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, August 19, 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.

[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.	Consider Assistance Request for Nonprofit Special Event 2019 Labor Day Parade and Car Show by the Noon Exchange Club of Garland The Noon Exchange Club of Garland has requested the City Council to consider waiving expenditures for city services required for their event, Labor Day Parade and Car Show in Downtown Garland on Monday, September 2, 2019. The City Council Policy on Special Events 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.

	b.	Tax Roll Amendment Council is requested to consider an ordinance to amend the tax roll by $96,077.80. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 3, 2019 Regular Meeting.

	c.	Bio-Tel Interlocal Agreement Council is requested to consider authorizing the City Manager to execute the second amendment to the Interlocal Agreement for Medical Direction Services between the City of Garland and Parkland extending the original agreement for a two-year period. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 3, 2019 Regular Meeting.

	d.	2019 Edward Byrne Memorial Justice Assistance Grant (JAG) Council is requested to approve submission of the application to the Bureau of Justice Assistance. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 3, 2019 Regular Meeting.


3.		Verbal Briefings:

	a.	Interviews for Garland Housing Finance Corporation Board The Garland Housing Finance Corporation notified the City that Hector Cardenas' term of office as a Garland Housing Finance Corporation Board Member expires August 31, 2019. Information was posted on the City's website for 21 days regarding the qualifications of the Garland Housing Finance Corporation in order to provide an opportunity for citizens to apply for the position. A letter of interest was received from Hector Cardenas, Brian Parker, Carlos Porras and Genai Walker-Macklin. Council is scheduled to formally appoint a representative to the Garland Housing Finance Corporation Board of Directors at the August 20, 2019 Regular Meeting.

	b.	Homeless Task Group Initiative The Police Department will brief Council on the creation of a multi-department homeless task group.

	c.	Public Safety Committee Update Robert Vera, Chair of the Public Safety Committee, will provide a committee report on the following items: Information and a proposed ordinance regarding the use and possession of shopping carts away from retail establishments and in public rights-of way

	d.	Sex Offender Ordinance The Police Department will present data regarding registered sex offenders living in Garland and the option to adopt an ordinance placing residency restrictions around areas where children commonly gather.

	e.	Administrative Services Committee Update Robert John Smith, Chair of the Administrative Services Committee, will provide a committee report on the following items: Review finalized council policy language for meeting posting and notice of potential quorums Legislative Lobbying - Review of budget and website templates for internal/external costs of lobbying Discuss council policy for managing sensitive information

	f.	Senate Bill 944 Discussion on Data Retention Policies Staff will brief Council on Senate Bill 944, including its impact on current City policies related to the retention of data and correspondence of public officials, and discuss options for future policy changes.

	g.	Budget Discussions Continue Council discussions on the 2019-20 Budget.


4.					Discuss Appointments to Boards and Commissions

					Mayor Scott LeMay John Kaiwi - Board of Adjustment Ken Risser - Environmental and Community Advisory Board Jennifer Nguyen - Community Multicultural Commission Genai Walker-Macklin - Community Multicultural Commission Charles Pickitt - Community Multicultural Commission Joann Traylor - Garland Cultural Arts Don Koerner - Parks and Recreation Board Wayne Dalton - Plan Commission David Perry - Property Standards Board Allan Stafford - Downtown TIF Bettye Haynes - Library Board Shirley Robnett - Senior Citizens Advisory Board Elvia Flores - Community Multicultural Commission Bashir Ashimi - Community Multicultural Commission Mark Tyler - Unified Building Standards Morgan Jones - TIF South

					Council Member Jerry Nickerson Wesley Johnson - Board of Adjustment Jerry DeFeo - Senior Citizens Advisory Board

					Deputy Mayor Pro Tem Robert Vera David Morehead - Parks and Recreation Christina Smith - Property Standards Board Douglas Williams - Plan Commission Bruce Astin - Board of Adjustment Caleb Ernst - Environmental and Community Advisory Committee Craig Wright - Cultural Arts Dorothy McAllister - Library Board Hazel Blanton - Senior Citizens Advisory Board Carlos Porras - TIF Downtown Jack "Rick" Wyatt Jr. - Unified Building Standards Board

