HomeMy WebLinkAbout2013.12.17 City Council AgendaCity Council
City of University Park
Meeting Agenda
City Hall
3800 University Blvd.
University Park, TX 75205
Council Chamber5:00 PMTuesday, December 17, 2013
EXECUTIVE SESSION
3:30 - 4:00 P.M. The City Council will meet in closed session pursuant to Texas
Government Code §551.072 to discuss confidential real estate matters. No action will
be taken. Executive Conference Room, 1st floor, City Hall.
PRE-MEETING WORK SESSION(S):
4 - 4:15 P.M. Director of Parks Gerry Bradley will review a request to improve McFarlin
Blvd. medians, east of Dublin. No action will be taken. Council Conference Room, 2nd
floor, City Hall.
4:15 - 4:30 P.M. Director of Public Works Bud Smallwood will review a request to
construct decorative medians along Preston Road, north from Lovers Lane to
Northwest Highway. No action will be taken. Council Conference Room, 2nd floor, City
Hall.
4:30 - 5 P.M. The Council will meet in open work session to receive agenda item
briefings from staff. No action will be taken. Council Conference Room, 2nd floor, City
Hall.
TO SPEAK ON AN AGENDA ITEM
Anyone wishing to address the Council on any item must fill out a green “Request to
Speak” form and return it to the City Secretary. When called forward by the Mayor,
before beginning their remarks, speakers are asked to go to the podium and state their
name and address for the record.
I.CALL TO ORDER
A.INVOCATION: Assistant City Manager Robbie Corder
B.PLEDGE OF ALLEGIANCE: Asst. City Manager Corder / Boy Scouts
C.INTRODUCTION OF COUNCIL: Mayor W. Richard Davis
D.INTRODUCTION OF STAFF: City Manager Bob Livingston
II.AWARDS AND RECOGNITION
None
Page 1 City of University Park Printed on 12/13/2013
December 17, 2013City Council Meeting Agenda
III.CONSENT AGENDA
Consider approval of cooperative purchases of vehicle and equipment
replacements
A.13-292
Staff Report
Coop Purchase of Multiple Vehicles Detail
Attachments:
Consider approval to purchase transfer trailers for the Sanitation
Division
B.13-294
Staff Report
BidSync Bid Tabulation for Bid 14-02.pdf
Attachments:
Consider and act on an ordinance amending the FY2014 budget to
carryforward FY2103 encumbrances
C.13-296
Staff Report
Amendment summary by fund and department
Ordinance amending FY2014 budget 12172013
Exhibit A to FY2014 Budget Amendment No. 1
Attachments:
Consider minutes of the December 3, 2013 City Council Meeting with or
without corrections
D.13-297
Staff Report
2013.12.03 City Council Mtg Min
Attachments:
IV.MAIN AGENDA
Consider amendment to the University Park Public Library's Meeting
Room Policy
A.13-291
Staff Report
Meeting Room Instructions
Meeting Room Policy
Attachments:
V.PUBLIC COMMENTS
Anyone wishing to address an item not on the Agenda should do so at this time. Please
be advised that under the Texas Open Meetings Act, the Council cannot discuss or act
at this meeting on a matter that is not listed on the Agenda. However, in response to an
inquiry, a Council member may respond with a statement of specific factual information
or a recitation of existing policy. Other questions or private comments for the City
Council or Staff should be directed to that individual immediately following the meeting.
VI.ADJOURNMENT
Page 2 City of University Park Printed on 12/13/2013
3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644
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AGENDA MEMO
(12/17/13 AGENDA)
DATE: December 11, 2013
TO: Honorable Mayor and City Council
FROM: Christine Green, Purchasing Agent
SUBJECT: Cooperative Purchases – Vehicle and Equipment Replacements
The vehicles and equipment listed below are scheduled for replacement. One vehicle
(concrete truck for Infrastructure Maintenance) is new to the fleet. Jim Gau, Fleet
Manager, obtained pricing for each vehicle using cooperative contract pricing through
BuyBoard and TXMAS. Purchases made through BuyBoard or TXMAS Cooperative
Purchasing satisfy all competitive bidding requirements.
DESCRIPTION USER DEPT
OLD
UNIT
NO.
PURCHASE
AMOUNT
COOP.
