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Home My WebLink About2017-10-03 Regular Meeting �� CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING AGENDA � � ' � TUESDAY OCTOBER 3 2017 GRAPEVINE CITY HALL, SECOND FLOOR 200 SOUTH MAIN STREET GRAPEVINE, TEXAS 5:15 p.m. Call to Order - Council Chambers 5:15 p.m. Executive Session - City Council Conference Room 5:30 p.m. Regular Council Meeting - Council Chambers CALL TO ORDER: 5:15 p.m. — City Council Chambers EXECUTIVE SESSION: 1. City Council to recess to the City Council Conference Room to conduct a closed session relative to: A. Real property relative to deliberation to the purchase, exchange, lease, sale or value of real property (City facilities, Public Works, and the 185 acres) pursuant to Section 551.072, Texas Government Code. B. Conference with City Manager and Staff to discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate, stay, or expand in the City; deliberate the offer of a financial or other incentive; with which businesses the City is conducting economic development negotiations pursuant to Section 551.087, Texas Government Code. City Council will reconvene in open session in the City Council Chambers and take any necessary action relative to items discussed in Executive Session. REGULAR MEETING: 5:30 p.m. — City Council Chambers 2. Invocation: Mayor Pro Tem Darlene Freed 3. Posting the Colors, American Pledge of Allegiance and Texas Pledge of Allegiance: Boy Scout Troop 555 CITIZEN COMMENTS 4. Any person who is not scheduled on the agenda may address the City Council under Citizen Comments by completing a Citizen Appearance Request form with the City Secretary. In accordance with the Texas Open Meetings Act, the City Council is restricted in discussing or taking action during Citizen Comments. City Council October 3, 2017 Page 2 PRESENTATIONS 5. Mayor Tate to present proclamation recognizing National Night Out. NEW BUSINESS 6. Consider Resolution No. 2017-082 expressing intent to finance expenditures to be incurred relative to the award of an engineering service contract with Huitt- Zollars Inc. for the design of roadway, streetscape, landscaping, pedestrian, and bicycle improvements along the Dallas Road Corridor / Cottonbelt Trail from William D. Tate Avenue to Texan Trail, Ordinance No. 2017-064 amending the Fiscal Year 2017 Capital Budget and take any necessary action. CONSENT AGENDA Consent items are deemed to need little Council deliberation and will be acted upon as one business item. Any member of the City Council or member of the audience may request that an item be withdrawn from the consent agenda and placed before the City Council for full discussion. Approval of the consent agenda authorizes the City Manager, or his designee, to implement each item in accordance with Staff recommendations. 7. Consider Ordinance No. 2017-065 appropriating and transferring funds to Public Agencies Retirement Services (PARS) for the purpose of funding the Other Post Employment Benefits (OPEB) Trust. Chief Financial Officer recommends approval. 8. Consider Ordinance No. 2017-066 authorizing the sale of Series 2017 Tax Notes in the aggregate principal amount of approximately $975,000 to "the Purchaser" which provides the lowest bid. Chief Financial Officer recommends approval. 9. Consider declaring certain items surplus property and authorizing their sale through public auction. Chief Financial Officer recommends approval. 10. Consider the renewal of an annual contract for enterprise sourcing services with Ion Wave Technologies, Inc. Chief Financial Officer recommends approval. 11. Consider renewal of an annual contract for financial system support services with STW, Inc. Chief Financial Officer recommends approval. 12. Consider Resolution No. 2017-083 authorizing the approval of the City Investment Policy pursuant to the provisions of the Public Funds Investment Act, Chapter 2256, Texas Government Code. Chief Financial Officer recommends approval. 13. Consider Resolution No. 2017-084 authorizing the approval of a personal service contract with renewals for data center system and network administration from LEAF TCS. Chief Technology Officer recommends approval. City Council October 3, 2017 Page 3 14. Consider renewal of annual contracts for the purchase trees and large shrubs with Fannin Tree Farm, Southwest Wholesale Nursery and Unique Landscaping Design and Construction. Parks and Recreation Director recommends approval. 15. Consider the award of an informal request for quote to purchase Christmas structures from Mecca Design and Production and consider the cancelation of a previous award for the same from Short Bus Productions. Parks and Recreation Director recommends approval. 16. Consider the award of RFB 458-2017 as a multiple award contract to Big Sandy Sand, DFW Materials, Liberty Sand and Gravel and Martin Marietta Materials for aggregate materials. Public Works Director recommends approval. 