best Practices & Guidelines that provide background information and social media recommendations intended to help ensure that any City-related information published is accurate, professional, and in alignment with the Texas Public Information Act and the City’s Code of Ethics. If the Resolution adopting the Social Media Best Practices & Guidelines for Elected and Appointed Officials is approved by City Council, these guidelines will be shared with newly elected/appointed officials as part of the orientation process. Legal: Both the proposed Social Media Best Practices & Guidelines for Elected and Appointed Officials and the Resolution adopting the Best Practices & Guidelines has been reviewed by the City Attorney. Fiscal Impact: N/A MEMORANDUM 2 Recommendation: Staff recommends approval of the Resolution adopting Social Media Best Practices & Guidelines for Elected and Appointed Officials. PAGE 1 TM 129161 RESOLUTION NO. ________ A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING THE SOCIAL MEDIA BEST PRACTICES & GUIDELINES FOR ELECTED OFFICIALS AND APPOINTED BOARDS, COMMISSIONS AND COMMITTEES USING PERSONAL OR PROFESSIONAL SOCIAL MEDIA PLATFORMS, WHICH IS ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT A; PROVIDING A REPEALING CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Coppell recognizes the need for use of social media to promote public awareness and boost participation of the City's programs, policies and services; and WHEREAS, the City recognizes the inexpensive and effective method and popularity of the use of various social media platforms by and amongst City elected and appointed officials and the public; and WHEREAS, the City has determined that Social Media Best Practices & Guidelines for Elected and Appointed Officials provide greater efficiency in government by outlining the procedure and expectations of the City's use and presence on social media; and WHEREAS, the City Council desires to adopt Social Media Best Practices & Guidelines for elected officials and appointed boards, commissions and committees in compliance with existing City policies, directives, rules and regulations; and WHEREAS, the City Council finds that the Social Media Best Practices & Guidelines attached hereto as Exhibit “A” is in the best interest of the City and its inhabitants. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the City Council hereby approves the Social Media Best Practices & Guidelines for elected officials and appointed boards, commissions and committees using personal or professional social media platforms, which is attached hereto and incorporated herein as Exhibit A. SECTION 2. That all provisions of the resolutions of the City of Coppell, Texas, in conflict with the provisions of this Resolution be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this Resolution shall remain in full force and effect. PAGE 2 TM 129161 SECTION 3. That this Resolution shall become effective immediately from and after its passage. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the ____ day of ____________, 2022. APPROVED: Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary APPROVED AS TO FORM: _________________________________ Robert E. Hager, City Attorney Social Media Best Practices & Guidelines for Elected Officials and Appointed Boards, Commissions and Committees Using Personal or Professional Social Media Platforms While elected officials and City Council-appointed board, committee and commission members may maintain and use personal web pages and websites, blogs, and social networking sites, their status as elected/appointed officials requires that the content of any postings on those sites not be in violation of the City’s Code of Ethics as outlined in Chapter 1A of the Code of Ordinances. The City’s image as a professional, nonpartisan organization is critical to maintaining the respect of its constituents and operations free from personal opinions. Although the City recognizes that elected and appointed officials may choose to express themselves by posting personal information upon social media platforms or by making comments on sites hosted by other persons, groups, or organizations, this right of expression should not interfere with the operation and governance of the City. That is, although the City acknowledges its officials have the First Amendment right to free speech, the right is not absolute when involving matters of official City business, issues, or concerns. If an elected or appointed official conducts any City business or communication as an official from a personal account, professional account, or an account created for a board/committee/commission, officials should assume that any City-related communications will be considered a public record subject to the Texas Public Information Act as set forth in Chapter 552 of the Texas Government Code Sec. 552.002, as well as applicable portions of the records retention laws. Definitions 1. Social Media: Social media accounts are third-party hosted online technologies that facilitate social interactions and dialogue. These online technologies are operated by non- City hosted services and may be used by elected and appointed officials to communicate with the public. Such third party hosted services/tools may include, but are not limited to: social networking sites (Facebook, LinkedIn, Nextdoor, etc.), micro-blogging tools (Twitter, RSS feeds, etc.), audiovisual networking sites (YouTube, Flickr, Snapchat, etc.), and blogs, etc. 2. Personal Social Media Account: Personal accounts are intended strictly for individual people only and are not meant for commercial or official purposes. On a personal account, a user can post updates, share photos and videos, maintain a friends list, share interests and more. Personal profiles are associated with a person, as opposed to a position. 3. Professional Social Media Account: A professional account is a place where artists, public figures, businesses, brands, organizations, and nonprofits can connect with their fans, constituents, or customers. Professional profiles are associated with an appointed or elected official’s position, office, or seat. 4. Campaign Social Media Account: This kind of account is used by candidates to share information about their platform and views. 5. Non-public Information: Non-public information is information made available to elected and appointed officials that has not yet been made available to the general public. Non- public information may not be considered confidential by law, statute, or judicial decision. Records Retention Recommendations Any City-related content (messages, posts, photographs, videos, etc.) created or received using a social media account may be considered public record. As such, the following should be considered. 1. The City does not archive or manage social media accounts for elected or appointed officials. The official is solely responsible for the retention and archival of content published to individual accounts. 2. It is recommended that elected and appointed officials create a digital folder for City- related social media content. Officials should capture screenshots of City-related posts and save them in this folder. 3. Any posts that are deleted or hidden from an elected or appointed official’s social media account for violation of the City’s posted social media guidelines - whether the content was posted by the official or a member of the public - should be captured via screenshot and retained. Best Practices for Elected and Appointed Officials The following best practices are recommended to ensure that the personal and professional use of social media by elected and appointed officials is done so in a responsible manner. 1. Public officials should separate personal social media accounts from professional social media accounts so that City-related matters and all public records generated from those posts are easily archived and to avoid City-related information being intermingled with personal posts not related to City matters. 2. Officials should not delete posts and related comments regarding any City-related matters to avoid violating record preservation requirements outlined in Texas Government Code Sec. 552. 3. Officials should be mindful that posting content regarding City-related matters could inadvertently result in the violation of the Open Meetings Law if enough other public officials respond or comment on the post, resulting in a quorum. If this occurs, the online conversation should immediately cease with no further posts by the officials, and the City Secretary should be immediately notified. 4. It is expected that officials will occasionally have access to information that is considered to be non-public. It is recommended that officials consider the impact of sharing this type of information publicly prior to posting. By way of example, such information may include but is not limited to, personnel retirement or resignation announcements. 5. Officials should be honest and accurate when posting information or news, and should quickly correct any mistakes, misstatements and/or factual errors in content upon discovery. 6. Officials should exercise caution with respect to posted comments, particularly those concerning the City and the business of the City. 7. Officials are strongly encouraged to consider the potential impact of social media statements prior to posting. Public comments, in any forum – including on personal and professional social media accounts – that contain racial slurs, profane language or acronyms for profane language, express bigotry toward a group based on race, religion, national origin, sexual orientation, gender, gender identity, party affiliation, or any other legally protected classification may be considered conduct unbecoming. Such activity could result in a violation of the City’s Code of Ethics. 8. Officials should consider whether liking, sharing, retweeting, or commenting on any social media posts could be perceived as an endorsement of or about the City, its employees, constituents, other public officials, suppliers, vendors, or contractors relating to views on various issues, including political affiliation. 9. Officials should refrain from using social media accounts to communicate with City employees about City-related matters, as this creates a public record on employees’ personal accounts that must be retained per Public Records Law outlined in Texas Government Code Sec. 552. If elected officials want the City’s official pages to respond to a social media inquiry, the following responses are suggested: • Twitter: “Tagging @CityofCoppell on your inquiry so staff may respond to you directly.” • Facebook: “Tagging @City of Coppell on your inquiry so staff may respond to you directly.” • Instagram: “Tagging @cityofcoppelltx on your inquiry so staff may respond to you directly.” • Other platforms, such as Nextdoor: “Please contact the City of Coppell directly so staff may respond to you. You may also submit your inquiry online by visiting https://www.coppelltx.gov/146/Submit or by calling the City of Coppell during business hours at 972-462-0022.” 10. Public officials should be cautious in using official City-provided logos, taglines, symbols, and photographs that belong to or are licensed by the City on personal social media sites. Elected and appointed officials choosing to use official City-provided photographs and identifying themselves as elected officials on personal social media sites should tailor communications on those sites accordingly. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6250 File ID: Type: Status: 2022-6250 Agenda Item Agenda Ready 2Version: Reference: In Control: Finance 04/18/2022File Created: Final Action: TexStar ResolutionFile Name: Title: Consider approval of a Resolution amending the Authorized Representatives with the public funds investment pool known as Texas Short Term Asset Reserve (TexSTAR) Fund; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: TexSTAR Memo.pdf, TexSTAR Resolution.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6250 Title Consider approval of a Resolution amending the Authorized Representatives with the public funds investment pool known as Texas Short Term Asset Reserve (TexSTAR) Fund; and authorizing the Mayor to sign. Summary See attached memorandum. Fiscal Impact: There is no direct fiscal impact from this agenda item. Staff Recommendation: The Finance Department recommends approval. Strategic Pillar Icon: Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6250) Sustainable Government Page 2City of Coppell, Texas Printed on 4/22/2022 MEMORANDUM To: Mayor and City Council From: Vanessa Tarver, Controller VIA: Kim Tiehen, Director of Finance Date: April 26, 2022 Reference: Approval of a Resolution amending the Authorized Representatives with the public funds investment pool known as Texas Short Term Asset Reserve (TexSTAR) Fund 2040: Sustainable City Government Introduction: This item is being presented for approval to amend the Authorized Representatives with the Texas Short Term Asset Reserve (TexSTAR) Fund. Analysis: Funding for capital projects is invested in government securities. As these investments mature, the funds needed to pay for work being completed in the near term are moved into TexSTAR. Use of the pool provides the liquidity that is needed to pay project invoices. To change Authorized Representatives (individuals who can transfer funds into and out of TexSTAR), a Resolution must be passed naming those individuals. The revised investment policy states that the Director of Finance, Controller, and Chief Accountant are designated as investment officers. Vanessa Tarver was recently hired as Controller and needs to be added as an Authorized Representative. Jennifer Miller retired from the City, and needs to be removed as an Authorized Representative. Kim Tiehen, Director of Finance and Mary Huning, Chief Accountant, will continue to serve as Authorized Representatives. Legal Review: Agenda item was reviewed by legal as part of the agenda packet. Fiscal Impact: There is no direct fiscal impact from this agenda item. Recommendation: The Finance Department recommends approval. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6249 File ID: Type: Status: 2022-6249 Agenda Item Agenda Ready 1Version: Reference: In Control: Finance 04/18/2022File Created: Final Action: TexPool ResolutionFile Name: Title: Consider approval of a Resolution amending the Authorized Representatives with the Texas Local Government Investment Pool (TexPool); and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: TexPool Memo.pdf, TexPool Resolution.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6249 Title Consider approval of a Resolution amending the Authorized Representatives with the Texas Local Government Investment Pool (TexPool); and authorizing the Mayor to sign. Summary See attached memorandum. Fiscal Impact: There is no direct fiscal impact from this agenda item. Staff Recommendation: The Finance Department recommends approval. Strategic Pillar Icon: Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6249) Sustainable Government Page 2City of Coppell, Texas Printed on 4/22/2022 MEMORANDUM To: Mayor and City Council From: Vanessa Tarver, Controller VIA: Kim Tiehen, Director of Finance Date: April 26, 2022 Reference: Approval of a Resolution amending the Authorized Representatives with the Texas Local Government Investment Pool (TexPool) 2040: Sustainable City Government Introduction: This item is being presented for approval to amend the Authorized Representatives with the Texas Local Government Investment Pool (TexPool). Analysis: TexPool is the account that the State of Texas uses when remitting the payments to the City, primarily sales taxes. To change Authorized Representatives (individuals who can transfer funds into and out of TexPool), a Resolution must be passed naming those individuals. The revised investment policy states that the Director of Finance, Controller, and Chief Accountant are designated as investment officers. Vanessa Tarver was recently hired as Controller and needs to be added as an Authorized Representative. Jennifer Miller retired from the City, and needs to be removed as an Authorized Representative. Kim Tiehen, Director of Finance and Mary Huning, Chief Accountant, will continue to serve as Authorized Representatives. Legal Review: Agenda item was reviewed by legal as part of the agenda packet. Fiscal Impact: There is no direct fiscal impact from this agenda item. Recommendation: The Finance Department recommends approval. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6248 File ID: Type: Status: 2022-6248 Agenda Item Agenda Ready 1Version: Reference: In Control: Finance 04/18/2022File Created: Final Action: Annual Investment Policy AdoptionFile Name: Title: Consider adoption of the Annual Investment Policy. Notes: Sponsors: Enactment Date: Investment Policy Memo.pdf, Investment Policy FY22.pdf, Investment Certificate.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6248 Title Consider adoption of the Annual Investment Policy. