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HomeMy WebLinkAboutAgenda 06-21-05 Names Tabs.doc AGENDA #2512 CITY COUNCIL MEETING CITY OF UNIVERSITY PARK, TEXAS CITY HALL COUNCIL CHAMBERS TUESDAY, JUNE 21, 2005 AT 5:00 P.M. 3:30-4:00 P.M. COMPUTER DEMONSTRATION 4:00-4:15 P.M. EXECUTIVE SESSION FOR CONSULTATION WITH CITY ATTORNEY UNDER SECTION 551.071 OF THE GOVERNMENT CODE 4:15-5:00P.M. WORK SESSION FOR AGENDA REVIEW I. INVOCATION - City Manager Bob Livingston II. PLEDGE OF ALLEGIANCE - City Manager Bob Livingston IlL INTRODUCTION OF STAFF - City Manager Bob Livingston IV. AWARDS & RECOGNITION CERTIFICATE OF APPRECIATION: Jo Ann Norton for 17 years of service to the City on the Zoning Ordinance Advisory Committee, Urban Design and Development Committee and the Planning & Zoning Commission - Tab I V. ITEMS FROM THE FLOOR Anyone wishing to address an item not on the Agenda or having questions about items on the Consent Agenda should do so at this time. Questions and comments regarding Main Agenda items may be made when that item is addressed by the City Council. VI. CONSENT AGENDA A. CONSIDER: Resolution and License Agreement for Max-A-Million Carriage Rides - Adams Tab II B. CONSIDER: Abandoning and accepting sanitary sewer easements at 6810 Turtle Creek Boulevard - Smallwood Tab III C. CONSIDER: Approval of final payment to SYB Construction - Smallwood Tab IV D. CONSIDER: Renewal of Cooperative Agreement with Dallas County for CDBG Program - Austin Tab V E. CONSIDER: Update for Second Quarter Strategic Goals - Smith Tab VI F. CONSIDER: Approval of City Council Meeting Minutes for June 7, 2005 - Wilson Tab VII VII. MAIN AGENDA A. PUBLIC HEAR1NG: Violations at 4364 Mockingbird Parkway - Corder Tab VIII B. CONSIDER: Code of Ordinances Amendment for pool construction regulations - Corder Tab IX C. DISCUSS: Development of traffic engineering study and possible reduction in residential speed limit - Smallwood Tab X D. CONSIDER: E. CONSIDER: F. CONSIDER: G. CONSIDER: XIV H. CONSIDER: Tab XV I. DISCUSS J. DISCUSS K. DISCUSS L. DISCUSS Bid award for modular news racks for Snider Plaza - Corder Tab XI Fall and holiday banners and park informational sign - Bradley Tab XII Renewal of all insurance coverage except health insurance -Hanford Tab XIII Request for two 15-minute parking spaces at 4518 Lovers Lane - Corder Tab Bid and award of contract for sanitation transfer station improvements - Speer : Naming of Central Expressway Linear Park - Bradley Tab XVI : Bid advertisement for sale of property at 4419 Worcola - Smallwood Tab XVII : Recommendation for Internal Audit Function - Austin Tab XVIII : Improvement plans for Goar Park - Livingston Tab XIX 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 items listed herein. 0 tO In recognition of her service and support on the Zoning Ordinance Advisory Committee, Urban Design and Development Advisory Committee and the Planning & Zoning Commission. H. Holmes, III, ~ Date AGENDA MEMO (06/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 17, 2005 Honorable Mayor and City Council Gary W. Adams, Chief of Police Max-A-Million Carriage Rides ITEM: Consideration of a Resolution authorizing Max-A-Million horse-drawn carriage rides through University Park during the Christmas holiday season, or between Thanksgiving and Christmas 2005. This is a business venture and riders will be charged a fee. These are the same horse-drawn carriage rides offered in Snider Plaza last year. It recommended that Max-A-Million Carriages be allowed to set up two additional signs this year in Snider Plaza at the points where customers will board the carriages. These two signs are to be set up and taken down at the beginning and end of each day of operation. It is also recommend that Max-A-Million be allowed to operate Wednesday through Sunday. RECOMMENDATION: Staff recommends approval of this request as a license allowing this request sets forth certain conditions, i.e., a $500.00 fee with $300.00 to be refunded if all conditions are met; cleaning of storage spaces and other areas affected by the horses; a design or plan for the use of the parking spaces to be approved by the Chief of Police; an indemnity clause; and a one million dollar public liability insurance policy with a Certificate of Insurance. Staff also recommends this approval with the understanding that City Council may change or may not approve the additional requests made by the Pendergraphs. ATTACHMENTS: 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31~AGENDA MEMO Pendergraphs 060705 (3).doc 10:14 AM 06/17/05 · Copy of License Agreement 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31~AGENDA MEMO Pendergraphs 060705 (3).doc 10:14 AM 06/17/05 66355 LICENSE AGREEMENT This License Agreement (this "Agreement"), between the City of University Park, Texas, a municipal corporation organized as a home rule city under the statutes of the State of Texas, and Dana Pendergraph d/b/a Max-a-Million Carriage ("Licensee"), is executed on the 21st day of June 2005, to be effective as herein stated. I. Licensee is in the business of furnishing horse-drawn carriage rides for a fee during holiday periods. By approving this license, the City Council authorizes the use of the public streets of the City for such purpose during the period between Thanksgiving and Christmas, 2005, subject to the approval of all routes, equipment, lighting, and safety markings of the carriages by the Chief of Police. II. Licensee also desires to use four on-street parking spaces on the south curb side of the 3500 block of Lovers Lane, adjacent to the swimming pool, for the parking of carriages and equipment for its carriage ride operation, the exact spaces to be used being subject to designation by the Chief of Police III. The City Council of the City of University Park finds that it will serve the public purpose to grant, and it does hereby grant, the Licensee a revocable license to use the parking spaces described herein between Thanksgiving and Christmas, 2005, under the conditions as herein set out. In consideration of such license, Licensee agrees to pay the City a license fee of $500. If Licensee meets the conditions of the Agreement and the requirements of the Chief, and cleans up the area at the end of the term hereof to the satisfaction of the City Manager, $300 of the fee will be refunded IV. Within thirty (30) days of the execution of this Agreement, the Licensee shall submit to the Chief of Police of the City of University Park a plan for the arrangement and design of the use of the parking spaces. The Chief shall, if he finds such plan to be appropriate, approve the plan and notify Licensee of such approval. If he shall suggest amendments or changes to the plan, then he will have the authority to do so and cause such amendments to be made as will satisfy him in his sole judgment. V. 66355 It is specifically required that at no time during the term of this license will Licensee allow the use of the parking spaces or the public streets of the City for its operations to interfere with or create a hazard to pedestrians or vehicles using Lovers Lane and the adjacent sidewalks. or any other public streets or public property of the City. VI. Licensee agree to indemnify and save harmless the City of University Park from any liability or damages the City may suffer as a result of claims, demands, suits, judgments, costs, or expenses, including expenses of litigation and attorneys, fees arising out of the use, maintenance, or operation of the Licensee's carriage rides, either in the parking spaces or on the public streets and other property of the City. VII. The City of University Park agrees to give Licensee written notice of any claim made against the City of University Park on the obligations indemnified herein. VIII. The Licensee agrees to carry and maintain public liability insurance in the face amount of not less than One Million Dollars, with a company or companies authorized to conduct business in the State of Texas. The City and its officers, agents, and employees will be named as additional insureds in such policy or policies. Licensee will furnish proof of insurance, including a copy of the policy or policies and a Certificate of Insurance, to the Risk Manager of the City. The Certificate will provide that the City be given notice by the insurer within ten days if such policy is cancelled or terminated for any reason. IX. This License may be terminated by either party, provided that if the City of University Park shall undertake to terminate and cancel this License, at least thirty (30) days' written notice will be given to Licensee. X. Miscellaneous A. This license shall not be assignable by Licensee. B. This Agreement shall be performable only in University Park, Texas. C. This Agreement shall be governed by the laws of the State of Texas, and venue of any action to enforce or construe the same shall lie exclusively in Dallas County, Texas. D. This is the entire agreement of the parties with respect to the subject matter and shall supercede any prior agreement, written or oral, with respect thereto. E. This Agreement may be amended only by writing signed by both parties. F. This Agreement has been duly authorized by the City Council of the City of University Park, Texas, and the City Manager has been directed to sign the same on behalf of the City. IN WITNESS WHEREOF, the parties have executed this document in duplicate originals, this the 21 st day of June 2005. CITY OF UNIVERSITY PARK 3800 University Boulevard Box 8005 Dallas, Texas 75205-0005 By: Bob Livingston, City Manager MAX-A-MILLION CARRIAGE By: Dana Pendergraph 66355 66355 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS, APPROVING A REVOCABLE LICENSE AGREEMENT WITH DANA PENDERGRAPH, D/B/A MAX-A-MILLION CARRIAGE FOR THE USE OF CITY STREETS AND PROPERTY; AUTHORIZING EXECUTION BY THE CITY MANAGER; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the operation of a business furnishing horse-drawn carriage rides to the public on the streets and public parking areas of the City requires issuance of a revocable license by the City Council; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS: SECTION 1. That the revocable license agreement, by and between the City of University Park and Dana Pendergraph d/b/a Max-a-Million Carriage, a copy of which is attached hereto as Exhibit "A" and made part hereof for all purposes, is hereby approved in all respects. SECTION 2. That the City Manager is hereby authorized and directed to execute the license agreement on behalf of the City and to perform such other administrative steps as are necessary to give effect to the agreement on behalf of the City. SECTION 3. This resolution shall take effect immediately from and after its passage, and it is accordingly so resolved. DULY PASSED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS, on the __ day of__ 2005. APPROVED: JAMES HOLMES, iii, MAYOR ATTEST: APPROVED AS TO FORM: NiNA WILSON, CITY SECRETARY CITY ATTORNEY (RLDmeh090104) Page 1 67327 AGENDA MEMO (06-21-05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Bob Livingston City Manager Gene R. Smallwood, P.E. Director of Public Works Consider Ordinance No. abandoning a sanitary sewer easement across the residential property located at 6810 Turtle Creek Blvd. and accepting an easement for the relocated sanitary sewer. Background. The owner of the property at 6810 Turtle Creek Blvd. is constructing a new home, and the City's sanitary sewer main along the rear of the property was in conflict with both the existing structure and the proposed new home. The owner paid for the relocation of the sewer. However, even though the sewer is abandoned, the City retains an easement along the old alignment. The owner is requesting that the City abandon its property right to that easement, for which he will convey a new easement along the new sewer alignment. This abandonment is somewhat different than in past cases, where the property owner paid for the easement or right-of-way. In this instance, the property owner is "trading" easements with the City. Recommendation. Staff recommends City Council approval of the enabling ordinance to abandon a sanitary sewer easement across the residential property located at 6810 Turtle Creek Blvd. and accept an easement for the relocated sanitary sewer. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31~AM San Sewer aband 6801 TC Blvd 06 21 05.doc 2:02 PM 06/16/05 ORDINANCE NO. AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, ABANDONING A SANITARY SEWER EASEMENT AS MORE PARTICULARLY DESCRIBED IN EXHIBIT "A", TO THE ABUTTING OWNERS, CHRIS J. CARRIE AND ELLEN Z. CARRIE, IN CONSIDERATION OF THE DEDICATION OF A SANITARY SEWER EASEMENT TO THE CITY; PROVIDING FOR THE FURNISHING OF A CERTIFIED COPY OF THIS ORDINANCE FOR RECORDING IN THE REAL PROPERTY RECORDS OF DALLAS COUNTY, TEXAS, AS A QUITCLAIM DEED OF THE CITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of University Park, Texas, has determined that a certain sanitary sewer easement, described in Exhibit "B", is no longer needed or necessary for public purposes by the City; and WHEREAS, the abutting property owners have agreed to execute and deliver to the City a sanitary sewer easement, described in Exhibit "A", in exchange for the interest being released and conveyed; Now, Therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS: SECTION 1. That for and in consideration of the execution and delivery of a sanitary sewer easement from the abutting owners to the City of University Park, in the form set out in Exhibit "A" attached hereto, the City of University Park hereby abandons and quitclaims in favor of the abutting owners, Chris J. Carrie and Ellen Z. Carrie, all that certain tract or parcel of land more particularly depicted and described in Exhibit "B" (3 pages), attached hereto and made a part hereof for all purposes, the same as if fully copied herein, consisting of 1,826.31 square feet (.0419 acres), more or less, of a sanitary sewer easement, in the City of University Park, Dallas County, Texas. SECTION 2. That the rights being abandoned in the property described in Exhibit "B" consist of a sanitary sewer easement as shown in said Exhibit. SECTION 3. That the City of University Park does not abandon any other interest other than that described in Exhibit "B", but does hereby abandon all of its right, title, or interest, either in fee simple or by easement, or otherwise, in the described property, together with any and all improvements thereon. 