Agenda



REGULAR MEETING & WORK SESSION OF THE CITY COUNCIL November 13, 2018 ADDISON TOWN HALL 5300 BELT LINE RD., DALLAS, TX 75254 5:30 PM RECEPTION & WORK SESSION 7:30 PM REGULAR MEETING


	1.	Call Meeting to Order


WORK SESSION


	2.	Reception for the 2018 Addison Citizens Academy Graduates.


	3.	Present and Discuss Midway Road Landscape Coordination with the Master Transportation Plan.


	4.	Present and Discuss the Findings of the Addison Circle/Cotton Belt Special Area Study.


REGULAR MEETING


Pledge of Allegiance


		Announcements and Acknowledgements regarding Town and Council Events and Activities Discussion of Events/Meetings


	5.	Present Certificates to the 2018 Citizens Academy Graduates.


	6.	Public Comment. The City Council invites citizens to address the City Council on any topic not on this agenda. Please fill out a City Council Appearance Card and submit it to a city staff member prior to Public Participation. Speakers are allowed up to three (3) minutes per speaker with fifteen (15) total minutes on items of interest or concern and not on items that are on the current agenda. In accordance with the Texas Open Meetings Act, the City Council cannot take action on items not listed on the agenda. The Council may choose to place the item on a future agenda.


		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.


	7.	Consider Action to Approve the October 22, 2018 Special Meeting , October 23, 2018 Work Session and Regular Meeting and October 29, 2018 Town Meeting Minutes.


	8.	Consider Action to Approve a Resolution for a Professional Engineering Services Agreement with Eikon Consulting Group, LLC, for the Construction Management Services Associated with the Addison Athletic Club HVAC Project and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $66,720.


	9.	Consider Action to Approve a Resolution for a Conduit Occupancy License Agreement Between the Town of Addison and MCImetro Access Transmission Services Corp. d/b/a Verizon Access Transmission Services, for Occupancy of the Town of Addison Underground Conduit System on Belt Line Road Between Midway Road and Marsh Lane, and Authorizing the City Manager to Execute the Agreement.


	10.	Present, Discuss, and Consider Action on a Resolution for a Construction Agreement with Felix Construction Company for the Construction Operations and Installation Services Associated with Surveyor Pump Station Pump #1 Replacement and Authorize the City Manager to Execute the Agreement in an Amount Not to Exceed $79,000.


	11.	Consider Action to Approve a Resolution for an Events Sponsorship Agreement with DCO Reality, Inc., (UDR) for the Purposes of Sponsoring Events at Vitruvian Park to Include, but not limited to, Vitruvian Nights Live, Vitruvian Salsa Nights and the Vitruvian Holiday Lights Display and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $185,000.


	12.	Consider Action to Approve a Resolution for a Contract with The World Affairs Council of Dallas/Fort Worth for Consulting Services and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $60,000.


Regular Items


	13.	Hold a Public Hearing, Present, Discuss, and Consider Action on an Ordinance to Amend Article XX, Special Uses, Item (39) Microbrewery, and Article XXX, Definitions, By Revising the Definition of Microbrewery. Case 1785-Z/Town of Addison.


	14.	Hold a Public Hearing, Present, Discuss, and Consider Action on an Ordinance Approving Development Plans for the Development of Vitruvian West Phase II and III, Including Site Plan, Landscape Plan, Building Elevations, and Floor Plans for 767 Multifamily Units, Including Amenities, on a 6.854 Acre Property in an Existing Planned Development District (PD O07-034 as Amended By O16-017), Generally Located on the Northeast Corner of Marsh Lane and Vitruvian Way, and Approving Waivers to Construction Materials. Case 1786-Z/Vitruvian West Phase II and III.


	15.	Present, Discuss, and Consider Action on an Ordinance Granting a Meritorious Exception from Various Sections of Chapter 62 of the Code of Ordinances for Flower Child Located at 5290 Belt Line Road Suite 100 on the South Side of Belt Line Road east of Montfort Drive in Order to Permit Additional Attached Signage and Window Signage.


	16.	Present, Discuss, and Consider Action on a Resolution for an Agreement with Infinity Contractors International, LTD., for Construction Operations and Installation Services on the Addison Athletic Club HVAC Project and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $1,180,035.


	17.	Present, Discuss, and Consider Action to Approve a Resolution for a Grant Funding Agreement with Metrocrest Chamber of Commerce and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $35,000.


