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
June 4, 2018
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.

Regular Item: These items generally require discussion between the Council and staff, boards, commissions, or consultants. These items are often accompanied by a formal presentation followed by discussion.

[Public comment will not be accepted during Work Session
unless Council determines otherwise.]

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.		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.

2.		Written Briefings:

	a.	EPR Properties - Landlord Consent to Sublease and Estoppel Certificate Council is requested to consider approval of the Landlord Consent to Sublease and Estoppel Certificate with EPR Properties for the operation of Hawaiian Falls. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the June 19, 2018 Regular Meeting.

	b.	Project Specific Agreement with Dallas County for Arapaho Road from N. Garland Avenue to Jupiter Road Council is requested to consider whether to enter into a Project Specific Agreement with Dallas County for road improvements on Arapaho Road between N. Garland Avenue and Jupiter Road. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the June 19, 2018 Regular Meeting.

3.		Verbal Briefings:

	a.	DART Update Council will be updated on DART's services, activities, programs and projects within Garland.

	b.	Parks and Recreation Master Plan The purpose of this request is to establish a framework for future design and development of Parks, Recreation, and Cultural Arts and Special Events within the City. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the June 5, 2018 Regular Meeting.

	c.	Library Master Plan Staff will update Council on the consultant selected to revise and update the Nicholson Memorial Library System's Master Plan, which was approved by the City Council in 2001. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the June 19, 2018 Regular Meeting.

	d.	"Where the Heart Is" Status Update Neighborhood Vitality created a comprehensive neighborhood renewal effort in 2016 called “Where the Heart Is.” The first iteration of the program occurred in 2017 in the Orchard Hills neighborhood, and City Council provided direction to continue the program. The 2018 project occurred in the Gatewood neighborhood, and Neighborhood Vitality has since reached substantial completion and will update the City Council on the summary of activities, results to date, and lessons learned.

	e.	Animal Services Department Update Staff will provide the City Council an update on the Animal Services Department including, but not limited to, shelter and field operations, safety of staff, facilities, animal adoption, social media promotion, and volunteer programs.

4.		Regular Item:

	a.	Interview for Appointment to the North Texas Municipal Water District Board The North Texas Municipal Water District Board notified the City that Jack May's term of office as a North Texas Municipal Water District Board Member expires May 31, 2018. Information was posted on the City's website for 21 days regarding the qualifications of the NTMWD Board Member in order to provide an opportunity for citizens to apply for the position. A letter of interest was received from Jack May. Council is scheduled to formally appoint a representative to the NTMWD Board of Directors at the June 5, 2018 Regular Meeting.

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 meet in executive session pursuant to Sec. 551.071, TEX. GOV'T CODE to discuss pending or contemplated litigation, settlement offers, or matters concerning privileged and unprivileged client information deemed confidential by Rule 1.05 of the Texas Disciplinary Rules of Professional Conduct regarding the following matter: PUC Docket No. 46662; PUC Docket No. 47863 - Petition of the Cities of Garland, Mesquite, Plano and Richardson Appealing Wholesale Water Rates Implemented by the North Texas Municipal Water District.

		The City Council will adjourn into executive session under Sec. 551.087, TEX. GOV'T CODE 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 relating to: A commercial project located generally southwest of the intersection of Forest Lane and Shepherd Drive A commercial project located generally southwest of the intersection of Forest Lane and South International Road A commercial project located generally northwest of the intersection of Campbell Road and State Highway 190

7.		Adjourn

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.b.
Meeting Date:	06/04/2018
Item Title:	Project Specific Agreement with Dallas County for Arapaho Road from N. Garland Avenue to Jupiter Road
Submitted By:	Steve Oliver, Streets Director
Strategic Focus Areas:	Well-Maintained City Infrastructure Sound Governance and Finances

