Agenda

AGENDA

CITY COUNCIL WORK SESSION
City of Garland
Work Session Room, City Hall
William E. Dollar Municipal Building
200 North Fifth Street
Garland, Texas
Monday, September 13, 2021
6:00 p.m.

DEFINITIONS:

Written Briefing: Items that generally do not require a presentation or discussion by the staff or Council. On these items the staff is seeking direction from the Council or providing information in a written format.

Verbal Briefing: These items do not require written background information or are an update on items previously discussed by the Council.

The meeting will be broadcast by webinar or telephone at the following URL:

https://garlandtx.zoom.us/webinar/register/WN_KlxxYbaYRaqZyfbHaMNXQw

Registration for the online meeting is required. The meeting will be recorded and will be available for viewing the next day at www.garlandtx.gov.

For those without internet access to the meeting, a dial-in option is available. The numbers are:

346-248-7799
470-250-9358
470-381-2552

The Meeting ID is: 850 4461 0229

NOTICE: The City Council may recess from the open session and convene in a closed executive session if the discussion of any of the listed agenda items concerns one or more of the following matters:

(1) Pending/contemplated litigation, settlement offer(s), and matters concerning privileged and unprivileged client information deemed confidential by Rule 1.05 of the Texas Disciplinary Rules of Professional Conduct. Sec. 551.071, Tex. Gov't Code.

(2) The purchase, exchange, lease or value of real property, if the deliberation in an open meeting would have a detrimental effect on the position of the City in negotiations with a third person. Sec. 551.072, Tex. Gov't Code.

(3) A contract for a prospective gift or donation to the City, if the deliberation in an open meeting would have a detrimental effect on the position of the City in negotiations with a third person. Sec. 551.073, Tex. Gov't Code.

(4) Personnel matters involving the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear a complaint against an officer or employee. Sec. 551.074, Tex. Gov't Code.

(5) The deployment, or specific occasions for implementation of security personnel or devices. Sec. 551.076, Tex. Gov't Code.

(6) Discussions or deliberations regarding commercial or financial information that the City has received from a business prospect that the City seeks to have locate, stay, or expand in or near the territory of the City and with which the City is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect of the sort described in this provision. Sec. 551.087, Tex. Gov't Code.

(7) Discussions, deliberations, votes, or other final action on matters related to the City’s competitive activity, including information that would, if disclosed, give advantage to competitors or prospective competitors and is reasonably related to one or more of the following categories of information:

generation unit specific and portfolio fixed and variable costs, including forecasts of those costs, capital improvement plans for generation units, and generation unit operating characteristics and outage scheduling;
bidding and pricing information for purchased power, generation and fuel, and Electric Reliability Council of Texas bids, prices, offers, and related services and strategies;
effective fuel and purchased power agreements and fuel transportation arrangements and contracts;
risk management information, contracts, and strategies, including fuel hedging and storage;
plans, studies, proposals, and analyses for system improvements, additions, or sales, other than transmission and distribution system improvements inside the service area for which the public power utility is the sole certificated retail provider; and
customer billing, contract, and usage information, electric power pricing information, system load characteristics, and electric power marketing analyses and strategies. Sec. 551.086; Tex. Gov't Code; Sec. 552.133, Tex. Gov’t Code]


1.		Public Comments on Work Session Items Persons who desire to address the City Council on any item on the Work Session agenda are allowed three minutes to speak. Speakers are taken only at the beginning of the meeting, other than invited testimony. Speakers are grouped by Work Session item and will be taken in the order of the Work Session agenda. Speakers must submit to the City Secretary a completed speaker’s card before the beginning of the meeting. Speaker cards will not be accepted after the Mayor calls the meeting to order. Speaker cards are available in the lobby, at the visitor’s side of the Work Session Room, and from members of staff. Speakers are limited to addressing items on the Work Session agenda – any item relating to a Regular Session agenda item should be addressed at the Regular Session and any item not on an agenda may be addressed during the open microphone at the end of the Regular Session.

2.		Consider the Consent Agenda A member of the City Council may ask for discussion or further information on an item posted as a consent agenda item on the next Regular Meeting of the City Council. The Council Member may also ask that an item on the posted consent agenda be pulled from the consent agenda and considered for a vote separate from consent agenda items on the regular agenda. All discussions or deliberations on this portion of the work session agenda are limited to posted agenda items and may not include a new or unposted subject matter.

