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 1, 2019
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.	Charity Care Policy Council is requested to consider authorizing the amendment of the City of Garland Code of Ordinances, Chapter 21, Article II, Emergency Ambulance Service, Sec. 21.26, to include a Charity Care policy. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

	b.	Properties Acquisition for HOME Funding Council is requested to approve the purchase of four single properties by the Housing and Community Services Department. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

	c.	Notice of Intent to Issue Certificates of Obligation Council is requested to approve a notice of intent resolution to meet the legal requirements for issuing certificates of obligation in the amount of approximately $30 million to fund a portion of the CIP and pay related issuance costs of approximately $150,000. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

	d.	Water and Sewer System Revenue Bonds, Series 2019 and Principal Forgiveness Agreement with the Texas Water Development Board Council is requested to consider authorizing the issuance of $6,670,000 of Water and Sewer System Revenue Bonds, Series 2019 to be purchased by the TWDB, as well as the execution of a Principal Forgiveness Agreement with the TWDB in the amount of $975,037. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the May 21, 2019 Regular Meeting.

	e.	Consider assistance request for Nonprofit Special Event - Wheels of Hope The Hope Clinic has requested the City Council to consider waiving expenditures for city services required for their event, Wheels of Hope in Downtown Garland on Saturday, April 27, 2019. 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.

3.		Verbal Briefings:

	a.	Transportation, Mobility and Infrastructure Committee Report Mayor Pro Tem Rich Aubin, Chair of the Transportation, Mobility and Infrastructure Committee, will provide a committee report on the following items: Discuss and consider various options from TxDOT regarding the timing and reconstruction of the Bass Pro/IH30 interchange Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

	b.	Internal Audit Committee Report Mayor Pro Tem, Rich Aubin, Chair of the Internal Audit Committee, will provide a committee report on the following items: Fiscal Year 2018 External Audit Software Licensing Audit Kraft Employee Retention Agreement Audit Cash Count Follow-up Peer Review Report

	c.	Consider assistance request for Nonprofit Special Event - Cinco de Mayo Downtown Square Events organization has requested the City Council to consider waiving expenditures for city services required for their event celebrating Cinco De Mayo in Downtown Garland on Sunday, May 5, 2019. 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.

	d.	2019-2020 CDBG, HOME and ESG Budget Discussion of applications, funding history, and available funds for the Community Development Block Grant (CDBG), HOME Infill Partnership Grant (HOME) and the Emergency Solutions Grant (ESG) budgets are provided for Council’s information and review. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

4.		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.

5.		Adjourn

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.a.
Meeting Date:	04/01/2019
Item Title:	Charity Care Policy
Submitted By:	Mark Lee, Fire Chief
Strategic Focus Areas:	Safe Community

ISSUE

Council is requested to authorize the amendment of the City of Garland Code of Ordinances, Chapter 21, Article II, Emergency Ambulance Service, Sec. 21.26, to include a Charity Care Policy.

OPTIONS

Authorize the amendment of the City of Garland Code of Ordinances, Chapter 21, Article II, Emergency Ambulance Service, Sec. 21.26, to include a Charity Care policy.
Take no action.

RECOMMENDATION

Staff recommends Option 1: Authorize the amendment of the City of Garland Code of Ordinances, Chapter 21, Article II, Emergency Ambulance Service, Sec. 21.26, to include a charity care policy. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

BACKGROUND

Overview of the Ambulance Supplemental Payment Program

The Ambulance Supplemental Payment Program (ASPP) is a federally approved program that allows public (governmental) providers the opportunity to obtain additional federal funding for medical transportation services provided to Medicaid and uninsured recipients. Approved by the Centers for Medicare and Medicaid Services (CMS) and administered by the State of Texas Health and Human Services Commission (HHSC), the ASPP is funded through a Medicaid 1115 Waiver that allowed the State of Texas to expand Medicaid Managed Care, provide incentive payments for health care improvement, and provide supplemental funding to hospitals, dental, and ambulance service providers.

