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HomeMy WebLinkAbout2012.04.03 City Council AgendaCITYOFUNIVERSITYPARK REGULARCITYCOUNCILMEETING LOCATION:CITYHALLCOUNCILCHAMBER AGENDA#2833 APRIL3,2012 CALLTOORDER:5:00P.M. 4:00-4:30P.M.EXECUTIVESESSION:TheCouncilwillconveneintoClosedExecutiveSession underTGC551.071toreceiveconfidentiallegaladvicefromtheCityAttorney regardingright-of-wayencroachmentsandunderTGC551.072fordeliberations regardingpossibleacquisitionofrealpropertylocatedadjacentto2525University Blvd.Noactionwillbetaken.ExecutiveConferenceRoom,1stFloor,CityHall. TOSPEAKONANAGENDAITEM AnyonewishingtoaddresstheCouncilonanyitemmustfilloutagreen“RequesttoSpeak”formand returnittotheCitySecretary.WhencalledforwardbytheMayor,beforebeginning theirremarks,speakers areaskedtogotothepodiumandstatetheirnameandaddressfortherecord. I.CALLTOORDER A.INVOCATION:CommunityInformationOfficerSteveMace B.PLEDGEOFALLEGIANCE:CommunityInformationOfficerSteveMace/Boy Scouts C.INTRODUCTIONOFCOUNCIL:MayorW.RichardDavis D.INTRODUCTIONOFSTAFF:CityManagerBobLivingston II.CONSENTAGENDA A.CONSIDERANDACT:onminutesoftheMarch20,2012CityCouncilMeeting - Spector Pg 3 B.CONSIDERANDACT:onanordinanceestablishingshort-termparkingspacesalong the6900blockofHillcrestandalongthe4300blockofLoversLane - Smallwood Pg 8 III.MAINAGENDA A.CONSIDERANDACT:onproposalsforimprovementstoBarnsandWilliamsParks - Bradley Pg 14 B.CONSIDERANDACT:onaResolutionamendingtheFY2012capitalbudget - Austin Pg 19 C.CONSIDERANDACT:onaproposalintheamountof$18,000plusexpensesfrom DanBradburyofBradburyAssociatestoconductasearchforanewLibraryDirector - Hanford Pg 25 D.CONSIDERANDACT:tocallaSpecialCouncilMeetingforMay22,2012to canvassElectionresults - Spector Pg 26 IV.PUBLICCOMMENTS AnyonewishingtoaddressanitemnotontheAgendashoulddosoatthistime.Pleasebe advisedthatundertheTexasOpenMeetingsAct,theCouncilcannotdiscussoractatthis meetingonamatterthatisnotlistedontheAgenda.However,inresponsetoaninquiry,a Councilmembermayrespondwithastatementofspecificfactualinformationora Page 1 of 26 recitationofexistingpolicy.ItistheCouncil’spolicytorequestthatcitizensnotaddress itemsthatarecurrentlyscheduledforafutureage ndaorpublichearing.Instead,theCouncil requeststhatcitizensattendthatspecificmeeting toexpresstheiropinions,orcommentto theCouncilbye-mailatCity-Council@uptexas.orgorletteraddressedtotheMayo rand Councilat3800UniversityBlvd.,UniversityPark,Texas75205.Otherquestionsorprivate commentsfortheCityCouncilorStaffshouldbedi rectedtothatindividualimmediately followingthemeeting. AsauthorizedbySection551.071(2)oftheTexasGo vernmentCode,thismeetingmaybeconvened intoClosedExecutiveSessionforthepurposeofse ekingconfidentiallegaladvicefromtheCity AttorneyonanyAgendaitemslistedherein. Page 2 of 26 AGENDAMEMO (4/3/2012AGENDA) TO:HonorableMayorandCityCouncil FROM:LizSpector,CitySecretary SUBJECT:CONSIDERANDACT:onminutesoftheMarch20,2012 CityCouncilMeeting BACKGROUND: MinutesoftheMarch20,2012CouncilMeetingarea ttachedfortheCouncil'sapproval. ATTACHMENTS: 03.20.2012CCMtgMin Page 3 of 26 MINUTES AGENDA #2832 CITY COUNCIL MEETING CITY OF UNIVERSITY PARK, TEXAS COUNCIL CHAMBER – CITY HALL TUESDAY, MARCH 20, 2012, 5:00 P.M. 3:00 - 3:25 P.M. THE COUNCIL CONVENED INTO CLOSED EXECUTIVE SESSION UNDER TGC 551.072 TO DELIBERATE THE POSSIBLE ACQUISITION OF PROPERTY ADJACENT TO 2525 UNIVERSITY BLVD. EXECUTIVE CONFERENCE ROOM, 1ST FLOOR, CITY HALL. Mayor Pro Tempore Grable, Councilmembers Clark and Stewart, City Attorney Dillard and City Manager Bob Livingston were present during the Executive Session. Mayor Davis and Councilmember Begert were excused. No action was taken. 3:30 - 4:00 P.M. DIRECTOR OF PARKS GERRY BRADLEY UPDATED THE COUNCIL ON STATUS OF WILLIAMS PARK AND BARNS PARK IMPROVEMENT PLANS. COUNCIL CONFERENCE ROOM, 2ND FLOOR, CITY HALL. Director of Parks Bradley updated the Council regarding landscape improvements for Williams Park. He said during previous discussions with the Council and the Capital Improvement Projects Committee, it was determined to reduce the scale of planned improvements to Williams Park due to financial conditions. He said he has $45,000 in the current year budget to address the most urgent needs. Mr. Bradley said he plans to remove certain plantings due to their age and condition and replace with Nellie R. Stevens hollies, needlepoint hollies, Burford hollies and crepe myrtles. He said would also like to redo the irrigation and add ground cover to certain areas. Mayor Pro Tem Grable asked if any of the walkways were planned to be repaired in this area and Mr. Bradley said yes. Mr. Bradley said that after reviewing the areas with the most urgent needs, he estimates the cost of