PURCHASING
CONTRACT
PROPOSED
VENDOR
Two (2) 2014
Ford F-250
Supercab with
Utility Body and
Liftgate
Utilities &
Parks
6564 &
6565 $59,742.00 BuyBoard #430-13 Caldwell Country
2014 Ford F250
Supercab 4x2
LWB X2A for
Animal Control
Police
(Animal
Control) 6774 $23,232.00 BuyBoard #430-13 Caldwell Country
Freightliner M2
106 Chassis and
Cemen Tech
MC06-100
Volumetric Mixer
Body
Infrastructure
Maintenance New $165,625.00 BuyBoard #358-10 Freightliner of Austin
2014 Freightliner
M2106
w/Champion 32
yd. Commercial
Side Loader Sanitation 06677 $174,087.00
BuyBoard #425-13 &
#358-10 Freightliner of Austin
2014 F-350
Crew Cab SRW
Cab & Chassis
w/ Service Body
Infrastructure
Maintenance 6709 $30,376.00 BuyBoard #430-13 Chastang Ford
Two (2)
Husqvarna
4800D Concrete
Saws
Infrastructure
Maintenance
6568 &
6569 $37,529.28 TXMAS-7-51V080 United Rentals
Three (3) Arrow
Boards Traffic
6204,
6205,
6206 $12,335.93 FAC-62-TXMAS United Rentals
3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644
P:\Agenda Packets\910_City Council_12_17_2013\0001_1_Staff Report.doc 11:48 AM 12/1
RECOMMENDATION:
Staff recommends purchase of the vehicles and equipment via the BuyBoard and TXMAS
Cooperative Purchasing programs as shown above.
3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644
P:\Agenda Packets\910_City Council_12_17_2013\0002_1_Staff Report.docx 11:49 AM 12/1
AGENDA MEMO
12/17/2013 Agenda
TO: Honorable Mayor and City Council
FROM: Christine Green, Purchasing Agent
SUBJECT: Purchase of Transfer Trailers for Sanitation – Bid #14-02
BACKGROUND:
The Sanitation Division is replacing two existing transfer trailers in its fleet. The City
received three bids on November 21st.
KNL Holdings, LLC (Steco) was the low bidder at $51,396.00 per trailer.
RECOMMENDATION:
Staff recommends accepting the low bid of KNL Holdings, LLC for two transfer trailers in
the total amount of $102,792.00.
Bid #14 -02 - TRANSFER TRAILERS - SANITATION
Creation Date Nov 2, 2013 End Date Nov 21, 2013 10:00:00 AM CST
Start Date Nov 2, 2013 5:37:51 PM CDT Awarded Date Not Yet Awarded
14 -02 --01 -01 Sanitation Transfer Trailers
Supplier Unit Price Qty/Unit Total Price Attch.Docs
KNL Holdings LLC First Offer - $51,396.00 2 / each $102,792.00 Y Y
Product Code: 073
Agency Notes:
Supplier Product Code:
Supplier Notes:
Equipment Southwest, Inc. First Offer - $60,925.00 2 / each $121,850.00 Y
Product Code: 073
Agency Notes:
Supplier Product Code: WHDT-SS
Supplier Notes: Warren 4040 -2 40' Steel Horizontal
Discharge Transfer Trailer
Texoma Mfg., LLC First Offer - $85,495.00 2 / each $170,990.00 Y Y
Product Code: 073
Agency Notes:
Supplier Product Code:
Supplier Notes:
Supplier Totals
KNL Holdings LLC $102,792.00
Bid Contact Dustin Williams
dwilliams@knlllc.com
Ph 870 -236 -7753
Address 603 N. 3rd Ave
Paragould, AR 72450
Agency Notes:Supplier Notes:
Equipment Southwest, Inc. $121,850.00
Bid Contact David Schoener
dschoener@equipmentsouthwest.com
Ph 972 -554 -0725
Address 425 South Loop 12
Irving, TX 75060
Bid Notes We take no exceptions to the City's Specification.
Agency Notes:Supplier Notes:
We take no exceptions to the City's Specification.
Texoma Mfg., LLC $170,990.00
Bid Contact Slaten Teresa
texomawastecontrol@att.net
Ph 580 -920 -0042
Address 3324 N. 1st Ave.
Durant, OK 74701
Agency Notes:Supplier Notes:
**
3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644
AGENDA MEMO
(12/17/2013 AGENDA)
TO: Honorable Mayor and City Council
FROM: Thomas Tvardzik, Director of Finance
SUBJECT: An ordinance amending FY2014 budget to carry forward FY2013 encumbrances
Background:
Each year City staff prepares and proposes a budget amendment to bring forward the funds encumbered at
the end of the previous fiscal year. Approval of these FY2013 encumbrances (open purchase orders) makes
the funds available for expenditure in the current fiscal year, FY2014.
Impact on the budget
The specific amounts per account, department and vendor are displayed in Exhibit “A” of the attached
ordinance. The overall impact is shown in the table below:
Fund Adopted Budget Encumbrances Amended Budget
General $28,219,147 $503,447 $28,722,594
Utility $14,710,895 $14,710,895
Sanitation $2,765,251 $68,071 $2,833,322
Storm Water $437,420 $437,420
$46,132,713 $571,518 $46,704,231
Impact on financial position
The proposed budget amendment would increase authorized expenditures, which would in turn reduce fund
balances when the expenditures occur. If all encumbrances were converted into expenditures, the impact
on affected fund balance would be as follows:
Fund 9/30/13 Balance Encumbrances Adjusted Balance
General $5,292,051 ($503,447) $4,788,604
Sanitation $1,636,982 ($68,071) $1,568,911
$6,929,033 ($571,518) $6,357,515
The resulting fund balances are above the minimum levels established by the City’s financial management
policies. The attached page displays the FY2014 adopted budget and the change to each department made
by the proposed amendment.