Providers participating in the ASPP receive supplemental payment through submission of an annual cost report. The cost report compares the provider’s actual costs of providing ambulance services with Medicaid and uninsured charges and payments. The upper payment limit for supplemental payment is based on the lesser of costs or charges minus any payments already received through interim billing. The supplemental payment due to the provider is the federal share only; in Texas, the federal share is about 57%, a figure that is adjusted on an annual basis. HHSC also applies a proportional “haircut” to all provider payments to ensure that the total disbursements provided through the 1115 Waiver do not exceed the allowable budget.

Programmatic Updates – 1115 Waiver Renewal & Implications

The 1115 Waiver was originally approved for a five-year period and was slated to end on September 30, 2016. CMS agreed to a 15 –month extension of the original waiver to December 31, 2017 to allow HHSC time to develop an independent analysis of Texas uncompensated care costs and the need for continued funding. HHSC submitted this report in August 2016 and a 21-month long extension was granted to preserve supplemental payments to participation providers. The waiver was also renewed for an additional five years – through fiscal year (FY) 2022. The waiver will continue to fund Medicaid providers and maintain level funding at $3.1 billion for the first and second year of the five-year agreement. In the third year, CMS will transition to a new method of distribution the Uncompensated Care payments. This new methodology will be based upon uncompensated charity care costs only. As defined by the Texas Administrative Code, charity care is healthcare services provided without expectation of reimbursement to individuals who meet the provider’s charity care policy.

Redesigning the reimbursement methodology was a condition mandated by CMS during the waiver renewal process. As a result, the design and implementation of a charity care or hardship policy must be in place prior to October 1, 2019 for the City to continue to participate in the ASPP. A defined charity care policy will provide a formalized process to identify patients who are unable to pay. This will include full or partial discounts given to individuals who meet the City’s financial assistance policy. CMS and HHSC have advised providers to adhere to the charity care principles of the Healthcare Financial Management Association (HFMA), outlined in Valuation and Financial Statement Presentation of Charity Care and Bad Debts by institutional Healthcare Providers.

CONSIDERATION

Since FY 2013, the City of Garland has been receiving additional Medicaid revenues through the federally approved Ambulance Supplemental Payment Program (ASPP). This program helps to offset a portion of the costs of ambulance services provided to Medicaid and uninsured recipients. The City receives these funds through the completion of an annual cost report, as prepared by Public Consulting Group.

As demonstrated in the table below, the City of Garland / Garland Fire Department has already realized nearly $2.8 million in additional revenue in the first five fiscal years of the 1115 Waiver period. An additional $1.1 million is anticipated for the FY 2018 and FY 2019 cost reports, but will adversely impact the anticipated payment for the FY 2020 report. Beginning in this period, the City will be able to decrease bad debt expense associated with uncollectible accounts with an implementation of a charity care policy. Unlike bad debt, for every $100 in patient charges associated with charity care, the City will be eligible to receive more than $50 in ASPP reimbursement. Adoption of the charity care policy will help the City to continue to be able to collect these critical ASPP funds.

Federal Fiscal Year	Revenue
FY 13 (October 1, 2012 - September 30, 2013)	$ 157,112
FY 14 (October 1, 2013 - September 30, 2014)	$ 631,779
FY 15 (October 1, 2014 - September 30, 2015)	$ 592,924
FY 16 (October 1, 2015 - September 30, 2016)	$ 750,060
FY 17 (October 1, 2016 - September 30, 2017)	$ 663,545
FY 18 (October 1, 2017 - September 30, 2018)*	$ 581,765
FY 19 (October 1, 2018 - September 30, 2019)*	$ 581,765
Total	$ 3,958,950

*Projected revenues

The State of Texas recently received approval from the Centers for Medicare and Medicaid Services (CMS) to continue the TASPP through FY 2022. However, with the extension of the TASPP, the reimbursement methodology was revised to reimburse providers for uncompensated charity care costs only, beginning October 1, 2019.

If a charity care policy is not in place by October 1, 2019, the City of Garland will no longer be eligible to participate in the Ambulance Supplemental Payment Program.

