Agenda



REGULAR MEETING & WORK SESSION OF THE CITY COUNCIL February 9, 2021 ADDISON TREEHOUSE 14681 MIDWAY RD. SUITE 200, ADDISON, TX 75001 6:00 PM EXECUTIVE SESSION, WORK SESSION & REGULAR MEETING Notice is hereby given that the Addison City Council will conduct its REGULARLY SCHEDULED MEETING on Tuesday, February 9, 2021 at the Addison TreeHouse with a quorum of the City Council physically present. Limited seating for members of the public will be available using CDC recommended social distancing measures. The Town will utilize telephone or videoconference public meetings to facilitate public participation to mitigate the spread of COVID-19 by avoiding meetings that bring people into a group setting. Telephonic or videoconferencing capabilities will be utilized to allow individuals to address the Council. Email comments may also be submitted to:iparker@addisontx.gov by 3:00 pm the day of the meeting. Members of the public are entitled to participate remotely via Toll-Free Dial-in Number: 877.853.5247; Meeting ID: 409.327.0683 Participant ID: #. For more detailed instructions on how to participate in this meeting visit our Agenda Page. The meeting will be live streamed on Addison's website at:www.addisontexas.net.


Call Meeting to Order

Pledge of Allegiance

EXECUTIVE SESSION Closed (Executive) Session of the Addison City Council pursuant to: Section 551.074, Tex. Gov. Code, to deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee, pertaining to: Conclude the City Manager's Annual Evaluation

Reconvene in to Regular Session: In accordance with Texas Government Code, Chapter 551, the City Council will reconvene into Regular Session to consider action, if any, on matters discussed in Executive Session.

WORK SESSION

	1.	Present and Discuss Naming Standards for Parks and Trail Facilities.

	2.	Present and Discuss Public Nuisance Concerns Along the White Rock Creek Park Trail.

REGULAR MEETING

Announcements and Acknowledgments Regarding Town and Council Events and Activities Discussion of Meetings / Events Public Comment The City Council invites citizens to address the City Council on any matter, including items on the agenda, except public hearings that are included on the agenda. Comments related to public hearings will be heard when the specific hearing starts. Citizen comments are limited to three (3) minutes, unless otherwise required by law. To address the Council, please fill out a City Council Appearance Card and submit it to a staff member prior to the Public Comment item on the agenda. The Council is not permitted to take any action or discuss any item not listed on the agenda. The Council may choose to place the item on a future agenda.

	3.	Present a Proclamation Honoring Retiring Dallas Area Rapid Transit President / Executive Director Gary C. Thomas.

Consent Agenda All items listed under the Consent Agenda are considered routine by the City Council and will be enacted by one motion with no individual consideration. If individual consideration of an item is requested, it will be pulled from the Consent Agenda and discussed separately.

	4.	Consider Action to Approve the Minutes of the January 26, 2021, Regular Meeting.

	5.	Consider Action to Approve the Purchase of Belt Line Road Street Light Poles and Accessories and Authorize the City Manager to Execute the Purchase in an Amount Not to Exceed $108,730.

	6.	Consider Action on a Resolution Approving a Contract Between the Town of Addison and DN Tanks, LLC. for the Rehabilitation of the 6 Million Gallon Celestial Ground Storage Tank and Authorizing the City Manager to Execute a Contract in an Amount Not to Exceed $1,239,510.

	7.	Consider Action on a Resolution Approving the Installation of an Untitled Public Art Piece by Artist Russ Connell to be Located at the Surveyor Water Tower Site Near the Intersection of Arapaho Road and Surveyor Boulevard.

	8.	Consider Action on a Resolution Approving the Installation of the Public Art Piece by Artist Russ Connell Known as Rocko Within One of Three Parks Spaces Located in the Addison Grove Development.

	9.	Consider Action on a Resolution Approving the Installation of the Public Art Piece Created by Artist David B. Hickman Known as "Aikido" at 15601 Addison Road.

	10.	Consider Action on a Resolution Approving an Agreement Between the Town of Addison and Casteel & Associates, Inc. for the Belt Line Road Digital Street Signs Project and Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $455,006.04.