17. Consider a contract for land acquisition services with Teague, Nall, and Perkins, Inc. Public Works Director recommends approval. 18. Consider Ordinance No. 2017-067 abandoning a 5-foot wide drainage and utility easement on Lot 19, Block A, Western Oaks Estates Section III. Public Works Director recommends approval. 19. Consider the minutes of the September 19, 2017 Regular City Council meeting. City Secretary recommends approval. Pursuant to the Texas Open Meetings Act, Texas Government Code, Chapter 551.001 et seq, one or more of the above items may be considered in Executive Session closed to the public. Any decision held on such matterwill be taken or conducted in open session following conclusion of the executive session. ADJOURNMENT In accordance with the Open Meetings Law, Texas Government Code, Chapter 551, 1 hereby certify that the above agenda was posted on the official bulletin boards at Grapevine City Hall, 200 South Main Street and on the City's website on September 29, 2017 by 5:00 p.m. Rap _ F Al Shawna Barnes s i a Assistant City Secretary Y %•� If you plan to attend this public mee ng and you have a disability that requires special arrangements at the meeting, please contact the City Secretary's Office at 817.410.3182 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Regular Session on this the 3rd day of October, 2017 in the City Council Chambers, Second Floor, 200 South Main Street, with the following members present: William D. Tate Darlene Freed Sharron Spencer Mike Lease Chris Coy Duff O'Dell Paul Slechta Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Council Member constituting a quorum, and with the following members of the City Staff: Bruno Rumbelow Jennifer Hibbs Matthew C.G. Boyle Tara Brooks Call to Order City Manager Assistant City Manager Assistant City Attorney City Secretary Mayor Tate called the meeting to order at 5:16 p.m. Council Member Coy arrived at 5:18 p.m. EXECUTIVE SESSION Mayor Tate announced the City Council would recess to the City Council Conference Room to conduct a closed session regarding: Item 1. Executive Session A. Real property relative to deliberation to the purchase, exchange, lease, sale or value of real property (City facilities, Public Works, and the 185 acres) pursuant to Section 551.072, Texas Government Code. B. Conference with City Manager and Staff to discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate, stay, or expand in the City; deliberate the offer of a financial or other incentive; with which businesses the City is conducting economic development negotiations pursuant to Section 551.087, Texas Government Code. The City Council recessed to the City Council Conference Room and began the closed session at 5:18 p.m. The closed session ended at 5:48 p.m. City Council reconvened in open session in the Council Chambers to determine if there was any action due as a result of the Executive Session. Mayor Tate asked if there was any action necessary relative to Section 551.072 or Section 551.087. City Manager Rumbelow stated there was no action necessary. NOTE: City Council continued with the Regular portion of the Agenda in open session in the City Council Chambers. REGULAR MEETING Call to Order Mayor Tate called the meeting to order at 5:51 p.m. in the City Council Chambers. Item 2. Invocation Mayor Pro Tem Freed delivered the invocation. Item 3. Posting the Colors and American Pledge of Allegiance Boy Scout Troops 7, 1905, 700 and the Order of the Arrow posted the colors and led the Pledge of Allegiance. Item 4. Citizen Comments No one spoke during citizen comments. PRESENTATIONS Item 5. Mayor Tate to present proclamation recognizing National Night Out. Mayor Tate presented the proclamation declaring October 3, 2017 as National Night Out to Police Chief Eddie Salame. Chief Salame thanked the community and announced there were more than forty neighborhoods holding events for National Night Out. NEW BUSINESS Item 6. Consider Resolution No. 2017-082 expressing intent to finance expenditures to be incurred relative to the award of an engineering service contract with Huitt-_Zollars Inc. for the design of roadway. streetsca a landscaping,pedestrian, and bic cle improvements along the Dallas Road Corridor / Cottonbelt Trail from William D. Tate Avenue to Texan Trail, Ordinance No. 2017-064 amending the Fiscal Year 2017 Capital Budget and take any necessary action. Public Works Director Bryan Beck presented this item and answered questions from Council. City Manager Rumbelow answered questions from Council. The City was awarded $5,000,000 toward construction of the roadway and trail improvements for the Dallas Road Corridor / Cottonbelt Trail from the North Central Texas Council of Government Transportation Alternatives Set -Aside Program. The award City Council October 3, 2017 Page 2 requires 30% local match requirement. Huitt-Zollars, Inc. will design and construct the project for a proposed fee of $1,032,688. The resolution dictates