Attachments
Charity Care Policy Ord
Charity Care Policy App.
CCP Guidelines

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.b.
Meeting Date:	04/01/2019
Item Title:	Properties Acquisition for HOME Funding
Submitted By:	Mona Woodard, Neighborhood Services Administrator
Strategic Focus Areas:	Vibrant Neighborhoods and Commercial Centers

ISSUE

The Housing and Community Services Department is requesting the purchase of four single family homes to fulfill grant fund obligations for HOME funding to provide safe, affordable housing for low to moderate income citizens, these 4 properties are currently under contract pending City Council approval and are listed below with purchase offer pricing and council district.

Address	Purchase Offer Price	Council District
1425 Blanco Lane	$181,000.00	1
2121 McIntosh Drive	$205,000.00	1
1934 Geary Drive	$215,000.00	3
4938 Creekridge Lane	$185,000.00	3

OPTIONS

The City Council may:

Approve the purchase of the above listed four single family properties by the Housing and Community Services Department.
Deny the purchase request.

RECOMMENDATION

Staff recommends that the City Council approve the purchase of the properties for use with grant HOME funding. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.

BACKGROUND

The City of Garland is an entitlement community which receives federal grant funding from the HOME Investment Partnership Program. This HOME funding's sole purpose is to further affordable housing. The Housing and Community Services Department seeks to increase the availability of safe and decent housing for low income families and individuals by providing flexible lending on the sale of single family acquired, rehabilitated existing homes and new home construction.

CONSIDERATION

Monthly loan payments and sales of previous HOME projects result in program income generation. It is a HUD requirement that this program income be utilized prior to the annual allocation being spent down. Due to recent project sales it is necessary that the Housing & Community Services Department acquire properties that fall within program parameters for use as feasible projects.

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.c.
Meeting Date:	04/01/2019
Item Title:	Notice of Intent to Issue Certificates of Obligation
Submitted By:	Matt Watson, Finance Director
Strategic Focus Areas:	Sound Governance and Finances

ISSUE
On March 5, 2019, Council approved the 2019 Capital Improvement Program (CIP), which contemplates a Certificate of Obligation (CO) bond sale in the amount of approximately $30 million to fund a portion of the CIP. Council is asked to consider approving a notice of intent resolution at the April 16, 2019 Regular Meeting to provide legal authorization for the certificates. Approval of the notice of intent resolution will not obligate the City to issue debt.
OPTIONS
Consider approval of a notice of intent resolution on April 16, 2019 to meet the legal requirements for issuing certificates of obligation in an amount of approximately $30 million to fund a portion of the CIP and pay related issuance costs of approximately $150,000. Do not approve a funding source for a portion of the CIP.
RECOMMENDATION
Unless otherwise directed by Council, this item will be scheduled for formal consideration at the April 16, 2019 Regular Meeting.
BACKGROUND
The City Manager formally submitted the proposed CIP to Council at the Regular Meeting on February 19, 2019 and staff made copies of the proposed CIP available for public inspection and review the next day in libraries and the City Secretary's Office. The City Council held a Special Budget Work Session on February 26, 2019 to review the proposed program. In addition, a Public Hearing on the Proposed CIP was held on February 26, 2019. The 2019 Capital Improvement Program was approved by Council on March 5, 2019 by Ordinance No. 7043. The adopted CIP is a $279.7 million work program for 2019. The work program will require the issuance of Certificates of Obligation. The CO's will fund $24.8 million tax-supported projects and $3.8 million revenue and internal service projects. In compliance with City Council's Financial Policy, Certificates of Obligation debt is issued so the debt maturities are aligned with the useful lives of the capital improvements being funded. CO principal maturities range from 5 years to 20 years. CO's require approval by Council and publication of a notice of intention for issuance.
CONSIDERATION
Legal Council approval of a resolution to publish a notice of intent to issue certificates of obligation will meet the legal requirements for debt issuance but will not obligate the City to issue the debt. Legally, a notice of intention must be published in a newspaper of general circulation at least twice during the 30-day period preceding a certificate of obligation bond sale. Financial Since neither cash nor voter authorized bonds are available to fund a portion of the adopted 2019 CIP, staff requests the issuance of Certificates of Obligation. Based on information from the City's Financial Advisors, Hilltop Securities Inc., the proposed certificates of obligation can be sold at an estimated interest rate of 3.1% in the current interest rate environment. At this interest rate, the City will incur additional debt service (principal and interest payments) for the certificate of approximately $2.8 million per year for fiscal years 2020 to 2024, approximately $2.5 million per year for fiscal years 2025 to 2029, approximately $1.2 million for fiscal years 2030 to 2034 and approximately $622,000 for fiscal years 2035 to 2039. The actual interest rate, annual debt service and issue costs will be finalized at the time of the bond sale (May 21, 2019). The Interest and Sinking debt service tax rate is not impacted as a result of this debt issuance.