74659 SECTION 4. That upon delivery of a fully executed Sanitary Sewer Easement in the form set out in Exhibit "A", the City Secretary is directed to prepare a certified copy of this ordinance and furnish the same to Chris J. Carrie and Ellen Z. Carrie, and the recording of this abandonment ordinance in the real property records of Dallas County, Texas, shall serve as a quitclaim deed of the City of University Park to the said Chris J. Carrie and Ellen Z. Carrie, of such right, title or interest of the City of University Park in and to such sanitary sewer easement described in Exhibit "B", either in fee simple or by easement or otherwise. SECTION 5. This ordinance shall take effect immediately from and after its passage, as the law and Charter in such cases provide. DULY PASSED by the City Council of the City of University Park, Texas, on the 21sday of June 2005. APPROVED: XPRROVED AS TO FORM:f--.. CITY ATTORNEY (RLD/05-31-05) JAMES H. HOLMES III, MAYOR ATTEST: NINA WILSON, CITY SECRETARY 74659 SANITARY SEWER EASEMENT THE STATE OF TEXAS§ COUNTYOF DALLAS § KNOW ALL MEN BY THESE PRESENTS: That Chris J. & Ellen Z. Carrie ("Grantor"), for and in consideration of the sum of Ten and No/100ths Dollars ($10.00) and other good and valuable considerations to Grantor, in hand paid by the CITY OF UNIVERSITY PARK, TEXAS, ("Grantee"), the receipt and sufficiency of which is hereby acknowledged, has given and granted and by these presents does hereby give and grant unto Grantee the right to enter upon and construct, maintain, operate, repair, replace, change, add and/or remove sanitary sewer line facilities with all necessary appurtenances thereto, over, across, under and through that certain land situated in the John Scurlock Survey, Abstract No. 1351, City of University Park, Dallas County, Texas, and being more particularly described on Exhibit "A", attached hereto and made a part hereof. Grantor acknowledges that the consideration paid by Grantee is full and final payment for all rights and privileges herein granted. No buildings, fences, trees, shrubs or other improvements shall be constructed or places upon, over or across the easement conveyed herein. Grantee shall have the right to remove and keep other improvements or growths which in any way endanger or interfere with the construction, maintenance or efficiency of its system. Grantee shall at all times have the right of ingress and egress to and from and upon any of said easement for the purpose of constructing, reconstructing, inspecting, patrolling, maintaining and adding to or removing all or part of its system without the necessity at any time of procuring the permission of anyone. The easement rights and privileges herein granted shall be perpetual and shall constitute covenants running with the land and shall be binding upon and inure to the benefit of Grantor and Grantee respectively and their respective successors and assigns. Grantee's rights hereunder may be assigned in whole or part to one or more assignees. TO HAVE AND TO HOLD the above described easement and rights appurtenant thereto unto Grantee, its successors and assigns. Executed this, By: , dayof ,2005. Grantor By: Grantor THE STATE Of TEXAS§ COUNTYOF DALLAS § BEFORE ME, the undersigned authority, on this day personally appeared Chris J. & Ellen Z. Carrie known to me to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that he executed the same for the purposes and considerations therein expressed, in the capacity therein stated and as the act and deed of said corporation. GIVEN UNDER MY HAND AND SEAL OF OFFICE this., day of ,2005. Notary Public, State of Texas Notar~s Printed Name My commission expires: Page 1 of 4 EXHIBIT EXHIBIT A SANITARY SEWER EASEMENT LOT 3A~ BLOCK 13, BROOKSIDE ESTATES AMENDED PLAT CHRIS J. & ELLEN Z. CARRIE, GRANTORS CITY OF UNIVERSITY, TEXAS, GRANTEE BEING a portion of a tract of land out of Lot 3A, Block 13 of Brookside Estates Amended Plat, said lot being conveyed to Chris J. & Ellen Z. Carrie by deed as recorded in Volume 2004087, Page 13468 of Deed Records of Dallas County, Texas, (D.R.D.C.T.), said lot being situated in the John Scurlock Survey, Abstract No. 1351, City of University Park, Dallas County, Texas, and being more particularly described by metes and bounds as follows: COMMENCING at a 1-inch iron pipe found for the northwest corner of said Lot 3A, Block 13, said corner being in the east line of Turtle Creek Blvd.; THENCE South 58 degrees 34 minutes 51 seconds East, along the north line of said Lot 3A, Block 13, a distance of 141.84 feet to a point, said point being in the east line of an existing Sanitary Sewer Easement (recording information unknown); THENCE South 51 degrees 02 minutes 50 seconds West, departing the north line of said Lot 3A, Block 13 and continuing along the East line of said existing Sanitary Sewer Easement, a distance of 7.75 feet to the POINT OF BEGINNING; THENCE South 36 degrees 03 minutes 31 seconds East, departing the east line of said existing Sanitary Sewer Easement, and continuing a distance of 21.09 feet to a point for a comer; THENCE South 45 degrees 10 minutes 03 seconds West, a distance of 137.64 feet to a point for a comer; THENCE South 78 degrees 31 minutes 29 seconds West, a distance of 62.45 feet to a point for a comer, said point being in the south line of said Lot 3A, Block 13; THENCE North 51 degrees 01 minutes 23 seconds West, along the south line of said Lot 3A, Block 13, a distance of 6.50 feet to a point for a comer, said point being in the east line of said existing Sanitary Sewer Easement; THENCE North 51 degrees 02 minutes 50 seconds East, departing the south line of said Lot 3A, Block 13 and continuing along the east line of said existing Sanitary Sewer easement, a distance of 10.82 feet to a point for a corner; THENCE North 78 degrees 31 minutes 29 seconds East, departing the east line of said existing Sanitary Sewer Easement, a distance of 53.99 feet to a point for a corner; THENCE North 45 degrees 10 minutes 03 seconds East, a distance of 126.07 feet to a point for a corner; THENCE North 36 degrees 03 minutes 31 seconds West, a distance of 12.01 feet to a point for a corner, said comer being the in east line of said existing Sanitary Sewer Easement; THENCE North 51 degrees 02 minutes 50 seconds East, along the East line of said existing Sanitary Sewer Easement, a distance of 10.01 feet to the POINT OF BEGINNING and containing 2,100.67 square feet or 0.0482 acres of land, more or less. BASIS OF BEARING: NORTH LINE OF LOT 3A, BLK 13 AS DEEDED TO CHRIS J. & ELLEN Z. CARRIE AS RECORDED IN VOL.2004087, PG. 13466 Page 2 of 4 PURDUE BLVD STANFORD AMHERST "~ LOVERS LN \ ~'"-'~ PROP. '1 O' SANITARY SEWEI~ \ / EASEMENT DEDICATION \ / 2,100.67sq. ff.. or 0.0482ac. LOCATION MAP MAPSCO -35C &:: G N.T.S. 3(~4 D£DICA'IION 10' SANITARY SEWER EASEMENT 6810 TURTLE CREEK BOULEVARD BLOCK 13 OF BROOKSIBE ESTATES, CITY OF UNIVERSITY PARK, DALLAS COUNTY, TEXAS RUSTY E. REID & JEANINE LOT 11, BLOCK 1 VOL. 2000216, PG. 0942 (D.R,D,C.T.) FRANK BRUELLEYJR. LOT 10, BLOCK 1 I ¢o 20 0 SCALE: 1" = 40' LOt g BL "~ VOL. ~000~9~ ~ ~ ¢~.~.0.~[~ 8~8 10' SANITARY SE~NER DEDICATION 2,100.67aq. ft. or 0.0482ao. 40 HOWARD M. MEYERS & ROSEMARIE LOT 2, BLOCK 13 VOL. 89014° PO. 4443 (D.R.D.C.T.) 7.75' 1 P.O.C~ ~ ~'1' IRON PIPE FOUND 12.01' EX. 10' SANITAR~ SEWER EASEMENT (TO BE ABANDONED) 1,826.31sq. ft. or 0.0~,19ac. CHRIS d. & ELLEN Z. CARRIE VOL 2004087. PG. 13468 (D.R.D.C.~) LOT 3A° BLOOK 13 BROOKSIDE ESATE$ AMENDED PLAT ==7 '13'15' I ~ 14,28..0.01// L--=1--7--9:9-7 I' TUR'il.E CREEK BOULEVARD I=I:IU.1U I ' N5 / I 10.82' BASIS OF BEARING: NORTH UNE OF LOT SA, BLK 15 AS DEEDED TO CHRIS d. & ELLEN Z. CARRIE AS RECORDED IN V01,2004087, PO. 15468 DEDICATION 10' SANITARY SEWER EASEMENT 6810 TURTLE CREEK BOULEVARD OF LOT SA, BLK 15 OF BROOKSlDE ESTATES, CITY OF UNIVERSITY PARK, DALLAS COUNTY, TEXAS 4, OF 4 N~,y 2005 ABANDONMENT 10' SANITARY SEWER EASEMENT BEING a portion of land out of Lot 3A, Block 13 of Bmokside Estates Amended plat, said lot being conveyed to Chris J. & Ellen Z. Carrie by deed, as recorded in Volume 2004087, Page 13468 of Deed Records of Dallas County, Texas, (D.R.D.C.T.) and being situated in the John Scurlock Survey, Abstract No. 1351, City of University Park, Dallas County, Texas and being more particularly described by metes and bounds as follows: COMMENCING at a 1-inch iron pipe found for a comer, said comer being in the east line of Turtle Creek Blvd., said comer also being the northwest comer of said Lot 3A, Block 13; THENCE South 58 degrees 34 minutes 51 seconds East, along the north line of said Lot 3A, Block 13, a distance of 141.84 feet to a point for a comer; THENCE South 51 degrees 02 minutes 50 seconds West, departing the north line of said Lot 3A, Block 13, a distance of 17.77 feet to the POINT OF BEGINNING; THENCE South 51 degrees 02 minutes 50 seconds West, a distance of 173.92 feet to a point for a comer; THENCE South 78 degrees 31 minutes 29 seconds West, a distance of 13.72 feet to a point for a comer, said point being in the south line of said Lot 3A, Block 13; THENCE North 51 degrees 01 minutes 23 seconds West, along the south line of said Lot 3A, Block 13, a distance of 3.75 feet to a point for a comer; THENCE North 51 degrees 02 minutes 50 seconds East, departing the south line of said Lot 3A, Block 13 a distance of 187.38 feet to a point for a comer; THENCE South 36 degrees 03 minutes 31 seconds East, a distance of 10.01 feet to the POINT OF BEGINNING and containing 1,826.31 square feet or 0.0419 acres of land, more or less. BASIS OF BEARING: NORTH LINE OF LOT 3A, BLK 13 AS DEEDED TO CHRIS J. & ELLEN Z. CARRIE AS RECORDED IN VOL.2004087, PG. 13468 Page 1 of 3 PURDUE BLVD ~ STANFORD ///// / AMHERST ~ 0 LOVERS LN U NIVERSI'TY _~K , ~ ~ RANKIN ~ HAYNIE LOCATION MAP MAPSCO -55C &: G N.T.S. ABANDONMENT 10' SANITARY SEWER EASEMENT 6810 TURTLE CREEK BOULEVARD BLOCK 13 OF BROOKSIDE ESTATES, CITY OF UNIVERSITY PARK, DALLAS COUNTY, TEXAS 2 OF 3 MAY 40 20 0 SCALE: 1" = RUSTY E. REID &: JEANINE LOT 1% BLOCK 1 VOL. 2000216, PO. 0942 (D.R.O.C.T,) FRANK BRUELLEY dR. LOT 1D, BLOCK 1 LOT 9 ~ 2ooo~9~ o~ ~ c. 200¢2.~tUCK I 17,77' HOWARD M. MEYERS & ROSEivlARIE LOT 2, BLOCK 13 VOL 89014, PO. 4443 (O.R.D.C.T.) 10' SANITARY SEWER DEDICATION 2,100.67sq. ft. ,o.r 0.04.82oc. S45'/0 03"W 137.64, '-S36'03'31" 10.01' i.-[~ EX. 10' SEWER EASEMENT (TO BE ABANDONED) 1,826,31sq. fL or 0.04.19ac. 1 I [ I IRON PIPE FOUND S78'3 CHRIS J. &: ELLEN Z. CARRIE 13.72' VOL 2004087, PI3. 13468 (D.R.D.C.T.) LOT 3A, BLOCK 13 BROOKSIDE ESATES AMENDED PLAT 'IUR'fl.E CREEK BOULEVARD '23"W IRON PIPE FOUND BASIS OF BEARING: NORTH UNE OF LOT 3A, BLK 13 AS DEEDED TO CHRIS d. &: ELLEN Z. CARRIE: AS RECORDED IN VOL.2004087, PG. 13468 ABANDONMENT 10' SANITARY SEWER EASEMENT 6810 TURTLE CREEK BOULEVARD OF LOT 3A, BLK 13 OF BROOKSlDE ESTATES, CITY OF UNIVERSITY PARK, DALLAS COUNTY, TEXAS 3 OF 3 ,,, u,~y 2005 DATE: TO: FROM: SUBJECT: AGENDA MEMO (6/21/05 AGENDA) June 14, 2005 Nina Wilson City Secretary Jennifer Shell, P.E. Civil Engineer Final Payment for Water and Sanitary Sewer Improvements, as well as Two Change Orders Approved for Water Improvements and Pavement Reconstruction along Lovers Lane, Project No. 42730 Consent Agenda CONSIDER APPROVAL OF FINAL PAYMENT TO SYB Construction Co., Inc. in the amount of $96,335.06 for work performed and materials furnished for the construction of Project No. 42730 (Water and Sanitary Sewer Improvements and Pavement Reconstruction). The project included the 2700-3500 blocks of Lovers Lane, 6900-7000 blocks of the Airline, and partial blocks from Lovers Lane north and south along Boedeker, Durham and Dublin. AGENDA MEMO (6/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 14, 2005 Bob Livingston City Manager Jennifer Shell, P.E. Civil Engineer Final Payment for Water and Sanitary Sewer Improvements, as well as Two Change Orders Approved for Water Improvements and Pavement Reconstruction along Lovers Lane, Project No. 42730 On December 9, 2003, the City Council approved SYB Construction Co., Inc. for the above-referenced project. The first Change Order for additional water and sanitary sewer improvements was approved by City Council on June 1, 2004. The second Change Order for pavement reconstruction was approved by City Council on December 14, 2004. The Engineering Department has accepted the completed work. The actual work performed and the material furnished as provided by the contract and change orders brought University Park' s project total to $1,926,701.16. A payment in the amount of $96,335.06 has not been made to the Contractor for the retainage on this project. PROJECT COST HISTORY ORIGINAL APPROVED CONTRACT CHANGE ORDER #1 APPROVED CHANGE ORDER #2 APPROVED 12/09/03 $1,489,258.00 100% 06/01/04 $ 148,033.50 10% 12/14/04 $ 206,027.93 7% The total cumulative value of the contract was increased by $437,443.20 over the original approved contract. This was necessary because the construction included additional storm sewer work and the materials furnished, as provided by the contract, were greater than the original estimate. AGENDA MEMO (06/21/2005 AGENDA) DATE: TO: FROM: SUBJECT: Renewal program June 16, 2005 Honorable Mayor and City Council Kent R. Austin, Director of Finance of cooperative agreement with Dallas County for CDBG Background Since 1987, University Park and other area cities have approved cooperative agreements with Dallas County, allowing the County to apply for Community Development Block Grant (CDBG) and HOME Investment Partnership program funds from the federal government. CDBG monies are used by local governments to fund projects benefiting low-to-moderate income neighborhoods. Dallas County administers the program; funds have been used for projects like road reconstruction, water and sewer installation, code enforcement, and housing reconstruction. Renewing the cooperative agreement does not require the City to apply for or take CDBG funding, but it does help the County in obtaining funds for other cities with legitimate needs. The proposed three-year agreement is identical to the last one signed by the City and County, which was approved in 2002. Recommendation City staff recommends approval of the proposed Agreement of Cooperation for CDBG/HOME Program with Dallas County. Attachments: · Letter to Mayor Holmes from Dallas County, May 9, 2005 · Resolution approving Agreement of Cooperation 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31~AGENDA MEMO CDBG RENEWAL 062105.doc 2:26 PM 06/16/05 DALLAS COUNTY COMMISSIONERS COURT May 9, 2005 The Honorable James H. Blackie Holmes, III Mayor City of University Park 3800 University Park Dallas, TX 75205 Dear Mayor Holmes: Dallas County's Community Development Block Grant (CDBG) and HOME Program has been in existence since 1988. Because of the participation of cities such as yours, the Dallas County area has been able to receive over $32 million in federal assistance that it would not have otherwise received. These funds have historically been used to fund such projects as road reconstruction, water/sewer installation, code enforcement, housing reconstruction and consultant studies. In order to receive this funding, which must principally be used to benefit low-to-moderate income people, HUD regulations require the County and all interested cities with populations of under 50,000 people to enter into a cooperative agreement for at least three years. As the current agreement between the City of University Park and the County will expire on September 30, 2005, it is necessary to enter into a new agreement if our two entities are to remain eligible for this program (please note that by law, if the City chooses to participate in the County's program, it cannot participate in the State's program). A copy of such an agreement is enclosed. It is identical to the last agreement that the County and the City signed. We will continue to have the program be as responsible and as flexible as possible. All participating entities will receive funding every year, if they so desire. This funding can be used to undertake any CDBG and HOME eligible activity that the City desires. Also, depending upon whatever is more beneficial to the City, the projects can either be principally implemented by the County, the City, or some combination of the two. So that all required application materials can be forwarded to HUD, we are asking that these cooperative agreements be executed and returned to Kim D. Nobles, the County's Community Development Administrator, Planning & Development, Administration Bldg., 3ra Floor, 411 Elm Street, Dallas, TX 75202-3374 before July 5, 2005. Please be sure to include a copy of the authorization resolution and the minutes from the council meeting in which this item was approved. Also, if your City has any questions about the agreement or the CDBG program, please do not hesitate to contact us or Ms. Nobles at (214) 653-6368. 411 Elm Street Dallas, Texas 75202 Phone 653-7327, Fax 653-7057 May 9, 2005 The Honorable James H. Blackie Holmes, III Page 2 We greatly appreciate University Park's previous participation in the CDBG program, and we look forward to working with you still further. Sincerely, MauVe Dickey, Co~afission~0r] Mike Cantrell, Commissioner District #1(.