the project to be $100,000. He said by reducing planned expenditures for landscaping at the Peek Center by $10,000 and landscaping costs for the Daniel/Hillcrest median project by $50,000, he will be able to accumulate enough funds to cover the Williams Park improvements if the Council approves. Mr. Bradley then discussed landscape needs for Barns Park. He said he estimates a budget of $80,000 for the project which will provide decorative lighting, a small walkway, decorative benches, seasonal color and flowering shrubs. Public Works Director Bud Smallwood said he would like to extend the curb and gutter on the northeast side of Barns Park to create a better aligned four-way stop at Turtle Creek and Purdue. Mr. Bradley said he will include the additional area in his landcaping plans. Mr. Bradley said he would prefer to bid the Williams Park and Barns Park projects together for maximum cost savings. He asked the Council to allow him to solicit bids for the proposed projects. The Council agreed and asked him to present the proposals during the next Council Meeting. Director of Finance Kent Austin said he will bring a budget amendment to the Council at the same meeting to reallocate the budgeted funds for the landscaping project. 4:00 - 4:30 P.M. DIRECTOR OF PUBLIC WORKS BUD SMALLWOOD AND DIRECTOR OF Page 4 of 26 PARKS GERRY BRADLEY WILL PROVIDE INFORMATION TO THE COUNCIL REGARDING THE REBUILD OF MCFARLIN BLVD. STREET AND MEDIANS. COUNCIL CONFERENCE ROOM, 2ND FLOOR, CITY HALL. Mr. Smallwood addressed the Council. He stated that during discussions with Mr. Bradley related to curb and gutter replacement of the medians along McFarlin Blvd. between Golf Dr. and the alley west of Hillcrest, he mentioned the possibility of rebuilding the entire boulevard. After further investigation, Mr. Smallwood said he determined that the reconstructability of the entire street would create major accessibility problems for the residents of that street. He said he decided to stay with the plan to redo the curb and gutter of the medians as currently configured. Mr. Bradley said he will proceed with landscape upgrades to those medians to include some ground cover, turf, and perennial color in areas. Mr. Bradley said he was considering using a sensor-based irrigation system which will not only detect air temperature, but will also detect soil moisture and soil temperature. He said this will trigger irrigation based on actual soil conditions rather than by a pre-determined schedule. He said he has contracted with RL Goodson to perform a topological survey of the medians and expects the results within a month. Mr. Bradley also said he is working with Naud Barnett Landscape for median design plans to present to the Council in late June. He said he hopes to begin this work in October. He estimates a budget for the median project to include $20,000 for the survey and design, $180,000 for landscaping and irrigation, and $100,000 for curb and gutter replacement for a total cost estimated to be $300,000. Mr. Bradley said he plans to present the landscape design to the Council in late May. 4:30 - 5:00 P.M. WORK SESSION FOR AGENDA REVIEW CITY COUNCIL CONFERENCE ROOM, 2ND FLOOR, CITY HALL. The Regular City Council Meeting was called into session at 5:00 p.m. in the Council Chamber at City Hall. Present were Councilmember Stewart, Mayor Pro Tem Grable, and Councilmember Clark. Also in attendance were City Manager Livingston, and City Attorney Dillard. Boy Scout Michael Geisler, from Troop 412, assisted in leading the Pledge of Allegiance. He was attending the meeting as part of earning his Citizenship in the Community merit badge. Staff in attendance included: Director of Human Resources Luanne Hanford, Fire Chief Randy Howell, Director of Finance Kent Austin, Chief Planning Official Harry Persaud, Director of Parks Gerry Bradley, Director of Community Development Robbie Corder, Assistant Director of Public Works Jacob Speer, Administrative Assistant George Ertle, City Secretary Liz Spector, Director of Public Works Bud Smallwood, Police Chief Gary Adams, Director of Information Services Jim Criswell, Community Information Officer Steve Mace I. CALL TO ORDER A. INVOCATION: City Manager Bob Livingston B. PLEDGE OF ALLEGIANCE: City Manager Bob Livingston / Boy Scouts C. INTRODUCTION OF COUNCIL: Mayor Pro Tempore Jerry Grable D. INTRODUCTION OF STAFF: City Manager Bob Livingston Page 5 of 26 and Purchasing Agent Christine Green. This 2012 Ford F150 extended cab truck will replace a 2002 Chevrolet C1500 pickup. The 2012 F150 is available on a BuyBoard contract through Philpott Motors for $21,253.75. Purchases made through BuyBoard satisfy all competitive