Present and Discuss the Housing Community Meeting Follow Up.

Town staff will conduct a follow-up discussion of the February 15, 2023 Community Meeting.  

Staff seeks Council direction.  

Discuss an Apartment Outreach Program. 

This work session item is being discussed at the request of Deputy Mayor Pro Tempore Ward and Council Member Gardner.

Present and Discuss Ownership Housing Builder/Developer Outreach Results.  

This work session item is being presented at the request of Council Members Gardner and Resnik. In September 2022, Town staff reached out to thirteen quality residential developers familiar with Addison and the North Texas Region. They were provided with a set of questions to help them understand the topics we wanted to discuss with them. Three developers expressed their interest in meeting with staff and providing responses to the questions we presented. Staff prepared a report that provides key take-aways from these discussions. 

Present and Discuss the Planning and Zoning Commission Annual Report for Calendar Year 2022.

In accordance with Section 19 (Duties), Article XXIX, Appendix A (Zoning), of the Addison Code of Ordinances, the Planning and Zoning Commission must submit an annual progress report to the City Council. An initial draft of this report was presented to the Commission at their February 21, 2023 Planning & Zoning Commission meeting. During that meeting, the Commission provided feedback on report content and identified goals for the 2023 calendar year. 

Current Commission Chair Tom Souers will present the attached report to City Council.

Information only, no action required.

Present and Discuss the Format for the Town Meeting on April 3, 2023.

Town Meetings are held twice a year in the spring and fall. This year, the spring meeting is scheduled for April 3, 2023 at 7:00 pm at the Addison Conference Centre. The purpose of this item is to discuss the format and topics for the presentation.

Staff requests Council direction.

Present and Discuss the DART Service Area City Distribution. 

Staff will present information on the DART Service Area City Distribution and seek Council direction regarding use of the funds. 

DART's Board of Directors approved the allocation of $233.9 million to DART service area cities for Public Transportation System or Complementary Transportation purposes. Addison's allocation is $4.411 million. The allocations are based on each entity's sales tax generated for DART during FY's 2021 & 2022 or population, whichever method generated the highest allocation for each entity.

DART's Board of Directors approved the Public Transportation Interlocal Agreement on November 15, 2022.

Staff requests Council direction.

Present and Discuss the Finance Department Quarterly Financial Report of the Town of Addison for the Fiscal Year 2023 First Quarter Ended December 31, 2022.

The Town of Addison's financial policies require the publication of a financial report 60 days subsequent to the end of the fiscal quarter.  This report covers the financial performance through the first quarter for Fiscal Year 2023 (October 1, 2022 - December 31, 2022).  Enclosed in the report is an executive dashboard that provides a high-level look at some of the key financial indicators along with more detailed exhibits that demonstrate the current financial positions for the various funds.  The report includes information for the following funds: General, Hotel, Economic Development, Airport, Utility, and Stormwater funds. 

Key highlights for the first quarter include: 

• General Fund revenue totaled $11.4 million, which is 25.8 percent of the fiscal year budget.
• General Fund expenditures totaled $9.8 million, which is 22.3 percent of the fiscal year budget.
• Sales tax collections totaled $3.7 million, which is 25.5 percent of the fiscal year budget.
• The Hotel Fund had revenue of $1.4 million, an increase of $482 thousand from this time a year ago, and expenditures of $969 thousand.
• Performing Arts expenditures are at 60.1 percent due to the payment of the WaterTower Theatre grant.
• Special Events revenues totaled 10.0 percent and expenses totaled 1.1 percent of the fiscal year budget because of the timing of events. 
• Airport Fund operating revenue totaled $1.8 million or 26.3 percent and operating expenditures totaled $918 thousand or 16.5 percent of the fiscal year budget.
• Utility Fund operating revenue totaled $4.0 million or 25.9 percent and expenditures totaled $3.4 million or 21.9 percent of the fiscal year budget.
• Stormwater Fund revenue and expenditures are in line with historical averages. 

The Quarterly Investment Report for Quarter 1 of Fiscal Year 2023 is also being provided for information purposes.  This report has been prepared in accordance with state law and the Town's Financial Policies.