3.		Written Briefings:

	a.	Rosehill Road Streetscape Council is requested to consider authorizing staff to proceed with the award of the Rosehill Road Streetscape project and commit an additional $1,050,000.00 in Certificate of Obligation funds for the 2022 CIP for expanded sidewalk and trail connectivity. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

	b.	Bobtown Road Sidepath (Trail) Council is requested to consider authorizing staff to proceed with the preparation of Change Order No. 1 to the Bobtown Road and Waterhouse Boulevard construction contract and commit an additional $698,000.00 in funds for a one-mile sidepath for bike and pedestrian safety for the 2022 CIP. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

	c.	Transfer Station Permit Modification Council is requested to move forward with the Texas Commission on Environmental Quality (TCEQ) Permit Modification to update tonnage intake limits as a result of growth in the community.

	d.	Texas Department of Transportation (TxDOT) Selective Traffic Enforcement Program (STEP) 2022 Comprehensive Grant Council is requested to accept the TxDOT Grant Funding for the STEP Comprehensive Grant for FY 2021-2022 in the amount of $155,025.88. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

	e.	Texas Department of State Health Services (DSHS) Public Health Workforce Grant Council is requested to authorize the City Manager or his designee to execute contract agreements with the Texas DSHS and to execute an interlocal agreement with Parkland Health and Hospital System regarding the services of a social worker for COVID related activities. This item is scheduled for formal consideration at the September 14, 2021 Regular Meeting.

	f.	Emergency Solutions Grant - (CARES Act) - Redistribution of Funding Council is requested to consider approving the request to redistribute $75,000 from the Garland Housing Agency to Transcend STEM Program in order to comply with changes made by HUD. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

	g.	2021 Edward Byrne Memorial Justice Assistance Grant (JAG) Council is requested to authorize submission of the grant application, which if approved by the federal government, will pay an estimated $36,142.87. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

	h.	O'Banion Parking Restriction Modification Council is requested to restrict parking on the south side of O'Banion Road from Centerville Road to Valley Cove Drive at all times to eliminate sight visability issues created by parked 18-wheelers. This item is scheduled for formal consideration at the September 14, 2021 Regular Meeting.

	i.	Name for New Animal Services Facility Council is requested to consider naming the new animal services facility, "Garland Animal Shelter & Adoption Center."

	j.	2021 CIP Budget Amendment No. 2 Council is requested to approve the Capital Improvement Program Budget Amendment No. 2 as proposed for the acquisition of park property and Highway 66 left turn lane improvements. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

	k.	Interlocal Agreement and Reimbursement Authorization to City of Rowlett for Supporting the Mass Vaccination Events at HBJ Stadium (COVID-19 Response) Council is requested to authorize the City Manager to sign the Interlocal Agreement for reimbursement to Rowlett for eligible expenses totaling $108,762.14 under the Public Assistance category Emergency Protective Measures conducted to manage the Mass Vaccination Event operations within the City of Garland. This item is scheduled for formal consideration at the September 14, 2021 Regular Meeting.

	l.	Fire Station No. 1 - Condemnation Council is requested to approve a resolution to authorize the use of eminent domain where necessary to acquire the remaining parcels needed for Fire Station 1. All property owners will be duly compensated. This item will be scheduled for formal consideration at the September 14, 2021 Regular Meeting.

	m.	Replacement of Human Resource, Payroll and Financial Management System Council is requested to approve the $3.3 million purchase of Workday, Inc for the replacement of the Human Resources, Payroll, and Financial Management Systems and implementation services with Accenture LLP for the first phase of the project, the Human Resources and Payroll components of Workday. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.