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Strategic Pillar Icon: Perpetuate a Learning Environment Foster an Inclusive Community Fabric Enhance the Unique 'Community Oasis' Experience Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6248) Future Oriented Approach to Residential Development Create Business and Innovation Nodes Implement Innovative Transportation Networks Apply 'Smart City' Approach to Resource Management Sustainable Government Page 2City of Coppell, Texas Printed on 4/22/2022 MEMORANDUM To: Mayor and City Council From: Vanessa Tarver, Controller VIA: Kim Tiehen, Director of Finance Date: April 26, 2022 Reference: Consider approval and adoption of the City of Coppell Investment Policy 2040: Sustainable City Government Introduction: As required by the Texas Public Funds Investment Act, the written Investment Policy must be reviewed and adopted on an annual basis by the governing body. Analysis: The Finance Department updated the policy to include the addition of a Controller as an Authorized Representative, the removal of the Assistant Director of Finance as an Authorized Representative since the position is vacant, and the retention of the Director of Finance and the Chief Accountant as Authorized Representatives. The policy was also updated to reflect the Government Finance Officers Association’s policy that changed the title of the annual report from “Comprehensive Annual Financial Report (CAFR)” to “Annual Comprehensive Financial Report (ACFR)”. No changes to the Public Funds Investment Act will be made during 2022 since the Texas Legislature does not meet this year. Therefore, no legislative related changes to the policy are necessary. Furthermore, the investment policy has been reviewed by the Government Treasurer’s Organization of Texas (GTOT) Review Committee to ensure it meets the requirements of the Texas Public Funds Investment Act. The investment policy originally received the Certificate of Distinction Award on July 10, 2001 and has subsequently been recertified on a biannual basis. The current Certification of Investment Policy is effective for a two-year period ending August 31, 2022. The GTOT has indicated our policy meets the criteria set forth in the investment policy review checklist and is an excellent example of a comprehensive written investment policy. The policy will be submitted to the GTOT for consideration of the certification later this year and Council will be notified of the outcome. Legal Review: Agenda item was reviewed by legal as part of the agenda packet. Fiscal Impact: There is no direct fiscal impact from this agenda item. Recommendation: The Finance Department recommends approval. 1 INTRODUCTION The purpose of this document is to set forth specific investment policy and strategy guidelines for the City of Coppell in order to achieve the goals of safety, liquidity, yield, and public trust for all investment activity. The City Council of the City of Coppell shall review its investment strategies and policy not less than annually. This policy serves to satisfy the statutory requirement of Chapter 2256, Texas Government Code as amended, to define, adopt and review a formal investment strategy and policy. INVESTMENT STRATEGY The City of Coppell maintains portfolios utilizing four specific investment strategy considerations designed to address the unique characteristics of the fund groups represented in the portfolios: A. Investment strategies for operating funds and commingled pools containing operating funds have as their primary objective to assure that anticipated cash flows are matched with adequate investment liquidity. The secondary objective is to create a portfolio structure which will experience minimal volatility during economic cycles. This may be accomplished by purchasing high quality, short-to-medium-term securities which will complement each other in a laddered or barbell maturity structure. The dollar weighted average maturity of 365 days or less will be calculated using the stated final maturity date of each security. B. Investment strategies for debt service funds shall have as the primary objective the assurance of investment liquidity adequate to cover the debt service obligation on the required payment date. Securities purchased shall not have a stated final maturity date that exceeds the debt service payment date, or funds shall be maintained in an investment pool to be available for debt service payments. C. Investment strategies for debt service reserve funds shall have as the primary objective the ability to generate a dependable revenue stream to the appropriate debt service fund from securities with a low degree of volatility. Securities should be of high quality and, except as may be required by the bond ordinance specific to an individual issue, of short to intermediate-term maturities. Volatility shall be further controlled through maturity and quality range, without paying premium, if at all possible. Such securities will tend to hold their value during economic cycles. D. Investment strategies for special projects or special purpose fund portfolios will have as their primary objective to assure that anticipated cash flows are matched with adequate investment liquidity. These portfolios should include at least 10% in highly liquid securities to allow for flexibility and unanticipated project outlays. The stated final maturity dates of securities held should not exceed the estimated project completion date. 2 INVESTMENT POLICY I. SCOPE This investment policy applies to all financial assets of the City of Coppell. This policy includes all funds listed and accounted for in the City's Annual Comprehensive Financial Report (ACFR) and include: * General Fund * Special Revenue Funds * Debt Service Funds * Capital Projects Funds * Proprietary Funds * Trust and Agency Funds * Component Units II. OBJECTIVES The City of Coppell shall manage and invest its cash with four objectives, listed in order of priority: Safety, Liquidity, Yield, and Public Trust. The safety of the principal invested always remains the primary objective. All investments shall be designed and managed in a manner responsive to the public trust and consistent with State and Local law. The City shall maintain a comprehensive cash management program that includes collection of accounts receivable, vendor payment in accordance with invoice terms, and prudent investment of available cash. Cash management is defined as the process of managing monies in order to insure maximum cash availability and maximum yield on short-term investment of pooled idle cash. Safety The primary objective of the City's investment activity is the preservation of capital in the overall portfolio. Each investment transaction shall be conducted in a manner to avoid capital losses, whether they are from securities default or erosion of market value. Liquidity The City's investment portfolio shall be structured such that the City is able to meet all obligations in a timely manner. This shall be achieved by matching investment maturities with forecasted cash flow requirements and by investing in securities with active secondary markets. 3 Yield The City's cash management portfolio shall be designed with the objective of regularly exceeding the average rate of return on three-month U.S. Treasury Bills. The investment program shall seek to augment returns above this threshold consistent with risk limitations identified herein and prudent investment policies. Public Trust All participants in the City's investment process shall seek to act responsibly as custodians of the public trust. Investment officials shall avoid any transaction that might impair public confidence in the City's ability to govern effectively. III. RESPONSIBILITY AND CONTROL Investment Committee An Investment Committee, consisting of the City Manager, Deputy City Manager, the Director of Finance, and Controller, shall meet at least quarterly to determine operational strategies and to monitor results. The Investment Committee shall include in its deliberation such topics as: performance reports, economic outlook, portfolio diversification, maturity structure, potential risk to the City's funds, authorized brokers and dealers, annually adopt the qualified bidders list, and the target rate of return on the investment portfolio. Delegation of Authority and Training Authority to manage the City's investment program is derived from a resolution of the City Council. The Director of Finance, the Controller, and the Chief Accountant are designated as the investment officers of the City and are responsible for investment decisions and activities. The Director of Finance shall establish written procedures for the operation of the investment program, consistent with this investment policy. The investment officers shall attend a training session not less than once in a two-year period that begins on the first day of the City’s fiscal year and consists of the two consecutive fiscal years after that date, and receive not less than 8 hours of training approved by the governing body relating to the officer's responsibility under the Act. The investment officers must also receive 10 hours of training within 12 months after taking office or assuming duties. This training must include education in investment controls, security risks, strategy risks, market risks, diversification of investment portfolio and compliance with the Texas Public Funds Investment Act. Sources of authorized independent training are those sponsored by: • Government Finance Officers Association (G.F.O.A.) • Government Finance Officers Association of Texas (G.F.O.A.T.) 4 • Government Treasurers Organization of Texas (G.T.O.T.) • University of North Texas - Center for Public Management • Texas Tech - Center for Professional Development • TEXPO – Alliance of Texas Treasury Associations • Texas Municipal League • Any online training (affiliated with Texas Municipal League) Internal Controls The Director of Finance is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the entity are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the benefits likely to be derived; and (2) the valuation costs and benefits require estimates and judgements by management. Accordingly, the Director of Finance shall establish a process in conjunction with the annual financial audit to assure compliance with policies and procedures. The internal controls shall address the following points: A. Control of collusion. B. Separation of transaction authority from accounting and record keeping. C. Custodial safekeeping. D. Avoidance of physical delivery securities. E. Clear delegation of authority to subordinate staff members. F. Written confirmation for telephone (voice) transactions for investments and wire transfers. G. Development of a wire transfer agreement with the depository bank or third party custodian. Prudence The standard of prudence to be applied by the investment officer shall be the "prudent investor" rule, which states: "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived." In determining whether an investment officer has exercised prudence with respect to an investment decision, the determination shall be made taking into consideration: A. The investment of all funds, or funds under the City's control, over which the officer had responsibility rather than a consideration as to the prudence of a single investment. B. Whether the investment decision was consistent with the written investment policy of the City. 5 The investment officer, acting in accordance with written procedures and exercising due diligence, shall not be held personally responsible for a specific security's credit risk or market price changes, providing that these deviations are reported immediately and that appropriate action is taken to control adverse developments. Ethics and Conflicts of Interest City staff involved in the investment process shall refrain from personal business activity that could conflict with the proper execution of the investment program, or which could impair the ability to make impartial investment decisions. City staff shall disclose to the City Manager any material financial interests in financial institutions that conduct business with the City and they shall further disclose positions that could be related to the performance of the City's portfolio. City staff shall subordinate their personal financial transactions to those of the City, particularly with regard to timing of purchases and sales. An investment officer of the City who has a personal business relationship with an organization seeking to sell an investment to the City shall file a statement disclosing that personal business interest. An investment officer who is related within the second degree by affinity or consanguinity to an individual seeking to sell an investment to the City shall file a statement disclosing that relationship. A statement required under this subsection must be filed with the Texas Ethics Commission and the governing body of the entity. IV. REPORTING Quarterly Reporting The Director of Finance shall submit a signed quarterly investment report that is in compliance with this policy and the Texas Public Funds Investment Act and summarizes current market conditions, economic developments and anticipated investment conditions. The report shall summarize investment strategies employed in the most recent quarter, and describe the portfolio in terms of investment securities, maturities, risk characteristics, and shall explain the total investment return for the quarter. Annual Report Within 90 days of the end of the fiscal year, the Director of Finance shall present an annual report on the investment program and investment activity. This report may be presented along with the Comprehensive Annual Financial Report to the City Manager and City Council. Methods The quarterly investment report shall include a succinct management summary that provides a clear picture of the status of the current investment portfolio and transactions made over the last quarter. This management summary will be prepared in a manner that will allow the City to 6 ascertain whether investment activities during the reporting period have conformed to the investment policy. The reports shall be formally reviewed at least annually by an independent auditor, if investments are other than those offered by the City's depository. The portfolio shall be marked to market monthly. The market value of the securities is to be provided by the City's depository or by a third-party valuation service. The report will be provided to the City Manager and City Council. The report will include the following: A. A listing of individual securities (investment position) held at the end of the reporting period. B. Unrealized gains or losses resulting from appreciation or depreciation by listing the beginning and ending book and market value of securities for the period. C. Additions and changes to the market value during the period. D. Average weighted yield to maturity of portfolio on entity investments as compared to applicable benchmark. E. Listing of investment by maturity date. F. The percentage of the total portfolio each type of investment represents. G. Statement of compliance of the City's investment portfolio with State Law and the investment strategy and policy approved by the City Council. H. Prepared and signed by the investment officers. I. Fully accrued interest for the period. J. States account or fund for each investment. V. INVESTMENT PORTFOLIO The City shall pursue an active versus a passive portfolio management philosophy. That is, securities may be sold before they mature if market conditions present an opportunity for the City to benefit from the trade. The investment officer will routinely monitor the contents of the portfolio, the available markets, and the relative value of competing instruments, and will adjust the portfolio accordingly. Investments Assets of the City of Coppell may be invested in the following instruments; provided, however, that at no time shall assets of the City be invested in any instrument or security not authorized for investment under the Act, as the Act may from time to time be amended. I. Authorized A. Obligations, including letters of credit, of the United States of America, its agencies and instrumentalities (including Government Sponsored Enterprises). B. Direct obligations of the State of Texas or its agencies and instrumentalities. C. Other obligations, the principal of and interest on which are unconditionally guaranteed by the State of Texas or United States of America. 7 D. Obligations of the State, agencies thereof, Counties, Cities, and other political subdivisions of any state having been rated as investment quality by a nationally recognized investment rating firm and having received a rating of not less than "A" or its equivalent. E. Interest-bearing banking deposits that are guaranteed or insured by the Federal Deposit Insurance Corporation or the National Credit Union Share Insurance Fund or its successor F. Interest-bearing banking deposits other than those described by (E) above if: (1) the funds invested in the banking deposits are invested through: (i) a broker with a main office or branch office in Texas that has been approved by the investment committee or (ii) a depository institution with a main office or branch office in Texas that the investment committee approves; (2) the broker or depository institution selected as described by (1) above arranges for the deposit of the funds in the banking deposits in one or more federally insured depository institutions, regardless of where located, for the City of Coppell’s account; (3) the full amount of the principal and accrued interest of the banking deposits is insured by the United States or an instrumentality of the United States; and (4) the City of Coppell appoints as it’s custodian of the banking deposits issued for the City’s account: (i) the depository institution selected as described by (1) above; (ii) A custodian must be approved by the City and be: (a) a state or national bank that: - is designated by the comptroller as a state depository; - has its main office or a branch office in this state; and - has a capital stock and permanent surplus of $5 million or more (b) the Texas Treasury Safekeeping Trust Company; (c) a Federal Reserve Bank or a branch of a Federal Reserve Bank; (d) a federal home loan bank; or (e) a financial institution authorized to exercise fiduciary powers that is designated by the comptroller as a custodian; or (iii) a clearing broker dealer registered with the Securities and Exchange Commission and operating under Securities and Exchange Commission Rule 15c3-3. G. Certificates of Deposit of state and national banks with a branch in Texas, guaranteed or insured by the Federal Deposit Insurance Corporation, collateralized or secured by obligations described in A through D above or in accordance with Chapter 2257 or in any other manner provided by law, which are intended to include all direct agency or instrumentality issued mortgage backed securities rated AAA by at least one nationally recognized rating agency and that have a market value of not less than the principal amount of the certificates. H. Fully collateralized direct repurchase agreements with a defined termination date secured by obligations of the United States or its agencies and instrumentalities. These shall be pledged to the City of Coppell, held in the City’s name, and deposited at the time the investment is made with the City or with a third party selected and approved by the City. 8 Repurchase agreements must be purchased through a primary government securities dealer, as defined by the Federal Reserve, or a bank domiciled in Texas. A Master Repurchase Agreement must be signed by the bank\dealer prior to investment in a repurchase agreement. All repurchase agreement transactions will be on a delivery versus payment basis. Securities received for repurchase agreements must have a market value greater than or equal to 105 percent at the time funds are disbursed. I. Local government investment pools in accordance with the conditions prescribed in Section 2256.016 and that have been authorized by the governing body by rule, ordinance or resolution. The investment pool must maintain a rating no lower than AAA or AAA-M by at least one nationally recognized rating service. Investment in such pools shall be limited to 75% of the City’s entire portfolio, with no more than 25% of the entire portfolio invested in any one authorized pool. Ratings shall be monitored using nationally recognized financial information sources, including actions published on rating agency websites. Any investment currently held that does not meet the guidelines of this policy, but was authorized at the time of purchase, shall be exempted from the requirements of this policy and investment officers shall not be required to liquidate the investment. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. II. Not Authorized The City's authorized investments options are more restrictive than those allowed by State law. State law specifically prohibits investment in the following investment securities. A. Obligations whose payment represents the coupon payments on the outstanding principal balance of the underlying mortgage backed security collateral and pays no principal. B. Obligations whose payment represents the principal stream of cash flow from the underlying mortgage-backed security collateral and bears no interest. C. Collateralized mortgage obligations that have a stated final maturity date of greater than 10 years. D. Collateralized mortgage obligations the interest rate of which is determined by an index that adjusts opposite to the changes in a market index. 9 Holding Period The City of Coppell intends to match the holding periods of investment funds with liquidity needs of the City. In no case will the average maturity of investments of the City's operating funds exceed one year. The maximum final stated maturity of any investment shall not exceed five years. Investments in all funds shall be managed in such a way that the market price losses resulting from interest rate volatility would be offset by coupon income and current income received from the volume of the portfolio during a twelve-month period. Risk and Diversification The City of Coppell recognizes that investment risks can result from issuer defaults, market price changes or various technical complications leading to temporary illiquidity. Risk is controlled through portfolio diversification which shall be achieved by the following general guidelines; A. Risk of issuer default is controlled by limiting investments to those instruments allowed by the Act, which are described herein. B. Risk of market price changes shall be controlled by avoiding overconcentration of assets in a specific maturity sector, limitation of average maturity of operating funds investments to one year, and avoidance of overconcentration of assets in specific instruments other than U.S. Treasury Securities and insured or Collateralized Certificates of Deposits. C. Risk of illiquidity due to technical complications shall be controlled by the selection of securities dealers as described herein. D. All prudent measures will be taken to liquidate an investment that is downgraded to less than our minimum stated required rating. VI. SELECTION OF BANKS AND DEALERS Depository At least every five (5) years a Depository shall be selected through the City's banking services procurement process, which shall include a formal request for proposal (RFP). In selecting a depository, the credit worthiness of institutions shall be considered, and the Director of Finance shall conduct a comprehensive review of prospective depository bank’s credit characteristics and financial history. Certificates of Deposit Banks seeking to establish eligibility for the City's competitive certificate of deposit purchase program shall submit for review annual financial statements, evidence of federal insurance and other information as required by the Director of Finance. 10 Qualified Representatives Investment officials shall not knowingly conduct business with any firm with whom public entities have sustained losses on investments. All qualified representatives shall provide the City with references from Public entities they are currently serving. All financial institutions and qualified representatives who desire to become qualified bidders for investment transactions must supply the following as appropriate: - audited financial statements - proof of Financial Industry Regulatory Authority (FINRA) certification - proof of state registration - completed broker/dealer questionnaire - Certification of having read the City's investment policy signed by a qualified representative of the organization . - Acknowledgement that the organization has implemented reasonable procedures and controls in an effort to preclude imprudent investment transactions conducted between the entity and the organization that are not authorized by the entity’s investment policy. The investment officers are precluded from purchasing an investment from a representative who has not delivered the written certification An annual review of the financial condition and registration of qualified bidders will be conducted by the Director of Finance. Competitive Bids Competitive quotes must be taken from at least three (3) qualifying financial institutions or broker/dealers for any investment transaction involving an individual security. Investment transactions should include written confirmation of offers on the Investment Bid Tabulation form. VII. SAFEKEEPING AND CUSTODY Insurance or Collateral All deposits and investments of City funds other than direct purchases of U.S. Treasuries or Agencies shall be secured by pledged collateral. In order to anticipate market changes and provide a level of security for all funds, the collateralization level will be 105% of market value of principal and accrued interest on the deposits or investments less an amount insured by the FDIC or FSLIC. Evidence of the pledged collateral shall be maintained by the Director of Finance or a third party financial institution. The City’s Depository Agreement shall specify the acceptable investment securities for collateral, the substitution or release of investment securities, ownership of securities, and the method of valuation of securities. Repurchase agreements shall be documented by a 11 specific agreement noting the collateral pledge in each agreement. Collateral shall be reviewed monthly to assure that the market value of the pledged securities is adequate. Safekeeping Agreement Collateral pledged to secure deposits and investments, and investment securities purchased by the City shall be held by a safekeeping institution in accordance with the Safekeeping Agreement. The Safekeeping Agreement clearly defines the procedural steps for gaining access to the collateral should the City of Coppell determine that the City's funds are in jeopardy. The safekeeping institution, or Trustee, shall be the Federal Reserve Bank or an institution not affiliated with the firm pledging the collateral. The safekeeping agreement shall include the signatures of authorized representatives of the City of Coppell, the firm pledging the collateral, and the Trustee. Collateral Defined The City of Coppell shall accept only the following securities as collateral: A. FDIC and FSLIC insurance coverage. B. A bond, certificate of indebtedness, or Treasury Note of the United States, or other evidence of indebtedness of the United States that is guaranteed as to principal and interest by the United States. C. Obligations, the principal and interest on which, are unconditionally guaranteed or insured by the State of Texas. D. A bond of the State of Texas or of a county, city or other political subdivision of the State of Texas having been rated as investment grade (investment rating no less than "A" or its equivalent) by a nationally recognized rating agency with a remaining maturity of five (5) years or less. Subject to Audit All collateral shall be subject to inspection and audit by the Director of Finance or the City's independent auditors. Delivery vs. Payment Treasury Bills, Notes, Bonds and Government Agencies' securities shall be purchased using the delivery vs. payment method. That is, funds shall not be wired or paid until verification has been made that the correct security was received by the Trustee. The security shall be held in the name of the City or held on behalf of the City. The Trustee's records shall assure the notation of the City's ownership of or explicit claim on the securities. The original copy of all safekeeping receipts shall be delivered to the City. 12 VIII. INVESTMENT POLICY ADOPTION The City of Coppell’s investment policy shall be adopted annually by the City Council. The policy shall be reviewed for effectiveness on an annual basis by the Investment Committee and any modifications will be recommended for approval to the City Council. 13 GLOSSARY of COMMON TREASURY TERMINOLOGY Agencies: Federal agency securities. Ask: The price at which securities are offered. Bid: The price offered for securities. Broker: A broker brings buyers and sellers together for a commission paid by the initiator of the transaction or by both sides. In the money market, brokers are active in markets, in which banks buy and sell money, and in interdealer markets. Certificate of Deposit (CD): A time deposit with a specific maturity evidenced by a certificate. Large-denomination CD's are typically negotiable. Collateral: Securities, evidence of deposit or other property that a borrower pledges to secure repayment of loan. Also refers to securities pledged by a bank to secure deposits of public monies. Annual Comprehensive Financial Report (ACFR): The official annual report for the City of Coppell. It includes combined statements and basic financial statements for each individual fund and account group prepared in conformity with GAAP. It also includes supporting schedules necessary to demonstrate compliance with finance-related legal and contractual provisions, extensive introductory material, and a detailed Statistical Section. Coupon: The annual rate of interest that a bond's issuer promises to pay the bondholder on the bond's face value Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and selling for his own account. Debenture: A bond secured only by the general credit of the issuer. Delivery versus Payment: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt Delivery versus payment is delivery of securities with an exchange of money for the securities. Delivery versus receipt is delivery of securities with an exchange of a signed receipt for the securities. Discount Securities: Non-interest bearing money market instruments that are issued at a discount and redeemed at maturity for full face value, such as U.S. Treasury bills. Diversification: Dividing investment funds among a variety of securities offering independent returns. 14 Federal Credit Agencies: Agencies of the Federal government set up to supply credit to various classes of institutions and individuals, such as Savings and Loans, small business firms, students, farmers, farm cooperatives, and exporters. Federal Deposit Insurance Corporation (FDIC): A federal agency that insures bank deposits, currently up to $100,000 per deposit. Federal Funds Rate: The rate of interest at which Fed funds are traded. This rate is currently set by the Federal Reserve through open-market operations. Federal Home Loan Banks (FHLB): The institutions that regulate and lend to savings and loan associations. The Federal Home Loan Banks play a role analogous to that played by the Federal Reserve Banks vis-a-vis member commercial banks. Federal National Mortgage Association (FNMA): FNMA, like GNMA, was chartered under the Federal National Mortgage Association Act in 1938. FNMA is a federal corporation working under the auspices of the Department of Housing and Urban Development, H.U.D. It is the largest single provider of residential mortgage funds in the United States. Fannie Mae, as the corporation is called, is a private stockholder-owned corporation. The corporation's purchases include a variety of adjustable mortgages and second loans in addition to fixed-rate mortgages. FNMA's securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security holders will receive timely payment of principal and interest. Federal Open Market Committee (FOMC): Consists of seven members of the Federal Reserve Board and five of the twelve Federal Reserve Bank Presidents. The President of the New York Federal Reserve Bank is a permanent member while the other Presidents serve on a rotating basis. The Committee periodically meets to set Federal Reserve guidelines regarding purchases and sales of Government Securities in the open-market as a means of influencing the volume of bank credit and money. Federal Reserve System: The central bank of the United States created by Congress and consisting of a seven-member Board of Governors in Washington, D.C., 12 regional banks and commercial banks that are members of the system. Government National Mortgage Association (GNMA or Ginnie Mae): Securities guaranteed by GNMA and issued by mortgage bankers, commercial banks, savings and loan associations, and other institutions. Security holder is protected by full faith and credit of the U.S. Government. Ginnie Mae securities are backed by FHA, VA or FMHM mortgages. The term pass-throughs is often used to describe Ginnie Maes. • Government Sponsored Enterprises: a financial services corporation created by the United States Congress. Examples include the following: Federal Home Loan Banks (FHLB), Federal National Mortgage Association (Fannie Mae), Federal Home Loan Mortgage Corporation (Freddie Mac), Federal Farm Credit Banks (FCB), and Federal Agricultural Mortgage Corporation (Farmer Mac) 15 Liquidity: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value. In the money market, a security is said to be liquid if the spread between bid and asked prices is narrow and reasonable size can be done at those quotes. Market Value: The price at which a security is trading and could presumably be purchased or sold. Master Repurchase Agreement: To protect investors, many public investors will request that repurchase agreements be preceded by a master repurchase agreement between the investor and the financial institution or dealer. The master agreement should define the nature of the transaction, identify the relationship between the parties, establish normal practices regarding ownership and custody of the collateral securities during the term of the investment, provide remedies in the case of default by either party and clarify issues of ownership. The master repurchase agreement protects the investor by eliminating the uncertainty of ownership and hence, allowing investors to liquidate collateral if a bank or dealer defaults during the term of the agreement. Maturity: The date upon which the principal or stated value of an investment becomes due and payable. Money Market: The market in which short-term debt instruments (bills, commercial paper, bankers' acceptances) are issued and traded. Open Market Operations: Purchases and sales of government and certain other securities in the open market by the New York Federal Reserve Bank as directed by the FOMC in order to influence the volume of money and credit in the economy. Purchases inject reserves into the bank system and stimulate growth of money and credit; sales have the opposite effect. Open market operations are the Federal Reserve's most important and most flexible monetary policy tool. Portfolio: Collection of securities held by an investor. Primary Dealer: A group of government securities dealers that submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC) registered securities broker-dealers banks and a few unregulated firms. Prudent Person Rule: An investment standard. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. Rate of Return: The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity on a bond or the current income return. Repurchase Agreement (RP of REPO): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed price on a fixed date. The security "buyer" in effect lends the "seller" money for the period of the agreement, and their terms of the agreement are structured to compensate him for this. Government Treasurers’ Organization of Texas Certification of Investment Policy Presented to the City of Coppell for developing an investment policy that meets the requirements of the Public Funds Investment Act and the standards for prudent public investing established by the Government Treasurers’ Organization of Texas. ______________________________________ ________________________________________ Government Treasurers’ Organization of Texas Investment Policy Review Committee President For the two-year period ending August 31, 2022 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6235 File ID: Type: Status: 2022-6235 Agenda Item Agenda Ready 1Version: Reference: In Control: Engineering 04/13/2022File Created: Final Action: PSA Road & BridgeFile Name: Title: Consider approval of a Resolution authorizing approval of a Project Specific Agreement (PSA); supplemental to the Master Interlocal Agreement between Dallas County and the City of Coppell; for Road and Bridge maintenance, repairs and improvements along Sandy Lake Road and Moore Road; and authorizing the Mayor to sign any documents. Notes: Sponsors: Enactment Date: Memo.pdf, Resolution.pdf, Specific Project Agreement (PSA).pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6235 Title Consider approval of a Resolution authorizing approval of a Project Specific Agreement (PSA); supplemental to the Master Interlocal Agreement between Dallas County and the City of Coppell; for Road and Bridge maintenance, repairs and improvements along Sandy Lake Road and Moore Road; and authorizing the Mayor to sign any documents. Summary Fiscal Impact: There is no fiscal impact for this item. However, a contract will be presented in the near future to engage a contractor to complete this maintenance activity which would utilize quarter-cent IMF fund balance. Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6235) Staff Recommendation: The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: Mayor and City Council From: Kent Collins P.E., Director of Public Works Date: April 26, 2022 Reference: Dallas County Project Specific Agreement (PSA) for Road and Bridge Maintenance 2040: Foundation Pillar: Sustainable City Government Goal 4: City Services to Ensure High Levels of Customer Satisfaction General Information: · Project Specific Agreement (PSA) with Dallas County to provide maintenance work on Sandy Lake and Moore Road. · Staff worked with Commissioner J.J. Koch’s staff to develop this project · The city conducts panel replacement maintenance annually on its streets. This agreement with Dallas County will extend the quantity of concrete panel replacement this fiscal year. · Dallas County has agreed to cover half of the cost of panel replacement work on Sandy Lake and Moore Road, with a value of $523,250 and equating to 4025 square yards of concrete panel replacement (total project value of $1,046,500 and 8050 square yards of concrete) · This PSA is pursuant to the existing Master Agreement between Coppell and Dallas County · The PSA is approval for reimbursement up to $523,250 from Dallas County when work is completed. · A contract for the concrete panel work on Sandy Lake Road and Moore Road will be placed on a future agenda for consideration. Introduction: This agenda item is being presented to consider approval of a resolution, authorizing approval of a Project Specific Agreement (PSA), supplemental to the Master Interlocal Agreement between Dallas 2 County and the City of Coppell, for Road and Bridge maintenance, repairs and improvements along Sandy Lake Road and Moore Road; and authorizing the Mayor to execute all necessary documents. Analysis: Dallas County and the City of Coppell partner on a number of capital and maintenance projects. Recently the City approved PSAs related to a project to improve the interchange at Belt Line and IH-635 and an annual maintenance PSA related to asphalt and drainage maintenance throughout the city. This PSA will cover needed concrete panel replacement/maintenance on Moore Road and Sandy Lake Road. This partnership is specifically for “Type B” roads which could generally be described as collector and arterial streets. Based on the condition assessment of the streets in Coppell, Moore Road and Sandy Lake Road need an estimated 8050 square yards of concrete panel replacement. This partnership will result in Dallas County reimbursing the city for 50% of the cost of those panel replacements. In accordance with the proposed PSA, the City will cover the cost of the maintenance work through its contractors and the County will reimburse the city for 50% of the work specified at the end of the project. The city invests heavily in its street maintenance annually and this partnership will extend the impact of that investment by $523,250. If approved, staff will present a contract for Council consideration and utilize quarter-cent IMF fund balance to cover the fiscal impact. Legal Review: The Project Specific Agreement was reviewed by the city attorney and the resolution was prepared by the city attorney. Fiscal Impact: There is no fiscal impact for this item. However, a contract will be presented in the near future to engage a contractor to complete this maintenance activity. Recommendation: The Public Works Department recommends approval of this item. TM 128684 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, APPROVING A PROJECT SPECIFIC AGREEMENT, SUPPLEMENTAL TO THE MASTER INTERLOCAL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS AND THE CITY OF COPPELL, TEXAS, FOR VARIOUS ROADS, TYPE ‘B’ PUBLIC ROADWAY – MADE PURSUANT TO ROAD AND BRIDGE FOR THE PURPOSE OF TRANSPORTATION-RELATED MAINTENANCE, REPAIRS AND IMPROVEMENTS TO BE UNDERTAKEN ON PUBLIC ROADWAY, WHICH IS ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT ‘A’; AND AUTHORIZING THE MAYOR TO EXECUTE THE SAID AGREEMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Dallas County, Texas (“County”) and the City of Coppell, Texas (“City”) entered into a Master Interlocal Agreement (“Master Agreement”) on or about February 6, 2018; and WHEREAS, the Parties desire to enter into a Project Specific Agreement (“PSA”) for the purpose of transportation-related maintenance, repairs and improvements to be undertaken on public roadway within the territorial limits of the City; and WHEREAS, the City desires Dallas County to provide partial funding for such a duly qualified project consisting of repairs, maintenance and improvements of designated blocks of enumerated public roadway situated in the City; and WHEREAS, the City Council of the City of Coppell finds it to be in the public interest to enter into such Agreements. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the City Council of the City of Coppell, Texas hereby approves the Project Specific Agreement Supplemental to the Master Interlocal Agreement by and between Dallas County, Texas and the City of Coppell, Texas for various roads Type “B” public roadway made pursuant to road and bridge for the purpose of transportation-related maintenance, repairs and improvements to be undertaken on public roadway, which is attached hereto and incorporated herein as Exhibit ‘A’; and, the Mayor is authorized to execute said Agreement. SECTION 2. That this Resolution shall become effective immediately from and after its passage. TM 128684 DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the ____ day of ____________, 2022. APPROVED: Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary APPROVED AS TO FORM: _________________________________ Robert E. Hager, City Attorney PSA City of Coppell (“Type B”) (2022) 1 PROJECT SPECIFIC AGREEMENT RE: VARIOUS ROADS, “TYPE B” PUBLIC ROADWAY -- MADE PURSUANT TO ROAD & BRIDGE MASTER INTERLOCAL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS AND THE CITY OF COPPELL, TEXAS This Project Specific Agreement, (hereinafter “PSA”), supplemental to the Master Interlocal Agreement, is made by and between Dallas County, Texas (hereinafter “County”) and the City of Coppell, Texas (hereinafter “City”), acting by and through their duly authorized representatives and officials, for the purpose of transportation-related maintenance, repairs and improvements to be undertaken on public roadway within the territorial limits and jurisdiction of the City of Coppell (hereinafter “Project”) on the streets listed as more fully set forth and described in Attachments “A” and “B,” which are attached hereto and incorporated herein by reference. WHEREAS, Chapter 791 of the Texas Government Code and Chapters 251 and 472 of the Texas Transportation Code provide authorization for local governments to contract amongst themselves for the performance of governmental functions and services; and WHEREAS, on or about February 6, 2018, County and City entered into a Master Interlocal Agreement (hereinafter “Master Agreement”), whereby County agreed to provide partial funding for such duly qualified “Type B” road and bridge maintenance projects, said projects situated within the territorial limits and jurisdiction of the City, and WHEREAS, City now desires County to provide partial funding for such a duly qualified project consisting of repairs, maintenance, and improvements of designated blocks of enumerated public roadway situated in the City of Coppell, Texas, as more fully described in Attachments “A” and “B.” NOW THEREFORE THIS PSA is made by and entered into by County and City for the mutual consideration stated herein. Witnesseth Article I Project Specific Agreement This PSA is specifically intended to identify a Project authorized under the Master Agreement. This document sets forth the rights and responsibilities pertaining to each party hereto, and is additional and supplemental to the Master Agreement, and all amendments and supplements thereto, which are incorporated herein. All terms of the Master Agreement remain in full force and effect, except as modified herein. In the event of any conflict between the Master Agreement and this PSA, this PSA shall control. Article II Incorporated Documents This PSA incorporates, as if fully reproduced herein word for word and number for number, the following items: 1. Master Agreement authorized by County Commissioners Court Order 2018-0038 dated PSA City of Coppell (“Type B”) (2022) 2 January 2, 2018, and additions thereto as incorporated herein. 2. The Construction Estimate, which is attached hereto as Attachment “A” and incorporated herein by reference. 3. The Road List Map/Diagram of proposed work sites, which is attached hereto as Attachment “B” and incorporated herein by reference. Article III Term of Agreement This PSA becomes effective when signed by the last party whose signature makes the agreement fully executed and shall terminate upon the completion and acceptance of the Project by City or upon the terms and conditions in the Master Agreement. Article IV Project Description This PSA is entered into by the parties for the purpose of jointly identifying and funding repair, maintenance, and improvements on duly qualified “Type B” public roadway within the City of Coppell, Texas. The Project shall consist of repair of various roads in the City of Coppell, Texas, within Dallas County Commissioner’s District 1 (hereinafter “Project”), and as more fully described in Attachment “A,” which is attached hereto and incorporated herein by reference. The Project is authorized by the aforementioned Master Agreement, with the parties’ obligations and responsibilities governed thereby, as well as by the terms and provisions of this PSA. The Project will facilitate the safe and orderly movement of public transportation to benefit both the City and County. The City has and hereby does give its approval for the expenditure of County funds for the construction, improvement, maintenance, or repair of a street located within the municipality. Article V Fiscal Funding Notwithstanding anything to the contrary herein, this PSA is expressly contingent upon the availability of County funding for each item and obligation contained herein. City shall have no right of action against the County of Dallas as regards this PSA, specifically including any funding by County of the Project in the event that the County is unable to fulfill its obligations under this PSA as a result of the lack of sufficient funding for any item or obligation from any source utilized to fund this PSA or failure of any funding party to budget or authorize funding for this PSA during the current or future fiscal years. In the event of insufficient funding, or if funds become unavailable in whole or part, the County, at its sole discretion, may provide funds from a separate source or terminate this PSA. In the event that payments or expenditures are made, they shall be made from current funds as required by Chapter 791, Texas Government Code. Notwithstanding anything to the contrary herein, this PSA is expressly contingent upon the availability of City funding for each item and obligation contained herein. County shall have no right of action against the City as regards this PSA, specifically including any funding by City of the Project in the event that the City is unable to fulfill its obligations under this PSA as a result of the lack of sufficient funding for any item or obligation from any source utilized to fund this PSA or failure of any funding party to budget or authorize funding for this PSA during the current or PSA City of Coppell (“Type B”) (2022) 3 future fiscal years. In the event of insufficient funding, or if funds become unavailable in whole or part, the City, at its sole discretion, may provide funds from a separate source or terminate this PSA. In the event that payments or expenditures are made, they shall be made from current funds as required by Chapter 791, Texas Government Code. Article VI Agreements I. City’s Responsibilities: 1. Where necessary, City, at its own expense, shall be responsible for the following: (a) informing the public and posting appropriate and required notices of the proposed maintenance, repairs, improvements, or reconstruction of the Project; (b) locating all manholes, water valves, and other utilities within the Project; (c) making or causing to be made all utility relocations or adjustments necessary for execution and completion of the Project; (d) acquiring any right-of-way necessary to complete the Project; (e) remediating any hazardous or regulated material, or other environmental hazard in the Project location; (f) funding the purchase of all materials necessary to perform the Project construction; (g) managing construction of the Project; (h) receiving and processing all payments due contractors the City hires to work on the project; (i) contracting through formal bidding procedures to acquire the services of contractors; and (j) where necessary providing appropriate traffic control support, including but not limited to flagging, cones, barricades, shadow vehicles, arrow boards, signage, police presence, etc., to enable the Project to be completed in a timely and safe manner. 2. City shall further be responsible for maintaining the Project sites once the Project is completed. 3. City shall be in compliance with the Manual on Uniform Traffic Control Devices (“MUTCD”) standards in ensuring safety during operations as outlined in the scope of work in Attachment “A.” II. County Responsibilities: 1. County shall reimburse the City for proportionate Project Costs, as more fully set forth in Section III below. 2. County, its Auditor or its designated representative(s) shall have the unrestricted right to audit any and all accounting or other records regarding any funds paid or claimed under this PSA, including, but not limited to all books, records, reports, tickets, deposits, expenditures, budget or any item therein, supporting data, computer records and programs, and all items of hardware, software or firmware, or any other item utilized by the City regarding this PSA. City agrees that all related records shall be retained for a period of time not less than four (4) years from the date of termination of this PSA. Such records shall be provided to the County in Dallas County, Texas and available for any audit at any time upon request. The results of any audit may be furnished to the City for comment. PSA City of Coppell (“Type B”) (2022) 4 III. Funding: County and City mutually agree that the initial and anticipated Project cost is approximately One Million, Forty-Six Thousand, Five Hundred Dollars and no cents ($1,046,500.00), as set forth in Attachment “A”. County and City mutually agree that City shall be responsible to pay a total of Five Hundred Twenty-Three Thousand, Two Hundred Fifty Dollars and no cents ($523,250.00) for its portion of the Type “B” roadwork. County shall only be responsible to the City for a financial contribution, in the form of reimbursements, of an amount not to exceed Five Hundred Twenty-Three Thousand, Two Hundred Fifty Dollars and no cents ($523,250.00), which amount shall not exceed Fifty Percent (50%) of the initial and anticipated Project cost to be paid from Fund 105.2520. City and County further agree as follows: 1. Should the final cost of the Project exceed the initial and anticipated Project costs, City agrees to either reduce the scope of the Project, or to seek additional funding to facilitate its completion. In either event, City shall be solely responsible for all such costs in excess thereof, and County shall bear no additional responsibilities beyond those contemplated herein. 