Agenda

Addison City Council Meeting
September 26, 2023
Addison Conference Centre
15650 Addison Road
Addison, Texas 75001
Amended: 9/26/2023 - Addition of Council Questions & Answers


Email comments may be submitted using the Public Comment Form located on Addison's website by 3:00 PM on the meeting day. The meeting will be live-streamed at www.addisontexas.net. WORK SESSION The Addison City Council will convene in the Council Chambers beginning at 6:00 PM.

	1.		Call Meeting to Order and Announce that a Quorum is Present.

	2.		Citizen Comments on the Consent Agenda Items. This item allows citizens to speak on any item listed on the Consent Agenda prior to its consideration. 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 beginning of this item.

	3.		Council Member Clarification Requests Regarding Consent Agenda Items.

	4.		Council Questions and Answers.

	5.		Closed Meeting. The Addison City Council will enter a Closed Meeting pursuant to Texas Government Code Sections 551-071 through 090 to discuss the following item(s): Section 551.071(1)(A). Consultations with Attorney to seek advice of attorney about pending or contemplated litigation. White Rock Chapel

	6.		Open Meeting. In accordance with Texas Government Code Chapter 551, the Addison City Council will reconvene in an Open Meeting to consider action, if any, on the matters discussed in the Closed Meeting.

	7.		Work Session Reports

		a.	Present and discuss the format for the Town Meeting on October 30, 2023.

COUNCIL MEETING The Addison City Council will convene for a Council Meeting beginning at 7:30 PM in the Council Chambers.

	1.		Pledge of Allegiance. United States and Texas Flags

	2.		Proclamations / Presentations

		a.	City Manager's Announcements

		b.	Employee Recognition

		c.	Recognize September as National Food Safety Awareness month and present the 2023 Addison Foodservice Safety and Sanitation Awards.

		d.	Recognize October 5, 2023 as World Teachers' Day and show support for the #TeachersCan movement.

	3.		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.

	4.		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.

		a.	Consider Action on the Minutes from the September 12, 2023 City Council Meeting.

		b.	Consider action on a Resolution approving a construction services agreement with APR Group, Inc. (APR) for Addison Athletic Club Fitness Wing Wall Treatments- Greenscreen Installation and authorizing the City Manager to execute the agreement in an amount not to exceed $178,894.

		c.	Consider action on a Resolution approving a Professional Services Agreement (PSA) between the Town of Addison and Cobb Fendley & Associates, Inc. (Cobb Fendley) to provide supplemental staff support for the management of design and construction projects and authorizing the City Manager to execute the agreement in an amount not to exceed $466,000.

	5.		Items for Individual Consideration.

		a.	Present, discuss, and consider action on an Ordinance to amend the Town's annual budget for the fiscal year ending September 30, 2023.

		b.	Present, discuss, and consider action on the first reading of an Ordinance extending the existing franchise between the Town and Atmos Energy Corporation.

		c.	Present, discuss, and consider action on a Resolution for appointments to the Comprehensive Plan Advisory Committee (CPAC).

	6.		Items of Community Interest. The City Council will have this opportunity to address items of community interest, including: expressions of thanks, congratulations, or condolence; information regarding holiday schedules; an honorary or salutary recognition; a reminder about an upcoming event organized or sponsored by the Town of Addison; information regarding a social, ceremonial, or community event that was or will be attended by an Addison City Council member or an official; and, announcements involving an eminent threat to public health and safety in Addison that has arisen since posting this agenda.

	7.		Adjourn Meeting.

NOTE: The City Council reserves the right to meet in a Closed Meeting at any time during this meeting to discuss matters listed on the agenda, as authorized by the Texas Open Meetings Act, Texas Government Code, Chapter 551. Any decision held on such matters will be conducted in an Open Meeting following the conclusion of the Closed Meeting. 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 Parker Date posted: 9/21/2023 Time posted: 6:30PM Date removed from bulletin board: ______________________ Removed by: _______________________________________


City Council		Item # 2.c.
Meeting Date:	09/26/2023
Department:	Development Services
Pillars:	Optimize the Addison Brand
Milestones:	Promote and protect the Addison Way

AGENDA CAPTION:
Recognize September as National Food Safety Awareness month and present the 2023 Addison Foodservice Safety and Sanitation Awards.
BACKGROUND:
September is National Food Safety Awareness month. To support this public health campaign, the Town of Addison's Environmental Health Division annually recognizes foodservice establishments in the Town that have achieved and maintained the highest standards of food, safety, and sanitation. There are three categories of awards: full-service dining, fast food, and sandwich/deli shops. Winners are selected based on their inspection results for the calendar year. The 2023 award winners include: Full-Service Dining: Olive Garden (4240 Belt Line Road) Yard House (5100 Belt Line Road, #230) Fast Food: Chick-Fil-A (3725 Belt Line Road) Sandwich/Deli Shops: Dunn Brothers (3781 Belt Line Road)
RECOMMENDATION:
Present the 2023 Addison Foodservice Safety and Sanitation Awards.