					Council Member Dylan Hedrick Andrew Castillo - Community Multicultural Commission Karla Pajot - Garland Cultural Arts Reba Collins - Environmental & Community Advisory Board Terri Chepregi - Library Board David Parrish - Parks & Recreation Board Martha Melaku - Property Standards Board Charlotte Piercy - Senior Citizens Advisory Board

					Mayor Pro Tem Robert John Smith Joseph Schroeder - TIF Downtown

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.					Adjourn

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.a.
Meeting Date:	08/19/2019
Item Title:	Consider assistance request for Nonprofit Special Event 2019 Labor Day Parade and Car Show by the Noon Exchange Club of Garland
Submitted By:	Christopher Hallmark, Special Events & Marketing Supervisor
Strategic Focus Areas:	Enhanced Quality of Life through Amenities, Arts, and Events

ISSUE

The Noon Exchange Club of Garland has requested the City Council to consider waiving expenditures for city services required for their event, Labor Day Parade and Car Show in Downtown Garland on Monday, September 2, 2019. The City Council Policy on Special Events 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.

OPTIONS

The City Council may:

Approve the Labor Day Parade and Car Show 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, and/or
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 road closures for safety, providing public restrooms, setup and teardown and increasing the number of police officers, paramedics and other city staff to make sure the event is a safe event. We have had no issues in this area due to the city's planning and oversight of these areas.

For the 2019 Labor Day Parade and Car Show event, planning discussions via meetings and email to each necessary department have been conducted to capture estimated costs and layout plans for the event. In addition, meetings between representatives from Noon Exchange Club of Garland, Transportation, Police, Health, Environmental Waste, Fire, Parks and Recreation were held on:

July 17, July 31, Aug. 14 and Aug. 28, 2019

At the meetings, the following 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 Labor Day Parade and Car Show will be:

CITY SERVICE	AMOUNT	DESCRIPTION:
Police	$10,000	Security and safety/Overtime rate
Transportation Services	$1,400	Oversight of street closures
Environmental Waste Services	$500	Delivery and removal of (50) waste containers and (1) dumpster
Cultural Arts Facilities	$150	Plaza Theater rental fee
Equipment Rental	$3,500	Public restrooms (10), Golf Carts (11)
Contracted Cleaning Services	$5,500	Post-Event Cleanup with street sweepers
In-Kind Equipment & Services	$2,150	Electricity, Parks Staff, Kiosk Ad, Tables & Chairs
TOTAL:	$23,200

Labor Day 2018 total city services ended up being $12,557. This year (2019) the estimated cost of $23,200 is due to more staffing and PD costs due to the addition of closing down Walnut, along with street/event cleanup service with an additional designated dumpster, and the rise of general rental costs. Again, these costs may fluctuate, as they are estimates.

Staff recommends that the Council decide the following issues:

Approve the Labor Day Parade and Car Show event as a special event;

Waive the cost of providing city services for an estimated $23,200 and in accordance with the Special Event Assistance Program due to budget constraints.

Approve the following event date(s) and time(s) of Monday, September 2, 2019 from 9 a.m. to 2 p.m.

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
2019 Special Event Assistance Program Application & Pre-Event Budget
2019 Labor Day Parade Route Map
Noon Exchange Club 501(c)3 Certificate
2018 Labor Day Parade Post-Event Budget
2019 Special Event Permit Application

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.b.
Meeting Date:	08/19/2019
Item Title:	Tax Roll Amendment
Submitted By:	Corey Worsham, Tax Administrator
Strategic Focus Areas:	Sound Governance and Finances