2. City shall submit invoices to County, which invoices shall provide complete information and documentation to substantiate City’s charges. County’s acceptances of City’s invoices are contingent upon City’s compliance with County’s invoicing procedures. County may withhold any disputed amounts until such time as the underlying dispute is resolved to County’s satisfaction, but shall pay all undisputed amounts timely. Article VII Miscellaneous: I. Indemnification. County and City agree that each shall be responsible for its own negligent acts or omissions or other tortious conduct in the course of performance of this Agreement, without waiving any governmental immunity available to County or City or their respective officials, officers, employees, or agents under Texas or other law and without waiving any available defenses under Texas or other 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. II. No Third Party Beneficiaries. The terms and provisions of this PSA are for the benefit of the parties hereto and not for the benefit of any third party. It is the express intention of County and City that any entity other than County or City receiving services or benefits under this PSA shall be deemed an incidental beneficiary only. This PSA is intended only to set forth the contractual right and responsibilities of the parties hereto. III. Applicable Law. This PSA is and shall be expressly subject to the County’s and City’s Sovereign Immunity and/or Governmental Immunity, pursuant to Title 5 of the Texas Civil Practice and Remedies Code, as amended and all applicable federal and state laws. This PSA shall be governed by and construed in accordance with the laws of the State of Texas. Exclusive venue for any legal action regarding this PSA shall lie in Dallas County, Texas. PSA City of Coppell (“Type B”) (2022) 5 IV. Notice. All notices, requests, demands, and other communication under this PSA shall be tendered in writing and shall be deemed to have been duly given when either delivered in person, via e- mail, or via certified mail, postage prepaid, return receipt requested to the respective parties as follows: COUNTY: Director of Public Works Commissioner JJ Koch Dallas County and Road & Bridge District #2 500 Elm Street, Suite 5300 411 Elm Street, Second Floor Dallas, Texas 75202 Dallas, Texas 75202 CITY: City Manager City of Coppell, Texas P.O. Box 9478 Coppell, Texas 75019 Either party may change its address for notice by giving the other party notice thereof. V. Assignment. This PSA may not be assigned or transferred by either party without the prior written consent of the other party. VI. Binding Agreement; Parties Bound. Upon execution by the parties, this PSA shall constitute a legal, valid and binding obligation of the parties, their successors and permitted assigns. VII. Amendment. This PSA may not be amended except in a written instrument specifically referring to this PSA and signed by the parties hereto. VIII. Counterparts. This PSA may be executed in multiple counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. IX. Severability. If one or more of the provisions in this PSA shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability shall not cause this PSA to be invalid, illegal or unenforceable, but this PSA shall be construed as if such provision had never been contained herein, and shall not affect the remaining provisions of this PSA, which shall remain in full force and effect. X. Entire Agreement. This PSA embodies the complete agreement of the parties, and except where noted, it shall supersede previous and/or contemporary agreements, oral or written, between the parties and relating to matters in the PSA. XI. Contingent. This PSA is expressly subject to and contingent upon formal approval by the Dallas County Commissioners Court and by resolution of the City Council of the City of Coppell. XII. Effective Date. The Contract shall commence on the Effective Date. The Effective Date of this Contract shall be the date it is executed by the last of the parties. Reference to the date of execution shall mean the Effective Date. PSA City of Coppell (“Type B”) (2022) 6 XIII. No Joint Enterprise/Venture. The parties agree that no party is an agent, servant, or employee of the other parties. The parties, including their agents, servants, or employees, are independent contractors, and not an agent, servant, joint enterprise/venture, or employee of any other party, and are responsible for their own acts, forbearance, negligence, and deeds, and for those of their agents, servants, or employees in conjunction with this Contract. No joint enterprise/venture exists between the parties. The City of Coppell, State of Texas, has executed this PSA pursuant to duly authorized City Council Resolution ________, Minutes __________, dated the ___ day of ________________, 2022. The County of Dallas, State of Texas, has executed this PSA pursuant to Commissioners Court Order Number ___________ and passed on the day of ___________________, 2022. Executed by the City of Coppell this the Executed by the County of Dallas this the _____ day of ________________, 2022. _____ day of _________________, 2022. CITY OF COPPELL: COUNTY OF DALLAS: By:_________________________________ _______________________________ Mayor CLAY LEWIS JENKINS COUNTY JUDGE ATTEST: APPROVED AS TO FORM:* JOHN CREUZOT DISTRICT ATTORNEY By:________________________________ _______________________________ City Secretary Jana Prigmore Ferguson Assistant District Attorney APPROVED AS TO FORM: By:________________________________ City Attorney *By law, the 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). Project Moore Road Rehab Sandy Lake Road Rehab Limits Sandy Lake Road to East Belt Line Denton Tap to MacArthur Scope Concrete panel replacement (25%)Concrete panel replacement (5%) Total Value $689,000.00 $357,500.00 Road and Bridge Funding Request $344,500.00 $178,750.00 Cost Estimate Moore Road Rehab Sandy Lake Road Rehab Area of concrete replacement (sy)5300 2750 Removal @ $35/sy $185,500.00 $96,250.00 Paving @ $95/sy $503,500.00 $261,250.00 Total Cost $689,000.00 $357,500.00 County Share $344,500.00 $178,750.00 Total Road and Bridge 2 Request $523,250.00 ATTACHMENT A ParkValley D riveTown Center BoulevardCowboy DriveHeartzRoadNorth Denton Tap RoadCoppell High School Tealwood DriveWynnpage Drive West B et he lSc h oo l Ro ad Harris StreetSaddl e T re e Trail HeatherGlenDriveEast Be t h e lRoadEdgewood DriveVa n Bebber D r i ve OakcrestLaneHuntersRidge RoadLondonWayHeartzRoadEast Bethel School Road East Sandy Lake R o ad SouthDenton Tap RoadChateausDriveLexingtonAvenueSouth DentonTap Road Grapevine Springs Park Lodge RoadWalnut G r o ve Lan e Beechwood La ne Park V a l l e y D riv e Grace Lane MeadowRunMoore RoadParkway BoulevardSamuelBoulevard Cedar C rest Dr ive Sugarberry DriveMeadowRun Red C e dar Way D r i v e HawkLane CreeksideLaneOrioleLane C arterDrive C h r is ti L a n e Villa wood La ne Shadowcrest L ane W o odhurst DriveWillow S p ring s DriveRollingHillsRoadLeaval ley Lan eArbor B r o o k Lane SpringOak LaneEagle D r i v e MeadowcreekRoad BlueJa y L ane Sw an D rive FalconL an e Sparrow Lane Hill DriveSandyKnollDriveMoore RoadMockingbir dL a n e East Sandy Lake Road E a s tBe ltL ine R oa d Austin Elementary School Coppell Middle School East Bethel East Belt LineRoadLagunaD riveVillage ParkwayBa s i l wood D r iv e Parkway B o ul e v ard N orth Ma c A rt h u r Bo ule vardLakeside Elementary School Village P ar kwayRedwing Driv e Wi ll e t Dri v eAspenwayDriveRed CedarWayDriveMallardDriveCondorD rive Mapleleaf Lane Timber Ridge LaneBarclayAvenueTupelo Drive BlueJayLan e Falcon Lane East S a n dy L a k e Road SouthMacArthurBou l e v ar d MacArthur Park Riverchase Elementary School East B elt L ine RoadBelmont Landing Valley Ranch Centre Moore Road Rehab Sandy Lake Road Rehab Engineering (Utilities) GIS Map Map data © OpenStreetMap contributors, Microsoft, Esri Community Maps Lines Override 1 Override 2 DART Cotton Belt Silver Line Parcel County Line City Limit 2/8/2022, 2:07:43 PM 0 0.25 0.50.13 mi 0 0.4 0.80.2 km 1:18,056 City of Coppell | GIS All data, specifically including the geographic and tabular data herein are provided "as is" without warranty of any kind, either expressed, implied, or statutory, including, but not limited to, the implied warranties or merchantability and fitness for a particular purpose. ATTACHMENT B Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6200 File ID: Type: Status: 2022-6200 Agenda Item Agenda Ready 1Version: Reference: In Control: Engineering 03/29/2022File Created: Final Action: Janitorial ContractFile Name: Title: Consider approval of awarding Bid #Q-0322-03 to Entrust One Facility Services for cleaning and related services of 17 municipal buildings; for a four-month period beginning June 1, 2022; for $157,158.24 as budgeted; and a 12-month period beginning October 1, 2022 for $471,474.71; if budgeted; with options to renew an additional four (4), one-year terms; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Janitorial Evaluation Sheet.pdf, Professional Services Agreement.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6200 Title Consider approval of awarding Bid #Q-0322-03 to Entrust One Facility Services for cleaning and related services of 17 municipal buildings; for a four-month period beginning June 1, 2022; for $157,158.24 as budgeted; and a 12-month period beginning October 1, 2022 for $471,474.71; if budgeted; with options to renew an additional four (4), one-year terms; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: Fiscal impact of this agenda item is $157,158.24, as budgeted, and $471,474.71 in FY 2022-23 if budgeted. Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6200) Staff Recommendation: The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: From: Date: Reference: 2040: Mayor and City Council Steven Shore, Facilities Manager Kent Collins, P.E., Director of Public Works April 26, 2022 Consider approval of awarding Bid #Q-0322-03 Cleaning and Related Services of 17 Municipal Buildings. Pillar 0: Sustainable City Government, Goal 3 Well-maintained City Infrastructure and Facilities General: ·In February 2022, a Request for Proposals for Janitorial Services was utilized with weighted evaluation criteria. ·The Best Value bidder was Entrust One Facility Services with a bid of $471,474.71 for a 12- month period. ·The current janitorial contract expires on May 31, 2022. ·This award is for four months for $157,158.24 with the start of the first one-year term beginning on October 1, 2022 for $471,474.71 to align with the fiscal year. The first four months is as budgeted. The initial 12-month term will begin October 1, 2022, provided the service is budgeted. ·The contract includes service to 17 municipal buildings including the provision of cleaning supplies and materials. Introduction: This agenda item is being presented to consider approval of awarding Bid #Q-0322-03 Cleaning and Related Services of 17 Municipal Buildings, for a four-month period beginning June 1, 2022, for $157,158.24 as budgeted, and a 12-month period beginning October 1, 2022 for $471,474.71 if budgeted; with options to renew an additional four (4), one-year terms; and authorizing the City Manager to sign any necessary documents. 2 Analysis: In 2022, the City of Coppell Facilities Division and Purchasing Division received 18 responses for Janitorial Services for 17 municipal buildings, including the provision of supplies and cleaning materials. After evaluation of responsive vendors, Entrust One was the recommended vendor to be awarded the contract. Entrust One is currently a City of Coppell vendor being utilized at the Arts Center for full service and the Senior Center for their rentals and have consistently performed to City standards. Because this contract is for Citywide service, the proposals were evaluated by a committee that included representatives from Purchasing, Fire, Parks, and Public Works. Legal Review: The City’s standard form contract is being utilized and is reviewed periodically by the City Attorney. Fiscal Impact: Fiscal impact of this agenda item is $157,158.24, as budgeted, and $471,474.71 in FY 2022-23 if budgeted. Recommendation: The Public Works Department recommends approval to RFP #Q-0322-03 Janitorial Services to Entrust One Facility Service. Janitorial Evaluations Amount Price, 50 Points Experience 25 Points References 25 Points Total $431,853.48 50 0 0 50 $471,474.71 47 25 25 97 $478,200.00 44 24 25 93 $492,828.00 41 20 0 61 $540,312.65 38 15 15 68 $559,106.40 35 25 24 84 $562,260.32 32 15 15 62 $573,720.00 29 25 22 76 $609,600.00 26 10 10 46 $628,567.55 23 30% or more above budgeted amount $637,167.37 20 30% or more above budgeted amount $693,921.23 17 30% or more above budgeted amount $729,793.32 14 30% or more above budgeted amount $817,695.60 11 30% or more above budgeted amount $1,322,288.00 8 30% or more above budgeted amount $402,403.68 5 Not Feasible 15% under budgeted amount $388,288.50 2 Not Feasible 15% under budgeted amount Vendor Oriental Entrust Global Octagon Ambassador AHI Service First PBS RK Midwest Del Sol Renke Troy's AcoStar Pure Elegance UBM Well Done J.K.$348,922.00 1 Incomplete/Response Page 1 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. STATE OF TEXAS § § COUNTY OF DALLAS § AGREEMENT FOR CLEANING AND JANITORIAL SERVICES OF MUNICIPAL BUILDINGS This Agreement for Cleaning and Related Services of Municipal Buildings (“Agreement”) is made by and between the City of Coppell, Texas (“City”) and Entrust One Facility Services, Inc. a Texas domestic non-profit corporation (“Contractor”) (each a “Party” and collectively the “Parties”), acting by and through their authorized representatives. RECITALS: WHEREAS the City desires to engage the services of the Contractor as an independent contractor, and not as an employee, to provide the services described in Exhibit “A” (the “Scope of Services”) to perform full service janitorial services at the seventeen (17) City-owned facilities located in the City of Coppell, Texas identified in the Scope of Services (the “Services”); and WHEREAS, the Contractor desires to render the Services for the City on the terms and conditions set forth in this Agreement; NOW THEREFORE, in exchange for the mutual covenants set forth herein, and other valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties agree as follows: Article I Term 1.1 The initial term of this Agreement shall be for an initial term commencing on October 1, 2022 (the “Effective Date”) and ending on September 30, 2023 (“Initial Term”); provided, however, that City shall have the right and option to extend the term for up to four (4) additional one (1) year terms by providing written notice to Contractor of the City’s election to extend the term hereof, such notice to be given not more than ninety (90) days prior to the expiration of the Initial Term. 1.2 Either Party may terminate this Agreement by giving thirty (30) days prior written notice to the other Party. Contractor shall be entitled to compensation for any Services completed to the reasonable satisfaction of the City in accordance with this Agreement prior to such termination. Article II Scope of Services 2.1 The Contractor shall perform janitorial services in connection with the Services as set forth in the Scope of Services. Page 2 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. Article III Schedule of Work Contractor agrees to complete the required Services in accordance with the Scope of Services. Article IV Compensation and Method of Payment 4.1 Contractor will be compensated in accordance with the payment schedule and amounts set forth in the Scope of Services, not to exceed a total amount of Four Hundred and Seventy-One Thousand Four Hundred Seventy-Four Dollars and Seventy One Cents ($471,474.71) for each term of the Agreement. Unless otherwise provided herein, payment to the Contractor shall be monthly based on the Contractor’s monthly progress report and detailed monthly itemized statement for Services that shows the names of the Contractor’s employees, agents, contractors performing the Services, the time worked, the actual Services performed, the rates charged for such Service, the total amount of fee earned to date and the amount due and payable as of the current statement, in a form reasonably acceptable to the City. Monthly statements shall include authorized non-salary expenses with supporting itemized invoices and documentation. The City shall pay such monthly statements within thirty (30) days after receipt and City verification of the Services and expenses unless otherwise provided herein. 4.2 The parties acknowledge that the Agreement pricing is based on the federal and state minimum wage rate current at the effective date of this Agreement, and agree that the cost of any statutory raises to said minimum wage rate enacted during the term of this Agreement shall be borne by the City. 4.3 Unless otherwise provided in the Scope of Services, Contractor shall be responsible for all expenses related to the services provided pursuant to this Agreement including, but not limited to, travel, copying and facsimile charges, telephone, internet and email charges. Article V Devotion of Time; Personnel; and Equipment 5.1 Contractor shall devote such time as reasonably necessary for the satisfactory performance of the Services under this Agreement. Should the City require additional services not included under this Agreement, Contractor shall make reasonable effort to provide such additional services within the time schedule without decreasing the effectiveness of the performance of services required under this Agreement, and shall be compensated for such additional services on a time and materials basis, in accordance with Contractor’s standard hourly rate schedule, or as otherwise agreed between the Parties. 5.2 To the extent reasonably necessary for the Contractor to perform the services under this Agreement, Contractor shall be authorized to engage the services of any agents, assistants, persons, or corporations that the Contractor may deem proper to aid or assist in the performance of the services under this Agreement. The cost of such personnel and assistance shall be included as part Page 3 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. of the total compensation to be paid Contractor hereunder, and shall not otherwise be reimbursed by the City unless provided differently herein. 5.3 Contractor shall furnish the equipment, supplies, and personnel necessary to perform the Services required under this Agreement unless otherwise provided herein. 