~ District #2 enclosure cc: City Manager RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS, APPROVING AN AGREEMENT BETWEEN THE CITY AND DALLAS COUNTY FOR THE COUNTY TO QUALIFY FOR THE URBAN COUNTY CDBG PROGRAM; STATING THE UNDERSTANDINGS AND AGREEMENTS OF THE PARTIES; AUTHORIZING THE MAYOR TO SIGN AN INTERLOCAL COOPERATION AGREEMENT WITH DALLAS COUNTY UNDER CHAPTER 791 OF THE TEXAS GOVERNMENT CODE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the 93' d Session of the Congress passed, and the President of the United States signed into law, the Housing and Community Development Act of 1974 (PL93-383) which created the Urban County Community Development Block Grant (CDBG) program; and WHEREAS, Dallas County, Texas, is applying to the U.S. Department of Housing and Urban Development for Urban County CDBG entitlement status; and WHEREAS, in order to qualify for this status, Dallas County must enter into cooperative agreements with local governments and have the collective population of the County's unincorporated area and the participating local governments total at least 100,000 people; and WHEREAS, Texas cities and counties are authorized under Chapter 373, Local Government Code, and Section 381.003, Local Government Code, to conduct essential Housing and Community Development activities; and WHEREAS, Texas cities and counties are authorized under Chapter 791, Government Code, to enter into cooperative agreements with one another; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS: SECTION 1. The City of University Park supports the efforts of Dallas County, Texas to qualify for the Urban County CDBG program and asks that its population be included in such a program beginning with Federal Fiscal Years 2006, 2007 and 2008. SECTION 2. This agreement covers both the CDBG entitlement program and when applicable, the HOME Investment Partnership program. SECTION 3. This agreement remains in effect until the CDBG (and HOME, where applicable) funds and program income received with respect to the three-year qualification period are expended and the funded activities completed, and that the County and City may not terminate or withdraw from the agreement while the agreement remains in effect. Agreement of Cooperation 1 City of University Park SECTION 4. The City of University Park understands that by executing the CDBG cooperation agreement it: May not apply for grants under the Small Cities or State CDBG Program from appropriations for fiscal years during the period in which it is participating in the Urban County CDBG program; and May receive a formula allocation under the HOME program only through the urban county. May not participate in a HOME consortium except through the Urban County, regardless of whether the Urban County received a HOME formula allocation. Dallas County and the City of University Park agree to cooperate to undertake, or assist in undertaking, community renewal and lower income housing assistance activities. Dallas County and the City of University Park shall take actions necessary to assure compliance with the Urban County's certification required by Section 104(b) of the Title ! of the Housing and Community Development Act of 1974, as amended, including Title VI of the Civil Rights Act of 1964, the Fair Housing Act, Section 109 of Title ! of the Housing and Community Development Act of 1974, and Title VIII of the Civil Rights Act of 1968 and other applicable laws; Dallas County and the City of University Park understands that Urban County funding will not be provided for activities in or in support of a cooperating local government that does not affirmatively further fair housing within its own jurisdiction or that impedes the County's actions to comply with its fair housing certifications; The City of University Park understands, that in accordance with 24 CFR 570.501 (b) and 570.503, (which requires a written agreement), it shall be subject to the same administrative requirements as a sub-recipient should it receive funding under this program; The City of University Park agrees to inform Dallas County of any income generated by the expenditure of CDBG/HOME funds received, and that any such program income must be paid to the county to be used for eligible activities in accordance with all HOME Community Development Block Grant requirements; Dallas County is responsible for monitoring and reporting to the U.S. Department of Housing and Urban Development on the use of any such program income, and that in the event of close-out or change in status of the City of University Park, any program income that is on hand or received subsequent to the close-out or change in status shall be paid to the County; The City of University Park agrees to notify Dallas County of any modification or change in the use of the real property from that planned at the time of acquisition or improvement, including disposition, and further agrees Agreement of Cooperation 2 City of University Park to reimburse the county in an amount equal to the current fair market value (less any portion thereof attributable to expenditure ofnon-CDBG/HOME funds) for property acquired or improved with CDBG/HOME funds that is sold or transferred for a use which does not qualify under the CDBG/HOME regulations; Any money generated from the disposition or transfer of property will be treated as program income and returned to the County prior to, or subsequent to, the close-out, change of status, or termination of this cooperative agreement between Dallas County and the City of University Park. The City of University Park has adopted and is enforcing: A policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individual engaged in non-violent civil rights demonstrations; A policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such non- violent civil rights demonstrations within jurisdictions. The City of University Park understands that Dallas County will have final responsibility for administering the CDBG/HOME program, selecting CDBG/HOME projects and filing annual grant requests; and The Mayor of University Park, Texas is authorized to sign any additional forms, on behalf of the City of University Park, that the U.S. Department of Housing and Urban Development may require. APPROVED AND ACCEPTED THIS THE __day of 2005. James H. Blackie Holmes III, Mayor City of University Park, Texas Margaret Keliher, County Judge Dallas County, Texas Date Date Bob Livingston, City Manager Paula Stephens, Commissioners Court Clerk Approved as to Form: Bo~ S~hell, Assistant District Attorney Agreement of Cooperation 3 City of University Park AGENDA MEMO (6/21/05 AGENDA) DATE: June 21, 2005 TO: Honorable Mayor and City Council FROM: Kate Smith, Administrative Intern SUBJECT: Second Quarter Strategic Goal Update On December 14, 2004 the City Council adopted 6 strategic goals and objectives. Upon adoption of the goals, a responsibility chart was created to track the progress of goal and objective achievement. Attached is the second quarter update for 2005. The responsibility chart includes information to date regarding staff that has primary and secondary responsibility for goal accomplishment, status, timeline and comments. An updated version of this chart will be presented again to Council next quarter at the September 20, 2005 Council Meeting. Below is a brief overview of the goal objectives. For more detail on each, see attached chart. Objectives Completed Objective 3.1 - Develop a plan to recognize model citizens in our community. Objective 6.1 - Consider citywide program for sidewalk maintenance. Objectives In Progress Objective 1.2 - Communicate traffic realities. Objective 2.2 - Develop a Master Plan for Snider Plaza and Miracle Mile areas. Objective 3.2 - Develop a New Resident Orientation program. Objective 4.1 - Identify initiatives based on recommendations from the Park Advisory Committee. Objective 4.3 - Install attractive uniform signs in each park that give park history, regulations, and hours. Objective 5.1 - Assess the effectiveness of current communication methods and make recommendations for improvements. Objective 5.2 - Evaluate the need for a specific position on city staff to manage website and cable channel content, handle media contacts, community relations, and produce publications. Objective 6.3 - Implement customer service/work order system (3-1-1 project). Objectives Not Started 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31~Agenda Memo- Q2 Strategic Goal update.doc 12:34 PM 06/16/05 Objective 1.1 - Develop traffic and parking improvemems. Objective 2.1 - Study feasibility ofundergrounding Lovers Lane in Miracle Mile. Objective 4.2 - Develop a unified design and standards for emrances to the city. Objective 6.2 - Conduct study of improving restrooms in the parks. ATTACHMENTS: 2005 Second Quarter Strategic Goal Responsibility Chart 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31~Agenda Memo- Q2 Strategic Goal update.doc 12:34 PM 06/16/05 University Park Strategic Goals Responsibility Chart 2005 Second Quarter Update Item I Primary Secondary Number ~ ..... ~ ............... ~? Goals and~,~. ~Objectives '~"~/~ Responsible ~Responsible~ Status Timeline ~'~ Comments Bud Smallwood Begin 3rd Quarter 1.1 Develop traffic and parkin~ improvements. Chief Adams Consultant Not Started 2005 Updates arc continually posted on thc wcbsitc and 1.2 Communicate traffic realities. Bud Smallwood Kate Smith In progress Ongoing released to the newspapers and printed in the Arbor. Study feasibility of undergrounding Lovers Lane in Bob Livingston 2.1 Miracle Mile. Bud Smallwood Consultant Not Started Begin Late 2006 On hold until Snider Plaza Master Plan is complete. Develop a Master Plan for Snider Plaza and Miracle Snider Plaza Contract with consultant Dennis Wilson of Townscape 2.2 Mile areas, including: Bob Livingston Bud Smallwood phase in progress 2005-2006 was approved at the February 1~ 2005 council meeting. Contract with consultant Dennis Wilson of Townscape .__ -2.2_.1 _ _ _ _E_ng__a_g_epl_a_nnin_ .g c_.o_n_sult, a_nt._f_o_r Sn_i_de_r _P_la._z_a: .... ~- Bo_b_ L._iy!ngs_t.on. _ B__uA S_.m_Ell._wp_od._ _ _l_n p__r_o_gr_e s_s. .... .S _p ri._n_g_ 2._0_0 _5__ .was _a_ppr__o_v_ed._at t_heF_e_bru a_~_ 1~, _2?05 _co_un._cil_ m.__ee_ti_ng~ Consultant hired, but will not begin working on Miracle Mile until the master plan for Snider Plaza is Engage planning consultant for Miracle Mile. Bob Livingston Bud Smallwood Not Started Late 2006 complete. Dennis Wilson has had initial meetings with merchants in Snider Plaza. Bob Livingston and Bud Smallwood will have a preliminary review meeting Bob Livingston with Mr. Wilson in mid-July followed by City Council .__2:2..2.__ _S_urve_y_ S_nj_deE _PJa_za_ _buD_in_ ess_e_s t_o.~e_t i_n_pu_t: ........ _C_o_n s_uJtan_t_ _._ B_u_d_ S_m_afi_w_o_o_d.,_ _Ln p_r_o_gLe s_s- _. _S_u_m_m_e_r20_0_5__ ?vie_w_ ~n !a. teJu_~_y_ .................. Consultant hired but will not begin working on Bob Livingston Miracle Mile until the master plan for Snider Plaza is Survey Miracle Mile businesses to get input. Consultant Bud Smallwood Not Started Late 2006 complete. Page 1 of 3 University Park Strategic Goals Responsibility Chart 2005 Second Quarter U )date Promote joint meetings with Snider Plaza business Bob Livingston A public meeting will be held in August for citizens .___2.2_.3 __ .q 9_wn_e_r_s a._n_d_ ge[ _co._nse_nsu_s. o__n _t_he p_ l_an._s _f_r o._m_ fitiz_e_ns.. _ _ _C_on s_u_lt a_n_t_ _._ B_uA S_.m_ a_ll__w_o_od. _ _ _N_o_t S_ t_arte_d_ ...... 2_09 5 .... .and _m_erch_a_n ts tS_ co_m__men[o_n t._h_e .pr_op_o_sed p!an___ _ / /Promote joint meetings with Miracle Mile business Bob Livingston CM~rna;t~'eta~tilheiruendt~lbt~lte~millas~e°rt ~leagd~Wr ~rnkiidnegr ;l~aza is ~ ~ ~ ~..lowners and get consensus on the plans from citizens. Consultant Bud Smallwood Not Started Late 2006 complete. Develop a plan to recognize model citizens in our A Citizen of the Year award was developed per direction by the Council. Nominations were taken the end of April through early June. The Citizen of the Year Award will be presented following the 4th of July >arade at Goar Park and will be recognized at the July 3.1 community. Bob Livingston Kate Smith Done Summer 2005 5th council meeting. Planning for the program has begun. Staffhas had several meetings with the Community League Chair and a Leadership UP Alumna who has volunteered to assist with the program. The goal is to improve the Citizen Orientation Packet that we currently have and to organize a way of delivering these to all new 3.2 IDevelop a New Resident Orientation seminar. Bob Livingston Kate Smith In progress Summer 2005 residents. Identify initiatives based on recommendations from Upgrade of existing facilities including: botanical plantings, park signs, restroom facilities, playgrounds, lighting, holiday decorations, turf maintenance 4.1 the Park Advisory Committee. Park Board Gerry Bradley In progress Ongoing 2005 program and picnic facilities. Staffwill work closely with the Park Board during Develop a unified design and standards for entrances July and August to select an architect for landscape 4.2 to the city. Gerry Bradley Park Board Not Started Summer 2005 design services involving city gateways/entrances. Install attractive uniform signs in each park that give Spring/Summer Graphic Artist is currently under contract. Signs to be 4.3 park history, regulations, and hours. Gerry Bradley Park Board In progress 2005 finalized by City Council during July/August 2005. Page 2 of 3 5.1 5.2 6.1 6.2 6.3 University Park Strategic Goals Responsibility Chart Assess the effectiveness of current communication methods and make recommendations for improvements. Evaluate the need for a specific position on City staff to manage website and cable channel content, handle media contacts, community relations, and produce publications. 