Information only, no action required.

Consider Action on the Minutes from the February 13, 2023 City Council Meeting.

The minutes for the February 13, 2023 City Council Meeting have been prepared for consideration.

Administration recommends approval.

Consider Action on a Resolution Approving a Developer's Agreement Between the Town of Addison and COG Dallas Homes III, LLC for the Addison Reserve Townhomes Development Project and Authorizing the City Manager to Execute the Developer's Agreement.

At its March 8, 2022 meeting, the City Council approved a residential Planned Development (PD) zoning district for a project comprising thirty-one (31) townhomes and other public and private improvements on a 1.804 acre property located at 4150 Beltway Drive. The PD Ordinance (Ordinance No. O22-8) required that the Developer and Town execute an agreement concerning the development of the property, to include the disposition of temporary fencing, and the future dedication of certain streets and other improvements for the benefit and use of the general public. The attached Developer's Agreement memorializes these terms and conditions for execution by the Town and Developer.

Administration recommends approval.

Consider Action on a Resolution for an Interlocal Agreement with Dallas Area Rapid Transit for Public Transportation Improvements and Authorize the City Manager to Execute the Agreement.

On September 27, 2022, the Board of Directors (Board) of Dallas Area Rapid Transit (DART) approved DART's Fiscal Year (FY) 2023 budget, which included $214.3 million in distributions of DART revenue to the Service Area Cities. Additionally, on October 25, 2022, the DART Board accepted $19.7 million from the Regional Transportation Council (RTC) and the North Central Texas Council of Governments (NCTCOG). This additional funding allowed DART to maximize the benefits to each Service Area City by distributing the most advantageous allocation, whether sales tax or population. The Town of Addison's allocation of $4.411 million was calculated based on sales taxes collected in Fiscal Years 2021 and 2022. 

On November 15, 2022, the DART Board approved an interlocal agreement (ILA) with DART Service Area Cities for allocation of funds for public transportation improvements.  The ILA includes information regarding Addison's obligations, project eligibility, and terms for accepting the funding. 

Administration recommends approval.

Consider Action on a Resolution Approving a Lease Agreement Between the Town of Addison and Kennington Parkway, Ltd. for the Property Located at 4950 Keller Springs Road Suite 200, Addison, Texas and Authorizing the City Manager to Execute the Agreement.

The purpose of this item is to approve a lease for 1,615 square feet of office space for the Bond Project Team. The lease space is located at 4950 Keller Springs Road, Suite 200 with a term of 60 months.

In November 2020, the newly formed Bond Project Team moved into the existing lease space at the Addison TreeHouse located at 14681 Midway Road. This space will no longer be available starting in the spring of 2023. The Bond Project Team oversees major bond projects, including Midway Road, Keller Springs Road, Airport Parkway, Quorum Drive, and Montfort Drive.

The new proposed base lease space costs are broken down in the table below.
 

Administration recommends approval.

Consider Action on a Resolution Approving an Office Lease Agreement Between the Town of Addison and Kennington Commercial, at 4950 Keller Springs Road Suite 155, Addison, Texas for the Animal Control Office and Authorizing the City Manager to Execute the Agreement.

The purpose of this item is to approve a lease for 1,604 square feet of lease space for the Addison Animal Control. The lease space is located at 4950 Keller Springs Road, Suite 155. The lease is for a term of 60 months and is estimated to commence on March 1, 2023.

Addison Animal Control previously rented office space off site for their operations. The agreement for this space ended several years ago and Animal Control has been using space in the Police and Courts building. With recent growth and space constraints at the police department, Animal Control needs their own, dedicated space to properly conduct daily operations. This new location will allow animal control to have dedicated office space, computers, storage areas, and a proper location to meet with citizens for animal adoptions, surrenders, etc. The new proposed base lease space rental costs are broken down in the table below.

Funds for this project were allocated in the Fiscal Year 2023 annual budget. Additional information can be found in the attached resolution with the lease.

Administration recommends approval.  

Consider Action on a Resolution Approving the Purchase of Three Vehicles for the Addison Police Department and Authorizing the City Manager to Execute the Purchase Agreements in an Amount Not to Exceed $166,248.60.