Recommendation:
City staff recommends approval of the budget amendment.
Attachments:
Amendment summary by fund and department
Ordinance amending FY2014 budget
CITY OF UNIVERSITY PARK, TEXAS
FY2014 BUDGET AMENDMENT NO. 1 BY FUND AND DEPARTMENT
12/17/2013
Fund / Org Unit / Department
FY2014 Adopted
Budget
Encumbrances
from FY2013
FY2014
Amended
Budget
GENERAL FUND
Revenues
01-11 REVENUES 28,219,147$ -$ 28,219,147$
Total Revenues 28,219,147$ -$ 28,219,147$
Expenditures
01-02 EXECUTIVE 987,621$ -$ 987,621$
01-03 FINANCE 1,022,882 - 1,022,882
01-04 HUMAN RESOURCES 362,932 - 362,932
01-05 INFORMATION SERVICES 1,011,471 115,980 1,127,451
01-06 LIBRARY 696,072 46,481 742,553
01-10 COURT 359,273 - 359,273
01-19 COMMUNITY DEVELOPMENT 1,182,674 - 1,182,674
01-20 ENGINEERING 772,021 35,236 807,257
01-25 TRAFFIC 928,387 50,958 979,345
01-35 FACILITY MAINTENANCE 647,211 116,928 764,139
01-40 FIRE 5,229,619 61,043 5,290,662
01-50 POLICE 6,907,674 - 6,907,674
01-70 PARKS 2,899,585 24,896 2,924,481
01-75 SWIMMING POOL 283,001 - 283,001
01-80 STREETS 1,896,537 51,925 1,948,462
01-85 TRANSFERS 3,032,187 - 3,032,187
Total Expenditures 28,219,147$ 503,447$ 28,722,594$
General Fund Surplus/(Deficit)-$ (503,447)$ (503,447)$
UTILITY FUND
Revenues
02-11 REVENUES 14,893,045$ -$ 14,893,045$
Total Revenues 14,893,045$ -$ 14,893,045$
Expenditures
02-21 UTILITY OFFICE 8,871,525$ -$ 8,871,525$
02-22 UTILITIES 3,534,184 - 3,534,184
02-85 TRANSFERS 2,305,186 - 2,305,186
Total Expenditures 14,710,895$ -$ 14,710,895$
Utility Fund Surplus/(Deficit)182,150$ -$ 182,150$
STORMWATER
Revenues
05-11 REVENUES 440,700$ -$ 440,700$
Total Revenues 440,700$ -$ 440,700$
Expenditures
05-23 STORM WATER UTILITY 437,420$ -$ 437,420$
Total Expenditures 437,420$ -$ 437,420$
Storm Water Fund Surplus/(Deficit)3,280$ -$ 3,280$
SANITATION FUND
Revenues
04-11 REVENUES 2,876,160$ -$ 2,876,160$
Total Revenues 2,876,160$ -$ 2,876,160$
Expenditures
04-60 SANITATION 2,765,251$ 68,071$ 2,833,322$
Total Expenditures 2,765,251$ 68,071$ 2,833,322$
Sanitation Fund Surplus/(Deficit)110,909$ (68,071)$ 42,838$
TOTAL REVENUES 46,429,052$ -$ 46,429,052$
TOTAL EXPENDITURES 46,132,713$ 571,518$ 46,704,231$
TOTAL SURPLUS/(DEFICIT)296,339$ (571,518)$ (275,179)$
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11:49 AM 12/13/13
ORDINANCE NO. ______
AN ORDINANCE OF THE CITY OF UNIVERSITY PARK, TEXAS,
AMENDING THE 2013-2014 FISCAL YEAR BUDGET, ORDINANCE NO. 13/028, TO
CARRY FORWARD ENCUMBRANCES FROM THE 2012-2013 FISCAL YEAR
BUDGET, INCLUDING TOTAL GENERAL FUND ENCUMBRANCES OF $503,447,
AND SANITATION FUND ENCUMBRANCES OF $68,071; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council of the City of University Park has determined that it is in
the public interest to amend Ordinance No. 13/028 to carry forward encumbrances of funds
from the 2012-2013 fiscal year budget and transfer funds from fund balances of the General
Fund and Sanitation Fund into specific accounts;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF UNIVERSITY PARK, TEXAS:
SECTION 1. That Ordinance No. 13/028, the 2013-2014 fiscal year budget ordinance
of the City of University Park, Texas, be, and the same is hereby, amended to carry forward to
the 2013-2014 fiscal year encumbrances authorized in the 2012-2013 budget, but not expended
during such fiscal year. That a complete listing of such encumbrances, as they existed as of the
beginning of the current fiscal year, is attached hereto as Exhibit “A” and made a part hereof for
all purposes. That all of such encumbrances, totaling $503,447.00 of general fund
encumbrances and $68,071.00 of sanitation fund encumbrances, be, and the same are hereby,
approved and carried forward into and made a part of the 2013-2014 fiscal year budget of the
City.