2005 Second Quarter Update Bob Livingston Kate Smith Consider citywide program for sidewalk maintenance. Conduct study of improving restrooms in the parks. Implement customer service/work order system (311 project). Bob Livingston / ~at~,,Smith Bud Smallwood Gerry Bradley Bob Whaling Robbie Corder Park Board Robbie Corder (Cartegraph) Jim Criswell (IT) Luanne Hanford InProgress Fall 2005 Spring/Summer I~ progress ] 2005 Spring 2005 Done Not Started In progress Fall 2005 Summer/Fall 2005 Staff h~ met with Dall~ M~keting Group to begin work on the Citizen Su~ey that will be conducted this hll. Several questions regarding the effectiveness of cu~ent communication methods will appear on the sumey. In January 2005, Council approved the Community Information Officer job description and placed the position on the salary schedule. The job position opened on Friday, June 10th and will remain open until the end of the month. Interviews will be conducted in July. The sidewalk replacement program was approved by the city council at the April 13, 2005 council meeting. To date under this program, 6 individuals have applied for reimbursement, for a total of $2,473 and 600 square feet of sidewalk has been replaced. Staff will conduct a study regarding restrooms including: maintenance cycles, service frequencies, locations, quantities, accessibility, botanical planting, structure painting and programming costs. The Cartegraph system went online the first part of March. The 3-1-1 system is still in progress. SBC has completed their portion of the project. We are currently considering options from NextiraOne, our phone system company, regarding software for call routing and activity reporting. Once the call routing software is purchased and installed, we will be ready to do trial runs on the 3-1-1 system and to start developing marketing brochures. Anticipated launch date for 3-1-I is fall 2005. Page 3 of 3 MINUTES #2511 CITY COUNCIL MEETING CITY OF UNIVERSITY PARK, TEXAS CITY HALL COUNCIL CHAMBERS TUESDAY, JUNE 7, 2005, 5:00 P.M. Mayor Holmes opened the regular meeting of the City Council at 5:00 p.m. in the Council Chambers. Present were Councilmembers Syd Carter, Kelly Walker and Harry Shawver. Mayor Pro Tempore Jim Roberts and City Secretary Nina Wilson was absent and excused. Also in attendance were City Manager Bob Livingston, City Attorney Rob Dillard and Deputy City Secretary Kate Smith. AWARDS & RECOGNITION CERTIFICATE OF APPRECIATION: The presentation of the certificate to Jo Ann Norton, upon her retirement from the Planning & Zoning Commission, has been rescheduled to June 21, 2005. DEPARTMENT PINS: Maintenance Technician Omar Flores was presented his 20-year pin. Engineering Technician A1 Hagan was presented his 15-year pin. Chief of Police Gary Adams was presented his 5-year pin, for a total of 40 years of service to the City. BOY SCOUTS OF AMERICA: Boy Scout David Knapp introduced himself and stated the badge upon which he was working. PROCLAMATION: A proclamation was presented to Boy Scout Troop 70, "The Jamboree Troop," honoring them on their upcoming 75th anniversary, June 25, 2005. Troop 70 is the longest continuously chartered troop in the United States. Councilmember Shawver moved acceptance of the Consent Agenda. Councilmember Carter seconded, and the vote was unanimous to approve the following: CONSENT AGENDA CONSIDER SNIDER PLAZA SUMMER BANNERS: On May 18, 2005, City Council met with Mari Madison of Design Strategies to discuss the final design of the summer banner for Snider Plaza. At the meeting, City Council provided direction to the graphic artist based on the review of concepts provided. Staff requested City Council approval of the design for the Snider Plaza summer banners. CONSIDER ORDINANCE FOR TREES ON PUBLIC PROPERTY: At the May 18, 2005 City Council meeting, a representative of TXU Electric requested that the city add a provision to the Tree Ordinance recommending specific tree species be planted under power lines which would reduce the potential utility line problems in the future. Based on City Council' s request, staff has added this item within Section F of the Tree Ordinance. Staff requested City Council approval of this final version of the Tree Ordinance to be incorporated into the City's Codes and Ordinances under Article 3.1906 Tree Ordinance. Staff also requested City Council approval for staff to proceed with application with the National Arbor Day Foundation for Tree City USA recognition. ORDINANCE NO. 05/15 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, ADDING SECTION 13.1906 "TREE ORDINANCE" TO THE CODE OF ORDINANCES; PROVIDING FOR THE ESTABLISHMENT OF A TREE BOARD; PROHIBITING THE PLANTING OF TREES EXCEPT FROM THE TREE LIST; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF F1NE NOT TO EXCEED FIVE HUNDRED DOLLARS ($500.00) AND PROVIDING AN EFFECTIVE DATE. CONSIDER BID #05-11 FOR YARD WASTE BAGS: Duro Standard Products Company Inc. (Duro Bag) submitted a bid in the amount of $57,600.00 ($0.32 per bag). This is a $0.06 per bag increase over the last bid taken in October of 2003 ($0.26 per bag). The cost of these bags is recovered through sale to consumers ($4.00 for a bundle of five bags). CONSIDER APPROVAL OF CITY COUNCIL MEETING MINUTES: For May 18, 2005. MAIN AGENDA DISCUSS RESOLUTION AND LICENSE AGREEMENT FOR MAX-A-MILLION CARRIAGE RIDES: Staff requested consideration of a resolution authorizing Max-A-Million horse-drawn carriage rides through University Park during the Christmas holiday season or between Thanksgiving and Christmas 2005. This is a business venture, and riders will be charged a fee. These are the same horse-drawn carriage rides offered in Snider Plaza last year. The Pendergraphs, owners of Max-A-Million Carriage Rides, also requested the following changes/additions to be made to last year's agreement via letter prior to the meeting: 1. Request Christmas lighting in the trees in the median of Snider Plaza at the city's expense; 2. Two additional signs to be placed near the center of Snider Plaza in the flowerbeds. Request these signs be left out at all times during the holiday season. The city approved two (2) signs last year that were placed on the north and south ends of Snider Plaza; 3. Extra carriages and extra operational days. Last year, there were two (2) carriages that offered rides on Thursday through Sunday. This year, the request has been made to offer rides seven (7) days a week with three (3) carriages operating on the weekends and during busy times of the week. Ms. Pendergraph was present at the meeting. Mayor Holmes told Ms. Pendergraph that they had discussed the matter in council pre-session and that they had decided to allow Ms. Pendergraph to operate 3 carriages Wednesday through Sunday, would not light the trees in Snider Plaza and would not allow her to place any additional signs on Snider Plaza. Ms. Pendergraph then addressed the Council and stated that the two additional signs she was requesting were not advertisements, but were signs to mark the departure points of the carriages. Ms. Pendergraph also submitted a petition signed in 2004 by 27 business owners on Snider Plaza. After further review, council decided to allow Ms. Pendergraph the two extra signs to mark the departure points of her carriages; however, the two departure signs must be taken down every evening after business is over. The resolution and license agreement will appear on the June 21, 2005 city council meeting agenda. PUBLIC HEARN1NG FOR ORDINANCE CREATING A PLANNED DEVELOPMENT FOR THE IMPROVEMENTS TO CITY HALL: Mayor Holmes opened the public hearing for the ordinance creating a planned development for the improvements to City Hall. Public Works Director Bud Smallwood gave a short presentation. The proposed detailed site plan included the existing City Hall, the proposed expansion, and the employee parking lot at the northwest corner of Golf & Haynie. The detailed site plan as presented meets all of the requirements detailed in the Zoning Ordinance. The proposed development also represents what was shown to the residents in public and private presentations over the past year. There were no residents present to speak and Mayor Holmes closed the public hearing. Councilmember Shawver moved approval of the ordinance. Councilmember Carter seconded, and the vote was unanimous to approve the ordinance creating the planned development for the improvements to City Hall including the amendment with respect to the building requirements that will be attached to the ordinance. Included in the amendment will be the requirement for the contractor to perform background checks on all of his employees and that each employee will be required to wear badges while on the worksite. ORDINANCE NO. 05/16 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF UNIVERSITY PARK, AS HERETOFORE AMENDED, SO AS TO AMEND PLANNED DEVELOPMENT DISTRICT NO. 21 FOR THE CITY OF UNIVERSITY PARK FOR THE PROPERTY DESCRIBED IN EXHIBIT "A" ATTACHED HERETO IN THE CITY OF UNIVERSITY PARK, DALLAS COUNTY, TEXAS, AND MORE COMMONLY KNOWN AS 3800 UNIVERSITY BOULEVARD, UNIVERSITY PARK, TEXAS; APPROVING A DETAILED SITE PLAN ATTACHED AS EXHIBIT "B"; PROVIDING SPECIAL CONDITIONS; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF F1NE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. CONSIDER BID AND AWARD OF CONTRACT FOR TURTLE CREEK BOX CULVERT FOR CITY HALL EXPANSION, PROJECT NO. 43710: Jeske Construction Company is the low bidder in the amount of $3,242,610.90. The project is a 240-working day contract and construction will start after the Fourth of July. Councilmember Walker moved approval of the contract with Jeske Construction for the Turtle Creek box culvert project in the amount of $3,242,610.90. Mayor Holmes seconded, and the vote was unanimous. DISCUSS FINANCIAL PLANS FOR CITY HALL, TURTLE CREEK BOX CULVERT AND GOAR PARK IMPROVEMENTS: The plan was first drafted in October 2003 and is designed to fund the project entirely without debt. Since that time, three additional projects related to City Hall renovation have been established - Creekwork (43710), Goar Park Improvements (43730), and EOC/Alternate Dispatch Center (42450) - and the scope of the project has increased. Accordingly, the cost of the project(s) has risen from an initial estimate of $11,306,500 to the most recent estimate of $15,870,000. The City is able to fund this project without debt by using a combination of sources. CONSIDER ORDINANCE FOR FOUR 20-MINUTE PARKING SPACES IN FRONT OF 3419 WESTMINSTER: The owner of Park Cities Postal Center located at 3419 Westminster has submitted a request for four 20-minute parking spaces on the south side of Westminster. The spaces are currently subject to a two hours time limit. The owners, Martha and Allan Woodcock, have collected signatures from a majority of property owners along the 3400 block indicating their approval of the proposed 20-minute parking spaces. Councilmember Carter moved approval of the ordinance. Councilmember Shawver seconded, and the vote was unanimous to approve four 20-minute parking spaces in front of 3419 Westminster. ORDINANCE NO. 05/17 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, LIMITING PARKING TO TWENTY MINUTES IN THE 3400 BLOCK OF WESTMINSTER, FROM THE ALLEY EAST TO SNIDER PLAZA, SAID AREA BEING DEPICTED IN EXHIBIT "A" ATTACHED HERETO AND MADE A PART HEREOF; PROVIDING FOR THE ERECTION OF SIGNS; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF FiNE NOT TO EXCEED THE SUM OF TWO HUNDRED DOLLARS ($200.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. CONSIDER ORDINANCE FOR DEFECTIVE SIDEWALK CODE DEFINITION: The new sidewalk program allows property owners with defective sidewalk violations to apply for reimbursement after necessary repairs have been completed. Amending Chapter 3 of the Code of Ordinances would provide exact standards for determining when a defective sidewalk violation exists. Councilmember Walker moved approval of the ordinance. Councilmember Carter seconded, and the vote was unanimous to approve the ordinance for defective sidewalk code definition. ORDINANCE NO. 05/18 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING CHAPTER 3 OF THE CODE OF ORDINANCES TO ADD A NEW DEFINITION AND PROVIDE CRITERIA FOR REQUIREMENT TO REPLACE DEFECTIVE SIDEWALKS BY AMENDING SECTION 3.1401, "DEFINITIONS"; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A REPEALING CLAUSE; AND PROVIDING AN EFFECTIVE DATE. CONSIDER ORDINANCE AMENDMENT REGARDING DANGEROUS DOGS: Chapter 2, Article 2.600, Section 2.605, Subsection h of the Code of Ordinances, entitled Regulation of Dogs: Attack by dangerous dog should be revised to include attacks on other animals. Currently the ordinance addresses only a dog attacking a person. The changes would include the additional wording, "or animal." Councilmember Shawver moved approval of the ordinance. Councilmember Walker seconded, and the vote was unanimous to amend the city ordinance regarding dangerous dogs. ORDINANCE NO. 05/19 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE CITY OF UNIVERSITY PARK, AS HERETOFORE AMENDED, BY AMENDING SECTION 2.605 (h) TO REGULATE DANGEROUS DOGS IN THE CITY; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF F1NE NOT TO EXCEED THE SUM OF FIVE HUNDRED DOLLARS ($500.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. CONSIDER APPROVAL OF PROPOSAL FOR ARCHTECTURAL SERVICES FOR HILLCREST/LOVERS LANE PARK AND RIGHT-OF-WAY LANDSCAPING IMPROVEMENTS: Based on the recent improvements to the Lover Lane and Hillcrest Avenue street corridor, staff had evaluated potential improvements to park property and city parkways located at this key intersection. Staff has received a proposal from the Landscape Architecture Firm of Dunkin, Sims and Stoffels to aid staff, the Park Advisory Board and City Council in defining concepts and cost estimates for this project. Park Director Gerry Bradley gave a short presentation on the proposed project. Councilmember Walker moved approval of the landscape design contract with the firm of Dunkin, Sims, Stoffels in the amount of $ 8,725.00. Councilmember Shawver seconded, and the vote was unanimous. CONSIDER ORDINANCE FOR BUDGET AMENDMENT TO FY2005 BUDGET: The amendment increases the General Fund expenditure budget of several departments for specific items. It also increases the General Fund revenue budget by $2,500, to account for donations for banners in Snider Plaza. The Utility Fund expenditure budget would also be increased. Councilmember Carter moved approval of the ordinance. Councilmember Walker seconded and the vote was unanimous to approve the ordinance for the budget amendment to the FY2005 budget. ORDINANCE NO. 05/20 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE 2004- 2005 FISCAL YEAR BUDGET, ORDINANCE NO. 04/26, TO APPROPRIATE $158,800 FROM THE GENERAL FUND UNRESERVED FUND BALANCE BY INCREASING EXPENDITURES $161,300 AND INCREASING REVENUES $2,500; AND TO APPROPRIATE $40,000 FROM THE UTILITY FUND UNRESERVED FUND BALANCE BY INCREASING EXPENDITURES $40,000; AND PROVIDING AN EFFECTIVE DATE. CONSIDER ORDINANCE FOR PORTABLE STORAGE DEVICES: Within the last year, portable storage devices have become increasingly popular amongst residents and contractors remodeling a house. The portable storage devices are typically placed on driveways or front yards from a flat bed truck. These storage devices are used for a variety of purposes. Section 8- 608 of the Zoning Ordinance enumerates accessory objects allowed in a front yard. Portable storage devices are not explicitly named as permitted objects; therefore, one interpretation of existing code could conclude the storage devices are already illegal in front yards. Under this interpretation, portable storage devices could be placed on private property behind front yard setbacks. An amendment to the Zoning Ordinance would explicitly prohibit portable storage devices from being placed in a front yard. After review of the proposed ordinance, council offered direction. Council suggested that portable storage devices could be placed behind the front yard setback for a maximum period of one week for moving purposes only. They proposed a penalty for the homeowner if the storage device is not moved after they have been noticed by the City. Council referred the ordinance back to the Planning and Zoning committee for further review. There being no further business, the meeting was adjourned at 5:45 p.m. PASSED AND APPROVED this 21st day of June 2005. ATTEST: James H. Holmes III, Mayor Kate Smith, Deputy City Secretary AGENDA MEMO (6/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Honorable Mayor and Council Robbie Corder, Assistant to the Director of Public Works Public Hearing - 4364 Mockingbird Parkway ITEM: Building Inspection staff have determined that the structure located 4364 Mockingbird Parkway constitutes a public nuisance as defined in Article 3.200 of the City of University Park Code of Ordinances. As a result of the structure being left open to the elements, the entire sub-floor, crawl space, and foundation have been underwater, compromising the structural integrity of the residence. The property has been overgrown with weeds, and demolition debris has been stored outside in a makeshift trash container. The property owner was notified in October of 2004 regarding the structure's violations under Article 3.200. Subsequently, the property owner obtained a building permit on January 3, 2005 to remodel the existing structure. However, construction did not commence within the 60 day time period specified on the permit; therefore, the permit is null and void. The property owner was again notified on May 9, 2005 that the property was in violation of Article 3.200, and that the structure must be demolished and removed within thirty days. After 30 days, the City could proceed with abatement of the property through a public hearing. The property owner was notified through certified mail on June 2, 2005 of the City's intent to proceed with a public hearing. RECOMMENDATION: Staff requests direction from Council regarding the abatement of this property. ATTACHMENTS: Photographs of 4364 Mockingbird Parkway List of Violations 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31~AGENDAMEMO (4).doc 8:47 AM 06/16J 4364 Mockingbird Structural: · New sub floor · Remove water from area around piers install sump pump · Finish leveling floor · Finish floor joist · Replace all windows · Re-brace all rafters · Soffit board west side needs to be replaced · New rafters (existing 2x4 need 2x6) 24" on center Electrical: · Rewire electrical · Install ground rod · Install new electrical box - current box is illegal · New electrical service new box install riser for height requirements Plumbing: · No plumbing - install Health · · · · & Safety: Trash health hazard Fire hazard with combustibles in rear of house Open trench in yard for sanitary sewer Working without a valid permit AGENDA MEMO (6/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Honorable Mayor and Council Robbie Corder, Assistant to the Director of Public Works Code of Ordinances Amendment - Pool Construction Regulations ITEM: Article 3.800 of the Code of Ordinances requires all pool construction to have a horizontal clearance often (10') feet from any overhead power lines. The industry standard for this requirement now accepts a horizontal clearance of only five (5') feet from the pool. In addition, the five (5') foot requirement meets all safety regulations for the National Electric Safety Code. Staff has been approached by residents to change this requirement within the Code of Ordinances. In addition to the new horizontal clearance amendment, staff recommends a minimum height requirement of thirty (30') feet also be placed on new pool construction RECOMMENDATION: Staff recommends approval of the proposed code amendments. ATTACHMENTS: Ordinance 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31\Pool construciton regulations.doc 8:54 AM 06/16J ORDINANCE NO. AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE CITY OF UNIVERSITY PARK, AS HERETOFORE AMENDED, BY AMENDING ARTICLE 3.800 (l) TO REGULATE OVERHEAD ELECTRIC POWER OR TELEPHONE UTILITY LINES NEAR SWIMMING POOLS IN THE CITY; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF FINE NOT TO EXCEED THE SUM OF FIVE HUNDRED DOLLARS ($500.