Agenda

Addison City Council Meeting
February 27, 2024
Addison Conference Centre
15650 Addison Road
Addison, Texas 75001
AMENDED at 4:19pm - Addition of Council Questions & Answers Document


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 5:30 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 Questions and Answers.

	4.		Council Member Clarification Requests Regarding Consent Agenda Items.

	5.		Work Session Reports

		a.	Present and discuss the Town Strategic Plan.

		b.	Present and discuss the FY 2023 audit and Annual Comprehensive Financial Report (ACFR).

		c.	Present and discuss the Town of Addison FY 2024 First Quarter Financial Report.

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.

	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 February 8, 2024 City Council Strategic Planning Retreat.

		b.	Consider action on the Minutes from the February 9, 2024 City Council Strategic Planning Retreat.

		c.	Consider action on the Minutes from the February 13, 2024 City Council Meeting.

		d.	Consider action to approve a resolution authorizing the City Manager to file an application for financial assistance with the State Infrastructure Bank in an amount up to $44,600,000.

		e.	Consider action on acceptance of the FY 2023 Annual Comprehensive Financial Report (ACFR).

		f.	Consider action on a Resolution approving an agreement with Fritz Olsen Sculptures to fabricate "Heroes Among Us" sculpture for an amount not to exceed $150,000 and authorizing the City Manager to execute the agreement and provide an effective date.

		g.	Consider action on a Resolution approving an encroachment agreement with Explorer Pipeline Company for the construction of a portion of the Cotton Belt Trail authorizing the City Manager to execute the agreement and providing for an effective date.

		h.	Consider a Resolution authorizing the City Manager to execute easement and property acquisition documents necessary for Dallas Area Rapid Transit (DART) to construct Phase 2 of the Cotton Belt Trail in Addison with limits east of Surveyor Blvd. to the Dallas North Tollway for public use in conjunction with the construction of Phase 2 of the Cotton Belt Trail; execute such necessary instruments on behalf of the Town; and providing the effective date.

	5.		Items for Individual Consideration.

		a.	Present, discuss and consider action on a Resolution approving an agreement with OJB Landscape Architecture for the Addison Circle Park Vision Plan in an amount not to exceed $188,000 and providing an effective date.

		b.	Present, discuss, and consider action on a Resolution accepting the resignation of Planning & Zoning Commission Place 6 and appointing a new commissioner for a term ending on December 12, 2025.

	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: _________________________________________ Date posted: ___________ Time posted: _________________ Date removed from bulletin board: ______________________ Removed by: _______________________________________


City Council (FY24)		Item # 5.a.
Meeting Date:	02/27/2024
Department:	City Manager

AGENDA CAPTION:
Present and discuss the Town Strategic Plan.
BACKGROUND:
Since 2016, Addison's City Council has met annually to discuss strategic questions and identify key priorities for the Town. The last annual plan (FY 2024 Vision Statement, Strategic Pillars, and Milestones) was adopted by Council through Resolution on April 25, 2023. The plan is used to assist with the annual budget development and propose the allocation of resources with Council identified priorities, to guide staff and the organization's efforts, and to measure progress towards defined goals. On Thursday, February 8 and Friday, February 9, 2024, City Council met in a Special Meeting to discuss and develop an updated plan with the assistance of an outside facilitator (Nick Kittle with Sustainovation) and input from Town staff. A new format for the strategic plan was introduced: Key Focus Areas: Key areas around which we build and focus our efforts and resources Strategic Objectives: Top ways that we succeed in our Key Focus Areas (~3-7 per Key Focus Area). Initiatives: Specific means by which we accomplish our Strategic Objectives. Through the discussion, Council developed proposed Key Focus Areas and Strategic Objectives as shown in the attached presentation. A Consent Agenda item for approval is planned to be placed on the City Council agenda for March 5, 2024.
RECOMMENDATION:
Staff requests direction from Council regarding the drafted Vision Statement, Key Focus Areas, and Strategic Objectives.