bidding requirements. A petition for removal from the Residential Parking District submitted and signed by residents of 11 of the 17 homes on the 2900 block of Daniel Avenue meets the City’s requirement for consideration. The amending ordinance will remove that block from the district. ORDINANCE 12/07 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE CITY OF UNIVERSITY PARK, CHAPTER 12, TRAFFIC CONTROL, BY AMENDING SECTION 12.05.042 (a) (12) TO REMOVE DESIGNATION OF THE 2900 BLOCK OF DANIEL AS A RESIDENT- PARKING-ONLY ZONE; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Bids were solicited from nine firms for electrical rough-in (installation of floor boxes for power and data) at the new library in Preston Center. CEC Electrical submitted the only bid in the amount of $21,528.00. This solicitation process meets the statutory competitive bidding requirements for purchases greater than $3,000 in that bids were requested from HUB (Historically Underutilized Business) vendors. Councilmember Clark made a motion to approve the Consent Agenda. Councilmember Stewart seconded, and the motion carried unanimously. Chief Planning Official Harry Persaud addressed the Council regarding a proposed amendment to the sign ordinance. He said the ordinance provides the framework for signage at the Plaza at Preston Center. He said the proposed amendment to the sign ordinance addresses sign sizes, placement, lighting, number of signs allowed, and other details. Mr. II. CONSENT AGENDA A. CONSIDER AND ACT: on minutes of the March 6, 2012 City Council Meeting B. CONSIDER AND ACT: on the BuyBoard Purchase of a 2012 Ford F150 Extended Cab Truck for the Engineering Division C. CONSIDER AND ACT: on an ordinance amending the residential parking district to exclude the 2900 block of Daniel Avenue D. CONSIDER AND ACT: on a contract for electrical rough-in at the University Park Public Library in Preston Center III. MAIN AGENDA A. PUBLIC HEARING: on an ordinance amending the Special Sign District for the Plaza at Preston Center Page 6 of 26 Persaud said during the work session, Councilmember Stewart requested to reduce the allowed height of ground monument signs from fifteen feet (15 ft.) to eight feet (8 ft.) above grade. Councilmember Clark requested to add a tenant sign for the University Park Public Library to the monument sign on Wentwood. Mr. Persaud this will change the proposed ordinance by stating the Wentwood monument sign will be restricted to four tenants rather than three. Mr. Persaud stated that Mr. Mike Geisler, the Plaza’s property manager, is present for any additional questions the Council may have. There were no requests to address the item and Mayor Pro Tem Grable closed the public hearing. Councilmember Stewart made a motion to approve an ordinance amending the Special Sign District for the Plaza at Preston Center as proposed subject to reduction of the height of ground monument signs from fifteen feet (15 ft.) to eight feet (8 ft.) at grade, and to increase the permitted number of tenant signs on the Wentwood sign from three (3) to four (4) to allow for a University Park Public Library sign. Councilmember Clark seconded, and the motion carried unanimously. ORDINANCE 1208 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING ORDINANCE NO. 90/6, A SPECIAL SIGN DISTRICT FOR THE PLAZA AT PRESTON CENTER, BY ADOPTING SIGN STANDARDS ATTACHED AS EXHIBIT “A”; APPROVING SITE PLAN, SIGN DETAILS AND LOCATIONS ATTACHED HERETO; 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. There were no requests to address the Council from the floor and Mayor Pro Tem Grable adjourned the meeting. Considered and approved this 3rd day of April, 2012. _________________________________ W. Richard Davis, Mayor ATTEST: ____________________________ Elizabeth Spector, City Secretary B. CONSIDER AND ACT: on an ordinance amending the Special Sign District for the Plaza at Preston Center IV. ITEMS FROM THE FLOOR Page 7 of 26 AGENDAMEMO (4/3/2012AGENDA) TO:HonorableMayorandCityCouncil FROM:GeneR.Smallwood,P.E.;DirectorofPublicWorks SUBJECT:CONSIDERANDACT:onanordinanceestablishingshor t-termparkingspacesalong the6900blockofHillcrestandalongthe4300bloc kofLoversLane BACKGROUND: Staffisinreceiptofrequestsforshort-termpark inginthefollowinglocations: SniderPlaza .Merchantsalongthe6900blockofHillcrest(we stside),fromRankinnorthto Westminster,petitionedtheCityfor30-minutepark ingspacesinfrontoftheirbusinesses.Onlythe occupantof6915wasnotinfavoroftherequest.Theattachedordinancedesignatestherequested short-termlimitsexceptinfrontof6915,whichwo uldremain2-hourparking. ParkCitiesAnimalHospital .TheCityCouncilpreviouslyapproveda30-minut espacealongthe