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS: SECTION 1. That Chapter 3, Article 3.800 (1), of the Code of Ordinances, City of University Park, Texas, is hereby amended to read as follows: "ARTICLE 3.800 SWIMMING REGULATIONS POOL FENCE CONSTRUCTION (1) No overhead electric power or telephone utility lines shall be permitted to cross any portion of such swimming pool. All electric service wires, either public service in the alley or private service on the premises, must clear the pool proper by at least five feet (5') horizontally and thirty feet (30') vertically above the surface of the pool, so that here will be no possibility of broken wires falling into the pool. Ail wiring must comply with the National Electric Safety Code and ground fault interrupter devices shall be installed in accordance with said code. SECTION 2. That all provisions of the Code of Ordinances of the City of University Park, Texas, in conflict with the provisions of this ordinance are hereby repealed. 74876 SECTION3. That should any word, sentence, paragraph, subdivision, clause, phrase or section of this ordinance or of the Code of Ordinances, as amended hereby, be adjudged or held to be void or unconstitutional, the same shall not affect the validity of the remaining portions of said ordinance or the Code of Ordinances, as amended hereby, which shall remain in full force and effect. SECTION 4. That any person violating any of the provisions of this ordinance or the Code of Ordinances, as amended hereby, shall be deemed guilty of a misdemeanor and, upon conviction in the municipal court of the City of University Park, Texas, shall be subject to a fine not to exceed the sum of five hundred dollars ($500.00) for each offense, and each and every day such offense shall continue shall be deemed to constitute a separate offense. SECTION 5. This ordinance shall take effect immediately from and after its passage and the publication of the caption, as the law and Charter in such cases provide. DULY PASSED by the City Council of the City of University Park, Texas, on the 21st day of June 2005. APPROVED: APPROVED AS TO FORM: JAMES H. HOLMES m, MAYOR ATTEST: CITY ATTORNEY (RLD/6-7-05; 74876) NINA WILSON, CITY SECRETARY 74876 ORDINANCE NO. AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE CITY OF UNIVERSITY PARK, AS HERETOFORE AMENDED, BY AMENDING ARTICLE 3.800 (l) TO REGULATE OVERHEAD ELECTRIC POWER OR TELEPHONE UTILITY LINES NEAR SWIMMING POOLS IN THE CITY; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF FINE NOT TO EXCEED THE SUM OF FIVE HUNDRED DOLLARS ($500.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. DULY PASSED by the City Council of University Park, Texas on the 21st day of June 2005. APPROVED: JAMES H. HOLMES m, MAYOR ATTEST: NINA WILSON, CITY SECRETARY 74876 AGENDA MEMO (06-21-05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Bob Livingston City Manager Gene R. Smallwood, P.E. Director of Public Works Discuss the development of a traffic engineering study associated with possible reduction in residential speed limit. Background. The City Council recently received a request to consider a reduction in residential speed limits. Section 545.352 (b) of Title 7, The Texas Transportation Code, establishes the "urban district" prima facie speed at 30 MPH. Section 545.356 (a) authorizes the City Council of a municipality to adjust the prima facia speed limit after performing the same type of engineering and traffic investigation as required of the Texas Transportation Commission (TTC). The TTC, through the Texas Department of Transportation (TxDOT), published Procedures for Establishing Speed Zones in November 2003. The TxD©T procedures require that an 85th percentile speed be determined by recording the speeds of at least 125 cars in each direction (or two hours of speed data on Iow volume streets) during the off-peak times every 0.25 miles. By definition, the 85th percentile speed is the speed at which 85 percent of the cars travel at or below. The speed limit should be set within 5-MPH of the 85th percentile speed. Pursuant to the aforementioned request, staff discussed the proposed with traffic consultant Dannie Cummings. Although he had not had time to formalize a proposal, he felt that a traffic study might cost between $15-20,000. He indicated that he would appreciate the opportunity to work with the staff to develop the requisite study. In bringing the issue to Council, staff must be candid about the results of such a study. Based upon traffic data accumulated over the past decade, the average speed on a typical residential street in UP is about 27 MPH with the average 85th percentile speed at 31 or 32 MPH. Another reality of reducing the speed limit is the requirement to install signs throughout the residential neighborhood. The cost of posting 500 +/- signs might be as much as $50,000. Discussion. Prior to any further action (i.e., formally soliciting a proposal for a traffic engineering study) regarding this matter, staff would request City Council direction. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31~AM Residential Speed Limit TES 06 21 05 (2).doc 2:47 PM 06/16/05 AGENDA MEMO (6/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Honorable Mayor and Council Robbie Corder, Assistant to the Director of Public Works Bid Award - Modular News Racks for Snider Plaza ITEM: On May 3, 2005, Council approved an ordinance requiring all publications within the Snider Plaza retail area to utilize city owned modular news racks. After approval of the Snider Plaza pilot program, staff solicited bids from vendors for the purchase of fifty-four (54) individual boxes to be placed in seven locations throughout Snider Plaza. Each location was reviewed by the Urban Design and Development Advisory Committee, and location recommendations were presented to Council in October of 2004. Staff opened two bids on June 2, 2005 from Rak Systems and S.C. Associates. The low bid, submitted by Rak Systems, totaled $29,809. The second bid, submitted by S.C. Associates, totaled $40,530. Each bid also includes the cost of installation for all units. A lottery selection was conducted on June 15, 2005 for all publications in the Snider Plaza retail area. The lottery system determined how individual news racks would be allocated to the publications. Additional news racks could be purchased to accommodate an increased need or demand for new publications. RECOMMENDATION: Staff' recommends awarding the bid for modular news racks to Rak Systems at a total of` $29,809. ATTACHMENTS: Bid Tabulation Modular News Rack Locations 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31\Bid Award Rak Systems.doc 9:04 AM 06/16J 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 City of University Park Bid 05-13 Bid Tabulation Packet for Solicitation 05-13 MODULAR NEWS RACKS City of University Park Jun 2, 2005 10:13:05 AM CDT RFP Depot, LLC City of University Park Bid 05-13 Bid #05-13 - MODULAR NEWS RACKS Creation Date May 6, 2005 Start Date May 6, 2005 5:01:07 PM CDT End Date 3un 2, 2005 10:00:00 AM CDT Awarded Date Not Yet Awarded 05-13-1-01 Modular News Racks Vendor sc.associates Agency Notes: Rak Systems, Inc. Agency Notes: (~ty/Unit Total Price Attch. Docs I / each Vendor Notes: Furnish and install 9 modules, each containing 6 racks, a total of 54 newsrack as specified, manufactured by Shorack. Total Lumpsum $40,530.00 I / each Y Vendor Notes: Vendor Totals Rak Systems, :~nc. Bid Contact Mary Kay Kitzmann maryk(~raksystems.com Ph 251-653-4080 Agency Notes: Address 5500 Plantation Rd. Theodore, AL 36582 Vendor Notes: $0.00 sc.associates Bid Contact shamim ichoudhury sha mira (~on linesca.com Ph 972-423-2714 x101 Fax 972-423-2483 Bid Notes Sales tax if required is additional All delivered and installed at same time. Agency Notes: Address 624 Haggard Street, Suite 706 piano,Texas, TX 75074 Vendor Notes: $0.00 **All bids/proposals submitted for the designated project are reflected on this tabulation sheet. However, the listing of the bid/proposal on this tabulation sheet shall not be construed as a comment on the responsiveness of such bid/proposal or as any indication that the agency accepts such bid/proposal as being responsive. The agency will make a determination as to the responsiveness of the vendor responses submitted based upon compliance with all applicable laws, purchasing guidelines and project documents, including but not limited to the project specifications and contract documents. The agency will notify the successful vendor upon award of the contract and, as according to the law, all bid/proposal responses received will be available for inspection at that time. Jun 2, 2005 10:13:05 AM CDT RFP Depot, LLC City of University Park Bid 05-13 Bid Contact Mary Kay Kitzmann maryk@raksysterns.com Ph 251-653-4080 Address 5500 Plantation Rd. Theodore, AL :36582 Xtem # Line Ztem Notes Unit Price Qt¥/gnit Tot8] Price Attcb, Docs 05-13-1-01 Modular News Racks 1 / each Y Vendor Total $0.00 Jun 2, 2005 10:13:05 AM CDT RFP Depot, tLC City of University Park Bid 05-13 Item: Modular News Racks Attachments TX-cityofunivpa rk.doc Jun 2, 2005 10:13:05 AM CDT RFP Depot, LLC City of University Park Bid 05-13 5500 Plantation Rd. Theodore, AL 36582 U.S.A. Phone: (251) 653-4080 QUOTE FORM Fax: (251) 653-1014 E-mail: info@ra ksystems, com We b: www. ra ksystems, com Date: 6/2/2005 Customer P.O. #: Customer: City of University Park/Purchasing Division Contact name & phone #: (214) 987-5480 Address: 4420 Worcola Street City, State & Zip: Dallas, TX 75206 QUOTE Job #: FD P.O. Box #: RAK P.O. #: Shipped Via: Date required: Date Shipped: Ship To: TBA Credit Card #: Exp. Date: QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE 44 TK49 Modular Pay Newsracks $262.42 $11,546.48 10 49DW Modular Free Newsracks $198.11 $1,981.1 0 50 TK Mechanisms $109.00 $5,450.00 27 Dome Tops With Attachment $50.40 $1,360.80 9 MB3 Triple Trays $115.66 $1,040.94 18 Pedestals $74.17 $1,335.06 1 2% Steel Surcharge $467.14 $467.14 1 I nstallatio n $5,800.00 $5,800.00 NOTE: Freight based on city providing location to receive and store to install Freight In: NOTES: SUBTOTAL $28,981.52 Due to production planning & material purchase for above units - SALES TAX Freight Out: we cannot meet 30 day timeframe. FREIGHT $827.48 $827.48 This quote is good until July 31,2005 TOTAL $29,809.00 Jun 2, 2005 10:13:05 AM CDT RFP Depot, LLC City of University Park Bid 05-13 sc,associates Bid Contact shamim ichoudhur¥ shamim(~onlinesca.com Ph 972-423-2714 x101 Fax 972-423-2483 Bid Notes Sales tax if required is additional All delivered and installed at same time. Item # Lime Item Motes Address 624 Haggard Street, Suite 706 piano,Texas, TX 75074 05-13-1-01 Modular News Racks Furnish and install 9 modules,each containing 6 racks, a total of 54 newsrack as specified, manufactured by Shorack. Total Lumpsum $40,530.00 each Vendor Total $0.00 Jun 2, 2005 10:13:05 AM CDT RFP Depot, LLC DATE: TO: FROM: SUBJECT: AGENDA MEMO (06/21/2005 AGENDA) June 16, 2005 Honorable Mayor and Members of the City Council Gerry Bradley, Director of Parks Fall and Holiday Banners and Park Informational Signs BACKGROUND: On May 18, 2005, City Council met with Mari Madison of Design Strategies to discuss the final design of the fall and holiday banners for Snider Plaza and park informational signage. At the meeting, City Council provided direction to the graphic artist based on the review of concepts provided. RECOMMENDATION: Staff is requesting City Council designate a short period of time at the June 21, 2005 City Council pre-meeting to discuss the above mentioned designs. Mari Madison will be available to discuss options and to answer any questions. ATTACHMENTS: Snider Plaza - Fall and Holiday Banner Park Informational Sign Design 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31\fall holiday banner and signs 2005.doc 9:48 AM 06/16J Proposed Fall Banner Proposed Holiday Banner memorandum Date: 6/16/2005 To: Bob Livingston Cc: Nina Wilson From: Luanne Hnford RE: Insurance Renewal As you know, the Property, Casualty, and Liability Insurance Committee met on Tuesday, June 14, 2005, to review insurance proposals. At that time, the committee members determined that they needed to meet again to obtain additional information from the bidders prior to making a fe~ommendation to the City Council. The committee will meet again on Monday, June 20, 2005. Their recommendation will be available at the City Council pre-meeting on Tuesday, June 21, 2005. 6/16~2005 AGENDA MEMO (6/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 15, 2005 Honorable Mayor and Council Robbie Corder, Assistant to the Director of Public Works Request for Two Fifteen (15) Minute Parking Spaces - 4518 Lovers Lane ITEM: The owners of the British Trading Company, Mail Express, and Lien's Alterations at 4518 Lovers Lane have submitted a request for two (2) fifteen minute parking spaces on the north side of Lovers Lane. The spaces are currently subject to a two hour time limit. The owner of the British Trading Company, Cindi Clark, has collected signatures from a majority of property owners along the 4500 block indicating their approval of the proposed fifteen minute parking spaces. Modifying the current two hour time limit to a fifteen minute limit requires Council approval of an ordinance specifying the exact location of the proposed parking spaces. RECOMMENDATION: Staff recommends Council approve the request. ATTACHMENTS: Ordinance Signatures of Approval 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31 \15 Minute Parking British Trading Company.doc 3:56 PM 06/15/05 4518 Lovers Lane Dallas, Texas 75225 2t4-373-9071 214-373-.9O83 fax Mr. Robble Corder Assistant to Public Works Director City of Univemity Park 4420 Worcola Dallas, Texas 75206 May 25, 2005 Dear Robble, .//.