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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 P:\Agenda Packets\910_City Council_12_17_2013\0001_1_Staff Report.doc 11:48 AM 12/1 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)$ S:\FINANCE\BUDGET\BUDGET14\Amendments\Encumbrances FY2014 SUMMARY BY FUND AND DEPT 12/12/2013 1:57 PM P:\Agenda Packets\910_City Council_12_17_2013\0003_3_Ordinance amending FY2014 budget 12172013.docx 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. P:\Agenda Packets\910_City Council_12_17_2013\0003_3_Ordinance amending FY2014 budget 12172013.docx 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 S:\FINANCE\BUDGET\BUDGET14\Amendments\Encumbrances FY2014[EXH A 1:59 PM PAGE 1 OF 3 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 S:\FINANCE\BUDGET\BUDGET14\Amendments\Encumbrances FY2014[EXH A 1:59 PM PAGE 2 OF 3 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 S:\FINANCE\BUDGET\BUDGET14\Amendments\Encumbrances FY2014[EXH A 1:59 PM PAGE 3 OF 3 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.