	18.	Present, Discuss, and Consider Action Related to Potential Municipal Debt Issuances for the Midway Road Rehabilitation Project and Funding of the Addison Grove Development Incentive.


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.

Posted: __________________________________
Irma Parker, City Secretary
DATE
Time:

THE TOWN OF ADDISON IS ACCESSIBLE TO PERSONS WITH DISABILITIES. PLEASE CALL (972) 450-7090 AT LEAST
48 HOURS IN ADVANCE IF YOU NEED ASSISTANCE.


Work Session and Regular Meeting		Item # 3.
Meeting Date:	11/13/2018
Department:	Parks & Recreation
Pillars:	Excellence in Transportation Systems Optimize the Addison Brand
Milestones:	Establish an intentional culture throughout the organization that is based on continuous improvement, excellence, and adherence to our core values Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:
Present and Discuss Midway Road Landscape Coordination with the Master Transportation Plan.
BACKGROUND:
In 2012, Addison voters approved $16 million in General Obligation bonds for the revitalization of Midway Road from Spring Valley Road to Keller Springs Road. The roadway is failing due to age, heavy truck traffic, and sub-grade soil issues. Design for the project began in October 2014. The original project scope included a concrete roadway reconstruction, median reconstruction, Americans with Disabilities Act (ADA) compliance improvements, and an Oncor lighting package. As design progressed, the replacement of the water, sanitary sewer, and storm water lines was added to the scope due to the age of the utility lines and the likely need for replacement in the near future. Preliminary cost estimates for the project are $38 million (in 2016 dollars). The design had been placed on hold pending the outcome of a discussion concerning funding for the project. While the design was on hold, the Town adopted a new Master Transportation Plan (MTP). The MTP updated the requirements for the width of streets, as well as the width and location of the pedestrian amenities along those streets. The plan also identified Midway Road as a corridor for an off-street trail. As the consultant is incorporating the MTP into the design of the project, several concerns have arisen regarding the Town's requirement for visibility triangles and the placement of trees along the corridor. Staff will present recommended modifications to the proposed cross section and will ask Council for direction related to the implementation of the MTP along Midway Road.
RECOMMENDATION:
Staff requests direction from Council.

Attachments
Presentation - Midway Road


Work Session and Regular Meeting		Item # 4.
Meeting Date:	11/13/2018
Department:	Public Works
Pillars:	Excellence in Transportation Systems
Milestones:	Improve all modes of transportation with infrastructure in an acceptable condition and well maintained

AGENDA CAPTION:
Present and Discuss the Findings of the Addison Circle/Cotton Belt Special Area Study.
BACKGROUND:
In November 2017, the City Council approved a contract with Kimley-Horn and Associates, Inc., to facilitate a special area study for two areas adjacent to Addison Circle. The first area includes the properties adjacent to the Cotton Belt Rail Line consisting of approximately 29 acres. The second area includes the 8 acres abutting Addison Circle on the east side of Addison Road from Airport Parkway to Morris Avenue. During the study process, the consultant and staff completed a strategic assessment of the study area to review existing conditions, identify opportunities and constraints, and conduct a high-level market analysis. The team received stakeholder and community input using stakeholder interviews, four committee meetings, and two community workshops. As part of the study process, the consultant developed two alternatives for the study area for consideration before crafting a preferred development concept based on the committee and community feedback. Staff and the consultants presented the findings of the study to the Council on August 14, 2018. At that time, Council had several questions that staff and the consultant have answered. Staff and the consultant will present an overview of the study findings and answers to Council's questions, and will then facilitate additional discussions with the Council to receive guidance on the proposed vision statement, guiding principles and the preferred development concept. Should Council approve of the study findings, staff will begin the process of formally amending the Comprehensive Land Use Plan.
RECOMMENDATION:
Staff requests direction from Council.