Attachments
Proclamation - Food Safety Month


City Council		Item # 4.b.
Meeting Date:	09/26/2023
Department:	Parks & Recreation
Pillars:	Optimize the Addison Brand
Milestones:	Promote and protect the Addison Way

AGENDA CAPTION:

Consider action on a Resolution approving a construction services agreement with APR Group, Inc. (APR) for Addison Athletic Club Fitness Wing Wall Treatments- Greenscreen Installation and authorizing the City Manager to execute the agreement in an amount not to exceed $178,894.

BACKGROUND:

In the third quarter of 2021, Parks & Recreation staff received several complaints about mismatched brick on the south side of the Addison Athletic Club fitness wing. Additionally, nearby residents complained about the amount of sound from the HVAC system bouncing off the same wall. In preparing for the Fiscal Year (FY) 22/23 budget, staff contemplated solutions to solve both issues separately. In February 2022, Recreation and General Services staff solicited prices from a local professional paint contractor to stain the mismatched brick at a cost of approximately $55,000. This cost, along with a very limited 2-year warranty, made the selection of the brick staining method impractical. It was determined that the cost of repainting the brick at least two more times would be enough to pay for an alternative solution to provide a Greenscreen Trellis with climbing vines, which would mitigate both issues. The Greenscreen project would cover the discolored brick, reduce future brick staining costs, and help to dampen sound from the HVAC equipment.

On September 13, 2022, the Town of Addison's Annual Budget for FY 2023 was approved as presented. Included in the approved budget was Decision Package #2, proposed by the Recreation Self-Funded Special Projects Fund, titled "Addison Athletic Club Fitness Wing- Wall Treatments" for $192,459. The approved project included costs for professional services and construction.

The final bid package, developed by Kimley-Horn, contains an Owner's Contingency line item for $10,000 to use for change orders if necessary. Competitive Sealed Proposal requests were issued in Bidsync on August 1, 2023 with a closing date of August 24, 2023. Only one proposal was received. That proposal is summarized in the table below.

CONTRACTOR	APR GROUP, INC.
BASE BID	$178,894
CONSTRUCTION CALENDAR DAYS	155 CALENDAR DAYS

Purchasing and Parks & Recreation staff scored the proposal using information supplied by the contractor. The evaluation criteria and results are shown in the table that follows:

CONTRACTOR	APR GROUP, INC.
Proposed Contract Price (50 points maximum)	50
Previous Experience with Similar Projects- References (25 points maximum)	24
Personnel, Suppliers and Subcontractors (10 points maximum)	10
Proposed Project Schedule, Sequencing and Construction Time/ Calendar Days (15 points maximum)	12
PROPOSED SCORE	96

This project is highly specialized in using a proprietary product and staff did not expect to have much competition for the project. For this reason, we believe that if the project were re-advertised, the results would not change. Although APR is the only vendor that submitted a proposal, they scored very highly and recently placed second in the Vitruvian Fitness Court Slab project. For both Addison projects proposed by APR, their references gave them outstanding ratings for customer service, loyalty, precision of work, clean-up, and responsiveness to customer requests. One reference commented, "If it were not for APR Group taking over for a contractor who walked off a recreation center remodel project, the work would have never been completed."

The overall project budget was $192,459 with a professional service contract for $18,200, which leaves a construction balance of $174,259. The Parks & Recreation and Finance departments recommend accepting APR's offer of $178,894, noting that the overage of $4,635 can be funded from existing appropriations in the Self-Funded Special Projects Fund. Based on qualifications presented by APR for this project, staff deemed that their offer represents the best value to the Town of Addison based on the published evaluation criteria.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - AAC Fitness Wing and Contract


City Council		Item # 4.c.
Meeting Date:	09/26/2023
Department:	Public Works
Pillars:	Excellence in Asset Management Excellence in Transportation Systems
Milestones:	Implement the Asset Management Plan in accordance with the Asset Management Policy, utilizing information systems Improve all modes of transportation with infrastructure in an acceptable condition and well maintained

