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, April 18, 2022
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.

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

	b.	Cinco de Mayo Update Garland Association For Hispanic Affairs (GAHFA) has requested the City Council to consider waiving expenditures for City services required for their event, Cinco de Mayo at Winters Amphitheater on Sunday, May 8, 2022. The City Council Policy on Special Event Policies states that requests from nonprofit organizations for donated services in excess of $5,000 be brought to the City Council for consideration. Unless otherwise directed by Council, staff will proceed with the proposed assistance for the special event.

	c.	2022-2023 CDBG, HOME and ESG Federal Grant Allocation Information is being provided for Council review regarding the allocation of Community Development Block Grant (CDBG) funding, HOME Infill Partnership Grant (HOME) funding and the Emergency Solutions Grant (ESG) funding. A Public Hearing will be held regarding this item at the April 19, 2022 Regular Meeting. This item will be brought back before the Council on May 2, 2022, Work Session for discussion of CDBG, HOME, and ESG grant proposals. The final discussion on this item is scheduled for May 16, 2022, with formal Council approval scheduled for May 17, 2022.

	d.	Redevelopment of a City Owned Property - 215 Southwood Unless directed otherwise, the Community Development Department intends to redevelop 215 Southwood which includes converting and renovating the existing single-family structure back to its original use as a residential home and then sell the property to an eligible household.

	e.	2021-22 Budget Amendment No. 3 Council is requested to amend the 2021-22 Adopted Budget to appropriate $1,702,780 in the Electric Utility Fund for GP&L Production to cover additional maintenance and repair costs on the Olinger and Spencer Power Plants and the Lewisville Hydro Plant. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the May 3, 2022 Regular Meeting.

4.		Verbal Briefings:

	a.	Audit Committee Meeting Report Council Member Rich Aubin, Chair of the Internal Audit Committee, will provide a committee report on the following items: Multifunction Devices Audit Fire Permits & Inspections Audit Follow-Up Weaver Presentation Bond Program Audit Progress Update Consider a new audit request - Hotel Occupancy Tax (HOT) Program Management Agreement with the Garland Cultural Arts Commission, Inc.

	b.	Parks Operation and Maintenance Standards Staff will provide Council with an overview of the Park Maintenance Operations Manual. This manual is intended to be an evolving and adaptive document that reflects the values and expectations of residents, City leadership and staff. It reflects these expectations in the form of appearance standards, maintenance task frequencies, standard operating procedures, and industry best practices.

	c.	World War II Exhibit - Manufacturing Victory Staff will provide Council an update on the National World War II Museum traveling exhibit Manufacturing Victory scheduled for June 6-August 15 in the lobby of City Hall.

5.		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.

6.		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 Sections 551.087 and 551.071 of the Texas Government Code to deliberate or discuss 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 (551.087) and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071).

7.		Adjourn

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.b.
Meeting Date:	04/18/2022
Item Title:	Cinco de Mayo Update
Submitted By:	Andy Hesser, Managing Director
Strategic Focus Areas:

ISSUE

Garland Association For Hispanic Affairs (GAHFA) has requested the City Council to consider waiving expenditures for City services required for their event, Cinco de Mayo at Winters Amphitheater on Sunday, May 8, 2022. The City Council Policy on Special Event Policies states that requests from nonprofit organizations for donated services in excess of $5,000 be brought to the City Council for consideration.

OPTIONS

The City Council may:

Approve the proposed recommendations for special events assistance
Deny or revise proposed funding levels, or
Return the item to staff for further review and recommendations.

RECOMMENDATION

Staff recommends the City Council approve funding assistance (waiving fees and charges for City services) in the amount of $11,000 for the Garland Cinco de Mayo Festival.

For the 2022 event, planning discussions with each necessary department have been conducted to capture costs and to layout plans for the event. In addition, planning meetings will be held between representatives from Transportation, Police, Health, Environmental Waste, Fire and Park Maintenance.

At the meetings, the below areas and plans will be examined:

Traffic & Parking Plan
Emergency Services (EMS and Fire) Plans
Police and Event Security Plans
Environmental Waste Plan
Setup/Teardown Plan

It has been determined that this year’s estimated cost for the Cinco de Mayo will be:

Police	$3000	Traffic control and security
Transportation	$800	Installation and removal of barricades
Environmental Waste Services	$800	Installation and removal of waste containers
Port-A-Lets	$1650	Outside service rental
Cleaning Services	$1500	Outside service
Light Towers	$700	Outside service rental
Signage	$350	Outside service
In-Kind Equipment & Services	$2200	Staffing, generators
TOTAL	$11,000

Unless otherwise directed by City Council, staff will proceed with the proposed assistance for the special event.

The city supports the event organizer by offering assistance with TABC compliance, Port-A-Lets, lighting equipment, and staff to provide setup and teardown help. Additionally, the city has contracted cleaning services to keep our park clean during and following the event.