Attachments
Staff Responses to Council Questions
DRAFT Addison Cricle Special Area Study Report


Work Session and Regular Meeting		Item # 8.
Meeting Date:	11/13/2018
Department:	Public Works
Pillars:	Excellence in Asset Management Optimize the Addison Brand
Milestones:	Effectively utilize and promote the Silver Line development with a first mile/last mile solution

AGENDA CAPTION:
Consider Action to Approve a Resolution for a Professional Engineering Services Agreement with Eikon Consulting Group, LLC, for the Construction Management Services Associated with the Addison Athletic Club HVAC Project and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $66,720.
BACKGROUND:
The Addison Athletic Club HVAC project includes replacement of several components that are at the end of their service life. Replacement components include the installation of a 200-ton chiller, several package air handling units, installation of several large diameter fans, and all associated duct and electrical work. Currently, there is no one on staff with the capacity and expertise to manage the construction of this project. Eikon was qualified by RFQ in 2017 to perform design, project management and construction management related services for the Town. Eikon has a long history of performing facility related design and construction management. They come very highly recommended by their references and staff finds them capable of performing this work. Eikon will provide construction management and inspection services for the Addison Athletic Club HVAC project. The scope of their work includes: Weekly site visits and coordination with the contractor Coordination of phasing and staging activities with the contractor and Athletic Club staff Review and response to contractor requests for information (RFI) and construction submittals Review and approval of contractor pay applications, change orders, and construction schedules Schedule and prepare the contractor's punch list Assist with final project close out Perform and provide oversight of the third-party test and balance firm The contract value for this work is $66,720, which includes $19,320 for the test and balance of the new HVAC components. This is a crucial step in the HVAC installation process to fine tune the system and provide the most efficient, reliable operation. The total project budget for the HVAC and elevator projects was $1,142,000. The elevator modernization was completed in early 2018 at a cost of $65,834. A total of $71,526 has been spent on the HVAC to date, leaving available funding in the Self-funded Projects fund of $1,004,640 for the project.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - Eikon Professional Engineering Services Agreement


Work Session and Regular Meeting		Item # 9.
Meeting Date:	11/13/2018
Department:	Public Works

AGENDA CAPTION:
Consider Action to Approve a Resolution for a Conduit Occupancy License Agreement Between the Town of Addison and MCImetro Access Transmission Services Corp. d/b/a Verizon Access Transmission Services, for Occupancy of the Town of Addison Underground Conduit System on Belt Line Road Between Midway Road and Marsh Lane, and Authorizing the City Manager to Execute the Agreement.
BACKGROUND:
As part of the Belt Line Underground Electrical project, the Town installed extra conduit within the underground duct system that can be leased to telecommunications companies or other similar users. The intent of adding this conduit is to limit the disturbance to the right-of-way and the improvements that were installed during the undergrounding project. Having the extra conduit, also provides the Town an additional source of revenue for future technology installations. Verizon contacted the Town in the summer of 2018 to discuss using the Belt Line Road right-of-way for their proposed underground telecommunications project. The project would install fiber starting in Carrollton west of Marsh Lane and, using the Belt Line Road right-of-way, would go east to the intersection of Belt Line Road and Midway Road, and then continue along Midway Road through Addison and into Carrollton and Farmers Branch. This network would connect with both potential Addison customers and Verizon’s existing facilities in surrounding municipalities. Staff told Verizon that instead of tearing up the right-of-way, they would be required to use the extra conduit that was installed during the undergrounding project. In order to use the conduit, a Conduit Occupancy License Agreement (Agreement) is needed with Verizon. The initial term of the Agreement is 7 years, with two, 5-year automatic renewals unless either party terminates the agreement. Verizon will pay an annual rental of $1.00 per linear foot of conduit space used. Verizon will occupy approximately 5,280 linear feet. The annual rental is estimated to be $5,280.00. Verizon will also pay a one-time, non-refundable rental payment of $1,500.00. The agreement also includes termination, maintenance, insurance and removal terms. Staff and the City Attorney have negotiated the terms of the Agreement with Verizon. If approved, Verizon will be required to submit updated plans for review by the Town.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - Verizon Agreement


Work Session and Regular Meeting		Item # 10.
Meeting Date:	11/13/2018
Department:	Public Works
Pillars:	Excellence in Asset Management

AGENDA CAPTION:

Present, Discuss, and Consider Action on a Resolution for a Construction Agreement with Felix Construction Company for the Construction Operations and Installation Services Associated with Surveyor Pump Station Pump #1 Replacement and Authorize the City Manager to Execute the Agreement in an Amount Not to Exceed $79,000.

BACKGROUND:

The Town of Addison owns and operates two potable water pumping stations, Celestial Pump Station and Surveyor Pump Station. The Surveyor Pump Station is located on the northeast corner of Arapaho Road and Surveyor Boulevard. The pump station was built in the 1970s and serves as one of the two water supply entry points from the Town's water provider, Dallas Water Utilities. The facility includes a two-million-gallon ground storage tank and associated pumps and appurtenances.