ISSUE
Annually, the City Council is asked to consider an amendment to the tax roll removing uncollectable ad valorem taxes as recommended by generally accepted accounting principles. Although the tax roll is reduced by the action, collection efforts will continue unless the cost of these efforts exceed the potential revenues.
OPTIONS
The City Council may: Consider an ordinance during the September 3, 2019 City Council meeting to amend the tax roll by $96,077.80, or Do not amend the City's tax roll
RECOMMENDATION
Staff recommends an amendment to the tax roll to reflect the uncollected ad valorem taxes. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 3, 2019 Regular Meeting.
BACKGROUND
Article IX, Section 3 of the City Charter authorizes the City Council to amend the tax roll for uncollectable ad valorem taxes. Furthermore, the Texas Property Tax Code section 33.05 limits the collection of real property taxes past 20 years and 10 years for business personal property. Amendment of the tax roll is necessary to meet generally accepted accounting principles, avoid overstating accounts receivables and avoid the potential risk of an unfavorable audit opinion.
CONSIDERATION
Amendments to the real property tax roll would include an amount of $19,507.36 for tax year 1998. Amendments to the business personal property roll include an amount of $76,570.44 for tax years 2013-2014. The total amended amount is $96,077.80. Amounts are requested for write-off only after they have remained uncollected for a period of at least four years (two years for bankruptcy settlements). Additionally, the City's collection attorney's, Perdue, Brandon, Fielder, Collins & Mott LLP have performed extensive collection efforts in order to recover the debt.

Attachments
2019 Tax Roll Amendment Detail
2019 Tax Roll Admendment Ordinance

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.c.
Meeting Date:	08/19/2019
Item Title:	Bio-Tel Interlocal Agreement
Submitted By:	Mark Lee, Fire Chief
Strategic Focus Areas:	Safe Community

ISSUE
Consider authorizing the City Manager to execute the second amendment to an existing Inter-local agreement (ILA) for Medical Direction Services between City of Garland (“City of Garland”) and Parkland Health and Hospital System (“Parkland”).
OPTIONS
Authorize the City Manager to execute by minute action the second amendment to the ILA for Medical Direction Services between City of Garland and Parkland extending the original agreement for a two-year period. Allow the current amendment, and original agreement to expire and go to a month by month service until another agreement can be reached with Parkland or other service provider.
RECOMMENDATION
Staff recommends Option A authorizing the City Manager to execute the second amendment to the ILA for Medical Direction Services between City of Garland and Parkland thereby extending the agreement by two years. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 3, 2019 Regular Meeting.
BACKGROUND
In October 2016, City of Garland and Parkland entered into an ILA that established Medical Direction Services for the Garland Fire Department. These services include on-line, and off-line medical direction as well as Medical Oversight of Emergency Medical Services Operations within the Garland Fire Department. The original agreement was for a one-year term. A subsequent amendment (First Amendment - October 2017) was approved by City Council in September of 2017 extending the original ILA for a two-year period set to expire September 30, 2019. This request is for the second amendment extending the agreement for another two year period effective October 01, 2019 and expiring September 30, 2021. There are some terminology changes within this second amendment along with an adjustment in pricing. The terminology changes are to change references from BioTel/EMS System to UTSW/Parkland BioTel/EMS System; and, references from BioTel/EMS Treatment Guidelines and Policies to UTSW/Parkland BioTel Clinical Practice Guidelines. Exhibit A has also been modified to reflect these changes as well as some items listed in the Off-Line Medical Direction section of Exhibit A. A red-line copy is attached to this item for consideration. The Emergency Medical Service provided by the City of Garland Fire Department is required by the State of Texas Department of State Health Services - EMS Division to have a medical director to establish guidelines and oversight activities pertaining to providing care for the sick and injured in the pre-hospital setting. This ILA, and amendments provide for those State mandated services.
CONSIDERATION
This second amendment has an increase in service costs. The total contract agreement price is $208,264.95 for the two-year agreement. This reflects a 15.7% increase for the two-year period over the first amended renewal amount of $180,068.72. This second amendment shall be paid in two installments. The first installment shall be in the amount of $103,612.54 and is due upon execution of this agreement. The second installment shall be in the amount of $104,652.41 and is due October 01, 2020. This service cost increase has been accounted for in the proposed Fiscal Year 2019-2020 General Fund Budget. This amendment has been reviewed by the City of Garland Legal Department.