4.		Verbal Briefings:

	a.	Hold a Public Hearing Regarding the 2021-22 Proposed Budget Section 5, Article VIII, of the City Charter requires that a Public Hearing be held on the Proposed Budget for the coming fiscal year. At the Public Hearing, all interested persons shall be given an opportunity to be heard for or against any item contained in the Proposed Budget. The Proposed Budget for 2021-22 has been available for public inspection in the City libraries, in the City Secretary's Office, and on the City's website since August 4, 2021. Previous Public Hearings on the FY 2021-22 Proposed Budget were held on August 17, 2021, and August 26, 2021. The budget will raise more revenue from property taxes than last year's budget by an amount of $8,151,701, which is a 6.32 percent increase from last year's budget. The property tax revenue to be raised from new property added to the tax roll this year is $2,097,469.

	b.	FY 2021-22 Budget Discussions - Final Direction from Council Council will give final direction to staff regarding the 2021-22 Budget.

	c.	COVID-19 Briefing Staff will provide an update to Council and ask for Council direction, if needed, on various matters related to COVID-19 and actions being taken by the City.

	d.	2019 Bond Program - Prioritization of Trails Staff is re-evaluating the prioritization of trails projects in order to maximize impact from County participation funds. Staff will brief Council on the status of Dallas County's 7th Call for Trails and Bikeway Projects, recap the prioritization of trails approved as part of the 2021 CIP process, and present alternate prioritization and funding options for consideration.

	e.	Preview of Proposed ARPA Funding List The American Rescue Plan Act (ARPA) provided $350 billion in aid to eligible state, local and tribal governments to meet pandemic response needs and to rebuild a stronger economy as the country recovers. The City of Garland's allocation is approximately $53.5 million. Based on direction from City Council, staff has prepared a Proposed ARPA funding list that identifies ARPA eligible projects organized by various categories for Council review. Staff will provide an overview of the Proposed ARPA Project List. A Calendar has been established to allow for future Council questions, discussion, and deliberation regarding these projects.

	f.	Amendments to Home Occupations Ordinance to Address Commuter Parking The Community Services Committee conducted a review of the current Home Occupations Ordinance, GDC Section 2.61, to consider possible solutions to transient workers parking in residential neighborhoods.

	g.	Development Services Committee Report Development Services Committee Chairman Dylan Hedrick will report on the following items: Consider adding a cover to top level of the City Hall parking deck. Consider Lighting Standards relating to minimum lighting and possible integration of CPTED requirements to Multi-Family and Commercial Development Standards. Consider amending GDC Section 2.05(K) regarding Considerations of Previously Denied Zoning Cases. Consider amending Chapter 7 of the GDC to create a Downtown Square (DS) sub-district and limit future uses in the Downtown Square area, and to eliminate minimum off-street parking requirements in the Downtown Square and Downtown Historic sub-districts.

	h.	Redistricting Timeline Staff will brief Council on a timeline for Council district boundary redistricting.

5.		Discuss Appointments to Boards and Commissions

		Mayor Pro Tem Dylan Hedrick Susan Nye - Board of Adjustment Elizabeth Harling - Community Multicultural Commission Terri Chepregi - Library Board David Parrish - Parks and Recreation Board Michael Rose - Plan Commission Martha Melaku - Property Standards Board Charlotte Piercy - Senior Citizens Advisory Board Council Member Robert Vera Bruce Astin - Board of Adjustment Mindy Le - Community Multicultural Commission DeAnne Driver - Cultural Arts Commission Patricia Hanson - Environmental and Community Advisory Board Dorothy McAllister - Library Board David Morehead - Parks and Recreation Board Douglas Williams - Plan Commission Caleb Ernst - Property Standards Board Hazel Blanton - Senior Citizens Advisory Board Carlos Porras - Tax Increment Finance #1 Downtown Board Cle D. Kimble - Tax Increment Finance #3 Board Jack "Rick" Wyatt, Jr. - Unified Building Standards Board

6.		Announce Future Agenda Items A member of the City Council, with a second by another member, or the Mayor alone, may ask that an item be placed on a future agenda of the City Council or a committee of the City Council. No substantive discussion of that item will take place at this time.