Regular Items

	11.	Present, Discuss, and Consideration Action on a Staff Recommendation to Implement Compensation Changes for Fiscal Year 2021 Based on a Market Analysis of the Town’s Comparator Cities.

	12.	Present, Discuss, and Consider Action on a CARES Act Update and Potential Uses of Remaining Funds.

	13.	Present, Discuss, and Consider Action on the Acceptance of the Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR).

Adjourn Meeting

NOTE: The City Council reserves the right to meet in Executive Session closed to the public at any time in the course of this meeting to discuss matters listed on the agenda, as authorized by the Texas Open Meetings Act, Texas Government Code, Chapter 551, including §551.071 (private consultation with the attorney for the City); §551.072 (purchase, exchange, lease or value of real property); §551.074 (personnel or to hear complaints against personnel); §551.076 (deployment, or specific occasions for implementation of security personnel or devices); and §551.087 (economic development negotiations). Any decision held on such matters will be taken or conducted in Open Session following the conclusion of the Executive Session.

THE TOWN OF ADDISON IS ACCESSIBLE TO PERSONS WITH DISABILITIES. PLEASE CALL (972) 450-7017 AT LEAST 48 HOURS IN ADVANCE IF YOU NEED ASSISTANCE. POSTED BY: ________________________________ Irma G. Parker, City Secretary DATE POSTED: Thursday, February 4, 2021 TIME POSTED: 5:00 pm DATE REMOVED FROM BULLETIN BOARD: ______________________ REMOVED BY: ________________________________


Council Meeting		Item # 1.
Meeting Date:	02/09/2021
Department:	Parks & Recreation
Pillars:	Gold Standard in Customer Service Optimize the Addison Brand
Milestones:	Promote and protect the Addison Way Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:
Present and Discuss Naming Standards for Parks and Trail Facilities.
BACKGROUND:
The Parks Master Plan was adopted by Council on April 25, 2019. A recommendation in this plan was to hold a park and trail naming discussion with Council. This agenda item is to hold that discussion and: Consider if descriptors used in park names best reflect industry standards; Clarify names and boundaries of trail systems and parks that have expanded over time; and, Utilize park signage to improve way finding. Specific to the above talking points, the Parks Master Plan recommended consideration of the following items: Should Les Lacs Linear Park, Les Lacs Pond, the Community Garden and the greenscape south of the Addison Grove Development be considered as part of a larger linear park system or should they be considered as individual parks? How should extensions to the Redding Trail, that were constructed in various phases, be referred to and what are the boundaries of the Redding Trail? Should Arapaho Park be considered an Urban Park instead of the Arapaho Greenbelt once the Cotton Belt Trail is constructed? Is the name White Rock Creek Park the best descriptor to use? Staff will make a presentation to Council.
RECOMMENDATION:
Staff seeks direction from Council.

Attachments
Presentation - Park and Trail Facilities Naming Discussion


Council Meeting		Item # 2.
Meeting Date:	02/09/2021
Department:	Parks & Recreation
Pillars:	Gold Standard in Public Safety

AGENDA CAPTION:
Present and Discuss Public Nuisance Concerns Along the White Rock Creek Park Trail.
BACKGROUND:
On July 14, 2020, Staff made a presentation to Council, at the request of Council Members Paul Walden and Marlin Willesen, regarding public nuisance concerns along White Rock Creek Park Trail. These concerns include resident observations of homeless persons utilizing the area under the Belt Line Road bridge. The area under Belt Line Road is within the Dallas city limits which precludes the Town's enforcement of Addison's public nuisance ordinances in that location. Staff's presentation to Council provided an overview of the issues and potential options to address concerns along the White Rock Creek Park Trail. Following the presentation, Council requested Staff identify costs associated with Option 1 which included increasing visibility, lighting and adding a security camera. Staff was also directed to look into the potential for construction of a concrete rip rap deterrent. Staff will present this information to Council.
RECOMMENDATION:
Staff seeks direction from Council.