An Asset Management System (AMS) is utilized to track the Town's vehicles. Staff reviews and evaluates the condition of the vehicles and equipment on an annual basis to determine which assets warrant replacement.

Purchasing cooperatives solicit competitive bids from many vendors for products and services for their members. Purchasing through a cooperative streamlines the procurement process for public entities, resulting in a savings of both administrative time and money. Staff identified the vendors and purchasing cooperatives in the tables below as being able to provide the replacement vehicles needed. The Interlocal Purchasing Cooperative (TIPS) is a purchasing cooperative whereby the Town may make purchases previously bid by that entity. 

The Capital Equipment Replacement Fund (CERF) was established to accumulate sufficient resources to replace existing capital rolling stock and equipment that has reached the end of its useful life.  Capital Equipment Replacement Fund resources are acquired through charges to operating departments.  The charges are calculated using a straight-line depreciation method based on an item's expected life.

Using funds budgeted in the Fiscal Year 2023 CERF, the following vehicles are recommended for replacement based on the AMS and staff condition assessment.

Capital Equipment Replacement Funded Purchases

The Council approved the purchase of one (1) Chevy Silverado and two (2) 2022 Chevy Tahoes on December 13, 2022, for an amount not to exceed $163,742.15. Due to the sale of the vehicles by the upfitter, the previously approved vehicles could not be procured. The difference in the prices of the requested Tahoes is due to the trim package and quoted price differences are due to changing market conditions.

Administration recommends approval.

Consider Action on a Resolution Approving an Agreement with SRH Landscapes, LLC for Parks and Airport Properties and Right of Way Maintenance; and, Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $184,370.

The Parks Department has historically managed two contracts for landscape maintenance of the following areas:  Arapaho Road Medians, Belt line Road Medians, Belt Line Road easement landscape beds, Airport Offices and Customs Facility, Dallas Parkway Right-of-Way (ROW), Fiori streetscape, Vitruvian Way medians, Savoye 1 streetscape, Park Road ROW and parking lot islands, Savoye 2 streetscape, Vitruvian Park, George W. Bush Elementary School, Spring Valley Road / Loos ROW, Spring Valley Road medians, South Redding Trail connector, Surveyor Water Tower, Midway Road medians and easement areas. Historically, one vendor has provided services for both contracts. Staff combined these contracts, added the Addison Grove Parks and various Airport properties to the contract, and issued an RFP for landscape maintenance services for all of these areas.

The Airport properties included in the bid are:  Airport easement bi-weekly mowing at Airport Parkway, 4581 Claire Chennault Drive, Dooley Road, George Haddaway Drive, 4555 and 4680 Glen Curtiss Drive, Jimmy Doolittle Drive, Lindebergh Drive and Westgrove Drive.  The Airport easement properties are not irrigated and are currently mowed on an as-needed basis utilizing compliance mowing contractors. This contract will increase the frequency of mowing of these properties to a bi-weekly schedule. The scope of work under this contract includes turnkey landscape maintenance of all planted trees, shrubs, turf, ground cover, annuals, perennials and irrigation.

A bid was posted to Periscope (formerly Bid Sync) on January 11, 2023 and was closed on February 7, 2023.  Four (4) vendors submitted bids:

*Includes $10,000 for as-needed irrigation repairs.

After checking references and confirming the bid amount with the contractor, the Town has identified SRA Landscapes as the lowest responsible bidder. Staff is bringing forward a maintenance contract with SRA Landscapes for consideration by Council for an amount not to exceed $184,370, which is below the budgeted amount. This is an annually renewable contract that can be extended for five (5) twelve-month periods under the same terms and conditions as the original contract. The Parks Operations Budget will pay for $173,135 and the Airport Operations Budget will pay for $11,235. Both of these are in the general fund.

Administration recommends approval.

Present, Discuss, and Consider Action on an Ordinance Amending Chapter 58, Parks and Recreation, Article III, Addison Athletic Club, by Amending and Restating Sections 58-66 in its Entirety.