SECTION 2. This ordinance shall take effect immediately from and after its passage,
as the law and Charter in such cases provide.
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11:49 AM 12/13/13
DULY PASSED by the City Council of the City of University Park, Texas, on the 17th
day of December, 2013.
APPROVED:
____________________________________
W. RICHARD DAVIS, MAYOR
ATTEST:
____________________________________
CITY SECRETARY
ELIZABETH SPECTOR
APPROVED AS TO FORM:
________________________________
CITY ATTORNEY
ACCOUNT ENCUMBRANCE
NUMBER ACCOUNT DESCRIPTION AMOUNT VENDOR PO DESCRIPTION
GENERAL FUND
INFORMATION SERVICES
01-05-3060 PROFESSIONAL SERVICE 5,000 SUNGARD PUBLIC SECTOR SUNGARD OSSI PUBLIC SAFETY
01-05-3060 PROFESSIONAL SERVICE 5,000 NW WORLD SYSTEMS NEW WORLD .NET SYSTEM TRAINING
01-05-3060 PROFESSIONAL SERVICE 12,000 IT NEXUS, INC.ENTERPRISE GIS CONSULTING AND IMPLEMENTATION
01-05-3060 PROFESSIONAL SERVICE 14,400 INTERGRATED INNOVATIONS, INC.CONTRACT PROGRAMMING AND SYSTEM SUPPORT
01-05-7170 TRAVEL EXPENSE 6,000 ESRI ESTIMATED TRAVEL COST FOR ESRI ANNUAL CONF.
01-05-7170 TRAVEL EXPENSE 4,500 TYLER TECHNOLOGIES ENERGOV ADMINSTRATIVE TRAINING - CYNDI LEWIS
01-05-7201 COMPUTER EQT UNDER $5000 20,000 GRANICUS, INC.REPLACEMENT OF 7 COUNCIL VOTING CLIENTS & PUBLIC
01-05-7201 COMPUTER EQT UNDER $5000 1,650 DELL COMPUTER CORPORATION LAPTOP FOR FACILITIES MAINT (JON MAJORS)
01-05-7202 MICRO COMPUTER SOFTWARE 25,000 ESRI ENTERPRISE LICENSE AGREEMENT YR 2 OF 3
01-05-7202 MICRO COMPUTER SOFTWARE 9,000 NEW WORLD SYSTEMS FINANCIAL MANAGEMENT DASHBOARD FOR LOGOS.NET
01-05-7240 TUITION & TRAINING 3,430 ESRI 3 ESRI ARCGIS TRAINING COURSES FOR ELSA GONZALEZ
01-05-7240 TUITION & TRAINING 10,000 GLOBAL KNOWLEDGE TRAINING LLC MICROSOFT TRIANING 26% DISCOUNT PACKAGE
TOTAL INFORMATION SVCS. 115,980
LIBRARY
01-06-2350 SUPPLIES & MATERIALS 1,350 BAKER & TAYLOR, INC.PROMOTIONAL MATERIALS AND STORY TIME ENHANCEMENTS
01-06-2355 LIBRARY MATERIALS 3946 MAGAZINE SUBSCRIPTIONS PTP 2013 MAGAZINE AND NEWSPAPER SUBSCRIPTIONS
01-06-2355 LIBRARY MATERIALS 8,835 OVERDRIVE, INC.DOWNLOADABLE E-BOOKS AND AUDIO BOOKS
01-06-2355 LIBRARY MATERIALS 18000 INGRAM LIBRARY SERVICES, INC.BOOKS
01-06-3060 PROFESSIONAL SERVICES 3000 CASTEEK & ASSOCIATES, INC.PIN LETTERS FOR LIBRARY LOBBY AND INSTALLATION
01-06-3060 PROFESSIONAL SERVICES 2150 A SLICE OF RAINBOW BOARD WORKSHOP FOR FRIENDS OF UPPL AND STAFF
01-06-9100 OFFICE EQUIPMENT 1200 OFFICE DEPOT, INC.ADDING MACHINE
01-06-9100 OFFICE EQUIPMENT 8000 THE LIBRARY CORPORATION LIBRARY DOCUMENT STATION WITH AUTOMATIC DOCUMENT FEEDER
TOTAL LIBRARY 46,481
ENGINEERING
01-20-3060 PROFESSIONAL SERVICES 1,971 FREESE AND NICHOLS, INC.CONDUCT A WATER DISTRIBUTION SYSTEM EVALUATION
01-20-3060 PROFESSIONAL SERVICES 12,000 FREESE AND NICHOLS, INC.PROVIDE ENGINEERING SERVICES FOR GERMANY PARK
01-20-3060 PROFESSIONAL SERVICES 5,586 RAYMOND L. GOODSON, JR.ADDENDUM - APPROVED BY THE CITY COUNCIL 10/16/12
01-20-7202 MICRO COMPUTER SOFTWARE 1,679 FREESE AND NICHOLS, INC.CONDUCT A WATER DISTRIBUTION SYSTEM EVALUATION
01-20-9201 MICRO COMPUTER SOFTWARE 14,000 HEWLETT-PACKARD
TOTAL ENGINEERING 35,236