AGENDA CAPTION:
Consider action on a Resolution approving a Professional Services Agreement (PSA) between the Town of Addison and Cobb Fendley & Associates, Inc. (Cobb Fendley) to provide supplemental staff support for the management of design and construction projects and authorizing the City Manager to execute the agreement in an amount not to exceed $466,000.
BACKGROUND:
This agenda item seeks approval to enter into a two-year PSA with Cobb Fendley to provide supplemental staff support for the management of design and construction of infrastructure bond projects on behalf of the Town. The total cost for the two years is $466,000. The Town's efforts to secure a full-time, in-house project manager for the construction of Keller Springs Road and the design and construction of Montfort Drive were met with multiple interviews and a search spanning several months. Unfortunately, no suitable candidate was found to fulfill this role. Town staff then explored alternative staffing solutions to oversee these bond projects. Cobb Fendley emerged as the preferred choice for these services due to their extensive experience in this field. Over the years, Cobb Fendley has consistently delivered a range of professional services to the Town, garnering high satisfaction among Town staff. Cobb Fendley is currently providing limited staff support for the infrastructure bond projects and is familiar with them. Please refer to Exhibit A within the attached resolution for an in-depth overview of the scope of services, responsibilities, and compensation associated with these anticipated services. The Town's Bond Program Manager, Patrick Diviney, P.E., will supervise this position. The funding for this staffing service will be drawn from the budgets for the Keller Springs Road and Montfort Drive reconstruction projects. These expenditures remain within the project budgets.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - Cobb Fendley


City Council		Item # 5.a.
Meeting Date:	09/26/2023
Department:	Finance
Pillars:	Gold Standard in Financial Health
Milestones:	Continuously improve processes and policies to include the voice of the customer and ensure the policies are easily accessible

AGENDA CAPTION:

Present, discuss, and consider action on an Ordinance to amend the Town's annual budget for the fiscal year ending September 30, 2023.

BACKGROUND:

The Fiscal Year (FY) 2023 budget was adopted by the Council on September 13, 2022. This is the second amendment to the FY2023 Town of Addison annual budget.

Each year, the Finance Department reviews the budget to determine which items should be recognized with formal budget amendments. When budget variances occur that are outside of the authority of the City Manager, these adjustments are presented to the Council in the form of a budget amendment.

Major items include:

General Fund

Allocate $741,000, offset by an equal increase in Sales Tax, from the General Fund for the following:
- $400,000 in the General Services Department to transfer to the Facility Maintenance Fund ($250,000) and personnel costs ($150,000, offset by decreases in the personnel costs in the City Manager’s Office of $100,000 and the IT Department of $50,000.
- $50,000 in the Finance Department for personnel costs offset by decreases in personnel costs in the IT department of $50,000.
- $251,000 in the Streets Department for Street Maintenance ($115,000) and prior year encumbrances for Street Lighting ($136,000).
- $240,000 in the Parks Department for prior year encumbrances to replace a damaged bus shelter damaged by a motorist ($40,000) and water purchases due to the hot and dry summer ($200,000).
Additionally, this budget amendment authorizes the City Manager to transfer unexpended appropriations and excess revenue from the Fiscal Year 2022-2023 budget to the Self-Funded Special Projects Fund. The amount of this transfer (if applicable) will be known in late November 2023 after the Town has recorded all revenues and expenditures for Fiscal Year 2022-2023. The Fiscal Year 2022-2023 estimate included in the Fiscal Year 2023-2024 budget included an estimated transfer amount of $1,900,000.

Capital Projects Fund

An amendment is needed in the Capital Projects Fund to allocate $7,719,906 for prior year encumbrances from the 2013 Stormwater Certificates of Obligation, the 2012 General Obligation/Certificates of Obligation Fund, and the 2021 General Obligation Bond Fund.

Self-Funded Special Projects Fund

An amendment is needed in the Self-Funded Projects Fund to allocate $694,500 for prior year encumbrances for Oncor transformer relocations at the Police Department ($130,000), Wheeler Bridge painting ($35,000), Vitruvian Park Fitness Court ($235,000), traffic signal design ($85,000), pavement condition assessment services ($82,500), fire station bay door grill gates ($87,000), and a forklift ($40,000).

Utility Fund

An additional appropriation of $250,000 is needed in the Utility Fund to provide funding for higher than anticipated wholesale water purchases ($250,000) due to a hotter and dryer spring and summer than anticipated. These additional appropriations are offset by corresponding increased water sales revenue of $250,000 due to a hotter and dryer spring and summer than anticipated, resulting in a net impact on the Utility Fund of $0.

Fund	Impact on Budgeted Expenditures	Impact on Budgeted Revenues	Impact on Fund Balance
General Fund	$741,000	$741,000	$0
Capital Projects Fund	$7,719,906	$0	($7,719,906)
Utility Fund	$250,000	$250,000	$0
Self-Funded Special Projects Fund	$694,500	$0	($694,500)
Total	$9,405,406	$991,000	($8,414,406)

The attachments reflect the proposed budget changes by fund in the ordinance and budget amendment summary.