Attachments
Presentation - White Rock Creek Park Trail Public Nuisance Concern Discussion


Council Meeting		Item # 5.
Meeting Date:	02/09/2021
Department:	Public Works
Pillars:	Excellence in Transportation Systems
Milestones:	Establish an intentional culture throughout the organization that is based on continuous improvement, excellence, and adherence to our core values

AGENDA CAPTION:
Consider Action to Approve the Purchase of Belt Line Road Street Light Poles and Accessories and Authorize the City Manager to Execute the Purchase in an Amount Not to Exceed $108,730.
BACKGROUND:
The street light poles on Belt Line Road are owned and maintained by the Town. Each year, the Town purchases new poles and accessories to replace those damaged or destroyed by vehicles. In the Fiscal Year 2020-2021 Streets Division budget, Council budgeted $125,000 to purchase eight (8) replacement street light poles and fixtures for Belt Line Road. Bid #21-37 was posted on BidSync on January 6, 2021, and it closed on January 21, 2021. Two vendors, Moreno Supply Inc. and Technology International submitted bids. Technology International, however, did not submit prices for luminaires, lamps, or breakaway support systems. Moreno Supply, Inc. submitted the lowest complete bid in the amount of $108,730.
RECOMMENDATION:
Administration recommends approval.

Attachments
Bid Tabulation for Solicitation 21-37


Council Meeting		Item # 6.
Meeting Date:	02/09/2021
Department:	Public Works
Pillars:	Excellence in Asset Management
Milestones:	Effectively utilize and promote the Silver Line development with a first mile/last mile solution

AGENDA CAPTION:
Consider Action on a Resolution Approving a Contract Between the Town of Addison and DN Tanks, LLC. for the Rehabilitation of the 6 Million Gallon Celestial Ground Storage Tank and Authorizing the City Manager to Execute a Contract in an Amount Not to Exceed $1,239,510.
BACKGROUND:
The purpose of this item is to award a contract with DN Tanks, LLC, for the Celestial Ground Storage Tank Improvements Project. The project scope consists of the structural rehabilitation of the existing ground storage tank, a new storm drainage swale for erosion control, new sidewalks for accessibility, a section of a new security perimeter fence, and other miscellaneous improvements. The Celestial ground storage tank (GST) has been operating since 1988. In 2014, a comprehensive evaluation and assessment of the Celestial GST was conducted by Kleinfelder, Inc.. This project's scope is based on the Klienfelder assessment. On June 11, 2019, a Professional Services Agreement with Kleinfelder, Inc. was executed for design services associated with the Celestial GST improvements. This design was completed in December 2020. The project was posted to CIVCAST for bidding on December 15, 2020, and it was closed on January 14, 2021. The Town received one bid from DN Tanks for $1,239,510.00. The Engineer's Opinion of Probable Construction Cost for this project was $1,250,000. Kleinfelder, Inc. has checked DN Tanks' references and recommends they be awarded the contract. DN Tanks successfully completed a similar scope of work for the Town with the rehabilitation of the 2 million gallon Surveyor GST in 2018. Additionally, DN Tanks has extensive experience in the construction and rehabilitation of pre-stressed concrete ground storage tanks. Due to the size and highly specialized nature of this project, there are very few contractors that are qualified to perform this type of work. The tight construction schedule, size and construction (pre-stressed concrete) of the tank and the type of coating all contributed to the limited pool. Only two prospective bidders, DN Tanks and Pre-Load Construction, were known to meet the rigorous experience requirements outlined in the specifications. To allow for any prospective bidders that did meet the requirements, there was the opportunity to submit references of comparable sized projects utilizing similar coating types and structural repairs. If approved, the work is anticipated to commence in mid-February 2021. This project is expected to take a total of four months to complete with the tank being out of service for a total of 45 days. During this 45 day period, all water service will be provided through the Surveyor GST. The timing of this project is critical and must be performed before the arrival of higher water demands in the late spring. Town staff has performed field tests to verify that the Surveyor site will be adequate to serve the Town and will have an emergency back-up system on standby in case of any unforeseen failures. If the Town chooses to rebid this project, the project will need to be done next winter and a reduction in the warranty period may need to be investigated to increase the pool of potential bidders. Funding of this project is budgeted in the Fiscal Year 2021 Capital Improvements Program. The budget for the construction of the project is $1,375,000.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - DN Tanks, LLC for Celestial Ground Storage Tank Project
DN Tank Submittal
Recommendation Letter
Contractor Qualifications and Experience Requirements
2014 5 Year CIP Report
2104 Celestial Assessment