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.d.
Meeting Date:	04/01/2019
Item Title:	Water and Sewer System Revenue Bonds, Series 2019 and Principal Forgiveness Agreement with the Texas Water Development Board
Submitted By:	Matt Watson, Finance Director
Strategic Focus Areas:	Reliable, Cost Efficient Utility Services Sound Governance and Finances

ISSUE
Council is requested to consider the issuance of $6,670,000 of Water and Sewer System Revenue Bonds, Series 2019 to be purchased by the Texas Water Development Board (TWDB) at a below market interest rate. In addition, Council is requested to consider the execution of a Principal Forgiveness Agreement with the TWDB for $975,037. The purpose of this transaction is to receive financial assistance from the TWDB totaling $7,645,037 to fund the multi-year Radio Read Water Meter Retrofit project approved in the 2019 CIP.
OPTIONS
Authorize the issuance of $6,670,000 of Water and Sewer System Revenue Bonds, Series 2019 to be purchased by the TWDB, as well as the execution of a Principal Forgiveness Agreement with the TWDB in the amount of $975,037. Do not approve the transaction.
RECOMMENDATION
Unless otherwise directed by Council, this item will be scheduled for formal consideration at the May 21, 2019 Regular Meeting.
BACKGROUND
The Texas Water Development Board (TWDB) Drinking Water State Revolving Fund (DWSRF), authorized by the Safe Drinking Water Act, provides low-cost financial assistance to eligible Water and Wastewater capital projects. The DWSRF loan program is administered for the U.S. Environmental Protection Agency (EPA), and the State of Texas by the TWDB. The program provides long-term fixed-rate loans at below market interest rates. The Water Department submitted several capital projects for consideration for this program and was invited to submit an application for the Radio Read Water Meter Retrofit CIP project. There are over 69,000 active water meters being read on a monthly basis by the Customer Service Department and this CIP project provides for the phased replacement and upgrades to these meters. On October 1, 2018, Council authorized staff to submit a funding application to the Texas Water Development Board (TWDB) through the Drinking Water State Revolving Fund in an amount not to exceed $7.7 million for this project. On February 25, 2019, the TWDB approved a commitment for financial assistance in the amount of $7,645,037 from the Drinking Water State Revolving Fund through the TWDB's proposed purchase of $6,670,000 City of Garland, Texas Water and Sewer System Revenue Bonds, Series 2019 and the execution of a Principal Forgiveness Agreement in the amount of $975,037.
CONSIDERATION
Currently, the City utilizes Commercial Paper (CP) to fund the Radio Read Water Meter Retrofit Project. CP is a short-term debt instrument that is issued incrementally as funds are needed to finance the Water and Wastewater Capital Improvement Program. CP interest is paid at maturity, but principal is rolled forward by issuing new CP. This process continues for approximately 3 years until Water and Sewer Revenue Bonds are eventually issued to refinance the outstanding CP. By utilizing CP, the City is able to lower its overall debt payments due to the deferral of principal payments and by taking advantage of short-term interest rates. The Financial Service Department and the City's Financial Advisor, Hilltop Securities, have evaluated the debt service cost associated with the DWSRF program and has compared it to the debt service cost associated with the continued use of the Water and Sewer Commercial Paper Program. Due to the $975,037 in principal forgiveness and a below market interest rate of approximately 1.2%, the DWSRF program is estimated to save the Water Utility Fund an additional $3.5 million in debt service cost over the next 20 years, when compared to the debt service cost associated with the continued use of the CP Program.