ArmstrongfrontageofPCAH.However,priortoinsta llationofthesign,theyrequestedtheshort- termspaceberelocatedtotheLoversLanefrontage .Inaccordancewithpolicy,theothermerchants alongthe4300blockofLoverswerepetitionedfor theiropinionofthePCAHrequest.Noobjections werereceived. RECOMMENDATION: StaffrecommendsCityCouncilapprovaloftheordin ancedesignatingshorttermparkingatthe aforementionedlocations. ATTACHMENTS: HillcrestSiteMap LoversLnSiteMap Ordinance Page 8 of 26 ORDINANCE NO. ___________ AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, PROHIBITING PARKING IN EXCESS OF THIRTY MINUTES ON THE SPACES ADJACENT TO 6913, 6923, 6927, AND 6929-35 HILLCREST AS SHOWN ON EXHIBIT A; PROHIBITING PARKING IN EXCESS OF THIRTY MINUTES ON THE SPACE ADJACENT TO 4365 LOVERS LANE AS SHOWN ON EXHIBIT B; 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 any motor vehicle in excess of thirty (30) minutes at any time on the spaces adjacent to 6913, 6923, 6927, and 6929-35 Hillcrest, as shown on Exhibit “A”, or on the space adjacent to 4365 Lovers Lane, as shown on Exhibit “B”, said exhibits attached hereto and made part hereof for all purposes. SECTION 2. That all 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. Page 9 of 26 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 restrictions 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 ____ day of _____ 2012. APPROVED: ____________________________________ W. RICHARD DAVIS, MAYOR ATTEST: ____________________________________ ELIZABETH SPECTOR, CITY SECRETARY APPROVED AS TO FORM: _______________________________ CITY ATTORNEY (RLD/3-28-12/54774) ORDINANCE NO. ___________ Page 10 of 26 AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS, PROHIBITING PARKING IN EXCESS OF THIRTY MINUTES ON THE SPACES ADJACENT TO 6913, 6923, 6927, AND 6929-35 HILLCREST AS SHOWN ON EXHIBIT A; PROHIBITING PARKING IN EXCESS OF THIRTY MINUTES ON THE SPACE ADJACENT TO 4365 LOVERS LANE AS SHOWN ON EXHIBIT B; 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 ____ day of _____ 2012. APPROVED: ____________________________________ MAYOR ATTEST: ____________________________________ CITY SECRETARY Page 11 of 26 Page 12 of 26 Page 13 of 26 AGENDAMEMO (4/3/2012AGENDA) TO:HonorableMayorandCityCouncil FROM:GerryBradley,ParksDirector SUBJECT:CONSIDERANDACT:onproposalsforimprovementsto BarnsandWilliamsParks BACKGROUND: DuringtheCityCouncilpre-sessionmeetingon3/20 /12,staffpresentedlandscapeplansandcost estimatesforimprovementsatbothBarnsandWillia msParks.Thetwoparkprojectshavebeen reviewedbytheCapitalImprovementsCommitteeand theParkAdvisoryCommittee.Theattached projectcostsarebasedontheTIPS/TAPSCooperativ ePurchasingContractandarewithinthecurrent establishedprojectbudgets.Fundingfortheprojec tsisidentifiedwithintheParksDepartmentFY 2011-2012CapitalImprovementsProgram. BarnsParkImprovements-$65,300.00 WilliamsParkImprovements-$84,900.00 RECOMMENDATION: StaffrecommendstheCityCouncilapprovethepropo sedbudgetsforlandscapeimprovementsto thetwoparks. FUNDINGSOURCE: ParksDepartmentFY2011-2012CapitalImprovements Budget ATTACHMENTS: BarnsParkProposal WilliamsParkProposal Page 14 of 26 PO Box 941209 Plano, TX 75094-1209 2600 Technology Dr., Suite 400 Plano, TX 75074 972.633.0564 972.633.0164 Fax www.gallaghertx.com March 21, 2012 Mr. Gerry Bradley City of University Park 4420 Worcola Dallas, TX 75206 RE: Barns Park Landscaping Proposal #TT12-062 Mr. Bradley, Gallagher Construction Services is pleased to present the following proposal based on our TIPS/TAPS Cooperative Purchasing Contract for your consideration. To provide the necessary labor and materials required to install landscaping at Barns Park, the total cost will be Sixty Five Thousand Three Hundred Dollars ($65,300). The scope of work included in this proposal is as follows: x 2 ea – 6” Live Oak x 47 ea – 5 gallon Indian Hawthorne (Elenar Taber) x 14 ea – 5 gallon Carrissa Holly x 5 ea – 3 gallon Knockout Rose x 4 ea – 8’-9’ tall Crepe Myrtle x 2715 ea – 4” Asian Jasmine x 53 ea – 5 gallon Lorapetulum (Suzanne) x 3 ea – 6’-7’ tall x 2” caliper Japanese Maple Blood Good x 1000 sq yd – Sod x 110 yd – Soil Mix x 54 yd – Shredded Hardwood Mulch x 390 lf – 3/16” x 4” Steel Edging x 6 ea – Tree Stakes x 1000 sq ft – Curlex x Paver Wall System This proposal includes a $5,000 Owner’s Contingency to be used at the discretion of the City of University Park. This proposal excludes design fees, permit/inspection fees, impact fees, sales tax, bonds, hazardous materials removal or remediation, accessibility reviews or modifications, taps, meters, or electrical work. Page 15 of 26 Page 2 Mr. Gerry Bradley March 21, 2012 If this proposal is acceptable to the City, please