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.k.
Meeting Date:	09/13/2021
Item Title:	Interlocal Agreement and Reimbursement Authorization to City of Rowlett for Supporting the Mass Vaccination Events at HBJ Stadium (COVID-19 Response)
Submitted By:	Mistie Gardner, Emergency Management Director
Strategic Focus Areas:	Safe Community

ISSUE
COVID-19 is a Major Disaster Declaration (DR 4485), which allows for eligible local costs under required Emergency Protective Measures to prevent the spread of COVID-19 as a funding of last resort via reimbursement. Such protective measures include actions taken to conduct each of the Mass Vaccinations Events at Homer B. Johnson Stadium. Accordingly, jurisdictions who assisted in the operations are eligible for reimbursement for their expenses. However, since the actual location of the MVE was within Garland city limits, the Federal Emergency Management Agency (FEMA) and the Texas Division of Emergency Management (TDEM) determined that if any expenses for other jurisdictions were going to be reimbursed, it would have to be through the City of Garland. Under the attached Interlocal Agreement, Rowlett will utilize the TDEM reimbursement packet to submit eligible Public Assistance expenses within the approved Emergency Protective Measures category necessary to effectively support the MVEs in Garland for the COVID-19 Major Disaster Declaration DR-4485. Rowlett’s submission for expenses totals $108,762.14. If approved, Garland Emergency Management will submit a Public Assistance project request to FEMA through TDEM for $108,762.14 for the City of Garland to pass-through to the City of Rowlett.
OPTIONS
This item is scheduled for formal consideration at the September 14, 2021 Regular Meeting. Approving the request will allow both the execution of the ILA which makes pass-through from Garland to reimburse Rowlett allowable based on the FEMA Public Assistance guidance and for approval of the reimbursement expense in the amount of $108,762.14. Without an approved agreement, Rowlett's expenses will not be eligible for submission to FEMA for reimbursement under Public Assistance.
RECOMMENDATION
Council is requested to authorize the City Manager to sign the ILA for reimbursement to Rowlett for eligible expenses totaling $108,762.14 under Public Assistance category Emergency Protective Measures conducted to manage the Mass Vaccination Event operations within the City of Garland.
BACKGROUND
During the planning for the Mass Vaccination Events (MVEs), Garland, Rowlett and Sachse agreed to coordinate the execution of all MVEs at Homer B. Johnson to ensure the best possible outcome and experience for citizens from all three cities supported by the Garland Health Department. However, since the actual location of the MVE was within Garland city limits, the Federal Emergency Management Agency (FEMA) and the Texas Division of Emergency Management (TDEM) determined that if any expenses for Rowlett and Sachse were going to be reimbursed, it would have to be through the City of Garland. Therefore, the Office of Emergency Management worked with FEMA and TDEM to obtain approval on the attached ILA to ensure it meets their requirements related to a pass-through reimbursement. Then, we worked with TDEM to utilize their cost reimbursement packet to help streamline the process and ensure the necessary information was provided to TDEM and FEMA.

Attachments
ILA-Garland_Rowlett_MVE_Support

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.m.
Meeting Date:	09/13/2021
Item Title:	Replacement of Human Resource, Payroll and Financial Management System
Submitted By:	Matt Watson, Finance Director
Strategic Focus Areas:	Future-Focused City Organization