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.e.
Meeting Date:	04/01/2019
Item Title:	Consider Assistance Request for Nonprofit Special Event - Wheels of Hope
Submitted By:	Christopher Hallmark, Special Events & Marketing Supervisor
Strategic Focus Areas:	Enhanced Quality of Life through Amenities, Arts, and Events Customer-Focused City Services

ISSUE

The Hope Clinic has requested the City Council to consider waiving expenditures for city services required for their event, Wheels of Hope in Downtown Garland on Saturday, April 27, 2019. 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 Wheels of Hope event as a Special Event.
Approve, deny or revise proposed funding levels in accordance with the Special Event Assistance Program.
Approve the following event dates and times.
Approve the following site plan with street closures.
Return the item to staff for further review and recommendations.

RECOMMENDATION

Over the past several years the event has grown exponentially and the city has taken a more proactive planning role for the event to prevent any risk management issues such as providing perimeter fencing for safety and street closures, providing public restrooms, setup and teardown, and increasing the number of police officers and paramedics to make sure the event is a safe event. Additionally, we have included contract cleaning services to keep our public areas clean after the event. We have had no issues in this area due to the City's planning and oversight of these areas.

For the 2019 Wheels of Hope event, planning discussions via email to each necessary department has been conducted to capture costs and layout plans for the event. In addition, meetings between representatives from Transportation, Police, Health, Environmental Waste, Fire, Park Maintenance, and Cultural Arts have been held on:

February 13, 2019
March 5, 2019
April 5, 2019

At the meetings, the below areas were studied and plans were made for each:

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

Based off of these planning meetings, it has been determined that this year’s estimated cost for Wheels of Hope will be:

CITY SERVICE	APRIL 27, 2019	DESCRIPTION
Police	$1,200	Security and safety/ Overtime rate
Transportation Services	$600	Oversight of street closures
Environmental Waste Services	$300	Delivery and removal of (50) waste containers
Cultural Arts Facilities	$320	Plaza Theater rental fee
Contract Cleaning Services	$1,400	Post-event cleaning cost
Equipment Rental	$5,050	Public Restrooms and Barricades
In-Kind Equipment & Services	$500	Staffing
ESTIMATED TOTAL:	$9370

Staff recommends that the Council decide the following issues:

Approve the Wheels of Hope event as a special event;
Waive the estimated costs for providing city services of $9,370 and in accordance with the Special Event Assistance Program due to budget constraints.
Approve the following event date(s) and time(s) of Saturday, April 27, 2019, from 10 a.m. to 3 p.m.
Approve the following site plan including street closures. See attached.

BACKGROUND

This annual event spotlights 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 2018-19 annual operating budget has $106,000 budgeted in the General Fund (non-departmental) to provide assistance in covering fees and charges for City services for special events held by nonprofit organizations.

Attachments
Wheels of Hope Application & Permit
Wheels of Hope 2019 - Map

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 3.c.
Meeting Date:	04/01/2019
Item Title:	Consider Assistance Request for Nonprofit Special Event - Cinco De Mayo
Submitted By:	Christopher Hallmark, Special Events & Marketing Supervisor
Strategic Focus Areas:	Enhanced Quality of Life through Amenities, Arts, and Events Customer-Focused City Services

ISSUE

Downtown Square Events organization has requested the City Council to consider waiving expenditures for city services required for their event celebrating Cinco De Mayo in Downtown Garland on Sunday, May 5, 2019. 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 Cinco de Mayo event as a Special Event.
Approve the following event dates and times.
Approve, deny or revise proposed funding levels in accordance with the Special Event Assistance Program.
Approve, deny or revise the additional requested funds for non-city service event support.
Approve the following site plan with street closures.
Return the item to staff for further review and recommendations.

RECOMMENDATION

Over the past several years the event has grown exponentially and the city has taken a more proactive planning role for the event to prevent any risk management issues such as providing perimeter fencing to comply with TABC rules, providing public restrooms, some setup and teardown, and increasing the number of police officers and paramedics to make sure the event is a safe event. Additionally, we have included contract cleaning services to keep our public areas clean after the event. We have had no issues in this area due to the city's planning and oversight of these areas.