issue a purchase order and forward a copy via fax or e- mail to Gallagher Construction Services. Please feel free to contact me at (214) 536-7024 or by e-mail at jeff@gallaghertx.com should you have any questions regarding this proposal. Gallagher Construction Services would appreciate the opportunity to work with the City of University Park on this project. Sincerely, Jeff Fisher Gallagher Construction Services Page 16 of 26 March 21, 2012 Mr. Gerry Bradley City of University Park 4420 Worcola Dallas, TX 75206 RE: Williams Park Landscaping Proposal #TT12-061 Mr. Bradley, Gallagher Construction Services is pleased to present the following proposal based on our TIPS/TAPS Cooperative Purchasing Contract for your consideration. To provide the necessary labor and materials required to install landscaping at Williams Park, the total cost will be Eighty Four Thousand Nine Hundred Dollars ($84,900). The scope of work included in this proposal is as follows: x 3171 ea – 4” Asian Jasmine x 5 ea – 6’-7’ tall x 2” caliper Japanese Maple Blood Good x 18 ea – 5 gallon Spring Bouquet x 7 ea – 10 gallon Needle Point Holly x 14 ea – 7 gallon Oak Leaf Hydrangea x 29 ea – 6’-7’ tall Nellie R. Stevens x 7 ea – 5 gallon Madison Jasmine x 33 ea – 3 gallon Knockout Rose x 12 ea – 3 gallon Fig Ivy x 15 ea – 8’-9’ tall x 3-5 cane Crepe Myrtle (Choctaw/Commanche/Sioux) x 30 ea – 5 gallon Indian Hawthorne (Elenar Taber) x 63 ea – Dwarf Burford Holly x 20 ea – 10” pot Blue Chip Buddleia x 17 ea – 3 gallon Callicapra Americana x 24 ea – 5 gallon George Taber Azalea x 10 ea – 7 gallon Sea Green Juniper x 15 ea – 1 gallon Tropical Salmon Canna x 48 ea – 3 gallon Dwarf Yaupon Holly x 75 yards – Shredded Hardwood Mulch x 181 yards – Soil Mix with Compost x 35 yards – Azalea Mix x 618 lf – 3/16” x 4” Steel Edging PO Box 941209 Plano, TX 75094-1209 2600 Technology Dr., Suite 400 Plano, TX 75074 972.633.0564 972.633.0164 Fax www.gallaghertx.com Page 17 of 26 Page 2 Mr. Gerry Bradley March 21, 2012 This proposal includes a $7,000 Owner’s Contingency to be used at the discretion of the City of University Park. This proposal excludes design fees, permit/inspection fees, im pact fees, sales tax, bonds, hazardous materials removal or remediation, accessibility reviews or modifications, taps, meters, or electrical work. If this proposal is acceptable to the City, please issue a purchase order and forward a copy via fax or e- mail to Gallagher Construction Services. Please feel free to contact me at (214) 536-7024 or by e-mail at jeff@gallaghertx.com should you have any questions regarding this proposal. Gallagher Construction Services would appreciate the opportunity to work with the City of University Park on this project. Sincerely, Jeff Fisher Gallagher Construction Services Page 18 of 26 AGENDAMEMO (4/3/2012AGENDA) TO:HonorableMayorandCityCouncil FROM:KentR.Austin,DirectorofFinance SUBJECT:CONSIDERANDACT:onaResolutionamendingtheFY20 12capitalbudget BACKGROUND: OnSeptember20,2011,theCityCounciladoptedthe FY2012capitalbudget.Asoftenhappens,City staffhasidentifiedchangesandmetwiththeCapit alProjectsReviewCommittee. AtitsMarch19,2012,meeting,theCommitteeendors edamendingtheFY2012capitalbudgetsothat thetotalFY2012expenditurebudgetisdecreasedfr om$13,895,207to$13,400,207: DetailisprovidedintheattachedCommitteeminute sandExhibitAoftheproposedresolution. ADOPTED NET AMENDED BUDGETCHANGESBUDGET InformationTechnology projects 631,522 -631,522 Parksprojects631,904 -631,904 Publicsafetyprojects235,012 -235,012 Publicworksprojects10,396,769 (495,000)9,901,769 Unplannedprojects2,000,000 -2,000,000 13,895,207 (495,000)13,400,207 RECOMMENDATION: CitystaffandtheCapitalProjectsReviewCommitte erecommendapprovaloftheresolution amendingtheFY2012capitalbudget. ATTACHMENTS: CapitalProjectsReviewCommittee3/19/2012draftm eetingminutes ResolutionamendingFY2012capitalbudget Page 19 of 26 1 CITY OF UNIVERSITY PARK, TEXAS CAPITAL PROJECTS REVIEW COMMITTEE MONDAY, MARCH 19, 2012, AT 4:00 P.M. UNIVERSITY PARK CITY HALL SECOND FLOOR CITY COUNCIL OVERFLOW ROOM M I N U T E S Attending: Cooke, Steve Holmes, James Ibarra, Raquel Lane, Olin Metzger, Steve Murzin, Chris Peek, Harold Roach, John Walker, Kelly Absent: DeLorenzo, Dave Hamm, Fred Roach, John Strodel, Dan City staff: Austin, Kent Bradley, Gerry Corder, Robbie Criswell, Jim Howell, Randy Irvin, Ken Ledat, Jodie Livingston, Bob Mace, Steve Smallwood, Bud Whaling, Bob 1. Call to Order Chairman Olin Lane called the meeting to order at 4:09 p.m. 2. Review and approve minutes from January 23, 2012 meeting. Blackie Holmes moved to approve the minutes of the January 23, 2012 meeting. Harold Peek seconded, and the motion was approved unanimously. 