5.4 City shall provide space for all equipment supplied by Contractor which remains on the job site during the life of the Agreement. The equipment must be maintained in good operating condition and in sufficient quantities to adequately perform all Services and available to the Contractors’ employees at all times. All equipment must by OSHA certified and/or meet all OSHA requirements. 5.5 All supplies furnished by the Contractor shall be stored in the janitor closets located at each facility, and must be labeled in accordance with OSHA regulations. A penalty of $100.00 per occurrence will be deducted from the contract amount when violations of OSHA standards are noted. Article VI Miscellaneous 6.1 Entire Agreement. This Agreement constitutes the sole and only agreement between the Parties and supersedes any prior understandings written or oral agreements between the Parties with respect to this subject matter. 6.2 Assignment. The Contractor may not assign this Agreement. 6.3 Successors and Assigns. Subject to the provisions regarding assignment, this Agreement shall be binding on and inure to the benefit of the Parties to it and their respective heirs, executors, administrators, legal representatives, successors and assigns. 6.4 Governing Law. The laws of the State of Texas shall govern this Agreement without regard to any conflict of law rules; and venue for any action concerning this Agreement shall be in the State District Court of Dallas County, Texas. The Parties agree to submit to the personal and subject matter jurisdiction of said court. 6.5 Amendments. This Agreement may be amended by the mutual written agreement of the Parties. 6.6 Severability. In the event any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provisions, and the Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained in it. 6.7 Independent Contractor. It is understood and agreed by and between the Parties that Contractor, in satisfying the conditions of this Agreement, is acting independently, and that the City assumes no responsibility or liabilities to any third party in connection with these actions. All services to be performed by Contractor pursuant to this Agreement shall be in the capacity of an independent contractor, and not as an agent or employee of the City. Contractor shall supervise the performance Page 4 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. of its Services and shall be entitled to control the manner and means by which its services are to be performed, subject to the terms of this Agreement. 6.8 Notice. Any notice required or permitted to be delivered hereunder may be sent by first class mail, overnight courier or by confirmed telefax or facsimile to the address specified below, or to such other Party or address as either Party may designate in writing, and shall be deemed received three (3) days after delivery set forth herein: If intended for City: Attn: Chief Procurement Office Procurement Services City of Coppell, Texas 255 Parkway Blvd. Coppell, Texas 75019 With a copy to: Robert Hager Nichols, Jackson, Dillard, Hager & Smith, LLP 1800 Ross Tower 500 N. Akard Street Dallas, Texas 75201 If intended for Contractor: Entrust One Facility Services, Inc. Attn: Lupe Fernandez 11142 Shady Trail Dallas, Texas 75229 6.9 Insurance. (a) Contractor shall during the term hereof maintain in full force and effect the following insurance: (i) a comprehensive general commercial liability policy of insurance for bodily injury, death and property damage insuring against all claims, demands or actions relating to the Contractor’s performance of services pursuant to this Agreement with a minimum combined single limit of not less than $1,000,000.00 per occurrence for injury to persons (including death), (ii) public liability insurance policy with an aggregate limit of not less than $1,000,000.00 and products and completed operations liability aggregate limit of no less than $1,000,000.00; (iii) City’s Protective Liability insurance policy with a minimum limits of not less than $600,000.00 per occurrence and not less than $1,000,000 Aggregate, (iv) excess /umbrella liability insurance policy coverage with a limit of not less than $1,000,000.00 per occurrence with drop down coverage, (v) policy of automobile liability insurance covering any vehicles owned and/or operated by Contractor, its officers, agents, and employees, and used in the performance of this Agreement with policy limits of not less than $500,000.00 combined single limit and aggregate for bodily injury and property damage; and (iii) statutory Worker’s Compensation Insurance at the statutory limits and Employers Liability covering all of Contractor’s employees involved in the provision of services under this Agreement. (b) All policies of insurance shall be endorsed and contain the following provisions: (1) name the City, its officers, and employees as additional insureds as to all applicable Page 5 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. coverage with the exception of Automobile Liability Insurance and Workers Compensation Insurance; and (2) provide for at least thirty (30) days prior written notice to the City for cancellation of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance. Contractor shall provide written notice to the City of any material change of or to the insurance required herein. (c) All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. (d) A certificate of insurance and copies of the policy endorsements evidencing the required insurance shall be submitted prior to commencement of Services and upon request by the City. (e) Contractor shall cause all subcontractors performing Services in compliance with this Agreement to obtain insurance coverages as required in Section 6.9 (a) – (d) herein, which shall remain in full force and effect during the term of this Agreement. 6.10 Indemnification. (a) CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE SERVICES OF CONTRACTOR PURSUANT TO THIS AGREEMENT. CONTRACTOR HEREBY WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS AND EMPLOYEES (COLLECTIVELY REFERRED TO IN THIS SECTION AS “CITY”) FOR DAMAGE TO ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT ANY TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL MISCONDUCT OF CITY OR BREACH OF CITY’S OBLIGATIONS HEREUNDER. CONTRACTOR AGREES TO INDEMNIFY AND SAVE HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS, REASONABLE ATTORNEYS’ FEES AND COSTS OF INVESTIGATION) AND ACTIONS OF ANY KIND BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY THE CONTRACTOR’S NEGLIGENT PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY NEGLIGENT ACT OR OMISSION ON THE PART OF CONTRACTOR, ITS OFFICERS, DIRECTORS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONSULTANTS, LICENSEES, SUCCESSORS, SUBCONTRACTORS OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO NEGLIGENCE OF THE CITY, IN WHOLE OR IN PART, IN WHICH CASE CONTRACTOR SHALL INDEMNIFY CITY ONLY TO THE EXTENT OR PROPORTION OF NEGLIGENCE ATTRIBUTED TO CONTRACTOR AS DETERMINED BY A COURT OR OTHER FORUM OF COMPETENT JURISDICTION). THE CONTRACTOR’S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE Page 6 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. MAINTAINED OR REQUIRED TO BE MAINTAINED BY CONTRACTOR UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE TERMINATION OF THIS AGREEMENT. 6.11 Counterparts. This Agreement may be executed by the Parties hereto in separate counterparts, each of which when so executed and delivered shall be an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may consist of any number of copies hereof each signed by less than all, but together signed by all of the Parties hereto. 6.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof for all purposes. [Signature Page to Follow] Page 7 Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. EXECUTED this _______ day of _____________________, 2022. CITY OF COPPELL, TEXAS By: Mike Land, City Manager ATTEST: By: Christel Pettinos, City Secretary EXECUTED this _______ day of _____________________, 2022. ENTRUST ONE FACILITY SERVICES, INC. By: ______ Name: ______________________________________ Title: _______________________________________ EXHIBIT “A” SCOPE OF SERVICES Page | 1 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. STATEMENT OF WORK The City of Coppell is seeking a full service Janitorial & Cleaning contract to provide high quality general cleaning services and supplies to City of Coppell facilities. There are currently (17) facilities totaling approximately 216,500 square feet included in this Scope of Work. Vendor will provide all supplies and paper goods. Page | 2 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. JANITORIAL SPECIFICATIONS GENERAL CLEANING COMMON AREAS/OFFICES/BREAKROOMS Nightly services • Empty and replace liner in all waste receptacles (includes exterior receptacles) • Empty recycle containers and dispose in outside recycle containers • Spot clean interior glass • Vacuum and spot clean all common areas/stairs (includes exterior mats) • Sweep and mop hard surface floors • Vacuum all walk off mats • Clean and disinfect drinking fountains • Complete cleaning of elevator cabs • Clean and disinfect stovetops, refrigerators, microwaves (the exterior of appliance ONLY) • Clean and disinfect breakroom tables/chairs • Polish breakroom sinks/countertops • Disinfect all high touch surfaces including but not limited to doors, door handles, push plates, switch plates and hand railings • Spot clean fingerprints on glass doors and windows Weekly Services • Dust all horizontal surfaces, including bookshelves, (without moving papers or personal items), window ledges, blinds, furniture arms/bases, door frames • Polish all marble tops (Council chamber, breakrooms, etc.) • Vacuum all offices and conference rooms • Clean Inside/Outside Trash Receptacles • Sweep & Mop Employee Stairwells • Dust lighting sconces • Dust picture frames in common areas Monthly Services • Polish brass fixtures • Scrub/Buff/Wax all hard floor surfaces • Dust HVAC returns and vents Page | 3 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. Restrooms Nightly Services • Empty and replace liner in waste receptacles • Sweep/mop floors with disinfectant • Scrub all toilets/urinals with disinfectant to include exterior surfaces (underside of bowls) • Clean/Polish mirrors, dispensers, countertops • Clean/Polish door hardware/kick plates • Scrub and disinfect showers Weekly Services • Scrub and disinfect tiled wall and partitioned surfaces • Clean and disinfect toilet partitions • Disinfect and flush all floor drains • Clean Inside/Outside of Trash Receptacles Monthly Services • Scrub/Buff/Wax tile floors • Clean grills, vents, light fixtures to prevent cobwebs • Clean all baseboards Special Daytime Services Needed: Day Porters are required at the locations below. The CORE requires (2) day porters with staggered schedules: • 8:00am to 5:00pm Monday-Saturday (will respond to Library if needed on Saturday) • 1:00pm to 10:00pm Monday-Friday (first two hours start at Library) Town Center at 255 Parkway Blvd requires one porter: • 8:00am to 5:00pm Monday-Friday (will also maintain 265 Parkway Blvd and Justice Center) The Senior Center requires one porter: • 8:00am to 5:00pm Monday-Friday (will also maintain Service Center and respond to calls at Rolling Oaks Memorial Center, the Tennis Center, and the Biodiversity Education Center (BEC)) *Janitor closets must be kept neat/clean. Material Safety Data Sheets for all materials must be kept inside janitor closet at all times. All cleaning equipment must be in working order at all Page | 4 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. times. Clean mop heads must be used in nightly activities. Contractor must provide all “GREEN” cleaning products and supplies. Page | 5 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. PERSONNEL This list must be provided prior to commencement of contract and must always be current. All employees of contractor working in City of Coppell facilities must always wear a photo I.D. card while performing duties on City property showing: Name of Firm Address and Phone Number of Firm Employees Current Photo or Janitorial Company Badge Employee Name The supervisor/account manager shall be responsible for the conduct and performance of the contractor’s employees and compliance with the following rules: Contractors employees appearing to be under the influence of alcohol or drugs, shall not be permitted in the building. No loud or boisterous conduct will be permitted. Contractors employees will to open desk drawers or cabinets at any time. Contractors employees are not to use or tamper with any office machines, equipment and City Employees' personal property at any time. Contractors employees are not to use City telephones at any time. Contractors employees are not allowed to smoke in City buildings. Contractor employees must be able to speak and understand English fluently. JANITORS: The contractor shall employ a sufficient number of experienced janitors to adequately perform all the specified duties and services. They shall become familiar with the schedule of cleaning within their assigned areas. Page | 6 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES: Equipment: Space will be provided for all equipment supplied by the contractor which remains on the job site during the life of the contract. The equipment must be maintained in good operating condition and in sufficient quantities to adequately perform all services and available to the contractors’ employees at all times. All equipment must by OSHA certified and/or meet all OSHA requirements. Supplies: All supplies furnished by the contractor shall be stored in the janitor closets located at each facility, and must be labeled in accordance with OSHA regulations. A penalty of $100.00 per occurrence will be deducted from the contract amount when violations of OSHA standards are noted. SPECIAL OR EMERGENCY CLEANING: When directed by the Facil ities Manager by written or verbal order, to clean any area required for a special occasion or made necessary by an emergency or mishap, the contractor shall furnish all labor and supervision is required, to fulfill the order. PENALTY FOR NON-COMPLIANCE: Should the Contractor fail to perform the required general specifications, a $25.00 per occurrence penalty fee will be deducted from that month’s payment and a copy of the violation forwarded to the Contractor’s Supervisor. Page | 7 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. LIST OF FACILITIES/CLEANING SCHEDULE Location Frequency Hours The CORE (Recreation Center) (50,000 sf.) 234 E Parkway 7 days/week (special detail) After 10:00pm Library (32,093 sq. ft.) 177 N Heartz 7 days/week (special detail) 5:00am-9:00am, Must be complete prior to 9:00am Community/Senior Center (14,000 sq. ft.) 345 E. Bethel 6 days/week M-Sat (special detail) After 8:00pm Justice Center (25,000 sq. ft.) 130 Town Center Blvd Court: M-F, Police: 7 days/week (special detail) After 8:00pm Town Center (33,000 sq. ft.) 255 Parkway Blvd 5 days/week After 8:00pm 265 (20,733 sq. ft.) 265 Parkway Blvd 5 days/week After 8:00pm Service Center (15,000 sq. ft.) 816 S. Coppell Road 5 days/week After 6:00pm The Hangar (5,000 sq. ft.) 500 Southwestern 5 days/week After 6:00pm Animal Shelter (1,800 sq. ft. – not kennels) 821 S. Coppell Road 5 days/week After 6:00pm Tennis Center (1,000 sq. ft.) 950 Creekview Dr. 7 days/week After 9:00pm Arts Center Admin (2,000 sq. ft. – NOT theatre) 157 S. Moore Rd 1 day/week Anytime Columbarium and Pavilion (4,834 sq. ft.) 400 S. Freeport Pkwy 5 days/week After 9:00pm Biodiversity Education Center (4,000 sq. ft.) 345 S. Freeport Pkwy 5 days/week After 6:00pm Historical Buildings/Restrooms Corner of Coppell Rd/Bethel Rd 1 day/week Anytime Life Safety Park (7,500 sq. ft.) 816 S. Coppell Road 5 days/week After 8:00pm Page | 8 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. THE CORE – RECREATION CENTER SPECIAL DETAIL In Addition to Restroom/Common Area Cleaning Schedule, the following Special Detail applies to Recreation Center: Gymnasium Floor: Dust Mop Nightly Wet Mop with PH Neutral Cleaner Nightly Scrub Quarterly Aerobics Wood Floor:Dust Mop Nightly with Untreated Mop Head Dust Mop with Waterless Cleaner Weekly (Odorless mineral spirits/petroleum distillates) *Never use a buffer or scrub/mop with water! Rubberized Flooring Fitness Area: Vacuum Nightly Wet Mop with PH Neutral Cleanser Nightly Tile Floors: Clean as per manufacturer’s specifications, scrub quarterly Running Track Floor: Clean as per manufacturer’s specifications Fitness Equipment Units: Wipe down nightly with designated cleaning solution. Restrooms and Locker Rooms: Cleaned continuously throughout the day. Surveying and cleaning showers continuously, as needed. Scrub and disinfect showers nightly. Perform very detailed cleaning, monthly. Special Daytime Services Needed: Need two (2) custodians (one male and one female) stationed on-duty at the Recreation Center as follows: • Monday-Sat 8:00am-5:00pm (will respond to Library if needed on Saturday) • Monday-Fri 1:00pm-10:00pm (first two hours at Library location) Page | 9 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. SENIOR AND COMMUNITY CENTER SPECIAL DETAIL *In addition to restroom/common area cleaning schedule, the following Special Detail cleaning applies to the Senior and Community Center: Special Daytime Services Needed: Require one (1) custodian stationed on-duty at the Senior Center as follows: Monday-Friday 8:00am-5:00pm (will also maintain Service Center and respond to calls as needed at Rolling Oaks Memorial Center, Tennis Center, and BEC) Nightly Services Fitness Room: • Wipe down with disinfectant all fitness equipment • Clean mats, vacuum or wipe with cleaner Kitchen: • Clean/disinfect warming table and containers • Clean/disinfect sinks • Clean lower storage shelves under counters • Clean and disinfect kitchenette (water and coffee area outside of kitchen) • Mop kitchenette floor (remove mat and clean under) • Clean trash can openings (Kitchenette/Restrooms) Craft Room/Game Room: • Wipe down table and counter tops • Sweep and mop floor Activities Room/Game Room: • Vacuum Floors • Wipe Table Tops Page | 10 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. Weekly Services Kitchen: • Disinfect and flush all floor drains • Clean inside and outside of trash receptacles • Dust roll up kitchen window Patio Area & Exterior of Facility: • Clean patio furniture (remove dust and leaves) • Empty exterior trash receptacles (one at front entry & one on back patio) • Clean exterior restrooms • Wipe off benches at front entry Page | 11 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. TENNIS CENTER SPECIAL DETAIL Nightly Services Trash Removal: Remove trash and trash bags from all receptacles (indoor and outdoor) and haul all trash and bags to the Service Center dumpster. No trash or trash bags should be left at the Tennis Center overnight. Restrooms and Locker Rooms: Scrub and disinfect showers nightly. Perform very detailed cleaning, monthly Page | 12 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. LIBRARY SPECIAL DETAIL Weekly Service: • Dust all Library materials bookshelves Page | 13 Exhibit A to Agreement for Cleaning and Related Services of Municipal Buildings City of Coppell and Entrust One Facility Services, Inc. JUSTICE CENTER/POLICE DEPT. SPECIAL DETAIL **EACH EMPLOYEE ASSIGNED TO THIS FACILITY MUST BE CJIS CLEARED. ** **EACH EMPLOYEE ASSIGNED TO THIS FACILITY MUST BE CJIS CLEARED. ** • Online CJIS Account set up by Police department employee. • Each custodian must be fingerprinted and complete the IdentGo form. • Have a background check with no felonies, Class B Misdemeanors and no family violence offenses. • Complete CJIS online training and obtain certification. • Receive security addendum signed by vendor and Chief of Police. Nightly Service: • Clean and disinfect training and weight rooms. • Empty Sally port trash • Leave extra supplies in Restrooms Restrooms and Locker Rooms: Scrub and disinfect showers nightly. Perform very detailed cleaning, monthly Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6237 File ID: Type: Status: 2022-6237 Agenda Item Agenda Ready 1Version: Reference: In Control: Engineering 04/14/2022File Created: Final Action: Animal Control UpgradesFile Name: Title: Consider approval of awarding a contract with Custard Construction for the standards and compliance upgrade to the Animal Services exterior kennel; in the amount of $106,675.28; as budgeted in the Animal Services General Fund; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Exhibit.pdf, Quote.