Attachments
Presentation


City Council (FY24)		Item # 5.c.
Meeting Date:	02/27/2024
Department:	Finance
Pillars:	Gold Standard in Financial Health
Milestones:	Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:
Present and discuss the Town of Addison FY 2024 First Quarter Financial Report.
BACKGROUND:
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 FY 2024 (October 1, 2023 - December 31, 2023). 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 of 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 $11.8 million, which is 24.6 percent of the fiscal year budget. General Fund expenditures totaled $12.2 million, which is 25.4 percent of the fiscal year budget. Sales tax collections totaled $4.2 million, which is 27.5 percent of the fiscal year budget. The Hotel Fund had revenue of $1.5 million, an increase of $52 thousand from this time a year ago. Hotel Fund expenditures totaled $955 thousand. Performing Arts expenditures are at 60.1 percent due to the payment of the WaterTower Theatre grant. Special Events revenues totaled 16.7 percent and expenses totaled 1.4 percent of the fiscal year budget due to the timing of events. Airport Fund operating revenue totaled $1.9 million or 26.0 percent and operating expenditures totaled $1.1 million or 17.7 percent of the fiscal year budget. Utility Fund operating revenue totaled $4.2 million or 25.9 percent and expenditures totaled $3.0 million or 18.3 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 2024 is also being provided for information purposes. This report has been prepared in accordance with state law and the Town's Financial Policies.
RECOMMENDATION:
Information only. No action required.

Attachments
Quarterly Financial Report - Fiscal Year 2024 First Quarter
Quarterly Investment Report - Fiscal Year 2024 First Quarter
Presentation - Quarterly Financial Report Fiscal Year 2024 First Quarter


City Council (FY24)		Item # 4.d.
Meeting Date:	02/27/2024
Department:	Finance
Pillars:	Excellence in Asset Management Excellence in Transportation Systems Gold Standard in Financial Health
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 Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:
Consider action to approve a resolution authorizing the City Manager to file an application for financial assistance with the State Infrastructure Bank in an amount up to $44,600,000.
BACKGROUND:
At the February 13, 2024 Council meeting, staff discussed road construction financing opportunities through the State Infrastructure Bank (SIB). The SIB is a revolving fund managed by TXDoT to provide low-cost financing solutions for eligible borrowers. If approved, the interest rate on the loan through the SIB would be approximately 0.95% lower than a traditional bond issuance, potentially saving the Town up to an estimated $4.4 million in financing costs. Staff recommended pursuing this program for projects that qualify and were approved in the 2019 bond program including: Keller Springs Road, Quorum Drive, and Montfort Drive. Council directed staff to bring forward the resolution authorizing the City Manager to complete the application for the loan in an amount up to $44,600,000.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - SIB Application


City Council (FY24)		Item # 4.e.
Meeting Date:	02/27/2024
Department:	Finance
Pillars:	Gold Standard in Financial Health
Milestones:	Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:
Consider action on acceptance of the FY 2023 Annual Comprehensive Financial Report (ACFR).
BACKGROUND:
The Addison Town Charter requires that staff prepare an Annual Comprehensive Financial Report (ACFR) that shows the status of the Town’s finances. The ACFR 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 ACFR. The Town of Addison Finance Department has prepared the ACFR for the fiscal year ended September 30, 2023. The ACFR is a report of the Town's overall financial results. The Town's financial statements have been audited by FORVIS, 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. FORVIS has issued an unmodified opinion, which means that financial statements are presented fairly, in all material respects, and in accordance with the applicable financial reporting framework. Simply stated, an unmodified opinion is a clean opinion.
RECOMMENDATION:
Administration recommends approval.

Attachments
FY 2023 ACFR


City Council (FY24)		Item # 4.f.
Meeting Date:	02/27/2024
Department:	Parks & Recreation
Pillars:	Optimize the Addison Brand Gold Standard in Public Safety
Milestones:	Continue to enhance and promote Addison's Identity

