WA9302-CS 950330 MEMORANDUM
TO: Jim Win, City Manager
FROM: Kenneth M. Griffin, P.E., Assistant City Manager/City Engineer ~a[
DATE: March 30, 1995
SUBJECT: Landscape Service Contract for the Village Parkway Pump Station / WA 93-02
At the March 8, 1995 Staff Meeting, while reviewing the agenda I noted that an agenda item had
been brought forth for landscape maintenance and did not include the Village Parkway Pump
Station in the caption. When I asked Sheri Moino whether or not it was being included, she said
yes, it was being included, but had been omitted from the caption.
It was my understanding, based on that conversation, that the maintenance cost for the Village
Parkway Pump Station was being included in the contract. I have attached a copy of Kathleen's
minutes for that meeting. In the first section you can see that it states that the Village Parkway
Pump Station should be included in the caption.
When the contract was actually awarded, I was somewhat surprised to immediately learn that
the Village Parkway Pump Station was not included in the bid because an assumption had been
made that funds were not available based on prior conversations that that department had not
budgeted funds. While it is true that we did not budget funds, we had requested that we be
included in the bid process with the full intention that once the bids were received we would be
given an opportunity to transfer funds around.
In the past I have shared my opinion with you that with the limited staff, it is very difficult to
dedicate almost a full-time person for five to six months of the year to maintain a facility. The
total bid price to include the Village Parkway Pump Station was $8,100. This included mowing
and edging from April 7 to October 27. There was money available in the budget, and that
money has already been transferred to an account to handle this.
Because we were omitted from the original aware, at this point we have to go through an
addendum to the contract. Howard Pafford has been in contact with Jim Ragsdill, and has been
informed that you as City Manager can approve an addendum to the contract as long as it does
not exceed 25 % of the original contract and does not exceed $15,000.
This meets both of those requirements. Therefore, if you concur with the position I have taken
on this to transfer funds to include the mowing and maintenance of the Village Parkway Pump
Station, please sign below and return this so I can start the process of having the addendum
drawn up to officially include this in the contract.
Concurrence: ..... DATE:
ager
City of Coppell
Staff Meeting
Wednesday, March 8, 1995
MINUTES
The meeting was called to order at 8:40 a.m. by City Manager, Jim Witt. Those present were
as follows:
David Miller Alan Johnson
Shad Moino for Steve Goram Vivyon Bowman
Ken Griffin Clay Phillips
Gary Sieb Linda Grau
Pete Smith Lynn Romeo
Kathleen Roach Donna Jenkins
Absent: Steve Goram and Frances Moore
Review Council Meeting Agenda, March 14, 1995:
The agenda was reviewed and the following adjustments were noted: correct verbiage for the
Executive Session item on personnel matters; Consent Agenda item K, change caption by
eliminating Bid No. and inserting "renew contract" and eliminate words "and reject all bids for
\
" t' Section 2." Item L. should also include the Villa[e Parkwa}, pump station in the caption. It was
also noted that Item H (The Enclaves on the Parkway) may be pulled from Consent by the
Council. One item will be added to the Consent Agenda regarding the bid to move the Library.
Jim Witt will contact Norma Alexander and Lanny Mayo to see if they are ready with a P&Z
appointee and add to the agenda if necessary.
Review Council Calendar: Linda Grau reviewed the calendar and the following items were
added: March 20, 7:00 p.m. meeting with HOA representatives regarding Sandy Lake Road/TU
transmission lines. Also, April 1st is Trash Off Day.
Mid-Year Budget Update: Jim Witt will be meeting with Finance this week to go over some
of the details regarding mid-year budget. Our revenues are not what they have been in the past,
so there won't be large amounts of monies available for major mid-year adjustments. More
information on the timetables will be forthcoming within the next two weeks.
Open Records Information: City Attorney, Pete Smith, gave Staff an overview on the Texas
Open Records Act and how it affects our response to requests for information. Everything is
presumed to be a public document - only in special instances is a document considered
"privileged" and therefore exempt. Even if "privileged," a document is still subject to disclosure
under specific circumstances. If a document's disclosure would cause a violation of privacy
(highly embarrassing or intimate information) or some statute governs it, i.e. information about
juveniles, attorney/client privileged information, then it can be exempted.
(OVER)
- . -- 1
There was some discussion about the costs related to filling open records requests and Pete
advised that all departments should have a copy of the guidelines regarding costs, etc. Linda
Grau will provide copies to Staff.
Pete advised further, if you reply to a request and later discover that the reply was incorrect or
not complete, you must let Linda Grau know and supply this information to her. Occasionally,
errors do occur and the City Secretary will then supply the amended information to the
requestor.
Pete also recommended that some guidelines be established by the City regarding filling Open
Records requests. After some general discussion, Jim Witt suggested that he, Pete and Linda
Grau continue the discussion and establish some City policies. When these guidelines are in
place, a workshop will be conducted for Staff so that everyone has the correct information for
handling Open Records requests.
Jim Witt called a 15 minute break at 10: 15.
Donna Jenkins joined Staff when the meeting resumed at 10:30 to discuss the Call Back policy.
Next week the personnel policies on Appeals and Discipline will be discussed.
The meeting adjourned at approximately 11:15 a.m.
....... .~ ResPectf. ul_lY,..su_bmitted, , '~ --.
Kathleen Roach
minutes0.308
/I