~ ~ ~ In an effort to alleviate parking Issues, we w~ld like'to request-two 15 minute parking apaces each ~e~ The Brilish Trading ~_~~~pany, Mall Express and Uen'a Altarati=. These are all retail - --~ .... --businesses in the 4500 block of Lovers Lane in Univeraity Park, Texas and am under the same buiMing ownemhip of Stan Wyll. In addition, we have received signatures front the other retail businesses on this block acknowledging that they are aware of and in agreement with this request. Should you have questions conceming this request, please don't hesitate to contact me at The British Trading Company at (214) 373- 9071. Thank you in advance for your assistance and we look forward to your approval. Sincerely, Cind! Cisrk, owner Business on Lovers Lane Si nature/Title Park Cities Animal Hospital- ;~/4520 British Tr~di,n..g,, Company- ~V4518 Mail Express ~4516 Uen's Alterations- ~45.t4 .., ~ / Bentwo~?_ ~ign~tuWo- ~ff450 ' Cadeaux Quikseg ~1504 _.~ Maile Nails- ~4502 ~- - ----"- Park Cities Pet Salon- ~4500 -~. ~ CC: Stan Wyll ORDINANCE NO. AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, LIMITING PARKING TO FIFTEEN MINUTES IN FRONT OF THE BUILDING AT 4518 LOVERS LANE, SAID AREA BEING DEPICTED IN EXHIBIT "A" ATTACHED HERETO AND MADE A PART HEREOF; PROVIDING FOR THE ERECTION OF SIGNS; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO HUNDRED DOLLARS ($200.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS: SECTION 1. That it shall be unlawful and an offense for any person to leave, stand, or park a motor vehicle for any amount of time exceeding fifteen minutes in portions of the 4500 block of Lovers Lane, said area being depicted in Exhibit "A" attached hereto and made a part hereof. SECTION 2. All provisions of other ordinances of the City of University Park in conflict with the provisions of this ordinance are hereby repealed. SECTION 3. That should any sentence, paragraph, subdivision, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal, or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof, other than the part decided to be invalid, illegal or unconstitutional. SECTION 4. That any person violating any of the provisions of this ordinance shall be deemed guilty of a misdemeanor and, upon conviction in the municipal court of the City of University Park, Texas, shall be subject to a fine not to exceed the sum of two hundred dollars ($200.00) for each offense. 74704 SECTION 5. That this ordinance shall take effect immediately from and after its passage and the publication of the caption, as the law and Charter in such cases provide. The parking restriction set out herein shall not be effective until appropriate signs giving notice thereof shall have been erected as provided by the Code of Ordinances. DULY PASSED by the City Council of the City of University Park, Texas, on the 21st day of June 2005. APPROVED: JAMES H. HOLMES m, MAYOR ATTEST: APPROVED AS TO FORM: NINA WILSON, CITY SECRETARY CITY ATTORNEY (RLD/74652 (6/15/05) 74704 ORDINANCE NO. AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, LIMITING PARKING TO FIFTEEN MINUTES IN FRONT OF THE BUILDING AT 4518 LOVERS LANE, SAID AREA BEING DEPICTED IN EXHIBIT "A" ATTACHED HERETO AND MADE A PART HEREOF; PROVIDING FOR THE ERECTION OF SIGNS; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO HUNDRED DOLLARS ($200.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. DULY PASSED by the City Council of the City of University Park, Texas, on the 21st day of June 2005. APPROVED: MAYOR ATTEST: CITY SECRETARY 74704 AGENDA MEMO (06/21/05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Honorable Mayor and City Council Jacob Speer, Assistant Director of Public Works Award of Contract for Improvements to Sanitation Transfer Station, Proj. 43610 BACKGROUND: Numerous repairs and upgrades are needed on the transfer station located at 2525 University Blvd to keep the facility in a safe operating condition. Staff worked with a consulting engineer to identify the structural and safety needs of the facility and develop specifications for repairs. Much of the structural steel supporting the floor of the transfer building has rusted and deteriorated to a point where it is no longer safe for foot-traffic. There are also numerous layers of old paint on parts of the facility that may contain lead-based paint; so, abatement measures are needed to address those issues. The specifications also include the addition of handrails and walkways to improve safety for the employees. At least one compactor will remain operational at all times to keep the facility functioning throughout the project. The transfer station provides a great deal of efficiency for our sanitation operation and these repairs are needed to ensure the future serviceability of the facility. ITEM: Bids were received for the above project on May 26, 2005. The bid had five (5) plan holders with three (3) responding. After reviewing the bid and verifying references, it was determined that Cates, Courtney, & Roebuck, L.P. is the apparent low bidder in the amount of $288,695.00. The bid tabulation sheet with the engineer's original estimated cost is attached for your review. Funding for this project is currently available via the Sanitation Fund balance. RECOMMENDATION: Staff recommends approval of the bid and award of a contract to Cates, Courtney, & Roebuck, L.P. in the amount of $288,695 for transfer station improvements. ATTACHMENTS: · Bid tabulation with Engineer's Recommendation 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31 \Bid Agenda Memo - Proj 43610.doc 10:48 AM 06/16/05 CP&V Partners for 0 Belter Quality of Life June15,2005 Mr. Gene R. "Bud" Smallwood, P.E. Director of Public Works City of University Park 4420 Worcola Street Dallas, TX 75206 RE: Solid Waste Transfer Station Improvements Bid Number: 05-12 University Park Project No.: 43610 CP&Y Project No.: CUP0448 Dear Mr. Smallwood: We understand that the City has reviewed the bid of Cates, Courtney & Roebuck, L.P. for the above referenced project, and found the bid to be acceptable. We have contacted a selected group of the Contractor's listed references, and find no negative issues relating to the Contractor. Based upon the City's acceptance of the Contractor's qualifications, it is our recommendation that the City award the contract to Cates, Courtney & Roebuck, L.P. in the amount of $288,695.00. Should you have questions, please do not hesitate to give us a call. Sincerely, Chiang, Patel & Yerby, Inc. William R. Hindman, P.E. Vice President Enclosure, Bid Tabulation CC: Mr. Jacob Speer File Chiang, Patel & Yerby, inc. 1820 Regal Row, Suite 200, "~,~J~ Ballas, Texas 75235 214.638.0500 · 972.263.3960 metro - 214.638.3723 fax J~' www.cp¥i,com BIDS RECEIVED THRUSDAY, MAY 26, 2005 AT 10:00 AM BID TABULATION FOR CITY OF UNIVERSITY PARK SOLID WASTE TRANSFER STATION IMPROVEMENTS CONTRACTOR (SATES COURT~',~EY & ROEBUCK~ LP i11~ NORTH TE~S BRIDGE CO~ ~NC~ ENGINEER'S ESTIMATE THE APPARENT LOW BIDDER IS CATES, COURTNEY & ROEBUCK, L.P., IN THE AMOUNT OF $288~695;~ 6/15/2005 Page 1 of I CUP0448 BID TAB 05262005.xls DATE: TO: FROM: SUBJECT: AGENDA MEMO (06/21/2005 AGENDA) June 16, 2005 Honorable Mayor and Members of the City Council Gerry Bradley, Director of Parks Central Linear Park - Park Naming BACKGROUND: The Parks Department currently has 11 of our 12 larger parks sites named after individuals that have been recognized for park land donation or contributing significant service to our community. The remaining unnamed large park within our park system is known as Central Linear Park. Central Linear Park is located along the eastern boundary of University Park and just west of the Central Expressway Wall. The park site (approximately 2.2 acres) meanders along the expressway corridor providing an aesthetic landscape buffer between homeowners and the expressway wall. Amenities in the park include two (2) small playgrounds, walkways, botanical plantings and recreational open space. RECOMMENDATION: Staff is requesting City Council to consider naming the linear park site and the adjacent street after an individual(s) that has been recognized by City Council as providing leadership and or contributing to the overall welfare of our community. ATTACHMENTS: Park Location Map 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31\Linear Park Naming 2005.doc 10:23 AM 06/ll AGENDA MEMO (06-21-05 AGENDA) DATE: TO: FROM: SUBJECT: June 16, 2005 Bob Livingston City Manager Gene R. Smallwood, P.E. Director of Public Works Discuss bid advertisement for sale of property Worcola. located at 4419 Background. Pursuant to our recent discussions regarding the possible sale of the auxiliary service center site at 4419 Worcola, staff prepared a Bid Solicitation Notice, a copy of which is attached to this memo. The sale / trade of the property would be contingent upon finding a buyer with property in the immediate area of the 4420 Worcola Peek Service Center who would be willing to sell / trade for the City's property and develop the new site. The development of the new site would include satisfying City of Dallas zoning and building requirements, and to provide sufficient parking and storage facilities to meet University Park's operational needs. Discussion. Prior to any further action regarding this matter, staff would request City Council direction. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31 ~AM 4419 Worcola Bid Solicitation 06 21 05.doc 9:30 AM 06/16/05 CITY OF UNIVERSITY PARK REQUEST FOR SEALED BIDS FOR OFFER TO EXCHANGE LAND The City of University Park ("City") is seeking to consolidate, expand, and upgrade its Fred Peek Service Center located at 4420 Worcola, Dallas, Texas, by offering the following tract of land for exchange for other real property, improvements, and other in-kind consideration: [4419 Worcola - Insert legal description for the UP Exchange Property] The City is seeking to exchange the aforementioned property with property located near the Fred Peek Service Center. The property offered for exchange must be located in the following area: east of Central, north of Mockingbird, south of Yale Boulevard, and west of Greenville Avenue. The City is seeking to exchange the aforementioned property pursuant to sealed bid based on the following criteria: All bids must be submitted, in writing, and include the following information: Name of applicant, including contact information Property owned by the Applicant offered for exchange o Exchange property must be located in the following area: east of Central, north of Mockingbird, south of Lovers Lane, and west of Greenville Avenue. o Applicant must be willing to pursue a Specific Use Permit and other City of Dallas municipal approvals on behalf of the City of University Park as required for a new/expanded Fred Peek Service Center facility. Proof of ownership Proof of capacity to enter into a Development and Exchange Agreement to construct a new facility of __ square feet and containing __ parking spaces for the City Other in-kind consideration Other information and data may be requested prior to final award of bid SUBMITTAL DEADLINE: __ o'clock__ m., 2005. SUBMITTAL LOCATION: Office of the City Manager, University Park City Hall, 3800 University Boulevard, University Park, Texas 75205. Contact Bob Livingston, City Manager, at (214) 363-1644, for further information. The successful bidder will be required to enter into a Development and Exchange Agreement with the City to construct a new facility for the City on the exchanged property. The City will announce the successful bidder at its City Council meeting on 2005. AGENDA MEMO (06/21/2005 AGENDA) DATE: TO: FROM: SUBJECT: Recommendation from Audit Function June 16, 2005 Honorable Mayor and City Council Kent R. Austin, Director of Finance Finance Advisory Committee regarding Internal Background As part of the annual audit of the City's financial statements, the external auditors provide a management letter. In its FY2003 management letter comments, external auditor Deloitte & Touche included the following recommendation: Consider establishing an internal audit function by either creating the position of internal auditor or alternatively, consider performing a risk assessment that identifies the various risk areas of the organization and prioritize them. Using the risk assessment, City Council could select areas of risk and hire an outside consultant to aid the organization in performing internal audit activities. A similar comment had been included in the FY2000 and FY2001 management letters. In FY2002 the City created and filled the Controller position to strengthen internal controls and financial reporting ability. The internal audit recommendation was not included in the FY2002 management letter. As is the custom with management letter comments, City staff was given the opportunity to respond. The FY2003 management response reads as follows: Noted. Staff understands and appreciates the importance of limiting the risk of both financial and operational fraud. It is our intention to continue our efforts to reduce these risks by the judicious segregation of duties, and the performance of limited audit procedures in high risk areas. Although an outside consultant may be considered at a future date, the current cost of such a project appears to outweigh its potential benefits. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31~AGENDA MEMO INTERNAL AUDIT FUNCTION 062105.doc 2:30 PM 06/16/05 The FY2004 management letter did not contain an internal audit function recommendation, and the external auditors have observed that such a recommendation no longer has the relevance as when it was originally made. In its meetings this year, the City's Finance Advisory Committee discussed the internal audit function (IAF) concept at length. At the February 2005 Committee meeting, Controller Tom Tvardzik volunteered to conduct a financial risk assessment. At the May 2005 Committee meeting, Tvardzik submitted a preliminary report that identified 49 potential areas of risk and described the resulting effect, control, and assessment of each area. While the Committee was appreciative of the preliminary assessment, members voted to recommend that the City Council discuss the FY2003 recommendation to create an internal audit function. To provide context to this discussion, City staff compiled an IAF survey of select Dallas area cities and Texas cities with populations comparable to University Park (20,000-25,000). The Finance Advisory Committee and City staff reviewed the attached survey results at the Committee's June 2005 meeting. In general, cities of University Park's size do not have an internal audit function, primarily for cost-effectiveness reasons. City staff shares this opinion regarding University Park. Recommendation As a means to ensure adequate review of the internal audit function concept, the Finance Advisory Committee recommends that the City Council discuss the internal audit recommendation made by Deloitte & Touche in its FY2003 management letter. City staff is pleased to participate in this discussion and provide other information as requested. Attachments: · Excerpt from Deloitte & Touche FY2003 management letter comments regarding internal audit function · Preliminary Major Function Risk Assessment, 3/17/2005 · Internal Audit Function survey results for select Metroplex cities and Texas cities 20,000-25,000 population 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 2 C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31~AGENDA MEMO INTERNAL AUDIT FUNCTION 062105.doc 2:30 PM 06/16/05 EXHIBIT INTERNAL AUDIT FUNCTION Observation The City does not currently have an internal audit function. The internal audit function can be an important element in providing assurance to the City that its internal controls and processes are adequate and functioning properly to obtain the objectives of (a) reliability of financial reporting, (b) effectiveness and efficiency of operations, and (c) compliance with applicable laws and regulations. Additionally, this function would