RECOMMENDATION:

Administration recommends approval.

Attachments
Presentation - Fiscal Year 2023 Year-End Budget Amendment
Ordinance - FY 2023 Year- End Budget Amendment


City Council		Item # 5.b.
Meeting Date:	09/26/2023
Department:	Finance

AGENDA CAPTION:
Present, discuss, and consider action on the first reading of an Ordinance extending the existing franchise between the Town and Atmos Energy Corporation.
BACKGROUND:
Atmos Energy utilizes Town-owned rights-of-way to deliver, transport, and distribute gas in, out of, and through the Town to their customers, including the general public in the Town. The existing franchise agreement was originally approved in 2003 and is set to expire by the end of 2023. The proposed franchise agreement extension would extend the agreement from 2024 through 2043. Article VI, Section 6.02 of the Town's code of ordinances requires all ordinances granting, amending, renewing, or extending franchises for public utilities to be read at two separate regular meetings of the City Council. The second reading and final consideration of the ordinance is required to occur at least thirty days after the first reading, during which time the full text of the ordinance is to be published once a week for four consecutive weeks in the Dallas Morning News. Staff anticipates the second reading and final passage of the Ordinance to occur at the November 14, 2023 Council meeting with an effective date of January 1, 2024.
RECOMMENDATION:
Administration recommends approval.

Attachments
Ordinance - Atmos Energy Franchise


City Council		Item # 5.c.
Meeting Date:	09/26/2023
Department:	Development Services
Pillars:	Optimize the Addison Brand
Milestones:	Continue to enhance and promote Addison's Identity Prepare for the impact of new growth and development in Addison

AGENDA CAPTION:
Present, discuss, and consider action on a Resolution for appointments to the Comprehensive Plan Advisory Committee (CPAC).
BACKGROUND:
At the August 22, 2023 City Council meeting, City Council approved a Professional Services Agreement with the selected planning consultant, Verdunity, to execute a scope of services for the Comprehensive Plan update. The scope reflects a robust and highly engaging planning effort that will help the Town address key policy issues related to: Growth And Redevelopment Housing Infrastructure and Mobility Social Amenities Fiscal Sustainability This plan will include formal and informal community engagement events, individual interviews and focus groups, as well as web-based engagement mechanisms that allow residents to engage in the process at their own convenience. The City Council's comprehensive plan discussion can be viewed here. To support this planning process, the City Council will appoint an Advisory Committee of up to 25 members. This committee will serve as a sounding board for staff and the consultant as they develop the new comprehensive plan. It will include: 1 Planning and Zoning Commission member – selected by the P & Z Chairman. 21 resident/business community members – 3 selections for each Council member (requires one business community member selection per Council member). 3 legacy members (residents with a long history of service to the Town who can share context on how the Town has evolved) – selected by collective decision of the Council. Staff has solicited applications through promotion on the Town website, Facebook, Instagram, Next Door, the Town newsletter and business newsletter, and through targeted outreach to key stakeholder groups. The application process concluded on Monday, September 18. In total, the Town received 54 applications, comprising 37 resident applicants and 17 business community applicants. When considering committee appointments, staff recommends that the City Council takes into consideration the following selection attributes, where feasible: Location: Selected committee members should reflect representation for each geographic region of the Town. Demographics: Selected committee members should reflect Addison's diverse demographics, and should be inclusive of key demographics that are less frequently represented on Town advisory committees. Young professionals and renters comprise a large segment of Addison's resident population and workforce, and it is important for those groups to be represented in this long-range planning process. Experience: Selected committee members should reflect a broad range of professional and life experiences, reflecting the varied interests that comprise Addison's resident and business community. Perspective: Selected committee members should be inclusive of varied perspectives on the future of Addison. The committee would be well-served to accommodate divergent perspectives on key policy issues that the Town must address. Availability: Selected committee members should be able to commit to participate throughout the process. This includes both attending and preparing for CPAC meetings. Compatibility: Selected committee members should demonstrate capacity and commitment to work collaboratively with other committee members, Town staff, and the planning consultant. Members that are not able to communicate effectively and professionally can be detrimental to the effectiveness of committees like this. At the September 19th Planning and Zoning Commission meeting, The Commission Chair appointed Vice Chair Denise Fansler to represent the Commission on the CPAC. With this item, staff requests that City Council make the 24 remaining appointments to the CPAC.
RECOMMENDATION:
Staff requests Council direction.

Attachments
Resolution - CPAC Appointments
Presentation - Comprehensive Plan Advisory Committee Appointments
Applications - Comprehensive Plan Advisory Committee
Location Map - Comprehensive Plan Advisory Committee Applicants