ISSUE
Consider whether to enter into a Project Specific Agreement with Dallas County for road improvements on Arapaho Road between N. Garland Avenue and Jupiter Road.
OPTIONS
Adopt a Resolution which authorizes the City Manager to execute the attached Project Specific Agreement with Dallas County for road improvements on Arapaho Road between N. Garland Avenue and Jupiter Road. Take no action.
RECOMMENDATION
Approve Option 1. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the June 19, 2018 Regular Meeting.
BACKGROUND
On November 21, 2017, the City Council approved a resolution authorizing the City Manager to execute a Master Agreement with Dallas County for maintenance of certain roadways within the City of Garland effective through December 30, 2022. This agreement was signed by the City Manager on December 5, 2017 and signed by Dallas County on January 2, 2018. As part of their annual call for projects, Dallas County Road and Bridge District 2 offered funds to cities within their district to perform road improvements as stipulated in the Master Agreement. In response to that call for projects, the Street Department requested funding for road improvements on Arapaho Road between N. Garland Avenue and Jupiter Road. District 2 agreed to provide the City of Garland up to $250,000 in matching funding (no more than 50% of the project cost) for Arapaho Road road improvements. The estimated cost for the Arapaho Road project greatly exceeds $500,000, so the City would receive the entire matching funding upon completion of the project. The stipulation with this funding is that the project must be completed and billed by the end of this year. The Street Department's contractor has already completed the subgrade stabilization and pavement lifting on this project and the concrete pavement replacement is scheduled to begin this summer, so this project can easily be completed, invoiced and reimbursed by the end of this year.
CONSIDERATION
Council action is required to authorize the City Manager to sign this Project Specific Agreement with Dallas County. The Project Specific Agreement has been reviewed by the City Attorney's Office and a Resolution has been prepared.

Attachments
Arapaho Road PSA - N. Garland Avenue to Jupiter Road
Arapaho Road PSA - Resolution

GARLAND CITY COUNCIL ITEM SUMMARY SHEET

City Council Work Session Agenda		Work Session Item 3.b.
Meeting Date:	06/04/2018
Item Title:	Parks and Recreation Master Plan
Submitted By:	Jermel Stevenson, Managing Director

Summary of Request/Problem
The purpose of this request is to establish a framework for future design and development of Parks, Recreation, and Cultural Arts and Special Events within the City. The Parks and Recreation Master Plan will serve as the guideline for prioritization of future allocation of resources based upon the demand and use identified by the citizens of Garland as well as the supply and condition of the existing facilities and resources. Staff increased the Scope of Work from the original request for proposals due to additional needs identified by the department and, as a result, have increased the funding needs of the project by $24,000 from the original budget. The additional items identified by staff will address needs to accomplish the following: 1) Potential Revenue Analysis - provide recommendations to maximize existing revenue-generating programs and propose new programs not currently in place; 2) Hotel Occupancy Tax Review - analyze current HOT funding dispersement and make recommendations to maximize hotel occupancy in Garland; 3) Parks Condition Index (PCI) - incorporate a rating system to assist staff in communicating the condition of a park or facility, which will correspond to qualitative assessments already being completed in the master plan; 4) Sports League Field Demand Analysis - assess the current inventory of sports fields and the demand of those fields by the sports leagues; 5) Operations Assessment - review current staffing levels in department operations, volume of expected work, and customer satisfaction levels; 6) Special Events Assessment - review current and planned special events, guiding policies, standard procedures, revenue opportunities, staff coordination, event attendance, and existing satisfaction levels; 7) Increase of stakeholder meetings from 12 to 20 total; 8) School Student Workshop - include a public meeting of youth coordinated with the Garland Youth Council; 9) Level of Service Guidelines - increased scope of work in this item to include evaluation of sports fields demand by citizens and benchmarking to neighboring communities.
Recommendation/Action Requested and Justification
This item is to brief the City Council and provide information related to the Parks and Recreation Master Plan. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the June 5, 2018 Regular Meeting.

Attachments
Parks and Recreation Master Plan