On December 12, 2022, staff made a presentation to the Council regarding the following Addison Athletic Club (AAC) topics:

• Membership requirements for the Addison Athletic Club (AAC),
• Homestead exemption documentation and the feasibility of using this exemption in lieu of a Department of Public Safety (DPS) Driver's License or ID card to establish Addison residency to meet AAC membership requirements, and
• Allowing the Director of Parks and Recreation to adjudicate individual applications requesting exceptions to the rules. 

As a result of the feedback received from Council on December 12, 2022, staff is bringing forward amendments to the Code of Ordinances, Chapter 58 Parks and Recreation, Article III, Section 58-66, Item (b). The proposed amendments were developed to address the concern that a small portion of Addison residents could not meet the identification requirements established in the ordinance and therefore, could not obtain membership at the AAC.  

The proposed language is included below, and a redline edit of the proposed update is attached to this agenda item.  

(b)    The Director may require additional information if deemed necessary. Birth certificates of dependent children or guardianship documents may be requested in order to establish age and guardianship of dependents. Exceptions to the minimum membership requirements listed above shall be made for:

(1)     Residents participating in the Texas Department of Public Safety Confidentiality Program; or

(2)     Residents who are active military and their spouse and dependents

(3)     Residents who reside in a facility that provides services related to health, infirmity or aging.

(4)     Residents with a license issued under Transportation Code Sections 521.121(c) or 521.1211.

(5)     Residents that provide additional documentation, at the discretion of the Director, in lieu of identification required in (a) (1).

In addition to the proposed amendments to the Ordinance, staff has drafted an internal policy that will be used to verify Addison residency.

Internal Policy

Applicants wishing to obtain membership at the AAC that cannot provide the required identification as defined in Sec. 58-66 (a) (1) in the Town Ordinance may, at the Director's discretion, provide a notarized statement of residency to prove Addison residency. The notarized statement of residency must be submitted and provided to the Director or their designee. The statement of residency must have two additional forms of address verification from the list below. The address on the additional forms of verification must match the address provided on the notarized statement of residency:

Administration recommends approval.

Present, Discuss, and Consider Action on an Ordinance Amending Chapter 54, Article III of the Code of Ordinances by Adding a New Article IV Entitled Possession of Catalytic Converters.

This agenda item proposes amending Chapter 54, Article III, to make it an offense to possess catalytic converters under certain circumstances.  Thefts of catalytic converters have been increasing nationwide, including in Addison.  In 2021, the Addison Police Department received 107 reports of stolen catalytic converters and 275 reports in 2022.

Currently, there is no state law offense for simply possessing a catalytic converter that has been removed from a vehicle.  Officers would have to prove the person possessing the catalytic converter stole it themselves or knew it was stolen property in order to prosecute under state law.

The proposed amendment would make it an offense to possess a catalytic converter that has been removed from a vehicle with an exception for metal recycling companies.  Additionally, this ordinance would not apply if the possessor can prove the converter was removed from their vehicle or was passed from the owner of a vehicle to the person in possession. Each converter in possession would be considered a separate offense. 

Administration recommends approval.  

Present, Discuss, and Consider Action on a Resolution Accepting Resignation of Place 2 Board of Zoning Adjustment Member and Appoint a New Place 2 Member to fill the Two-Year Unexpired Term Through December 2024.

Section 8.05(a) of the Charter requires automatic resignation upon filing for candidacy for any officer or board member that is appointed by Council: "...If a member of any board appointed by the Council or any officer appointed by the City Council shall become a candidate for election to any public office, he shall immediately forfeit his place or position with the Town."  On February 13, 2023, Place 2 Board of Zoning Adjustment Member Dan Liscio submitted his letter of resignation. On this date, Mr. Liscio also submitted an Application for a Place on the Ballot for the May 6, 2023 General Election for the City Council.

The Place 2 appointment(s) are appointed by Council Member Guillermo Quintanilla. On February 13th, Council Member Quintanilla was notified of Board Member Liscio's resignation via email. At the request of Council Member Quintanilla, a resolution has been prepared to accept the resignation and appoint an individual to fill Place 2 until December 2024.

Administration recommends approval.