the City will reimburse itself for the estimated cost of $7,130,000 associated with the project. The ordinance appropriates $7,130,000 in the General Fund and transfers the amount from the General Fund to the Capital Projects Streets Fund. Motion was made to approve Resolution No. expenditures relating to the engineering service amending the Fiscal Year 2017 Capital Budget. Motion: Coy Second: Freed 2017-082 expressing intent to finance contract and Ordinance No. 2017-064 Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 RESOLUTION NO. 2017-082 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE REIMBURSEMENT OF EXPENDITURES TO BE INCURRED FROM FUTURE TAX-EXEMPT OBLIGATIONS AND PROVIDING AN EFFECTIVE DATE ORDINANCE NO. 2017-064 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS; APPROPRIATING $7,130,000.00 IN THE GENERAL FUND AND TRANSFERING $7,130,000.00 FROM THE GENERAL FUND TO THE 178 CAPITAL PROJECTS STREETS FUND APPROPRIATING $7,130,000.00 IN THE 178 CAPITAL PROJECTS STREETS FUND FOR DALLAS ROAD DESIGN AND ENGINEERING SERVICES, DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE Consent Agenda Consent items are deemed to need little Council deliberation and were acted upon as one business item. Any member of the City Council or member of the audience may request that an item be withdrawn from the consent agenda and placed before the City Council for full discussion. There were no requests to remove any items from the consent agenda. Approval of the consent agenda authorizes the City Manager, or his designee, to implement each item in accordance with Staff recommendations. City Council October 3, 2017 Page 3 Item 7. Consider Ordinance No. 2017-065 appropriating and transferring funds to Public Agencies Retirement Services tPARS'f for the purpose of funding the Other Post Employment Benefits (OP_EB)Trust. Chief Financial Officer Greg Jordan recommended approval of the ordinance appropriating and transferring funds in the amount of $500,000 to the Public Agencies Retirement Services. The City Council approved a resolution to adopt the PARS Post - Retirement Health Care Plan Trust on October 18, 2016. The trust was established as part of the City's program of benefits in order to provide a funding source for retiree health care benefits. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 ORDINANCE NO. 2017-065 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS; APPROPRIATING $500,000.00 FROM THE TRUST AND AGENCY FUND UNAPPROPRIATED FUND BALANCE; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE Item 8. Consider Ordinance No. 20.17-066 authorizing the sale of Series 2017 Tax Notes in the aggregate principal amount of approximately $975,000 to "the Purchaser" which provides the lowest bid. Chief Financial Officer Jordan recommended approval of the ordinance authorizing the sale of Series 2017 Tax Notes. The 2017 Series Tax Notes are being issued to fund the acquisition of vehicles for various City departments and to pay for the issuance of the notes. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 ORDINANCE NO. 2017-066 AN ORDINANCE OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE ISSUANCE AND SALE OF CITY OF GRAPEVINE, TEXAS, TAX NOTES, SERIES 2017, IN THE AGGREGATE PRINCIPAL AMOUNT OF $970,000; LEVYING A TAX IN PAYMENT THEREOF; APPROVING A City Council October 3, 2017 Page 4 NOTE PURCHASE AGREEMENT; PRESCRIBING THE FORM OF SAID NOTES; AND ENACTING OTHER PROVISIONS RELATING TO THE SUBJECT Item 9. Consider declaring certain items surplus property and ,authorizing their sale through public auction. Chief Financial Officer Jordan recommend declaring certain items surplus property and authorizing their sale through public auction. The City currently has miscellaneous surplus items including vehicles, large work trucks, dump trucks, trailers, a fire truck, mower, blower, copiers, computers, laptops, a propane tank, fuel dispensers, push bars, an organizer, power tools, coins and miscellaneous water fittings ready for auction due to item age or condition. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Item 10. Consider the renewal of an annual contract for enterprise sourcing services with Ion Wave Technologies, Inc. Chief Financial Officer Jordan recommended approval of the annual contract for enterprise sourcing services in an annual amount of $21,100. The Ion Wave enterprise sourcing package automates the process of creating, issuing, awarding bids and managing contracts. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Item 11. Consider renewal of an annual contract „for financial system support services with STW, Inc. Chief Financial Officer Jordan recommend approval of the annual contract for financial system support services for an estimated amount of $62,621.95. The agreement provides for basic support services for issues related to the operation of the STW application software. Additional funding has been appropriated to cover special projects, tailored training, and other issues. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta City Council October 3, 2017 Page 5 Nays: None Approved: 7-0 Item 12. Consider Resolution No. 2017-083 authorizing the approval of the Cit Investment Policypursuant to the provisions of the Public Funds Investment Act, Chapter 2256, Texas Government Code. Chief Financial Officer Jordan recommended approval of the resolution approving the City Investment Policy. A few key changes to the policy include: a collateralization level of 102% of market value of principal and accrued interest on deposits, a rolling one year Treasury bill portfolio shall be the minimum yield objective, and the Investment Policy will be reviewed and adopted annually by the City Council. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 RESOLUTION NO. 2017-083 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, APPROVING THE CITY'S INVESTMENT POLICY Item 13. Consider Resolution No. 2017-084 authorizing the approval of a personal service contract with renewals for data center s stem and network administration from LEAF TCS. Chief Technology Officer Tessa Allberg recommended approval of the resolution authorizing a personal service contract for data system and network administration for an amount not to exceed $111,200. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 RESOLUTION NO. 2017-084 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PROCURE A PERSONAL SERVICES CONTRACT FOR DATACENTER SYSTEM NETWORK ADMINISTRATION FROM LEAF TCS AND PROVIDING AN EFFECTIVE DATE City Council October 3, 2017 Page 6 Item 14. Consider renewal of annual contracts for the purchase of trees and large shrubs with Fannin Tree Farm. Southwest Wholesale Nursery and Unique Landscapinq Desi n and Construction. Parks and Recreation Director Kevin Mitchell recommended approval of the annual contracts for the purchase of trees and large shrubs in an estimated amount of $355,000. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Item 15. Consider the award of an informal request for quote to purchase Christmas structures from Mecca Design and Production and consider the cancelation of a previous award for the same from Short Bus Productions. Parks and Recreation Director Mitchell recommended approval of the award of an informal request for quote to purchase Christmas structures for an amount not to exceed $49,000 and to cancel the previous award. This purchase is for a design/build of a "Grinch" like scene for Town Square during the holiday season. Short Bus Productions was approved by Council on August 1, 2017, but withdrew from the project due to time constraints. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Item 16. Consider the award of RFB 458-2017 as a multiple award contract to Big Sand Sand, DFW Materials, Liberty Sand and Gravel and Martin Marietta Materials for ag regate materials. Public Works Director Beck recommended approval of the award of RFB 458-2017 for the purchase of aggregate materials annual amount of $150,000. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Item 17. Consider a contract for land acquisition services with Teague. Nall. and Perkins. Inc. City Council October 3, 2017 Page 7 Public Works Director Beck recommended approval of the contract for land acquisition services in an amount not to exceed $100,000. The purpose of this contract is to establish third party support for acquisition of property required by the City for capital projects on an as -needed basis. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Item 18. Consider Ordinance No. 2017-067 abandoning a 5 -foot wide drainage and utility easement on Lot 19 Block A Western Oaks Estates Section III. Public Works Director Beck recommended approval of the ordinance abandoning a drainage and utility easement on Lot 19, Block A, Western Oaks Estates Section III. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 ORDINANCE NO. 2017-067 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, ABANDONING AND VACATING A DRAINAGE AND UTILITY EASEMENT LOCATED ON LOT 19, BLOCK A, WESTERN OAKS ESTATES, SECTION III IN THE CITY OF GRAPEVINE, TEXAS AS HEREINAFTER DESCRIBED; DECLARING AN EMERGENCY AND PROVIDING EFFECTIVE DATE Item 19. Consider the minutes of the September 19, 2017 Regular City Council meeting_ City Secretary Tara Brooks recommended approval of the minutes as provided. Motion was made to approve the Consent Agenda as presented. Motion: O'Dell Second: Coy Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 City Council October 3, 2017 Page 8 ADJOURNMENT Motion was made to adjourn the meeting at 6:03 p.m. Motion: Slechta Second: Spencer Ayes: Tate, Freed, Spencer, Lease, Coy, O'Dell and Slechta Nays: None Approved: 7-0 Passed and approved by the City Council of the City of Grapevine, Texas on this the 17th day of October, 2017. APPROVED: William D. Tate Mayor ATTEST: GRAPE` Tara Brooks t m City Secretary �1'.` City Council October 3, 2017 Page 9