Council Meeting		Item # 10.
Meeting Date:	02/09/2021
Department:	Information Technology
Pillars:	Optimize the Addison Brand
Milestones:	Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:
Consider Action on a Resolution Approving an Agreement Between the Town of Addison and Casteel & Associates, Inc. for the Belt Line Road Digital Street Signs Project and Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $455,006.04.
BACKGROUND:
In May of 2012, Addison voters approved $500,000 in General Obligation bonds for the design and installation of an electronic sign over Belt Line Road to replace the static banners located just east of Quorum Drive. On March 20, 2020, Staff released a request for proposal (RFP) for the design and installation of the sign, but no proposals were received. Staff then sought qualified vendors through two (2) cooperative purchasing hubs. Fourteen (14) potential vendors were initially identified. Upon further review, Staff determined that two of the vendors were qualified for the project. Of these two vendors, Casteel & Associates, Inc. (Casteel) was selected based on proven capability and the know-how to design and build this platform within the available budget. On January 26, 2021, Staff and the Casteel design team provided an overview of the conceptual design to the Council in order to solicit, receive, and incorporate Council's comments into the final design. Council directed Staff to proceed with the contract negation with Casteel to design, construct, and install the proposed electronic sign. Casteel will provide design, engineering, manufacturing, and electronic unit procurement for a two (2) sided electronic display system for the Town. Casteel will excavate and pour the concrete foundation, fabricate, and install a bent steel structure, provide electrical services, provide a concrete safety barrier system, and install the display unit. Casteel will also install, configure and train staff on the software that controls what is displayed by the signs. The landscaping component of this project will be provided by others. Construction for this project is anticipated to take 6 months to complete. This project is budgeted in the 2012 Bond Fund at $500,000.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - Agreement with Casteel & Associates, Inc. for the Belt Line Road Digital Street Signs Project


Council Meeting		Item # 11.
Meeting Date:	02/09/2021
Department:	City Manager

AGENDA CAPTION:
Present, Discuss, and Consideration Action on a Staff Recommendation to Implement Compensation Changes for Fiscal Year 2021 Based on a Market Analysis of the Town’s Comparator Cities.
BACKGROUND:
During the August 6, 2020 Special Meeting and Budget Work Session, Council directed staff to conduct a Compensation Market Study (Study) and to develop recommendations based on the Study findings. During a Work Session on January 26, 2021, Council was presented the Study findings, Staff’s recommendations in response to the Study’s findings, the projected long-term financial impact of the recommendations, and details of the funding sources to cover the cost of the recommendations. The analysis found that Addison's employee pay is below the market average for certain job classifications and no longer meets the compensation philosophy adopted by Council (Resolution 17-38) on July 11, 2017. Using findings from the Study, Staff identified the adjustments necessary to bring employee compensation in line with the adopted compensation philosophy. Staff also identified the funding source to cover the cost of these adjustments. The Fiscal Year 2021 budget contained a conservative sales tax revenue estimate due to uncertainty associated with the pandemic. To date, actual sales tax revenue has exceeded the budgeted amount. A change in the total cost of the recommendations (a $75,572 increase) is reflected in this presentation compared to the total cost presented on January 26, 2021. This is due to an update made in the data and calculation methodology for public safety positions. Details will be provided during the discussion. This item is being brought before Council for action. If approved, compensation adjustments will be reflected in the first pay period following formal action. That anticipated pay date is March 12, 2021. If approved, the FY2021 Budget will be amended at mid-year to reflect the implementation of these recommendations. For Council to approve the recommendations, a motion will be necessary. Suggested language for this motion is: I make a motion to approve Staff's Recommendations to Implement Compensation Changes for Fiscal Year 2021 Based on a Market Analysis of the Town’s Comparator Cities.
RECOMMENDATION:
Staff seeks direction from Council.