The Surveyor Pump Station houses three, 4,000 gallons per minute pumps and 250 horsepower motors that move water from the ground storage tank to the Surveyor Elevator Storage tank that is located across Arapaho Road. It is then distributed to the system for use by the customer. The pump and motor assembly for Pump #2 was refurbished in 2013 for $30,000, and the pump and motor assembly for Pump #3 was replaced in 2014 for $53,234.

Surveyor Pump #1 has been in place since the facility was constructed, and minimal maintenance has been performed on the pump and motor to date. The typical service life for pumps and motors of this type is 30 years. Therefore, Pump #1 has far exceeded its expected life and should be replaced. The scope of this project will include replacement of the pump and motor assembly, relocation of the electrical control box, and structural improvements to the concrete base to minimize pump vibration.

The design for the replacement of the pump and motor was completed in early September and the project was advertised on BidSync. Plans and specifications for this project can be found on the BidSync website that can be accessed from the Finance page on the Town of Addison website. The bids closed on October 11, 2018 and the Town received 3 bids. A more detailed bid breakdown is provided below:

Contractor	Bid
Felix Construction Company	$79,000
Fryer Construction Company	$95,445
308 Construction, LLC.	$169,100

Felix Construction Company has been determined to be the lowest responsible bidder. Felix has a great reputation in the metroplex for performing projects of this type and magnitude. Felix has also performed work for the Town in the past and they have done an excellent job. The total project cost for this work is $79,000 and is expected to take 7 months upon approval of the construction submittals. The 7-month timeframe does include the lead time for the pump and motor.

Funds for the construction of the pump replacement are allocated in the Utility Capital Projects fund in the amount of $289,750. Staff budgeted for two pump refurbishment projects this year. Of this $289,750, $100,000 is budgeted for the replacement of pump #1 at Surveyor.

The improvements to the pump are listed in the Asset Management Plan.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Felix Agreement
Plans and Specifications - Surveyor Pump #1


Work Session and Regular Meeting		Item # 11.
Meeting Date:	11/13/2018
Department:	Special Events

AGENDA CAPTION:
Consider Action to Approve a Resolution for an Events Sponsorship Agreement with DCO Reality, Inc., (UDR) for the Purposes of Sponsoring Events at Vitruvian Park to Include, but not limited to, Vitruvian Nights Live, Vitruvian Salsa Nights and the Vitruvian Holiday Lights Display and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $185,000.
BACKGROUND:
The Town of Addison and DCO Reality, Inc., (UDR) the developer/manager of Vitruvian Park entered into an event sponsorship reimbursement agreement in 2012 that is presented to Council for renewal annually. UDR desires to conduct and present a variety of public events within the Vitruvian Park area. The Town desires to participate in the public events and activities as a sponsor and as such entered into this agreement with UDR, for sponsorship reimbursement purposes in the amount of $185,000. These funds are used as referenced below: Vitruvian Christmas Lights Display Vitruvian Nights Live Vitruvian Salsa Nights Additional events as money is available From 2012 to 2014, the contracting of the vendor to install, maintain and remove the holiday lights component of the events was hired directly by UDR and paid for from the Towns sponsorship funds. In 2014, the City Attorney recommended that the Town bid out and hire the lighting contractor for the holiday display directly. As of 2015, Town staff manages the bidding and procurement of the contractor to install, maintain and remove the holiday lights each season and funds it directly from the sponsorship funds before any remaining funds are allocated to UDR. Other events that are funded from the sponsorship include, but are not limited to, Vitruvian Nights Live and Vitruvian Salsa Nights. The amount of funds remaining that are available to reimburse UDR for these events may vary from year to year after the Town has paid for the holiday lighting display. This agreement will cover the 2019 event season. The amount for this agreement is budgeted out of the Hotel Fund and is included in the Fiscal Year (FY) 2019 budget.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - Events Agreement


Work Session and Regular Meeting		Item # 12.
Meeting Date:	11/13/2018
Department:	Economic Development
Pillars:	Innovation in Entrepreneurship & Business Optimize the Addison Brand
Milestones:	Leverage Addison's assets to grow and expand placemaking business programs and events that will set Addison apart to attract talent and businesses