TRAFFIC DEPARTMENT
01-25-2350 SUPPLIES & MATERIALS 7,000 FLINT TRADING, INC.PRE-MARK 20/20 FLEX HOT TAPE FOR CITYWIDE PAVEMENT MARKINGS
01-25-3060 PROFESSIONAL SERVICES 20,135 C & P ENGINEERING, LTD SPEED AND STOP SIGN WARRANT STUDIES
01-25-6350 SIGNAL MAINT. & REP 1,500 SIEMENS INDUSTRY, INC.SIEMENDS ITS TACTICS VIEW
01-25-6350 SIGNAL MAINT. & REP 5,375 CONSOLIDATED TRAFFIC CONTROLS PEEK ATC1000 TS/2 CONTROLLER WITH
01-25-6350 SIGNAL MAINT. & REP 1,000 CONSOLIDATED TRAFFIC CONTROLS IQ CENTRAL SOFTWARE LICENSE PER
01-25-6350 SIGNAL MAINT. & REP 10,698 CONSOLIDATED TRAFFIC CONTROLS HGAC-BUY CONTRACT NO. PE-05-13, UPGARDE PED
01-25-6350 SIGNAL MAINT. & REP 5,250 VAISALA
EXHIBIT "A"
CITY OF UNIVERSITY PARK, TEXAS
FY2014 BUDGET AMENDMENT NO. 1
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ACCOUNT ENCUMBRANCE
NUMBER ACCOUNT DESCRIPTION AMOUNT VENDOR PO DESCRIPTION
EXHIBIT "A"
CITY OF UNIVERSITY PARK, TEXAS
FY2014 BUDGET AMENDMENT NO. 1
TOTAL TRAFFIC 50,958
FACILITY MAINTENANCE
01-35-3115 CONTRACT MAINTENANCE 438 STEWART & STEVENSON SERVICES QUARTERLY PMI OF THE EMERGENCY
01-35-3115 CONTRACT MAINTENANCE 2,174 CITY WIDE BUILDING SERVICES GUTTER AND DOWNSPOUT CLEANING AT CITY HALL
01-35-3115 CONTRACT MAINTENANCE 2,630 CITY WIDE BUILDING SERVICES QUARTERLY WINDOW CLEANING AT CITY HALL
01-35-3115 CONTRACT MAINTENANCE 848 CITY WIDE BUILDING SERVICES QUARTERLY WINDOW CLEANING AT PEEK CENTER
01-35-6250 FACILITY MAINT. & REP 20,838 ABC DOORS REPLACE 6 OV ERHEAD ROLL-UP DOORS AT
01-35-9950 REMODELING PROJECTS 90,000 GALLAGHER CONSTRUCTION CO.4419 WORCOLA IMPROVEMENTS
TOTAL FACILITY MAINT.116,928
FIRE
01-40-2060 PROTECTIVE CLOTHING & SUPP 3,654 DACO FIRE EQUIPMENT, INC.LION JAINSVILLE V-FORCE TURNOUT
01-40-2060 PROTECTIVE CLOTHING & SUPP 2,301 DACO FIRE EQUIPMENT, INC.LION V-FORCE PANT HIGH BACK DESIGN
01-40-2060 PROTECTIVE CLOTHING & SUPP 3,598 FARRWEST ENVIRONMENTAL SUPPLY, INC.MULITRAE LITE
01-40-2060 PROTECTIVE CLOTHING & SUPP 270 FARRWEST ENVIRONMENTAL SUPPLY, INC.MOUNTING HARDWARE
01-40-2060 PROTECTIVE CLOTHING & SUPP 9,238 MUNICIPAL EMERGENCY SERVICES AP-2140204200302 SCOTT AIR PAK
01-40-2060 PROTECTIVE CLOTHING & SUPP 1,322 MUNICIPAL EMERGENCY SERVICES 804721-01 SCOTT CYLINDER
01-40-2060 PROTECTIVE CLOTHING & SUPP 10,000 DACO FIRE EQUIPMENT, INC.MISC. PROTECTIVE CLOTHING AND GEAR
01-40-3115 CONTRACT MAINTENANCE 20,660 PHYSIO-CONTROL, INC.LIFEPAK 15 AS PER ATTACHED QUOTE #1-231589289
01-40-9205 CAMERA EQUIPMENT 10,000 METRO FIRE APPARATUS SPECIALIS THERMAL IMAGING CAMERA AS PER QUOTE #57029-0
TOTAL FIRE 61,043
PARKS
01-70-3115 CONTRACT MAINTENANCE 12,596 CARRUTHERS LANDSCAPE MEDIAN MAINTENANCE - CENTRAL
01-70-3115 CONTRACT MAINTENANCE 2,800 HORTON TREE SERVICE REMOVE DEAD PECAN TREE IN GOAR PARK
01-70-6205 PARK FACILITY REPAIR 1,500 LANDSCAPE LIGHTING SUPPLY CO.LED LIGHT FIXTURE
01-70-6380 FLOWERS, TREES & SHRUBS 2,800 OAKSTREET WHOLESALE NURSERY, LLC ASSORTED SHRUBS FOR COFFEE PARK AND NW PARKWAY WALL
01-70-6380 FLOWERS, TREES & SHRUBS 1,200 SOUTHWEST WHOLESALE NURSERY 4 INCH CALIPER OAK TREES FOR COFFEE PARK
01-70-7475 IMPROVEMENETS- UNDER $5000 4,000 PLAYWELL GROUP ORNAMENTAL FENCING FOR CARUTH PARK TO BE