ISSUE
Council is requested to consider authorizing the City Manager to approve a ten-year Workday, Inc. software subscription agreement to replace the core Human Resources, Payroll and Financial Management Systems. In addition, Council is requested to consider authorizing the City Manager to execute a professional services agreement with Accenture LLP to assist with the implementation of the first phase of the project, the Human Resources and Payroll components of Workday.
OPTIONS
Approve the $3.3 million purchase of Workday, Inc for the replacement of the Human Resources, Payroll, and Financial Management Systems and implementation services with Accenture LLP for the first phase of the project, the Human Resources and Payroll components of Workday. Do not approve the purchase of Workday, Inc for the replacement of the Human Resources, Payroll, and Financial Management Systems and implementation services with Accenture LLP for the first phase of the project, the Human Resources and Payroll components of Workday.
RECOMMENDATION
Unless otherwise directed by City Council, this item will be scheduled for formal consideration at the September 21, 2021 Regular Meeting.
BACKGROUND
The City of Garland installed the current Human Resources Information and Payroll system, as well as a separate Financial Management System approximately 23 years ago. Although the systems served the City well for a number of years, the capabilities of these systems are outdated and have limited functionality needed to meet the City's needs of today and the future. Currently, the City relies upon multiple systems from separate vendors to fill these functionality gaps including, but not limited to, systems for recruiting, benefits management, training and financial reporting. Many of these capabilities require the creation and maintenance of custom integration software to perform their business purpose. In addition, numerous functions are performed manually by staff or require the manipulation of data through spreadsheets or databases that exist outside the core system, leading to the chance of errors and inefficient use of talent. Staff has been evaluating more comprehensive modern systems for over ten years. However, funding constraints, higher priority projects, and lack of staff time for implementation have always deterred staff from moving forward with a proposal. However, last fiscal year, the City learned that the Human Resource Information and Payroll System would be sold to a competitor and reach end-of-support by December 2022. Staff began planning for an in depth evaluation of vendors to meet the Human Resources and Payroll requirements, both immediate and anticipated. In addition, vendors would be evaluated on their implementation strategy, security, and the overall value provided to the City. Finally, vendors would be requested to demonstrate their capabilities to meet the financial management needs of the City for a possible second phase implementation. This strategy would allow for the opportunity to have all core human resource and financial systems integrated within one system, which has been a goal since staff began first evaluating systems ten years ago. The City initially evaluated multiple vendors before narrowing the scope to five final vendors. After multiple demonstrations, staff selected Workday as the best solution for the City of Garland. Workday is a modern, comprehensive cloud based Human Capital Management, Payroll, and Financial Management solution that has been widely adopted by municipalities in Texas and around the nation. Workday will help to eliminate many existing manual processes within the City, consolidate multiple separate systems into one and reduce the number of integrations that are supported by IT. In addition, Workday is a highly secure product built upon the NIST Cybersecurity Framework and controls from the Center for Internet Security. The operations, policies and procedures at Workday are audited regularly to ensure that Workday meets and exceeds all standards expected of service providers. Workday publishes both a Service Organization Controls 1 (SOC 1) Type II report which gives companies around the world confidence that a service provider, such as Workday, has the appropriate controls in place. In addition, Workday publishes a SOC 2 Type II report which provides similar confidence for security, availability, confidentiality, processing integrity and privacy. Workday, Inc., is best implemented by a partner with extensive experience, especially in municipal governments in the State of Texas. Doing so leads to the optimization of business processes, creates efficiency, eliminates manual or redundant processes, frees up current staffs time for other projects and ultimately leads to better outcomes. Therefore, as part of the evaluation process, staff sought out for an implementation partner that has experience with municipal governments in the State of Texas, experience with civil service, and experience with municipally owned electric utilities. Based on evaluation of the experience and capabilities, Accenture, LLP demonstrated that it has extensive experience implementing the Workday, Inc. Human Resources, Payroll, Financial Management, and associated systems. Accenture, LLP. has more than 20 years working with Texas Government entities with more than 15 successful implementations of the Workday product in Texas with more than 70 government and education clients in the United States. If approved by City Council, Accenture will work on implementing the Human Capital Management and Payroll system first in order to meet the end-of-support deadline of December 2022. The Second phase of implementation for the Financial Management System will come to City Council at a future date after full implementation of the Human Capital Management and Payroll system is complete.
CONSIDERATION
The FY 2020-21 Revised Budget includes $3.5 million in the IT Project fund for the implementation of the Human Resources and Payroll system. The Accenture agreement is anticipated to cost approximately $3.3 million or $200,000 under the amount budgeted in the FY 2021-22 Revised Budget. This funding will be a one-time cost to the City. The ongoing cost associated with the Workday subscription will average $830,000 a year for a ten-year term and includes the replacement of all core Human Resources, Payroll, and Financial Management systems. However, after taking into consideration the elimination of the City's current Human Resource, Payroll, Financial Management and multiple other ancillary systems, it is anticipated that the net annual ongoing cost for support and subscription services after the full implementation will be approximately $90,000 less than what is budgeted now for the current systems. In addition, Staff anticipates that this project will provide additional savings from enhanced operation efficiencies.


7.					Council will move into Executive Session

					EXECUTIVE SESSION AGENDA NOTICE: The City Council may recess from the open session and convene in a closed executive session if the discussion of any of the listed agenda items concerns one or more of the following matters:



					The City Council will adjourn into Executive Session pursuant to Section 551.071 of the Texas Government Code to deliberate or discuss: Attorney/client matters concerning privileged and unprivileged client information related to potential litigation; Attorney/client matters concerning privileged and unprivileged client information related to the Texas Open Meetings Act and Executive Orders of the Governor.

8.					Adjourn