AGENDA CAPTION:
Consider action on a Resolution approving an agreement with Fritz Olsen Sculptures to fabricate "Heroes Among Us" sculpture for an amount not to exceed $150,000 and authorizing the City Manager to execute the agreement and provide an effective date.
BACKGROUND:
During the October 13, 2020 Council meeting, staff was directed to create a memorial to honor Fallen Police Officer Ronnie Cox and develop a plan for honoring public safety in Addison with a public art installation. The memorial for Officer Cox was completed and dedicated on October 2, 2021. To develop a plan for honoring public safety in Addison, staff initiated a call for art, and through this process, worked with stakeholders to select artwork to be placed within a new park created in the TOD development. A presentation was made to Council on June 13, 2023, and at that time, staff was directed to move forward with the fabrication of the artwork and funds were allocated by Council in the FY2024 budget for the work. As the park for the TOD is being developed, the completed sculpture will be placed in the Courtyard of the Addison Conference and Theatre Centre. This item is to consider approval of a contract with Artist Fritz Olsen to fabricate the sculpture "Heroes Among Us." For Council's reference, staff has attached the presentation made in June 2023 to this agenda item.
RECOMMENDATION:
Administration recommends approval.

Attachments
Presentation -June 2023
Resolution - Public Safety Art Installation


City Council (FY24)		Item # 4.g.
Meeting Date:	02/27/2024
Department:	Parks & Recreation
Pillars:	Excellence in Transportation Systems
Milestones:	Improve all modes of transportation with infrastructure in an acceptable condition and well maintained

AGENDA CAPTION:
Consider action on a Resolution approving an encroachment agreement with Explorer Pipeline Company for the construction of a portion of the Cotton Belt Trail authorizing the City Manager to execute the agreement and providing for an effective date.
BACKGROUND:
Since 2018, Dallas Area Rapid Transit (DART) has been working cooperatively with the North Central Texas Council of Governments (NCTCOG) and respective cities along the Silver Line Corridor on a regional partnership to design and construct the Cotton Belt/Silver Line Rail Trail within the DART owned right-of way. To help accomplish this effort, The Town of Addison was awarded $12,275,000 through the 2022 Transportation Alternatives Set-Aside (TA Set-Aside) call for projects in December 2022 for the construction of the Addison Cotton Belt Trail-Midway Road Critical Bridge Section. Funding for the project was released to DART to construct the project. Plans and specifications for this section of trail prescribe an approximate 200 linear feet of Cotton Belt Trail and associated retaining walls which encroach on Explorer's real property rights. As a part of the encroachment agreement language, Explorer consents and approves Addison's proposed encroachment consisting of a retaining wall identified in Exhibit B. The approved encroachment is permitted only as approved herein, and in its present configuration. The approved encroachment may not be modified, expanded, relocated, materially altered, improved or changed without Explorer's express written consent and agreement. This type of agreement is standard with any encroachment proposed as a result of any proposed construction, and the agreement must be executed prior to release of the construction documents for the purpose of bidding the Cotton Belt Trail Project.
RECOMMENDATION:
Administration recommends approval.

Attachments
Agreement
Resolution Explorer Encroachment


City Council (FY24)		Item # 4.h.
Meeting Date:	02/27/2024
Department:	Parks & Recreation
Pillars:	Excellence in Transportation Systems
Milestones:	Improve all modes of transportation with infrastructure in an acceptable condition and well maintained

AGENDA CAPTION:
Consider a Resolution authorizing the City Manager to execute easement and property acquisition documents necessary for Dallas Area Rapid Transit (DART) to construct Phase 2 of the Cotton Belt Trail in Addison with limits east of Surveyor Blvd. to the Dallas North Tollway for public use in conjunction with the construction of Phase 2 of the Cotton Belt Trail; execute such necessary instruments on behalf of the Town; and providing the effective date.
BACKGROUND:
The Addison portion of The Cotton Belt Trail is a part of the Cotton Belt Trail Corridor that will ultimately provide an active transportation connection between Plano and Fort Worth. Since 2018, Dallas Area Rapid Transit (DART) has been working cooperatively with the North Central Texas Council of Governments (NCTCOG) and respective cities along the Silver Line Corridor on a regional partnership to design and construct the Cotton Belt/Silver Line Rail Trail within the DART owned right-of-way. DART, through significant efforts by The Town of Addison, is fully funded to construct Phase 2 of The Cotton Belt Trail in Addison. The current project schedule is for solicitation of contractors to occur in May 2024 with the award of a construction contract in October 2024. This project will incorporate City-Wide Trail System Master Plan elements which will require the acquisition of parcels of property along the Cotton Belt Trail which is designed to American Society of Transportation Officials (AASHTO) standards. In this case, specifications require a 12' wide trail with 2' of clear area on each side of the trail. The right-of-way acquisition process to ensure adherence to these specifications, will begin pending approval of this resolution. An informal professional services contract with Teague Nall and Perkins will provide a scope of work to include easement and right-of-way acquisition that would be required to construct Phase 2 of the Cotton Belt Trail. The land acquisition process will consist of the following: Introduction letter and Property Owners notification Right-of-way surveys Appraisals Negotiations Acceptance Execution of Documents Condemnation (if necessary) This process has been followed for recent Town projects. Staff is requesting that the Council authorize the City Manager to sign the purchase documents for properties where the project will require additional right-of way.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution Cotton Belt Trail Property Acquisition
Cotton Belt Property Acquisition Maps