TOTAL PARKS 24,896
STREETS
01-80-3115 CONTRACT MAINTENANCE 9,000 FLAGSHIP SWEEPING SERVICES, INC.ANNUAL CONTRACT FOR STREET SWEEPING AS PER BID #13-06, APPROVED
01-80-6375 SIDEWALK REPAIR REIMBURSE 42,925 CAMINO CONSTRUCTION, L.P.ENCUMBRANCE FOR THE ANNUAL SIDEWALK REPLACEMENT PROGRAM
TOTAL STREETS 51,925
503,447
SANITATION
04-60-7601 HAZARDOUS WASTE SERVICES 18,071 DALLAS COUNTY HHW PROGRAM RENEWAL OF INTERLOCAL AGREEMENT WITH
04-60-9730 HEAVY DUTY EQUIPMENT 50,000 STANDARD SPRING & AXLE TRUCK AXLE SCALES
TOTAL GENERAL FUND ENCUMBRANCES
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ACCOUNT ENCUMBRANCE
NUMBER ACCOUNT DESCRIPTION AMOUNT VENDOR PO DESCRIPTION
EXHIBIT "A"
CITY OF UNIVERSITY PARK, TEXAS
FY2014 BUDGET AMENDMENT NO. 1
TOTAL SANITATION 68,071
68,071
571,518
TOTAL SANITATION FUND ENCUMBRANCES
TOTAL ALL FUNDS ENCUMBRANCES
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3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644
P:\Agenda Packets\910_City Council_12_17_2013\0004_1_Staff Report.docx 11:49 AM 12/1
AGENDA MEMO
12/17/2013 Agenda
TO: Honorable Mayor and City Council
FROM: Liz Spector, City Secretary
SUBJECT: Consider minutes of the December 3, 2013 City Council Meeting
BACKGROUND:
Minutes of the December 3, 2013 City Council Meeting are included for the Council’s
review.
RECOMMENDED ACTION:
City Hall
3800 University Blvd.
University Park, TX 75205
City of University Park
Meeting Minutes
City Council
5:00 PM Council ChamberTuesday, December 3, 2013
PRE-MEETING WORK SESSION:
4 - 5 P.M. The City Council met in open work session to receive agenda item briefings
from staff. No action was taken. Council Conference Room, 2nd floor, City Hall.
CALL TO ORDERI.
Mayor W. Richard Davis, Mayor Pro Tem Bob Clark, Councilmember Bob
Begert, Councilmember Dawn Moore and Councilmember Tommy Stewart
Present:5 -
INVOCATION: City Attorney Robert L. Dillard, IIIA.
PLEDGE OF ALLEGIANCE: City Attorney Dillard / Boy ScoutsB.
Boy Scout Jacob Long assisted in leading the Pledge of Allegiance . He stated he is a
member of Troop 82 and is working on the Citizenship in the Community and
Communications merit badges.
INTRODUCTION OF COUNCIL: Mayor W. Richard DavisC.
INTRODUCTION OF STAFF: City Manager Bob LivingstonD.
AWARDS AND RECOGNITIONII.
NONE
CONSENT AGENDAIII.
City Manager Livingston summarized the consent agenda items for the City Council.
A motion was made by Mayor Pro Tem Clark, seconded by Councilmember
Stewart, to approve the Consent Agenda. The motion carried by the following
vote:
Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert,
Councilmember Moore, and Councilmember Stewart
5 -
13-285A.Consider approval of City Manager employment agreement with
Robbie Corder
The city manager employment agreement with Robbie Corder was approved.
Page 1City of University Park
December 3, 2013City Council Meeting Minutes
13-288B.Consider and act on award of a revised contract with Itron, Inc. for an
Automated Meter Infrastructure System
The contract with Itron for automated meter reading was amended to provide
integration with the City's utility billing software system for an additional cost of
$41,550.