3. Review budget to actual report for FY2012 and Life-to-Date (LTD). Kent Austin directed the committee’s attention to the FY2012 budget to actual reports in the agenda packet. Austin responded to three questions Chairman Lane posed prior to the meeting: 1. Project 42731 Asphalt overlay program 2011-12: the comments page says “Project complete,” but FY2012 activity is only $814,265 expended vs. $1,300,000 budget. Austin said $291,000 in project expenditures were booked in FY2011 but budgeted in FY2012, a timing problem, resulting in LTD expenditures of $1,105,563. Further, Bud Smallwood would be requesting that the project total be reduced to $1,125,000. 2. Project 42996 Curb & gutter replacement 2007-2008: LTD expenditures at 2/29/2012 total $3,195,220. If the FY2012 budget of $953,026 is fully expended, it will result in the total project exceeding its $3,869,973 estimate by $172,808. Austin explained that this was an error in the total project calculation, rather than an overbudget project. In short, rather than have a fixed total estimate (the original FY2008 contract award was $3.3 million), staff tried to set an annual budget based on ongoing activity each year. The project has stayed within budget each year; the problem has been estimating the amount Page 20 of 26 2 of work to be completed each year in progressing toward the total (in FY2011 the budget was amended at year end): PROJ. 42996FY2008FY2009FY2010FY2011FY2012YTD BUDGET 1,848,284 1,484,203 1,589,481 694,334 953,026 ACTUAL427,469 1,075,431 892,521 694,334 105,465 VARIANCE1,420,815 408,772 696,960 0 847,561 3. Project 44401 Hillcrest-Daniel intersection revision: the YTD expenditures column for FY2012 shows $2. Austin said there was indeed an expenditure of $2.17, for the purchase of a shipping box to mail contract documents. Austin asked if there were any other questions. Hearing no questions, Chairman Lane asked Austin to carry on. 4. Consider proposed changes to FY2012 capital budget and five-year CIP. Austin informed the committee that staff has proposed changes to the current 5-year CIP budget, and each director will explain the reasoning behind the proposed changes and answer any questions the committee members may have. Jim Criswell noted the IT Department requests three changes, and they offset one another and will not increase the FY12 IT budget. Criswell explained the project estimate for 13400 (Community Development Software Replacement) was based on a three year-old figure provided by New World Systems. He explained that due to added functionalities, the project costs would exceed the estimate; the average cost of the eight proposals received is $321,243. As a solution, Criswell proposed moving funds from projects 13300 ($40,000), 13200 ($10,000), incorporating funds from project 13120 ($47,020), and adding $75,000 to the project budget in FY2014. Discussion ensued. Criswell then provided an update on other IT projects. Gerry Bradley addressed the committee, noting recently completed projects including the Curtis Park Pedestrian Bridge, Pardoe Park, the Hunters Glen/Druid Median landscaping project, Meadows Park, the McFarlin/Douglas medians project, and the Windsor medians. Bradley explained his proposal to increase the project budget for the Williams Park Landscape Improvements (project 25600). He noted the original concept was to remove the walls, but that will likely not be undertaken for some time, so the plan now is to mask the walls, which would require additional landscaping. He explained the project budget is currently $45,000, but will need to be increased to $100,000 to fund the additional plantings. Bradley proposed moving $10,000 from project 25500 (Peek Center Landscaping) and $50,000 from project 24000 (Daniel/Hillcrest Medians). Bud Smallwood introduced a potential change to two related projects, Project 25200 McFarlin median upgrade and Project 43001 Curb & gutter replacement 2012-13. He explained the change originated from a resident concerned about the aesthetics of medians on McFarlin Boulevard. The original projects were intended to replace the curb and gutter (43001) on both sides of the median and install landscaping (25200). Page 21 of 26 3 Upon inspection, however, staff found the street condition was poor enough that it should be replaced at the same time. Smallwood said that project 43001 would need to be increased from its $700,117 amount in FY2013 to $1,595,117. This would result in the deferral of projects like 47220, MPY Turtle Creek Boulevard, but constructability is the problem. Smallwood said the project would be expensive and lengthy (over a year) and that there would be many issues for residents