City Council (FY24)		Item # 5.a.
Meeting Date:	02/27/2024
Department:	Parks & Recreation
Pillars:	Innovation in Entrepreneurship & Business Optimize the Addison Brand
Milestones:	Continue to enhance and promote Addison's Identity Leverage Addison's assets to grow and expand placemaking business programs and events that will set Addison apart to attract talent and businesses Promote and protect the Addison Way Prepare for the impact of new growth and development in Addison

AGENDA CAPTION:
Present, discuss and consider action on a Resolution approving an agreement with OJB Landscape Architecture for the Addison Circle Park Vision Plan in an amount not to exceed $188,000 and providing an effective date.
BACKGROUND:
The Park, Recreation and Open Space (PROS) Master Plan adopted by Council in 2019 identified the need to plan for the redevelopment of Addison Circle Park and the Conference and Theatre Centre in conjunction with the Transit Oriented Development (TOD). The PROS plan includes recommendations for Addison Circle Park and the adjacent spaces surrounding the Conference Centre and Theatre. Those recommendations include: • Design and promote the park as Addison’s Central Hub. • Improve the park’s southern edge in relationship to the TOD and create a new gateway into the park. • Discuss impacts to special events and preserve lands and opportunities integral to Addison’s signature seasonal events. • Prioritize creating a gathering space along Festival Way that allows for park and light rail access to regularly occurring programs and activities. • Evaluate opportunities to connect the northwest plaza to the Conference Centre patio, improving the pavilion, plaza and grounds to support various public and private events. • Bolster outdoor programming and create daily activation opportunities that attract visitors to the park, such as programs implemented at Klyde Warren, Discovery Green, Bryant Park, etc. To respond to these recommendations and align with the critical timing of the TOD development, $205,000 was allocated in the FY2023-24 budget that was adopted by the Council to develop a vision plan for the activation of Addison Circle Park. In November 2023, staff issued RFQ 24-05 to solicit responses from qualified project teams to submit their qualifications to facilitate the development of a Vision Plan for the daily activation of Addison Circle Park. The RFQ identified the following metrics for the project and asked for respondents to provide their project experience related to the following metrics: • Track record for proven and successful public engagement strategies. • Creating visions for dynamic, multi-functional urban parks that serve as an amenity for residents and attract visitors of all ages and abilities. • Substantial experience developing programming bubble diagrams that include spatial analysis of uses and creating a park programming activity plan which includes daily, weekly, monthly seasonal and annual events. • Substantial experience developing park operations plans that identify management, programming, maintenance and security needs. • Track record with revenue generation for parks. Eight teams responded to the RFQ. Four of the responding teams were selected to make additional presentations to the selection committee. OJB Landscape Architecture was identified by the selection committee as the most qualified team. An agreement in an amount not to exceed $188,000 is being brought to Council for consideration. This agreement fits within the project budget and the remaining funds will be allocated to the Benchmark Park Tour. Some of the qualifications of the OJB team that contributed to their selection include: • Experience developing, operating and maintaining highly active parks. • Experience developing successful park programming strategies. • Quality of similar urban design projects. • Experience with philanthropic and external funding sources for activated parks. • Engagement strategies for gathering input and building a consensus. • Staff has asked representatives from OJB to make a presentation to introduce their firm and project experience to the Council.
RECOMMENDATION:
Administration recommends approval

Attachments
Presentation - Addison Circle Park Vision Plan
Resolution - Addison Circle Park Vision Plan
Project Schedule - Addison Circle Park Vision Plan