Attachments
Presentation - Compensation Discussion


Council Meeting		Item # 12.
Meeting Date:	02/09/2021
Department:	City Manager

AGENDA CAPTION:
Present, Discuss, and Consider Action on a CARES Act Update and Potential Uses of Remaining Funds.
BACKGROUND:
On June 9, 2020, Council approved an Inter-Local Agreement with Dallas County whereby Addison became eligible for up to $894,465 in reimbursement under the CARES Act for authorized expenditures. On July 14, 2020, Council gave Staff direction on the creation of three CARES Act programs. These programs and their estimated funding are: Addison CARES Lease Mortgage Assistance Program ($500,000) Resident Assistance Program ($200,000) Public Health and Compliance Program ($200,000) The Addison CARES Lease Mortgage Assistance Program received few eligible applications in Round 1 of funding. Second and third rounds of funding were opened under modified eligibility requirements to distribute funds to local businesses. Staff was approved by Dallas County to reallocate unused funds in this program to the Town's other programs and/or certain other eligible expenses. The Resident Assistance Program was administered for the Town by Metrocrest Services. They enrolled, vetted and provided eligible Addison Residents with rent, food and utility assistance. The Public Health and Compliance Program was designed to help keep Town facilities and services operational while dealing with the pandemic. The program funded facility disinfection and virus protection efforts, medical supplies, and telework equipment and services. Through December 31, 2020, the Town submitted the following amounts for reimbursement: Addison CARES Lease/Mortgage Assistance Program $319,053.08 Resident Assistance Program $180,934.45 Public Health and Compliance Program (total- detail below) $327,750.55 Public Space Disinfection $190,395.68 Medical Supplies $ 34,176.11 Telework $103,178.76 On December 27, 2020, with just a few business days remaining before the end of the original CARES Act performance period, the Act was amended to extend the performance period by an additional year. Based on this extension, Staff halted plans to submit an invoice for a 10% administrative fee that would have obtained reimbursement of all remaining funds (approximately $66,000). Uses for the remaining funds include applying the funds toward the Resident Assistance Program or the Public Health and Compliance Program. The Town could also apply these funds toward an administrative fee paid to the Town for the management of the grant or to cover public safety salaries. While applying the remaining funds toward a fourth round of the Addison CARES Lease/ Mortgage Assistance Program is a possibility, it will require a significant administrative effort and approval from Dallas County. Lastly, the remaining funds could be reallocated to initiate a new program or programs allowed under the Act. However, Dallas County has requested that any such reallocation be completed by March 31, 2021. For the sake of expediency and efficiency, Staff recommends utilizing the remaining funds to continue the Resident Assistance Program through Metrocrest Services until the funds are exhausted.
RECOMMENDATION:
Staff seeks direction from Council.

Attachments
Dallas County Letter - Coronavirus Relief Fund Extension


Council Meeting		Item # 13.
Meeting Date:	02/09/2021
Department:	Finance
Pillars:	Gold Standard in Financial Health

AGENDA CAPTION:
Present, Discuss, and Consider Action on the Acceptance of the Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR).
BACKGROUND:
The Addison Town Charter requires that Town Staff prepare a Comprehensive Annual Financial Report (CAFR) that shows the status of the Town’s finances. The CAFR is required to be prepared in accordance with generally accepted accounting principles. The charter also requires that the Town’s financial statements be audited annually by an independent external auditing firm. The results of the independent external audit are included in the CAFR. The Town of Addison Finance Department has prepared the CAFR for the fiscal year ended September 30, 2020. The CAFR is a report of the Town's overall financial results. The Town's financial statements have been audited by BKD, LLP, an independent firm of licensed certified public accountants. The goal of the independent audit is to provide reasonable assurance that the financial statements of the Town are free of material misstatement. In addition to providing an overview of the Town of Addison CAFR for Fiscal Year 2020, BKD will present their audit report and opinion on the Town's financial statements. BKD has issued an unmodified opinion, which means that financial statements are presented fairly, in all material respects, and in accordance with applicable financial reporting framework. Simply stated, an unmodified opinion is a clean opinion.
RECOMMENDATION:
Administration recommends approval.

Attachments
Comprehensive Annual Financial Report Fiscal Year 2020