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6237 Title Consider approval of awarding a contract with Custard Construction for the standards and compliance upgrade to the Animal Services exterior kennel; in the amount of $106,675.28; as budgeted in the Animal Services General Fund; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: Fiscal impact of this agenda item is $106,675.28, as budgeted in the Animal Services general fund. Staff Recommendation: The Public Works Department recommends approval. Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6237) Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: Mayor and City Council From: Steven Shore, Facilities Manager Kent Collins, P.E., Director of Public Works Date: April 26, 2022 Reference: Consider approval of awarding a contract for the standards and compliance upgrade to the Animal Services Exterior Kennel. 2040: Pillar 0: Sustainable City Government, Goal 3 Well-maintained City Infrastructure and Facilities General: •The exterior exercise and public viewing area for dogs does not currently meet building codes or Animal Services Accepted Standards. This upgrade will remedy both issues. •The lowest responsive bidder was Custard Construction with a quote of $106,675.28. •Work will include the installation of a sanitary sewer drain, artificial turf and replacement and expansion of existing fencing Introduction: This agenda item is being presented to consider approval of awarding TIPS contract #211001 in the amount of $106,675.28 to Custard Construction for the upgrade of the exterior dog exercise area at the Coppell Animal Shelter located at 821 South Coppell Rd. Analysis: In 2020, an internal review conducted by Animal Services and the Facilities Division determined that the exterior exercise yard was in violation of Plumbing Code 701.4 and required a drain connected to the sanitary sewer. Animal Services also determined that the concrete surface did not meet current Animal Services Standards for the health and safety of the animals under their care. It was determined that a sanitary sewer connection to a trough style floor drain running the length of the exercise area was needed. The exercise area also needs to be covered by an antimicrobial treated artificial turf with a drainage layer. Fencing will be replaced to keep the animals safely within this area. 2 Legal Review: The City’s standard form contract is being utilized and is reviewed periodically by the City Attorney. Fiscal Impact: Fiscal impact of this agenda item is $106,675.28, as budgeted in the Animal Services general fund. Recommendation: The Public Works Department recommends approval of TIPS contract 211001 to Custard Construction in the amount of $106,675.28. Proposed ImprovementsAnimal Services BuildingCity of CoppellCreated in CIVIL3D1 INCH = 1 MILE0S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2022.dwg\ANIMAL SERVICES IMPCreated on: 20 April 2022 by Scott Latta1/21/21 1 INCH = FT.0505025Proposed ImprovementsAnimal Services BuildingCity of CoppellCreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2022.dwg\ANIMAL SERVICES IMPCreated on: 20 April 2022 by Scott Latta2/2AREA OF PROPOSEDTURF IMPROVEMENTSAREA OF PROPOSEDDRAINAGE IMPROVEMENTSS COPPELL ROAD Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6244 File ID: Type: Status: 2022-6244 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/18/2022File Created: Final Action: Public Hearing - Abatement GuidelinesFile Name: Title: PUBLIC HEARING: To receive public comment concerning the City of Coppell’s guidelines, criteria and procedures for tax abatement agreements effective 2022 - 2024. Notes: Sponsors: Enactment Date: Memo.pdf, Public Hearing Notice.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6244 Title PUBLIC HEARING: To receive public comment concerning the City of Coppell’s guidelines, criteria and procedures for tax abatement agreements effective 2022 - 2024. Summary Municipalities must adopt or renew tax abatement guidelines, criteria and procedures every two years. A public hearing must be held to receive any public comments. This item fulfills that requirement. Fiscal Impact: N/A Staff Recommendation: Staff recommends City Council hold the public hearing. Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6244) Strategic Pillar Icon: Create Business and Innovation Nodes Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: April 26, 2022 Reference: PUBLIC HEARING: To receive public comment concerning the City of Coppell’s guidelines, criteria and procedures for tax abatement agreements effective 2022 – 2024. 2040: Create Business and Innovation Nodes Background: Chapter 312 of the Tax Code contains the statutes that govern tax abatements in the State of Texas. Each taxing unit that wants to provide tax abatements must adopt a resolution that indicates the intent to participate in tax abatement agreements. Each taxing unit must also adopt tax abatement guidelines and criteria by which tax abatement requests will be evaluated. These guidelines and criteria can either be very general to provide flexibility to consider any tax abatement request or very specific to limit the quantity of requests. Before adoption of the guidelines, criteria and resolution, a public hearing must be held to allow public comment concerning the guidelines and criteria. The guidelines and criteria are effective for a period of two years. Analysis: This public hearing and the adoption of guidelines and criteria for tax abatements satisfies the requirements listed in Chapter 312 of the Tax Code. Holding this public hearing and adopting guidelines and criteria does not obligate the city to approve any tax abatement agreements. These are just the requirements if a taxing entity wants to be able to offer tax abatement agreements. Each tax abatement agreement will be brought forward for consideration and approval by City Council prior to an offer being made. At this time, staff recommends holding the public hearing and re-adopting our current guidelines and criteria for tax abatements to meet the requirements of Chapter 312 of the Tax Code. These guidelines and criteria will be effective from 2022 – 2024. Staff will workshop the tax abatement guidelines and criteria at a later date when there is more clarity around the desires of City Council and the community from Vision 2040. If there is a desire to change the guidelines and criteria at that time, staff will make the appropriate changes and bring them back for adoption. The public hearing notice was published in The Rambler on Saturday, April 16, 2022. Legal Review: N/A 2 Fiscal Impact: None Recommendation: Staff recommends holding the public hearing. NOTICE OF PUBLIC HEARING A PUBLIC HEARING will be conducted by the City Council of the City of Coppell, Texas, in the Council Chambers, Town Center, 255 Parkway Boulevard, Coppell, Texas on the 26th day of April, 2022, at 7:30 P.M., to adopt tax abatement guidelines and criteria as required by Chapter 312 of the Texas Tax Code. The Council will seek to determine if the guidelines and criteria provide for the availability of tax abatement to both new facilities and structures and for the expansion or modernization of existing facilities and structures. At the hearing, interested persons are entitled to speak and present evidence for or against the tax abatement guidelines and criteria. The Rambler on Saturday, April 16, 2022 PUBLIC NOTICE STATEMENT FOR ADA COMPLIANCE & 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 forty-eight (48) hours 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. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6236 File ID: Type: Status: 2022-6236 Resolution Agenda Ready 1Version: Reference: In Control: City Council 04/14/2022File Created: Final Action: Res- Tax Abatement guidelines adoptionFile Name: Title: Consider approval of a Resolution adopting the guidelines and criteria for tax abatement agreements; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Resolution Memo.pdf, Resolution.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6236 Title Consider approval of a Resolution adopting the guidelines and criteria for tax abatement agreements; and authorizing the Mayor to sign. Summary The city must adopt guidelines and criteria for tax abatement agreements. Fiscal Impact: N/A Staff Recommendation: Community Development recommends approval. Strategic Pillar Icon: Create Business and Innovation Nodes Page 1City of Coppell, Texas Printed on 4/22/2022 Master Continued (2022-6236) Page 2City of Coppell, Texas Printed on 4/22/2022 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: April 26, 2022 Reference: Consider approval of a resolution adopting the guidelines and criteria for tax abatement agreements; and authorizing the Mayor to sign. 2040: Create Business and Innovation Nodes Background: Chapter 312 of the Tax Code contains the statutes that govern tax abatements in the State of Texas. Each taxing unit that wants to provide tax abatements must adopt a resolution that indicates the intent to participate in tax abatement agreements. Each taxing unit must also adopt tax abatement guidelines and criteria by which tax abatement requests will be evaluated. These guidelines and criteria can either be very general to provide flexibility to consider any tax abatement request or very specific to limit the quantity of requests. Before adoption of the guidelines, criteria and resolution, a public hearing must be held to allow public comment concerning the guidelines and criteria. The guidelines and criteria are effective for a period of two years. Analysis: This public hearing and the adoption of guidelines and criteria for tax abatements satisfies the requirements listed in Chapter 312 of the Tax Code. Holding this public hearing and adopting guidelines and criteria does not obligate the city to approve any tax abatement agreements. These are just the requirements if a taxing entity wants to be able to offer tax abatement agreements. Each tax abatement agreement will be brought forward for consideration and approval by City Council prior to an offer being made. The guidelines and criteria must provide an opportunity for tax abatements for both new facilities and structures as well as the expansion or modernization of existing facilities and structures. The city of Coppell has provided an opportunity for both new businesses, facilities and structures as well as existing businesses, facilities and structures to be considered for a tax abatement agreement in the current guidelines and criteria. The current guidelines and criteria have not been amended over the past nine years because they were written in a manner that allowed flexibility for tax abatements as vacant land in the community became less abundant. Interest in Coppell from the business community remained, but there were less opportunities for new construction; therefore, the guidelines and criteria were written to allow for new construction, new businesses without new construction and the expansion and modernization of existing facilities and structures. 2 At this time, staff recommends holding the public hearing and re-adopting our current guidelines and criteria for tax abatements to meet the requirements of Chapter 312 of the Tax Code. Staff will workshop the tax abatement guidelines and criteria at a later date when there is more clarity around the desires of City Council and the community from Vision 2040. If there is a desire to change the guidelines and criteria at that time, staff will make the appropriate changes and bring them back for adoption. Legal Review: N/A Fiscal Impact: None Recommendation: Staff recommends approving the resolution adopting the guidelines and criteria for tax abatements. 1 RESOLUTION NO. ___________ A RESOLUTION OF THE CITY OF COPPELL, TEXAS, ADOPTING GUIDELINES AND CRITERIA FOR TAX ABATEMENT AGREEMENTS; AUTHORIZING ITS EXECUTION BY THE MAYOR; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, enhancement of the local economy is in the best interest of the citizens of the City of Coppell; and WHEREAS, the establishment of economic development incentives such as tax abatement may encourage enhancement of the local economy; and WHEREAS, the City Council of the City of Coppell desires to continue to elect to be eligible to participate in tax abatement and to continue the previous criteria and guidelines governing tax abatement agreements, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. The City of Coppell, Texas, hereby continues its election to participate in tax abatement as authorized by the Property Redevelopment and Tax Abatement Act of the State of Texas. SECTION 2. The “CITY OF COPPELL, TEXAS GUIDELINES AND CRITERIA GOVERNING TAX ABATEMENT AGREEMENTS,” attached hereto as Exhibit “A”, be and the same are hereby adopted as the amended guidelines and criteria governing tax abatement agreements for the City of Coppell and shall govern all tax abatement matters considered by the City from and after the effective date of this resolution. The City Council shall not enter into a Tax Abatement Agreement unless it finds that the terms of and the property the subject of the agreement meet the applicable guidelines and criteria herein adopted. Provided, however, any agreement executed pursuant to previously adopted guidelines and criteria shall be governed by the applicable guidelines and criteria in effect at the time of the execution of such agreement. 2 SECTION 3. This resolution shall become effective upon its passage as the law in such cases provides. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the ______ day of _____________, 2022. CITY OF COPPELL, TEXAS ___________________________________________ WES MAYS, MAYOR ATTEST: ___________________________________________ ASHLEY OWENS, CITY SECRETARY APPROVED AS TO FORM: CITY ATTORNEY (PGS:4-23-21: TM 122055) 3 EXHIBIT “A” (see attached) 4 ECONOMIC DEVELOPMENT INCENTIVE POLICY & APPLICATION City of Coppell Economic Development 255 Parkway Boulevard Phone: (972) 304-3677 Date:_________________________ Information may be submitted on this form using extra pages where necessary or submitted as a separate application document addressing the matters listed herein. Applications must be filed with the Community Development Department. No project currently under construction or completed will receive consideration for any type of incentive. Incentives will be considered for projects as an inducement to locate in Coppell; therefore, the application must be submitted prior to any location decision being made. NAME OF APPLICANT: Name ______________________________________________________________________ ______ Company ________________________________________________________________________ Address _________________________________________________________________________ City, State, Zip ___________________________________________________________________ Telephone Number ________________________________________________________________ E-Mail _________________________________________________________________________ APPLICANT’S REPRESENTATIVE: Name ___________________________________________________________________________ Company ________________________________________________________________________ Address _________________________________________________________________________ 5 City, State, Zip ___________________________________________________________________ Telephone Number ________________________________________________________________ E-Mail _______________________________________________________________________ GENERAL PURPOSE AND OBJECTIVES OF INCENTIVES: The City of Coppell is committed to promoting economic growth, quality development and the ongoing improvement in the quality of life for all Coppell citizens. To help meet these objectives, the City of Coppell will, on a case-by-case basis, give consideration to provide economic incentives as a stimulus for quality economic development in the city including business attraction, retention, expansion and redevelopment. The purpose of such incentives is to encourage development from those companies that enhance the overall economic strength of the Coppell economy through the creation of a broader tax base, revitalization to distressed areas and/or quality jobs for Coppell citizens. Equally, the purpose is to attract and/or retain those companies that will become good corporate citizens, meeting the goals and objectives of the City of Coppell. OBLIGATION: Nothing herein shall imply or suggest that the City of Coppell is under any obligation to provide economic incentives to any applicant. All incentives are subject to availability of funding. TYPES OF INCENTIVES: The City of Coppell can offer the following types of incentives: • Chapter 312 Tax Abatements – Qualifying companies can receive tax abatements for both new and expanding facilities. The abatement only applies to any new and/or improved value for both real and business personal property. The cost of land, the value of supplies and the value of inventory cannot be included in computing the amount of taxable value for the property. • Chapter 380 Economic Development Grants – Economic Development grants can be considered on a case-by-case basis for a variety of purposes including, but not limited to, façade grants, sales tax rebates, employee relocation assistance and redevelopment. Grants will be issued utilizing Chapter 380 of the Texas Local Government Code. • Fee Waivers – A maximum of a 50% waiver of Roadway Impact Fees and Building Permit Fees can be granted on a case-by-case basis. • Freeport Tax Exemption – Coppell is a Triple Freeport Community with the City, Dallas County and Coppell Independent School District offering Freeport tax exemption. Freeport tax exemption allows taxing authorities to exempt taxes on goods that are detained in the State of Texas for purposes of assembling, storing, manufacturing, processing or fabricating by the company that acquired or imported the property. To qualify for the exemption, the goods must be transported out of the State of Texas no later than 175 days after the date that the property was acquired or imported. • Expedited Permitting – The City has implemented an expedited permitting process for those tenant finish-out projects that are designated as economic development opportunities for the city. The expedited process allows the tenant to sign a “Hold Harmless” waiver after building plans 6 have been submitted in order to begin construction while the building official conducts a full plan review. • Foreign Trade Zones – The City of Coppell will give consideration to issuing a letter of support for FTZ status. If the City approves a letter, the City will work with Coppell Independent School District for the same letter of support from that taxing jurisdiction. CRITERIA: Each application will be reviewed on a case-by-case basis taking into consideration the project’s fiscal impact, community impact and employment impact to the City of Coppell. The city desires to diversify the tax base and to provide unique offerings to all Coppell residents. The applicant must provide a written narrative detailing how a development/project meets the specified criteria. Recommendations for incentives will be based upon evaluation of the following: 1. Please describe the project being considered for incentives (i.e. shell building, build-to-suit, tenant lease, redevelopment, expansion, etc.) and the proposed use (i.e. industrial, office, retail, mixed- use): 2. What is the address and/or legal description of the property for the proposed project? 3. What is the estimated value of land and approximate acreage of the property? 4. Is this an existing Coppell business? If so, where is the company currently located? If this is a relocation, what is the reason for the move? 5. If the business is new to Coppell, will the Coppell location be a start-up, new location, or relocation? If a relocation, where is the company currently located? 6. Is this a branch facility or a headquarters location? 7 7. What is the estimated taxable value of the real property (excluding land)? 8. What is the estimated value of the FF&E (furniture, fixtures and equipment)? 9. What is the square footage for the project/tenant lease? 10. Describe the type of product the proposed company produces. Are any hazardous materials involved? 11. Will the applicant be the owner or lessee? If lessee, what is the duration of the lease being considered? 12. What is the projected number and average salary of full-time employees at the proposed facility? 13. Are the jobs likely to be filled by Coppell’s labor force? If not, what is the estimated number of employees that would possibly relocate their residence to Coppell? 14. What is the estimated value of the end-of-year inventory and percentage subject to Triple Freeport Exemption? 15. What is the estimated amount of total annual sales that will be subject to State Sales & Use Tax and sourced to Coppell? 16. What will be the hours of operation? 8 17. What is the location of the corporate headquarters? Are there any existing facilities in the Dallas- Fort Worth area? 18. What types and values of public improvements, if any, will be made by the applicant? 19. Does or can the project meet all relevant zoning, subdivision and other legal requirements? 20. Is the project consistent with the comprehensive plan of the city? 21. What other cities are being considered for this project? 22. Will this company generate hotel room nights? If so, what is the average annual estimate? 23. Is the company locally owned? A project submitted for tax incentives shall be subject to fiscal impact analysis to determine whether or not the services required for the facility will exceed the amount of taxes generated if an incentive was provided. No tax incentive will be offered to a project that generates negative costs to the city. 9 SUBMITTAL GUIDELINES: Applicant should submit to the Office of Economic Development the following: 1. A completed application form addressing the criteria and guidelines listed on the previous pages. 2. A legal description of the property (if a portion of a larger platted piece of property, a separate legal description for the subject area is required). 3. A plat showing the precise location of the property . Applications must be submitted to: City of Coppell Attn: Mindi Hurley, Director of Community Development 255 Parkway Blvd. Coppell, TX 75019 mhurley@coppelltx.gov To discuss all potential incentives, please contact Mindi Hurley at (972) 304-3677 or mhurley@coppelltx.gov. * All incentive packages are subject to final approval by City Council. Should the terms of the tax incentive agreement subsequently not be satisfied, the tax incentive shall be null and void and all incentives will immediately become due and payable to the City of Coppell. Provisions to this effect will be incorporated into the agreement. 10 OLD TOWN COPPELL TAX INCENTIVE POLICY I. Location: For the purpose of this incentive policy, Old Coppell is considered to be any land generally located within the boundaries of the map attached as Appendix A. II. Purpose: The City of Coppell seeks to promote and develop Old Coppell through specialized incentives that encourage new development as well as preservation and rehabilitation of existing development. The development of Old Coppell will act as a tool for creating a sense of place based on Coppell’s unique, natural and cultural assets. This comprehensive policy for promoting physical revitalization and financial reinvestment in Old Coppell is designed to attract visitors to the area, encourage preservation of existing assets and add new and exciting uses to the vicinity. The purpose of this policy is to provide general guidelines and application instructions for proceeding through the incentive process in Old Coppell. Assessment for financial assistance shall be on an individual basis; therefore, each incentive package will be considered case-by-case and requires final approval from the Coppell City Council or their designee. The total package of incentives is generally designed to enhance the economic viability of awarded projects. This approach will allow the City the flexibility necessary to satisfy the unique needs and concerns of each applicant and the needs and concerns of the City and its citizens. 11 This policy does not imply or guarantee that the City of Coppell will provide tax incentives to any applicant. III. Criteria for Economic Development Incentives: Incentives shall be awarded based on the degree to which the proposed project meets the goals and objectives of the City for Old Coppell. All projects must meet the following minimum criteria to be considered for any tax incentives: (1) Project must be compatible with the Old Coppell Master Plan and character of Old Coppell in the sole opinion of City Council; (2) Project must meet the minimum development standards and design guidelines set forth in the Coppell Zoning Ordinance. Additional criteria are listed for each type of available incentive. Each applicant must complete the Old Coppell Incentive Application attached as Appendix B and submit a site plan package with the application. IV. Available Incentives: Incentives may be granted for eligible facilities on all or a portion of the increased taxable value of the property over the base year value. Tax Abatements Applicants may receive up to a 75% abatement of real and personal property taxes for a maximum of 5 years. Duration and amount of abatement granted will be based upon capital investment and impact of the project to the area. Abatements are limited to new and/or improved property value. To qualify, the project must have a minimum combined real property and business personal property investment of two-hundred thousand dollars. Projects not meeting this criteria may still be considered and qualify for a smaller incentive based upon City Council’s discretion. Sales Tax Rebates For businesses that generate sales tax revenue in the City of Coppell, a rebate of the City’s portion of sales tax may be granted. Businesses must have a minimum of two-hundred 12 fifty thousand dollars in annual sales to qualify for the sales tax rebate incentive. Up to 100% of the 1% collected by the city may be rebated for a maximum of 3 years. Rebates will occur once per year during the month of April. Projects not meeting this criteria may still be considered and qualify for a smaller incentive based upon City Council’s discretion. Fee Waivers Projects that qualify may receive up to a 50% waiver of Roadway Facilities Impact Fees, Building Permit Fees or both. Development Incentive The Development Incentive is designed to help spur development in Old Coppell. Applicants can apply for a development incentive to receive reimbursement of typical industry standard loan closing costs. Each applicant is limited to a maximum incentive of $5,000 and will be approved on a case-by-case basis. To qualify for this incentive, the applicant must use a lending institution located within the city limits of the City of Coppell for financing on property, and the applicant must close on the property within 90 days of incentive approval from the City. The applicant must submit the closing cost estimates at the time of incentive consideration. Once the applicant has closed on the property and the loan, documentation must be provided from the Coppell lending institution of choice showing actual closing costs. No reimbursements will be made until the property is under construction and proper documentation has been provided. Façade Grants The City of Coppell has dedicated a pool of funds to aid in the rehabilitation and restoration of the exterior facades of existing property in Old Coppell. The pool of funds will be distributed on a first come, first served basis, and approved projects will be awarded an amount equal to 50% of the actual costs to renovate the exterior façade. The minimum project cost to be considered is $3,000. To qualify for a façade grant, exterior façade renovations must include improvements such as appropriate windows, doors, awnings/canopies, shutters and signage, and any other acceptable improvement - not simply painting the exterior of the building. Projects may include rehabilitation to the entire exterior façade, but to be considered for a grant, the aforementioned improvements must also enhance the street appeal of the structure. Applicant must submit plans for construction prior to the start of the project along with bids for the improvements. All plans will need to be reviewed and approved by the Planning staff prior to commencement of the project. If plans are rejected, the applicant has the right to appeal to the Planning and Zoning Commission. The project must meet the standards for construction stated within the Historic District of the Zoning Ordinance, the Old Coppell Design Guidelines and other applicable codes. The applicant must begin the project within 90 days of approval and must complete the project within 12 months after commencing. Extensions can be 13 approved on a case-by-case basis at the City’s discretion. If approved for a grant, the City of Coppell will rebate 50% of construction costs and material costs once an applicant has completed their structure. Applicant should submit to the City of Coppell receipts at the end of the project, and the City will issue reimbursement checks once per year during the month of April. Regardless of the project cost, the total amount awarded will be capped at $25,000 per structure. 14 Appendix A Old Coppell Boundary Map 15 Appendix B Old Coppell Incentive Application City of Coppell Office of Economic Development 255 Parkway Boulevard Coppell, TX 75019 Phone: (972) 304-3677 Fax: (972) 304-3673 Date:___________________ Information may be submitted on this form using extra pages where necessary or submitted as a separate application document addressing the matters listed herein. NAME OF APPLICANT: __________________________________________________________________ Name __________________________________________________________________ Address __________________________________________________________________ City State Zip Code ________________________ ______________________________ Telephone Number Fax Number APPLICANT’S REPRESENTATIVE: __________________________________________________________________ Name __________________________________________________________________ Address __________________________________________________________________ City State Zip Code ________________________ ______________________________ Telephone Number Fax Number 16 Applicant must provide a written narrative detailing how a development/project meets the following minimum requirements: 1. What is the address and/or legal description of the property for the proposed facility? 2. What is the proposed use of the facility? 3. What is the estimated value of the land and approximate acreage of the property? 4. Size of building: 5. Size of suite: 6. The project makes a substantial contribution to redevelopment efforts. 7. The project is consistent with the character of Old Coppell. 8. What is the estimated cost of the project? 9. What is the projected employment number at the proposed facility and the estimated average salary? 10. What is the estimated value of the building? 11. What is the estimated value of the FF&E (Furniture, Fixtures & Equipment)? 17 12. Will the facility be a shell building or a build-to-suit? 13. What is the estimated amount of annual sales subject to State Sales & Use Tax? 14. What will be the hours of operation? 15. What is the general nature of the business? 16. Location of company headquarters. Are there any existing facilities in the Coppell or Dallas-Ft. Worth area? 17. What types and values of public improvements, if any, will be made by the applicant? 18. Will the applicant be the owner or lessee? If lessee, are occupancy commitments already existing? If yes, how long? 19. Does or can the project meet all relevant zoning, subdivision and other legal requirements? 20. Is the project consistent with the comprehensive plan of Old Coppell? 21. Does the project pose any negative environmental, operational, visual or other impact (i.e. pollution, noise, traffic congestion, etc.)? 18 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6257 File ID: Type: Status: 2022-6257 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: ReportFile Name: Title: Notes: Sponsors: Enactment Date: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6257 Page 1City of Coppell, Texas Printed on 4/22/2022 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2022-6255 File ID: Type: Status: 2022-6255 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 04/19/2022File Created: Final Action: ReportsFile Name: Title: A.Report on Carrollton/Farmers Branch ISD and Lewisville ISD - Councilmember Mark Hill B.Report on Coppell ISD - Councilmember Kevin Nevels C.Report on Coppell Seniors - Councilmember John Jun Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2022-6255 Title A.Report on Carrollton/Farmers Branch ISD and Lewisville ISD - Councilmember Mark Hill B.Report on Coppell ISD - Councilmember Kevin Nevels C.Report on Coppell Seniors - Councilmember John Jun Summary Page 1City of Coppell, Texas Printed on 4/22/2022