and traffic. He said the staff would appreciate direction from the committee and City Council. Discussion ensued. Harold Peek said he feels the City needs to take care of its infrastructure needs before aesthetics. Chairman Lane expressed his concerns about the proposed project. Blackie Holmes said he also felt the Turtle Creek Boulevard project should be addressed first but noted the McFarlin reconstruction project should be addressed in the future. In general the committee’s opinion was that the McFarlin medians should be planted as is and that McFarlin Blvd. should not be reconstructed at this time. Smallwood informed the committee that the resident also requested the repainting of the sound wall on the frontage road between Lovers Lane and University Blvd., and that walkway improvements be made at University Blvd. and the frontage road. He said the estimated cost for repainting using anti-graffiti paint was $300,000, and $900,000 for walkway replacement. Discussion ensued regarding financial responsibility of the wall repairs and walkway, since both are located on TXDOT rights of way. The prevailing view is that the City, as the abutting property owner, is financially responsible for any improvements, repairs, or maintenance to the walkway and walls. Smallwood then provided the committee with an update on current Public Works projects. Chairman Lane called for a motion to approve proposed changes to the FY2012 budget. Holmes moved to approve the proposed changes. Steve Cooke seconded, and the motion passed unanimously. 5. Updates and questions & answers regarding specific projects. Updates and questions and answers regarding specific projects were addressed in item 4. 6. New business. There was no new business. 7. Schedule next meeting date – May 14, 2012 The next meeting is scheduled for Monday, May 14, 2012 at 4 p.m. 8. Adjourn Chairman Lane adjourned the meeting at 5:32 p.m. _________________________________ ___________________________________ Olin Lane, Chair Kent Austin, Director of Finance Page 22 of 26 RESOLUTION NO. ________________________ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS, AMENDING THE FY2012 CAPITAL PROJECTS BUDGET FOR THE CITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of University Park uses a five-year Capital Improvement Program (CIP) to plan and fund its capital projects; and WHEREAS, the first year of the CIP serves as the City’s capital budget; and WHEREAS, the City Council approved Resolution 11-11 on September 20, 2011, adopting an FY2012 capital budget of $13,895,207; and WHEREAS, the Capital Projects Review Committee has met with City staff to review and consider changes to the FY2012-2016 CIP and capital budget; and WHEREAS, the Committee recommends amending the FY2012 capital projects budget so that it totals $13,400,207; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY PARK, TEXAS: SECTION 1. That the FY2012 capital projects budget for the City of University Park is hereby adopted as shown on Exhibit “A.” SECTION 2. 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 3rd day of April, 2012. APPROVED: __________________________________ W. RICHARD DAVIS, MAYOR APPROVED AS TO FORM: ATTEST: __________________________________ __________________________________ CITY ATTORNEY ELIZABETH SPECTOR, CITY SECRETARY Page 23 of 26 EXHIBIT “A” CITY OF UNIVERSITY PARK, TEXAS FY2012 CAPITAL BUDGET AMENDMENT – 4/3/2012 ADOPTEDPROPOSEDAMENDED BUDGETCHANGESBUDGET Revenues Transfers from General Fund (budgeted)3,032,187 - 3,032,187 Transfers from Utility Fund (budgeted)2,195,420 - 2,195,420 Investment income 5,000 - 5,000 - Total Revenues 5,232,607 - 5,232,607 Expenditures Personnel (Civil Engineer) & other expenses112,614 - 112,614 Tot. Proj. Est.Budgeted Projects: INFORMATION TECHNOLOGY 134,036 13120Enterprise GIS system upgrade47,020 - 47,020 92,740 13200Court software replacement 10,000 (10,000) - 318,542 13300Finance/UB software upgrade-NewWorld Sys.46,502 (40,000) 6,502 250,000 13400Community Development software replacement200,000 50,000 250,000 220,000 13500City Web site enhancement/upgrade150,000 - 150,000 70,000 13600Microsoft Exchange email upgrade8,000 - 8,000 45,000 13700Time & Attendance system replacement45,000 - 45,000 75,000 13800Network Security Upgrades 75,000 - 75,000 50,000 14300Peek Center Dispatch Equipment Replacement50,000 - 50,000 1,255,318 INFORMATION TECHNOLOGY SUBTOTAL 631,522 - 631,522 PARKS 60,000 22900Park Decorative and Security Lighting 30,000 - 30,000 261,430 23400University Blvd. medians 241,904 - 241,904 50,000 24000Daniel and Hillcrest Median Construction100,000 (50,000) 50,000 402,000 24600Germany Park South - - - 50,000 24700Curtis