BACKGROUND

Cinco de Mayo returns after two years of cancellations due to Covid-19. Their event will begin at 2:30 pm and includes a car show, live music, vendors, and food trucks. The event is family-friendly and will spotlight the unity among Garland’s diverse community.

By assisting various nonprofit organizations through the donation of City services for nonprofit special events, the City promotes and celebrates the diversity and vitality of the community.
From parades and festivals to various multicultural events, the City of Garland is showcased through the efforts of these nonprofit organizations.

CONSIDERATION

The 2021-22 annual operating budget has $116,500 budgeted in the General Fund to provide assistance in covering fees and expenses for City services for special events held by nonprofit organizations. The proposed assistance for Cinco de Mayo is within the budgeted amount.

Attachments
• 2022 Special Event Permit Application
• 2022 Special Event Assistance Program Application
• Cinco de Mayo Event Site Map
• GAFHA 501©3 nonprofit certificate

Attachments
Special Event Asst. Program Application
Special Event Application
Cinco de Mayo Final Layout

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.c.
Meeting Date:	04/18/2022
Item Title:	2022-2023 CDBG, HOME and ESG Federal Grant Allocation
Submitted By:	Mona Woodard, Neighborhood Services Administrator
Strategic Focus Areas:	Enhanced Quality of Life through Amenities, Arts, and Events Vibrant Neighborhoods and Commercial Centers

ISSUE
Information is being provided for Council review regarding the allocation of Community Development Block Grant (CDBG) funding, HOME Infill Partnership Grant (HOME) funding and the Emergency Solutions Grant (ESG) funding.
OPTIONS
A Public Hearing will be held regarding this item at the Regular Meeting on April 19, 2022. This item will be brought back before the Council on May 2, 2022, Work Session for discussion of CDBG, HOME, and ESG grant proposals. The final discussion on this item is scheduled for May 16, 2022, with formal Council approval scheduled for May 17, 2022.
BACKGROUND
The City expects to receive the following funding from the Department of Housing and Urban Development for 2022-2023: CDBG: - $2,187,595 HOME: - $701,303 ESG: - $193,644 For all Federal grant applications, the proposed budget for the fiscal year 2022-2023 must be submitted to the Department of Housing and Urban Development by August 13, 2022. There have been several input meetings to solicit feedback on the proposed use of funding.
CONSIDERATION
HUD sets a maximum limit of 15% of the entitlement funding that can be made available for public service activities. A total of $328,139 is available for the CDBG Public Services Category, and staff received twelve (12) CDBG public services applications requesting funding. The total amount of funding requested by applicants is $824,688. In addition, there is $1,617,512 in CDBG Project funding available, and there were three (3) internal City Department applications submitted. Community Development will use the remaining $437,519 in CDBG Administrative funding to manage the grant programs. HUD regulations limit CDBG monies used for administrative and planning to no more than 20% of the entitlement funding available. HOME entitlement funding available totals $701,303, and application requests equal that amount. HUD regulations require that 15% of the HOME funding be used by a Community Housing Development Organization (CHDO). HUD allows up to 10% to be used for the program's administration. The total funding available for the ESG program is $193,644. In addition, the Community Development Department will use $23,024 in ESG funding for administration and data collection. Other categories include Shelter Operations and Street Outreach in the amount of $112,919 and Rapid Rehousing/ Homeless Prevention for $65,201.

Attachments
Grant Workbook FY 22-23

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.d.
Meeting Date:	04/18/2022
Item Title:	Redevelopment of a City Owned Property - 215 Southwood (Harmony House)
Submitted By:	Mona Woodard, Neighborhood Services Administrator
Strategic Focus Areas:	Vibrant Neighborhoods and Commercial Centers

ISSUE
The Community Development Department proposes redeveloping a city-owned residential resource center located at 215 Southwood, Garland, TX 75040, formerly known as the Harmony House. The Department currently holds title to the facility and proposes converting and renovating the existing single-family home back to its original use and then sold to an eligible household.
OPTIONS
Approve the redevelopment of 215 Southwood Deny the redevelopment of 215 Southwood
RECOMMENDATION
Staff recommends the redevelopment of 215 Southwood.
BACKGROUND
The Community Development Department acquired the property with Community Development Block Group (CDBG) funding in 1995. The single-family home was converted and used as a neighborhood policing and resource center through March 2022. In addition to serving as a Neighborhood Police Storefront, the Harmony House Project originally provided neighborhood residents with services such as: (1) legal clinics, (2) GED classes, (3) ESL classes, (4) computer literacy classes, and (5) and provided group meeting space. The property is no longer used as a Neighborhood Police storefront. Recently, The Freemonteers Neighborhood Association notified the City that the use of the resource center has decreased and the association no longer intends to use the property.
CONSIDERATION
Housing redevelopment is an approved use through the CDBG program. Because the current facility is located within an existing single-family neighborhood, conversion back to a single-family home would complement the surroundings. Therefore, if approved, the Community Development Department will move forward to convert and renovate back to a single-family home with all the current amenities. Once completed, the property will be marketed to an eligible household.