help management identify and quantify risk across the organization and reduce exposure to acceptable levels through a well-defined audit plan that focuses on both strategic and operational risks. The lack of performance of ongoing internal audit activities may expose the City to undue levels of risk of loss of financial resources, operational inefficiencies, instances of contractual noncompliance or other control risks. The following is a suggested list of areas in which the internal audit function could add significant value to the City: Risk assessment as it relates to risks due to financial and operational fraud Intemal process reviews Operational reviews and special projects Review of contracting processes and contract compliance Performance audits Independent audits of selected financial activity State regulation compliance reviews Financial and operational policy compliance reviews Whether through efficiency and effectiveness reviews related to operations, compliance audits of contractual relationships or control reviews, an internal audit function can serve as a critical component of an organization's overall accountability structure. Recommendation Consider establishing an internal audit function by either creating the position of internal auditor or alternatively, consider performing a risk assessment that identifies the various risk areas of the organization and prioritize them. Using the risk assessment, City Council could select areas of risk and hire an outside consultant to aid the organization in performing internal audit activities. Management Response: Noted. Staff understands and appreciates the importance of limiting the risk of both financial and operational fraud. It is our intention to continue our efforts to reduce these risks by the judicious segregation of duties, and the performance of limited audit procedures in high risk areas. Although an outside consultant may be considered at a future date, the current cost of such a project appears to outweigh its potential benefits. -2- MEMORANDUM DATE: March 17, 2005 TO: Finance Advisory Committee FROM: Thomas W. Tvardzik, Controller SUBJECT: Preliminary Risk Assessment Attached to this cover is a preliminary risk assessment for vital financial processes. This assessment does not cover operational risk, nor is it intended to be all encompassing. The assessment of risk should be an ongoing process and staff welcomes your participation. If, after reading the attached document you have any questions regarding our processes, or concerns that you believe may represent a financial "risk" to the City, please bring it to my attention. According to a recent report of the Association of Certified Fraud Examiners, asset misappropriation accounts for 80% of all fraud - with cash accounting for 90% of all assets misappropriated. It follows that by simply paying attention to basic internal controls surrounding cash, better than 70% of potential fraud may be prevented. We believe with our "small shop" focus, and "hands on" involvement, cash is very adequately controlled. Part of our yearly audit consists of a staff-completed questionnaire regarding the condition of our internal control system and whether or not staff has any knowledge of possible fraud. As part of their audit procedures, our auditors review this document and independently assess the state of our internal controls and whether or not those controls can be relied upon to produce financial statements that are free of material misstatement, whether caused by error or fraud. A copy of that questionnaire is attached for your review. It remains the responsibility of your City staff to design, implement, monitor and upgrade internal controls and systems. At this time, we believe ongoing risk assessment and performance of limited internal audit procedures by City staff are sufficient to insure control and compliance. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 987-5326 C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31 \RISK MEMORANDUM.doc 2:32 PM 06/16/ RISK Cash and Bank Cash receipts not accurately recorded in General Ledger Cash receipts not deposited in a timely manner Cash collected not properly receipted. EFFECT Financial Statements would be misstated Loss of interest earnings. Cash receipts could go unaccounted for. City of University Park, Texas Major Function Risk Assessment CONTROL 1. Daily cashier deposits are verified, reconciled and released for ledger update by Finance department personnel with no other cashiering responsibilities. 2. City Controller performs monthly bank reconciliations. 1. During the 4th quarter of 2004, 73% of all non-investment related cash deposits were either directly wired into the City account, or received at a third-party lockbox facility, that deposits funds the same day. 2. All credit cards are submitted for processing the day payment is accepted, and will deposit to the City account within three business days. 3. All remaining cash (over the counter payments and lockbox exception processing) is deposited within 2 days of receipt. Funds are transported by Police Dept. personnel in locked deposit bag. 1. Computerized cashiering generates entries and audit trail for each transaction. 2. Customers act as third party compensating control. 3. Receipts reconciled to Revenue Accounting system on a daily basis. 4. Associated balance sheet accounts reconciled monthly. CONTROL IN PLACE Yes Yes Yes ASSESSMENT Low Low - However, City staff is working to eliminate lockbox exceptions. Had exceptions been processed at the lockbox, the 4th quarter automatic deposit percentage would have been 87%. Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 1 of 14 RISK Cash on hand not adequately safeguarded Cash could be misappropriated before deposit or withdraw from account. Unsupported checks could be issued. Fraudulent wire is sent. EFFECT Cash could be misappropriated. Loss of funds. Loss of funds, possible double-payment of invoices. Loss of funds. City of University Park, Texas Major Function Risk Assessment CONTROL 1. Petty cash funds are maintained in locked containers by custodians. These funds are subject to an unannounced audit twice yearly. 2. Cash on premises (which is limited, as most receipts are check or credit card) is sent for deposit on a daily basis. 3. Any cash or checks pending deposit the following day is kept within locked walk-in vault. 1. All cash receipts and deposits are reconciled to bank records. 2. Citywide cash activity and position is monitored and verified on a daily basis. 3. All disbursements (including payroll) must be made via check or transfer- each of which requires at least two individuals to initiate/approve. 1. Check stock is kept in a locked facility inside the city vault. 2. All checks require at least two signatures. 3. All disbursement checks must be accompanied by a supporting voucher package, before they are signed. 4. Cash disbursements are reconciled monthly. 1. All wires require one party to initiate the wire and a second party to approve the wire, 2. All wires require proper documentation CONTROL IN PLACE Yes Yes Yes Yes ASSESSMENT Low Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 2 of 14 RISK Wire is sent without proper approval. Wire amount is incorrect. Investments Purchases and sales of investments are not properly posted to the general ledger. Purchases and sales of investments are not properly authorized. EFFECT Loss of funds, possible double-payment. Loss of funds, increased administrative activity. Investment account balance may be inaccurate. Misstatement of interest earnings. Loss of revenue. City of University Park, Texas Major Function Risk Assessment CONTROL before approval by second party. All wires are of a recurring nature and are input to a "wire template" on the banks' website, limiting valid payees. 1. All wires require at least two separate and distinct parties to initiate and complete the transaction. 2. The wire system is Internet based, and Iogin requires two separate ID names as well as two separate passwords for each user. 1. Amount input into wire template is verified (by approver) against documentation before wire is approved. 2. Wires are reconciled along with all other cash activity on a monthly basis. 1. The City Controller, who does not purchase or sell securities, reconciles all investment accounts on a quarterly basis. 2. Investment balances are independently confirmed during year-end audit. 3. Investments are segregated in the ledger by type and fund. 1. All purchases and sales of securities require a signature acknowledging agreement with the transaction. 2. Almost every purchase of an investment involves a wire transfer of some sort, which requires separate approval. CONTROL IN PLACE Yes Yes Yes Yes ASSESSMENT Low Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 3 of 14 RISK Securities purchased are not adequately safeguarded against theft. Securities purchased are not in accordance with the City investment policy. EFFECT Loss of security value. Non-compliance with City policy, possible exposure to unnecessary risk. City of University Park, Texas Major Function Risk Assessment CONTROL 1. The City does not take physical custody of any of its investments. 2. Investments are held in a custodial account at JPMorgan Chase, which is an independent, custodial third party. 1. All securities bought and sold are reported to the Finance Advisory Committee on a quarterly basis. 2. The quarterly investment report is signed by all three authorized City investment officers, attesting to its accuracy. CONTROL IN PLACE Yes Yes ASSESSMENT Low Low Accounts Receivable Collection efforts not made on delinquent accounts. Accounts receivable write-offs not properly supported or authorized. Utility write-offs higher Loss of anticipated revenue. Loss of anticipated revenue. Unanticipated loss of 1. 1. Active utility accounts - Service is denied after 90 days. Resumption of services is predicated on payment of at least half of outstanding balance. 2. Inactive/closed utility accounts - no ongoing collection efforts are made, other than mailing of final bill. 1. Write-offs are booked (en masse) at the end of the year and affect only those accounts with no activity for more than 12 months. 2. Any adjustments to utility receivable accounts will generate an adjustment register - which are filed with supporting documentation. Write-offs are performed in a single Somewhat Yes Yes - Low/Medium Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 4 of 14 RISK than accepted standard. Delinquent accounts not handled in a timely manner. Clients not being billed for services used. Clients being billed incorrect usage amounts. EFFECT revenue. Degradation of operating profitability. Use of unbillable City resources. Loss of anticipated revenues. Increased material costs. Loss of revenue, increased costs. Inaccurate revenue amount, possible adjustments needed. City of University Park, Texas Major Function Risk Assessment CONTROL transaction at year-end, and are detailed in the Transfers to Uncollected Debt Edit List report. This report is reviewed by City staff, as part of the allowance for uncollectible accounts review. Write-off activity (and the related allowance for doubtful accounts) is reviewed yearly by the external auditors. A delinquent accounts report is run every cycle along with the normal billing run. Service locations are "yellow tagged" at 30 and 60 days delinquent. At 90 days delinquent, the service is shutoff and "red tagged". Service may be resumed upon payment of at least 50% of past due amount, or agreement to suitable payment arrangements. A "Consumption Not Billed" report is run during the billing cycle. Any active locations (for which an account was not established) are shut-off and a blue tag is affixed to the location, indicating an account needs to be opened to obtain water service. Reports are run during the billing cycles that indicate all known meters and gallons consumed. The reports are scanned for unusually high or Iow consumption figures. If unusual variances are noted, a manual reading is taken. CONTROL IN PLACE Somewhat Yes Yes Yes - somewhat ASSESSMENT Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 5 of 14 RISK Purchasinq Purchases are made from a vendor that did not submit a bid (when applicable). Departments did not obtain at least three bids (where applicable). EFFECT Increased costs, decreased compliance with oversight system. Possible increased cost. City of University Park, Texas Major Function Risk Assessment CONTROL In order to check the reliability of the Firefly (RFI) units, entire routes (the City has 31) are re--read manually, on a rotating basis. 1. Purchasers are required to obtain at least three bids (quotes) for all purchases in excess of $500. 2. "Sole Source" purchases (those that are a unique product, part of an existing system only available from a single supplier, or available only from a regulated or natural monopoly) are exempt from the requirements in 1., above. Other exemptions include professional services contracts and purchases made in accordance with formal cooperative purchasing agreements. 3. Regardless of whether the purchase originates from 1. or 2. above, an approved purchase order form must be attached to the voucher package and submitted before payment is made. 1. Unless exemption is granted under the "sole source" supplier rule above, orthe purchase is made in an emergency, three bids are required before the purchase order number will be granted. The purchase order number is the vendors assurance of eventual payment 2. The City Purchasing Agent controls CONTROL IN PLACE Yes Yes ASSESSMENT Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 6 of 14 RISK Purchases are made that exceed required approval. Vehicles not purchased at optimum price. Department select EFFECT Bind City to unauthorized contract, spending in excess of reasonable amount. Excess cost to the City Pay higher price than City of University Park, Texas Major Function Risk Assessment CONTROL issuance of P.O. numbers, assuring compliance (or exemption) with policy before order is placed. All purchases in excess of $1,000 require the following approvals before a P.O. number is issued: 1. From $1,00 to $3,000 - requires departmental approval and City Manager approval; 2. From $3,000 to $25,000 - requires consideration of HUB (Historically Underutilized Business) quotes (sect. 252.0215 Texas Local Government Code) 3. Purchases in excess of $25,000 require City Manager approval and are subject to the bidding procedure required by law, culminating in the acceptance of winning bids and City Council approval. 1. If specific qualities are necessary, vehicles are put through the bid process like other types of capital assets. 2. If vehicles are of a type and nature that are used by other Cities, the Purchasing Agent may secure new vehicles through a variety of governmental purchasing programs and cooperatives that ensure best price. 3. Purchases under either scenario still require appropriate approvals. Compelling reasons to accept higher bid CONTROL IN PLACE Yes Yes Yes ASSESSMENT Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 7 of 14 RISK bidders that did not submit lowest bid. Accounts Payable Payment made to incorrect vendor. Invoices not paid in a timely manner. Incorrect amount paid to vendor. Payment made to vendor for goods and/or services not received. EFFECT necessary. Possible incurrence of finance charges, loss of funds. Degradation of vendor relationship. Loss of funds, incur finance charges. Loss of funds. City of University Park, Texas Major Function Risk Assessment CONTROL must be presented (including emergency purchases and sole source supplier) before P.O. number and approval are granted. 1. Voucher packages are reviewed for correctness and completeness by the check signers. 2. Unpaid vendors would call requesting payment, which would result in investigation and correction as necessary. Percentage of invoices paid within 30 days is monitored on a monthly basis as a departmental performance "Vital Factor". 