Park bridge reconstruction50,000 - 50,000 120,000 25100Barns-Dublin-Douglas medians120,000 - 120,000 200,000 25200McFarlin Median Upgrade 20,000 - 20,000 15,000 25500Peek Service Center Landscape25,000 (10,000) 15,000 105,000 25600Williams Park Improvements 45,000 60,000 105,000 1,263,430 PARKS SUBTOTAL 631,904- 631,904 PUBLIC SAFETY 620,001 33000Fire training tower renovation 9,012 - 9,012 125,000 33500Microwave Radio Path/Tower Relocation123,000 - 123,000 476,483 33600Public Safety software upgrade-OSSI/Firehouse103,000 - 103,000 1,221,484 PUBLIC SAFETY SUBTOTAL 235,012 - 235,012 PUBLIC WORKS 1,125,00042731Asphalt Overlay Program 2011-121,300,000 (175,000) 1,125,000 3,869,97342996Curb & Gutter Replacement 2007-08953,026 - 953,026 1,595,11743001Curb & Gutter Replace. 2012-13 (McFarlin Medians)- 130,000 130,000 53,00044401Hillcrest-Daniel intersection revision45,000 - 45,000 151,12445500Old Peek Center 125,000 - 125,000 2,875,00047017MPY Tulane-Bryn Mawr north to Caruth2,745,000 - 2,745,000 1,461,00047030MPY 4400 San Carlos/Potomac & Other Alleys1,314,820 (1,000,000) 314,820 1,550,00047200MPY Key Street et al 1,050,000 - 1,050,000 1,430,00047230MPY Douglas sewer main--Emerson to Lovers- 130,000 130,000 969,53748100Fondren Water Tank Renovation254,629 - 254,629 4,707,41948410Booster pump station 15,000 - 15,000 100,00048600Wastewater metering stations37,194 - 37,194 661,54249150 Westwick Pavement/Drainage Recon. (Specific Alley Pavem 605,000 - 605,000 1,769,30049210University-Boedeker pavement reconstruction1,230,000 420,000 1,650,000 3,000,00049230Water Meter replacement 600,000 - 600,000 132,00049250Traffic signal Lovers@Baltimore 122,100 - 122,100 25,450,013 PUBLIC WORKS SUBTOTAL 10,396,769 (495,000) 9,901,769 - Projects contingency:- 2,000,000 Unplanned projects 2,000,000 - 2,000,000 2,000,000 Unplanned subtotal 2,000,000 - 2,000,000 31,190,244 Total project expenditures13,895,207 (495,000) 13,400,207 - Total Fund expenditures 14,007,821 (495,000) 13,512,821 - Excess/(deficiency) of revenues (8,775,214) 495,000 (8,280,214) - Transfers, Special - - - - Net change in fund balance (8,775,214) 495,000 (8,280,214) Page 24 of 26 AGENDAMEMO (4/3/2012AGENDA) TO:HonorableMayorandCityCouncil FROM:LuanneHanford,DirectorofHumanResources SUBJECT:CONSIDERANDACT:onaproposalintheamountof$18,000plusexpense sfrom DanBradburyofBradburyAssociatestoconductase archforanewLibraryDirector BACKGROUND: EffectiveOctober1,2012,theUPLibrarywillbeco meacitydepartmentandlibraryemployeeswill becomecityemployees.JeffRippel,thecurrentli brarydirector,hasindicatedhisintentiontoreti re aroundtheendof2012.Inanticipationofthis,w eneedtogoforwardwithhiringanewLibrary Director.Iaskedseveralpeople,includingthepr esidentoftheTexasLibraryAssociation,for recommendationsfora"headhunter"foraLibraryDi rectorrecruitment.EveryoneIcontactedhighly recommendedDanBradburyasthebestLibraryDirect orrecruiter.Atmyrequest,Mr.Bradburysent aproposalforconductingtherecruitment.Wefoun dhisfeestobeveryreasonable,andhis reputationappearstobetop-notch. Mr.BradburyandIdiscussedanestimatedtimeline fortherecruitment.Heindicatedthatbytheend ofApril,hewillmeetwithBobLivingston,theFri endsoftheLibrary,andanyotherswhomaybe abletoprovidemeaningfulinput.Hewillthendev elopanon-linerecruitmentbrochureandopenthe recruitmentinMayandcloseitinJune.Attheen dofJune,hewillmeetwiththeinterviewpanelto presentfinalistshehaschosenfortheposition.InterviewswillbeconductedmidtolateJuly,and backgroundchecksonthefinalcandidatewillbeco mpletedinanticipationofajobofferbeingmade inlateAugustorearlySeptember.Sincethereis plentyoftime,therecruitmentschedulecanbe adjustedasneeded. RECOMMENDATION: StaffrecommendsapprovaloftheproposalfromDan Bradburyintheamountof$18,000plus expenses. FUNDINGSOURCE: FundsareavailableintheExecutiveandHumanReso urcesProfessionalServicesaccounts. Page 25 of 26 AGENDAMEMO (4/3/2012AGENDA) TO:HonorableMayorandCityCouncil FROM:LizSpector,CitySecretary SUBJECT:CONSIDERANDACT:tocallaSpecialCouncilMeetingforMay22,2012 to canvassElectionresults BACKGROUND: TheMay12,2012GeneralElectionfallsthreedays beforetheregularlyscheduledMay15City CouncilMeeting.ThismaynotprovidetheDallasC ountyElectionsAdministratorenoughtimeto countalloutstandingballots-by-mailandtheDalla sCountyCommissioner'sCourttocertifythe electionsresultstoallowtheCitytoconductits officialcanvassatthatMay15meeting.Wesugges t holdingtheregularlyscheduledMay15meetingtoc learanyoutstandingbusinessandaddaspecial meetingat5p.m.,Tuesday,May22,2012tocanvass theelectionandswearinthenewly-elected Council. RECOMMENDATION: WerequesttheCounciladdaSpecialCouncilMeetin gonMay22,2012tocanvasstheMay12,2012 GeneralElection. Page 26 of 26