Attachments
Second Amendment - October 2019 Final
Second Amendment - October 2019 Redline
ILA - October 2016
First Amendment - October 2017

GARLAND POLICY REPORT

City Council Work Session Agenda		Work Session Item 2.d.
Meeting Date:	08/19/2019
Item Title:	2019 Edward Byrne Memorial Justice Assistance Grant (JAG)
Submitted By:	Jeffrey Bryan, Chief of Police
Strategic Focus Areas:	Safe Community

ISSUE
The Director of the Bureau of Justice Assistance (BJA) has made funds available to units of local government under the 2019 Edward Byrne Memorial Justice Assistance Grant (JAG) program for the purpose of reducing crime and improving public safety. The Garland Police Department is eligible to apply to BJA for an estimated direct award of $53,456.00 under this grant program. However, the Attorney General of the State of Texas has “certified” Garland as a disparate jurisdiction, thereby requiring us to enter into an agreement to share a portion of these funds with Dallas County. Currently, the agreement is for the City of Garland to share 30%, or approximately $16,036.80, with Dallas County, which results in an award to the City of Garland in the amount of approximately $37,419.20. From this amount, there will be a mandated 7% Administration Fee which is to be paid to the City of Dallas as they have designated as the area grant manager for all involved entities. The resulting estimated net award to the City of Garland will be approximately $34,799.86. This Justice Assistance Grant replaced the Local Law Enforcement Block Grant (LLEBG). JAG does not require any matching funds or contributions.
OPTIONS
Authorize submission of the grant application, which if approved by the federal government will pay an estimated $34,799.86. Disapprove submission of the grant application.
RECOMMENDATION
Staff recommends that Council approve submission of the application to the Bureau of Justice Assistance. Unless otherwise directed by Council, this item is scheduled for formal consideration at the September 3, 2019 Regular Meeting.
BACKGROUND
This will be the twelfth year that the Garland Police Department has applied for funds under the new JAG program. The Bureau of Justice Assistance (BJA) has replaced the Edward J. Byrne Memorial State (Byrne Formula) and the Local Law Enforcement Block Grant (LLEBG) with the Justice Assistance Grant. The joining of the two grants allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system. The Garland Police Department received the following grant awards from JAG over the past five years: 2014 - $28,052.24 2015- $25,699.53 2016- $29,586.65 2017- $31,201.78 2018- $34,764.70
CONSIDERATION
Pending negotiations with Dallas County, the Justice Assistance Grant should provide $34,799.86 in funding. The grant will be for a 48-month period. At the conclusion of that time period, any unallocated funds must be returned to the federal government. Funds must be used to supplement existing funds for program activities and cannot replace, or supplant, nonfederal funds that have been appropriated for the same purpose.

Attachments
Resolution JAG 2019

GARLAND

City Council Work Session Agenda
Meeting Date:	08/19/2019
Item Title:	Boards and Commissions
Submitted By:	Elisa Morales, Management Services Coordinator , Administration

Summary:
Mayor Scott LeMay John Kaiwi - Board of Adjustment Ken Risser - Environmental and Community Advisory Board Jennifer Nguyen - Community Multicultural Commission Genai Walker-Macklin - Community Multicultural Commission Charles Pickitt - Community Multicultural Commission Joann Traylor - Garland Cultural Arts Don Koerner - Parks and Recreation Board Wayne Dalton - Plan Commission David Perry - Property Standards Board Allan Stafford - Downtown TIF Bettye Haynes - Library Board Shirley Robnett - Senior Citizens Advisory Board Elvia Flores - Community Multicultural Commission Bashir Ashimi - Community Multicultural Commission Mark Tyler - Unified Building Standards Morgan Jones - TIF South

Attachments
John Kaiwi - Board of Adjustment
Ken Risser - Environmental and Community Advisory Board
Jennifer Nguyen - Community Multicultural Commission
Genai Walker-Macklin - Community Multicultural Commission
Charles Pickitt - Community Multicultural Commission
Joann Traylor - Garland Cultural Arts
Don Koerner - Parks and Recreation Board
Wayne Dalton - Plan Commission
David Perry - Property Standards Board
Allan Stafford - Downtown TIF
Bettye Haynes - Library Board
Shirley Robnett - Senior Citizens Advisory Board
Elvia Flores - Community Multicultural Commission
Bashir Ashimi - Community Multicultural Commission
Mark Tyler - Unified Building Standards
C. Morgan Jones - TIF South