1. Before submission for signature, voucher package is reviewed and affixed to check. 2. Check signers review voucher package and check. 1. Majority of "hard goods" are purchased and received through City warehouse facility, which then issues goods to various City departments. 2. When goods are received, the packing slip is verified and it, (or the receiving copy of the purchase order, or both) is made part of voucher package. 3. Warehouse is subject to periodic physical inventory. CONTROL IN PLACE Yes Yes Yes Yes ASSESSMENT Low Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 8 of 14 RISK Purchasinq Cards Pro,qram Inadequate P-card issuance controls. Cardholder exceeds authorized limit. Unauthorized purchases by cardholder. Monthly card statements not reconciled. P-cards no longer needed are not deactivated in a timely manner. EFFECT Could result in use of the purchase card by unauthorized individuals. Excessive costs. Loss of funds, payment of inappropriate expenses. Inaccurate information posted to general ledger, possible inappropriate use undetected. Could result in fraudulent use. City of University Park, Texas Major Function Risk Assessment CONTROL 1. All P-cards are issued through the City purchasing department. 2. Individual users sign agreement for P- card usage. Agreement must be approved by Supervisor, 3. All billed activity is reviewed by Purchasing for unknown cards/users. Individual purchasing cards are limited to $500 per transaction, with a $5,000 monthly maximum. 1. All cardholders must reconcile their total card activity to their receipts using P-Card Transaction log. 2. Transaction logs are approved by cardholder supervisor 3. A/P reviews receipts and charges before entry in to A/P system. 4. Specific industry codes (such as entertainment, clubs, etc.) are "locked- out" preventing purchase. All p-card statements are reconciled at a cardholder level, approved by the applicable department Supervisor, and then reviewed by the A/P Clerk before entry in to the A/P system. 1. Upon termination, Purchasing department personnel de-activate the P- card preventing its further use. 2. Department Supervisors are instructed to CONTROL IN PLACE Yes Yes Yes Yes Yes ASSESSMENT Low Low Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 9 of 14 RISK Splitting of transactions to avoid issuing purchase order, or single transaction limit. Inappropriate payment of sales tax on purchases. Purchases not properly approved or documented. Fixed/Capital Assets Tracking and record keeping over the movement of fixed assets (including purchases or sales) EFFECT Exceeding spending authority, circumventing bidding procedures. Loss of City funds. Inappropriate use of City funds, exceeding purchasing authority. Loss of assets, inaccurate financial statements. City of University Park, Texas Major Function Risk Assessment CONTROL return P-Cards to Purchasing, where they are physically destroyed. 1. Cardholders sign agreement explicitly agreeing to NOT split transactions. 2. Purchasing department personnel randomly scan P-card statements for same/day, same/vendor purchases. 1. Employees with purchasing authority instructed in use of tax-exempt certificates in purchase process. 2. Purchasing Manager randomly scans purchases for sales tax - follows up with employee if pattern is detected. 3. A/P clerk reviews purchases and p-card invoices for inappropriate payment of taxes. 1. All p-card purchases must be substantiated by the proper receipt. 2. All de minimus purchases using petty cash must be evidenced by receipt. 3. All purchases in excess of $500 require a purchase order and proper approval by at least the Purchasing Manager or the Director of Finance. 1. All assets in excess of $5,000 are tracked within the financial records of the City. Such records are subject to physical verification bi-annually. 2. The MIS department tracks value-dense CONTROL IN PLACE Yes Yes Yes Yes - somewhat ASSESSMENT Low Low Low Med Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 10 of 14 RISK may be inadequate. Safeguarding of assets within departments is inadequate. Record keeping over disposal of assets may be inadequate. Fixed assets acquired may not be recorded, or recorded inaccurately in the financial records. Assets per the fixed asset records do not agree to the general ledger. EFFECT Loss of assets. Inaccurate financial statements, possible loss of revenue. Inaccurate financial statements. Inaccurate financial statements. City of University Park, Texas Major Function Risk Assessment CONTROL assets (i.e. laptops, computers, printers, etc.) by end user. Minor assets (those under $5,000) are not subject to fixed asset tracking. Service life and eventual replacement of such assets are contemplated within the capital and operating budgets at a departmental level. Frequent replacement or unreasonably short life would indicate possible problem. Eligible assets are tagged and tracked by City ID number, which is affixed at time of purchase. 1. Assets are generally disposed of via auction, and are removed from the books and records of the City at that time. 2. Assets retired without disposal continue in use until they are rendered inoperable and scrapped. Subject to the limitations of the fixed asset system and capitalization threshold (and any adjustments made during the GASB- 34 implementation) all assets purchased are evidenced in the capital expenditures of the applicable department subjecting them to a review or comparison to budgeted figures. Original value, yearly depreciation and accumulated depreciation per the fixed assets sub ledger, is reconciled yearly to the general ledger of the City. CONTROL IN PLACE Yes Yes- somewhat Yes Yes ASSESSMENT Med Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 11 of 14 RISK Parts Inventory Items could be removed from inventory and diverted to personal use Fuel Inventory Purchase price of fuel is too high. Quality of fuel received is lower than purchased. Quantity of fuel received is lower than purchased. EFFECT Loss of assets, increased costs. Increased cost. Poor performance. Increased fuel "usage", resulting in increased costs. City of University Park, Texas Major Function Risk Assessment CONTROL 2. The reconciliation is reviewed by the Finance Director or other accounting personnel. 3. The reconciliation is reviewed as part of the yearly audit fieldwork by the external auditors. 1. City warehouse facility is locked with admittance restricted to authorized personnel. 2. Warehouse personnel perform annual "floor-to-ceiling" inventory. 3. Financial staff monitor physical inventory biannually. Fuel is purchased in bulk via one-year contract, with renewal options. Selection of winning bidder (fuel provider) is subject to normal bid procedures. Other than diesel, the City purchases "regular" grade gasoline. Unless the fuel causes performance issues, it is not normally tested. Warehouse personnel (who are in charge of fuel inventory as well) perform the following: 1. Before delivery, the tank is "sticked" which indicates the level of fuel within the tank. 2. After delivery, the tank is sticked again. Using tank conversion charts, the amount CONTROL IN PLACE Yes Yes Yes - somewhat Yes ASSESSMENT Low Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 12 of 14 RISK Unauthorized use of city fuel. Equipment Manaqement Replacement policy employed does not ensure timely replacement. Sales proceeds for disposed assets are not properly accounted for. EFFECT Loss of City property. Possible safety issues, additional maintenance costs. Loss of revenues. City of University Park, Texas Major Function Risk Assessment CONTROL of fuel added may be determined. This is compared to the amount on the delivery ticket. A "drop ticket" is generated by the computerized tank monitoring software that is also compared against the delivery ticket. It is known to be accurate within +/- 20 gallons. Before the fuel pumps can be activated, a unit number (vehicle ID) and employee number must be entered via a numeric keypad. This system allows reporting that details time, date, employee, vehicle and department charged. 1. Every motorized vehicle is listed in a citywide replacement matrix that is the basis for capital replacement during the yearly budget process. 2. The replacement matrix is updated continually based upon mileage/usage of the vehicle, with estimated useful lives adjusted accordingly. 1. All sales of used City equipment (including vehicles) is through a third party auctioneer who remits receipts to the City via check or wire. 2. Along with the proceeds, the auction reports detail which items were sold - which then becomes the basis for their CONTROL IN PLACE Yes Yes Yes ASSESSMENT Low Low Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 13 of 14 RISK Miscellaneous Misuse of Postage Meter EFFECT Excessive cost. City of University Park, Texas Major Function Risk Assessment CONTROL removal from the fixed asset records, if necessary. Payments are processed with cash receipts and recorded as "proceeds from auction" in the general ledger. 1. A limited number of personnel are trained in the operation of the postage meter, with any use (other than water bills) logged for charge-out to the applicable department. 2. Postage activity is reconciled to replenishment and usage by personnel other than the mailroom clerk, in order to detect usage anomalies. 3. A self-replenishing, non-City sponsored cache of stamps is maintained to accommodate personal mail. 4. Personal use of the City metered mail system is expressing forbidden. CONTROL IN PLACE Yes ASSESSMENT Low Prepared By: Thomas W. Tvardzik Filename: RISK Last printed 6/16/2005 2:33:00 PM Page 14 of 14 CITY OF UNIVERSITY PARK, TEXAS INTERNAL AUDIT FUNCTION SURVEY OF SELECT METROPLEX CITIES June 2005 10. Addison Bryan Langley, Asst. 14,500 $66 million Yes Weaver & Tidwell conducted risk Began 2005 after previous Capital projects contracts; procurement Finance Director, 972- assessment; further reviews will be submitted discussions, cards; development of internal audit plan. 450-7090 to Finance Director and ACM. Allen Debbie 66,400 $87 million No Bedford Collin Boothe, 48,050 $45 million No Budget/Risk Manager, 817-952- 2126 Carrollton Bob Scott, CFa, 116,000 Yes Bob. Scott@cityofcarr ollton.com IA reports to CFa and informally to CM. Began at request of CFO several Investigation of revenue and expense years ago after attempting to fluctuations; internal control reviews in contract, departments; fraud investigation; grant compliance; special projects. Coppell Jennifer Armstrong, 38,650 $57 million Finance Director, jarmstro@ci.coppell.t x. us Duncanville Philip Varghese, 36,000 $33 million No Some discussion of IAF but no action. Asst. Finance Director, 972-780- 4997 Euless Farmers Branch Loretta Getchell, ACM/Finance Director, LGetchell@ci.euless.t x. us Charles Cox, Finance 50,750 $90 million 27,600 Yes One full-time auditor, reports to ACM. Began 2002 when City began receiving car rental tax from DFW Airport. IA audit car rental agencies to verify correctness of tax payments. Program reviews. Major fraud found by IA in self-insurance fund in 2004. Director, 972-919- 2518 McKinney Jennifer Fung, Exec. Director of Finance & Admin. Services, jfung@mckinneytexas .org 94,700 $56 million Partial Deputy Finance Director duties include IA; Began 2000 following reports to Exec. Director of Finance & Admin. recommendation by external Services. auditors. One internal audit per year; project areas include accounts receivable, municipal court, accounts payable, purchasing, revenue collections. Richardson Rosie Vela, Firance 97,000 $138 million; Director, General Fund is rvela@cor, gov $78 million Partial Treasury Clerk peforms some internal audit functions; City periodically contracts with outside firms to perform certain internal control reviews. Began in 1996 with new Finance Cash counts; A/P reviews; ghost payroll Director. audits; writing dept cash procedures FILENAME: C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31\lnternal audit function survey METROPLEX PRINTED: 6/16/2005 2:45 PM CITY OF UNIVERSITY PARK, TEXAS INTERNAL AUDIT FUNCTION SURVEY OF TEXAS CITIES 20,000-25,000 POPULATION June 2005 10. Alvin Suzy Kou, Asst. 21,400 $29 million No The Finance Administrative Finance Director, 281- Intergovernmental Relations Committee 388-4216 (FAIR), composed of two Council members, reviews finance items before they are placed on agenda. Denison Andy Wilkins, 23,050 $21 million No Existing staff perform some reviews Reconciling bank accounts, etc. Finance Director, 903- 465-2720 Eagle Pass Not contacted Kerrville Brian Brooks, 23,100 $34 million No Existing staff perform some reviews Cash box audit, inventory Dinance Director, 830 792-8330 Marshall Not contacted Plainview Jack Keller, Finance 22,100 $18 million No Finance Director performs some investigative Director, JKELLER work @ci. plainview.tx, us Southlake Sharon Guess, Asst. 24,900 $23 million Yes Contracted firm will report to CM and Finance Began in 2005; resulted from Internal controls; other projects to be Finance Director, 817- Director internal discussions re. internal determined. 748-8044 control improvement; executive team brainstormed. University Park Kent Austin, Finance 23,100 $34 million No Controller performs IA duties Position created in 2002 to Director, 214-987- improve internal controls and 5310 financial reporting Surprise cash counts, procurement card compliance, municipal court dismissals, account reconciliations, inventory, capital assets Watauga Janina Jewell, 23,950 $31million No Finance Director, 817- 514-5821 Existing staff audits each other -- e.g. utility billing audits court, purchasing audits payroll, Asst. Finance Director audits cash Waxahachie Carl Wessels, 26,000 $37 million No Finance Director, 972- 937-9005 Weatherford Bill Davis, Finance 23,000 $66 million (incl. No Director, 817-598- elec. utility) 4220 IAF being considered. FILENAME: C:\Documents and Settings\nwilson\Local Settings\Temporary Internet Files\OLK31\lnternal audit function survey POPULATION PRINTED: 6/16/2005 2:45 PM AGENDA MEMO (06/21/2005 AGENDA) DATE: TO: FROM: June 16, 2005 Honorable Mayor and City Council Bob Livingston, City Manager SUBJECT: Discussion of Goat Park Improvement Plans Including Fountain, Walkway and Stream Designs as well as the Design of the Screening Fence for the Project. Background Plans are being finalized for the construction of the box culvert. That contract includes the rough grading for the landscape in the park, west from the creek to the gazebo. It will be accomplished during the initial phases of the box construction. There are some decisions on which we would like Council input regarding the alignment of the stream which flows from the new fountain at the Gazebo to the seating area near the creek. The alignment will have an impact on the number of trees that will need to be removed for the stream and seating area construction. Mr. Bill Pardoe, Chair of the Parks Advisory Committee, and Kaxl Bieberstein of NJB, the project's landscape architect, will be present to discuss their recommendations regarding these issues. City staff will also begin installing the screening fence around the construction site shortly after the Fourth of July. This will provide a visual barrier to the construction and increase safety for the site. The Park Director has been looking at alternative materials for the construction and would like Council's input on this issue. Recommendation Review these areas along with any others which arise and provide direction to staff'. Attachments: None. CC: Gerry Bradley, Park Director Bud Smallwood, Public Works Director 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 I C:\Documents and Settings\nwilson\Local Settings~Temporary Internet Files\OLK31\GOARPARKIMPV061605Xl.doc /{ Deleted: 8:29 AM · 8:32 AIV~ 06/17~