13-287C.Consider approval of the minutes of the November 19, 2013 City
Council Meeting with or without corrections
The November 17, 2013 City Council Meeting minutes were approved as submitted.
MAIN AGENDAIV.
13-185A.Consider and act on an ordinance amending Section 40 of the
Comprehensive Zoning Ordinance to amend the definition of
Community Center (Public)
A motion was made by Councilmember Bob Begert, seconded by
Councilmember Dawn Moore, to amend Section 40 of the Comprehensive
Zoning Ordinance to amend the definition of Community Center (Public). The
motion carried by the following vote:
Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert,
Councilmember Moore, and Councilmember Stewart
5 -
Enactment No: ORD No.13/036
13-289B.Consider and act on a resolution naming the Park Cities Family YMCA
a designee providing recreational services for the citizens of the City
and to use a building and/or grounds as a Community Center (Public)
A motion was made by Councilmember Tommy Stewart, seconded by Mayor
Pro Tem Bob Clark, to adopt the Resolution. The motion carried by the
following vote:
Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert,
Councilmember Moore, and Councilmember Stewart
5 -
Enactment No: RES No.13-015
13-284C.Consider Change Order #3 to the contract with CPS-Civil for
construction of water, sanitary sewer, and paving improvements
A motion was made by Councilmember Dawn Moore, seconded by
Councilmember Bob Begert, to approve Change Order #3 to the contract with
CPS Civil in the amount $144,047. The motion carried by the following vote:
Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert,
Councilmember Moore, and Councilmember Stewart
5 -
PUBLIC COMMENTSV.
No one requested to address the City Council under Public Comments.
Page 2City of University Park
December 3, 2013City Council Meeting Minutes
ADJOURNMENTVI.
As there was no further business, Mayor Davis adjourned the meeting.
Considered and approved this 17th day of December 2013:
__________________________________________
Mayor W. Richard Davis
ATTEST:
__________________________________________
Elizabeth Spector, City Secretary
Page 3City of University Park
3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644
P:\Agenda Packets\910_City Council_12_17_2013\0005_1_Staff Report.docx 11:49 AM 12/1
AGENDA MEMO
12/17/2013 Agenda
TO: Honorable Mayor and City Council
FROM: Sharon Martin, Library Director
SUBJECT: Proposed Changes to University Park Public Library Meeting Room
Policy
BACKGROUND:
Changes are proposed to the Library’s Meeting Room Policy to allow expanded meeting
room hours, a raise in meeting room fees, opening up the Local History/Texana Room
for rent, and the addition of an instruction sheet for the meeting rooms. Wording in the
policy has been changed to reflect that the main portal for reserving the meeting rooms
is through the online Resident Center.
RECOMMENDATION:
The Library Governance Board approved the changes, and staff recommends that
Council approve these changes.
Appendix A
University Park Public Library
Meeting Room Instructions
1. Library staff will unlock the meeting room at the assigned time. At the conclusion of
the event, meeting room users must check in with library staff before leaving. For
meetings after hours, staff will go to the meeting room at the end time.
2. The main building elevators function from 7 a.m. to 6 p.m. During these hours,
attendees may use those elevators to go directly to the 3rd floor. Outside of those
hours, enter through the Library, and library staff will assist with accessing the main
building elevators. After 6 p.m., the elevators will only travel to the 1st floor main
lobby without staff assistance.
3. Use of valet parking for meetings is at the renter’s expense and must be approved
by building management in advance.
4. Delivery of additional furnishing or equipment must meet building management
specifications. Delivery of such items must occur during the renter’s contracted time
period.
5. The control panels for the lights and window shades in the Community Room are on
the wall in the alcove near the kitchen. The control panel for the audio/visual
equipment is on the wall by the glass doors. Instructions for this equipment may be
found on the counter in the kitchen. The control switch for the audio/visual screen
in the Local History / Texana Room is located by the window on the wall on the east
side of the room. The control switch for the window shades is on the wall by the
door.
6. The tables and chairs may be moved to suit meeting needs, but the room must be
returned to its original set up at the end of the meeting.
7. Plants may not be moved.
8. The podium may be used, but must be reserved in advance. Do not turn the
volume up beyond mid-level.
9. A white board is available for use. Use markers or erasers provided by library staff.
Do not use tape to affix items to the white board.
10. Audio/visual equipment must be requested in advance. Use of the A/V equipment
requires use of your own laptop (PC). For Apple products, meeting organizers must
provide an adaptor.
11. Use of additional lighting or sound equipment must be approved in advance by the
Library Director or designee.
12. No signs can be placed in the main lobby of the building. With Library Director’s
approval, signage can be placed in the library lobby.
13. Do not put any furniture in the hall or elevator lobby on the 3rd floor.
14. Doors to the meeting room must remain closed at all times.
15. Food must be fully prepared before arriving at the meeting room. Equipment can be
used to keep prepared food at proper temperature.