For the 2019 Cinco De Mayo event, planning discussions via email to each necessary department has been conducted to capture costs and layout plans for the event. In addition, meetings between representatives from Transportation, Police, Health, Environmental Waste, Fire, Park Maintenance, and Cultural Arts have been held on:

February 6, 2019
February 13, 2019
March 5, 2019
April 5, 2019

At the meetings, the below areas were studied and plans were made for each:

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

Based off of these planning meetings and with meetings with the Cinco de Mayo planning committee, it has been determined that this year’s estimated cost for Cinco de Mayo will be:

CITY SERVICE	MAY 5, 2019	DESCRIPTION:
Police	$3,000	Security and safety/ Overtime rate
Transportation Services	$100	Oversight of street closures
Environmental Waste Services	$500	Delivery and removal of (50) waste containers.
Cultural Arts Facilities	$390	Plaza Theater rental fee
Contract Cleaning Services	$1,600	Post-event cleanup costs
Equipment Rental	$3,600	Public restrooms, Barricades
In-Kind Equipment & Services	$1,300	Stage, chairs, bounce houses, electricity, Staffing OT
TOTAL:	$10,490
Additional Funds	$8,000	Music/Entertainment Contracts
TOTAL:	$18,490

Based on the original application for assistance, the estimated costs for City services are $10,490. The Cinco de Mayo planning committee has requested an additional $8,000 in assistance to support their event for music and entertainment contracts.

Staff recommends that the Council decide the following issues:

1) Approve the Cinco de Mayo event as a special event;

2) Approve the following event date(s) and time(s) of Sunday, May 5, 2019, from 1 to 10 p.m.

3) Waive the cost of providing city services for $10,490 and in accordance with the Special Event Assistance Program due to budget constraints.

4) Staff requests additional discussion on their request for additional funds of $8,000 for music and entertainment contracts due to budget constraints.

5) Approve the following site plan including street closures. See attached.

BACKGROUND

CONSIDERATION

Attachments
Cinco de Mayo Application & Permit
Cinco de Mayo 2019 - Map

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 3.d.
Meeting Date:	04/01/2019
Item Title:	2019-2020 CDBG, HOME and ESG Budget
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
Discussion of applications, funding history, and available funds for the Community Development Block Grant (CDBG), HOME Infill Partnership Grant (HOME) and the Emergency Solutions Grant (ESG) budgets are provided for Council’s information and review.
RECOMMENDATION
This item is being brought back before Council on April 1, 2019, Work Session for discussion of CDBG, HOME, and ESG grant proposals. Council was provided staff recommendations for funding in the workbook provided at the March 18, 2019, Work Session. Final discussion on this item will be scheduled for April 15, 2019, Work Session. Budget adoption is scheduled for April 16,2019.
BACKGROUND
The City expects to receive the following funding for 2019-2020: CDBG: $2,127,843 HOME: $748,755 ESG: $168,535 The proposed budget for fiscal year 2019/2020 must be submitted to the Department of Housing and Urban Development (HUD) by August 15, 2019, for CDBG, HOME, and ESG. To this point, there have been two public input meetings to solicit feedback on the proposed use of funds.
CONSIDERATION
Staff received applications requesting a total of $540,239 for the public services category. In the City-sponsored project category, there is a total of $5,423,855 that was requested. There is an estimated total of $249,756 available in CDBG funding for reprogramming to other projects. HUD regulations limit CDBG monies used for grant planning and administration to no more than 20% of the entitlement funding available and for public services, a maximum of 15% is allowed. Funding available in the public services category total $319,176, grant administration totals $425,568 and City-sponsored projects total $1,632,855. HOME entitlement funding available totals $748,755 and requests equal that amount. HUD regulations allow up to 10% of grant funding to be used for administration and 15% of grant funding must be used by Community Housing Development Organizations. The balance of this funding will be used for City-sponsored housing programs. Total funds available for the ESG program is $168,535. Housing and Community Services Department will use the maximum allowed funding for administration ($12,640) and data collection ($9,283). Other categories include Shelter Operations ($54,009), Homeless Prevention ($50,633) and Rapid Re-housing ($41,970). The Department received requested in the amount of $191,558.