16. Paper goods are not provided. Any food or drink in the refrigerator or paper goods
in the cabinets is the property of the Friends of the University Park Public Library
and may not be consumed.
17. Additional trash bins and liners are available. If refreshments are served, please
place all food waste and paper trash in the trash bin.
I have read and agree to all instructions concerning the University Park Public Library
meeting rooms.
______________________________________ _____________________
Renter Date
Please sign and return this form with payment no later than seven calendar days after
receiving approval for the reservation.
University Park Public Library
Meeting Room Policies and Procedures
Rental Agreement:
Requests to reserve the University Park Public Library Community Room can be made through the
Resident Online Center. A Meeting Room Application, available through the Resident Online Center,
must be completed. When a request is made, library staff or the Resident Online Center will inform the
requester that their reservation is not valid until approved by the Library Director. The Library Director
or designee will review the request and determine whether the use is appropriate.
Failure to comply with Meeting Room policies and Meeting Room Instructions (Appendix A) may result
in the suspension of rental privileges. Applications may be rejected, and previously granted permission
withdrawn, for violation of policies and procedures. All City of University Park Code of Ordinances apply
to purposes and signage for the use of the Library’s meeting rooms.
Reservations:
Reservations will be made on a first-come, first-served basis. Reservations for the Library Community
Room and the Local History / Texana Room can be made no more than one year in advance. One
booking per month is permitted.
The study rooms are for group study only and can be used for up to two hours. No selling, business or
contract negotiations, money exchange, or financial transactions will be allowed in the study rooms.
There is no charge for the use of these rooms, and reservations may be made no sooner than 24 hours
in advance. Reservations for these rooms may be made by calling the library.
The Local History / Texana Room may be used by special request at the discretion of the Library Director
or designee. This room is only available for use during the hours that the Library is open. The fee for
the use of this room is included in the City of University Park’s Master Fee Schedule. The occupancy for
this room is 20 people.
The Library Community Room is available for use only on days that the Library is open to the public. It is
available from 8:30 a.m. to 9 p.m. on Tuesdays, Wednesdays, and Thursdays, and from 8:30 a.m. to 5
p.m. on Fridays and Saturdays. The occupancy for this room is 130. Additional charges are applied for
using the meeting room after 6 p.m.
Meeting rooms will be reserved upon application and approval; however, reservations are subject to
cancellation if payment is not received within seven calendar days after application is made and
approval is given.
Use of the Meeting Rooms by City Boards, Committees and City personnel and the Friends of the
University Park Public Library shall take precedence over all other uses, even if an activity has been
scheduled. In this instance, the renter will be notified as soon as possible by the City to make other
arrangements.
Rental Periods:
Meeting rooms can be reserved for a maximum of eight (8) hours, fitting within the times the rooms are
available. Meetings should conclude ten minutes before contracted time so that the meeting room will
be cleared promptly.
Payment Policy:
The rental fees for the meeting rooms are included in the City of University Park’s Master Fee Schedule.
Payment must be received within seven calendar days after the application is made and approval is
received made at least one week prior to the reserved date. The Library accepts payment by cash or
check.
Damage Policy:
Organizations or groups conducting or sponsoring meetings shall assume total responsibility for any and
all damages to the room and contents during the course of the meeting/function. The person making
the reservation shall attend the meeting and designate an alternate when making the reservation.
Catering Policy:
Refreshments may be served in the Community Room; however, the Library does not furnish dishes or
kitchen equipment. All facilities must be left in a clean and orderly condition.
Set Up/Tear Down:
Renters and their vendors must vacate the room promptly at the conclusion of the contracted time
frame. The length of time required by any vendor to set up or break down for an event is included in
the occupancy period for the renter. Renters must agree to leave the premises in good condition.
Renters must return meeting room furniture to its original location at the conclusion of their meeting.
Decorations:
Nails or tacks are not to be used on meeting room walls or ceilings. Loose glitter and confetti are not
permitted. Decorative materials must be colored with water-soluble dyes. Candles, incense, or any
other open flames are not permitted.
Tobacco:
Tobacco is not allowed in the Library or any City facility.
Security:
The City of University Park reserves the right to determine if police security is required during a
scheduled activity. The City of University Park will determine the number of officers and hours required.
The renter is responsible for this expense and will pay the City on the day of event by check.
Occupancy Levels:
The occupancy levels posted by the Fire Marshal must be followed.
Rights of Renters:
Renters shall not obstruct, interfere with, injure or annoy other users of the Library. The Library
Director reserves the right to refuse application for any of the meeting rooms that will disrupt the
normal use of the Library. Renters will comply with the University Park Public Library Code of Conduct.
Renters cannot sublease or assign its contracted space to another individual, group, or organization. All
vendor space must be approved by the Library Director and, if applicable, by the Fire Marshal. No
selling, contract negotiations, money exchange, or financial transactions will be allowed in any meeting
rooms without written authorization from the Library Director.