AGENDA CAPTION:
Consider Action to Approve a Resolution for a Contract with The World Affairs Council of Dallas/Fort Worth for Consulting Services and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $60,000.
BACKGROUND:
Over the last few years, the Town of Addison has maintained a formal agreement with the World Affairs Council (WAC) of Dallas/Fort Worth. In the initial years, WAC provided support to the Town to enhance its efforts with World Fest. In Fiscal Year (FY) 2015, the focus of WAC's efforts evolved to provide support in enhancing the Town's international business development efforts. The management of the agreement falls under the purview of the Economic Development and Tourism Department. A request is being made for approval of the FY 2019 agreement with WAC for an amount not to exceed $60,000. The agreement includes an amount of $50,000 to cover deliverables highlighted in the agreement, plus an annual amount of $10,000 to be utilized for marketing and venue costs for events hosted in Addison. The World Affairs Council successfully completed the deliverables in the FY 2018 agreement and provided quarterly reports to staff. The reports were shared with Mayor Joe Chow and Councilmember Ivan Hughes who serve as the Council Liaisons to the World Affairs Council. The scope of services in the FY 2019 Agreement are the same as in the FY 2018 Agreement. Successful completion of these scope of services makes the group eligible for quarterly payments from the Town of Addison. These scopes of services include: 1. International Promotion and Business Development: Work with Addison’s Economic Development staff to strengthen its international business focus. Work with Addison to maintain and strengthen its relationship with former Spotlight countries and the Consular Corps of DFW and Houston. Assist Addison in promoting its airport to international businesses. 2. Entrepreneur Development: Promote the Addison TreeHouse as a regional entrepreneur resource center to international entrepreneurs/groups interested in the North Texas Start-up Community. 3. Provide Town of Addison with opportunities to participate in international events: Make recommendations on events that would be appropriate for Addison City Council to attend. Provide World Affairs Council memberships to the Addison City Council and key city staff; provide program passes to Town of Addison to designated WAC events. Recognize City Council present at events from podium and in signage where appropriate. Evaluate feasibility and extent of a German program element for the Town’s annual Oktoberfest event in collaboration with the German Consulate in Texas. 4. Feature the Town of Addison as a Strategic Partner: Recognize Addison as a partner on World Affairs Council website. Recognize Addison as a partner in designated events hosted by World Affairs Council Promote Taste Addison and Oktoberfest to World Affairs Council members. Work with Addison to invite the Consular Corps of DFW to Kaboom Town as VIP guests. 5. Consulting Services: Provide on-going, as requested, consulting services on international relations, including cultural awareness and protocol services. The total annual funding amount was approved in the FY 2019 Budget as part of the Economic Development & Tourism Department annual budget.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - World Affaris Council Agreement


Work Session and Regular Meeting		Item # 14.
Meeting Date:	11/13/2018
Department:	Public Works

AGENDA CAPTION:
Hold a Public Hearing, Present, Discuss, and Consider Action on an Ordinance Approving Development Plans for the Development of Vitruvian West Phase II and III, Including Site Plan, Landscape Plan, Building Elevations, and Floor Plans for 767 Multifamily Units, Including Amenities, on a 6.854 Acre Property in an Existing Planned Development District (PD O07-034 as Amended By O16-017), Generally Located on the Northeast Corner of Marsh Lane and Vitruvian Way, and Approving Waivers to Construction Materials. Case 1786-Z/Vitruvian West Phase II and III.
BACKGROUND:
COMMISSION FINDINGS: The Addison Planning and Zoning Commission, meeting in regular session on October 16, 2018, voted to recommend approval of a development plan for the development of Vitruvian West Phase II and III, including site plan, landscape plan, utility and drainage plan, building elevations, and floor plans for 767 multifamily units, including amenities, on a 6.854 acre property in an existing Planned Development district (PD O07-034 as amended by O16-017), generally located on the northeast corner of Marsh Lane and Vitruvian Way, and approving waivers to construction materials, without conditions. Voting Aye: Catalani, Dougan, Groce, Meleky, Resnik, Souers, Wheeler Voting Nay: none Absent: none SPEAKERS AT THE PUBLIC HEARING: none
RECOMMENDATION:
Administration recommends approval.

Attachments
1786-Z Ordinance
1786-Z Staff Report
1786-Z Plans


Work Session and Regular Meeting		Item # 15.
Meeting Date:	11/13/2018
Department:	Public Works

AGENDA CAPTION:
Present, Discuss, and Consider Action on an Ordinance Granting a Meritorious Exception from Various Sections of Chapter 62 of the Code of Ordinances for Flower Child Located at 5290 Belt Line Road Suite 100 on the South Side of Belt Line Road east of Montfort Drive in Order to Permit Additional Attached Signage and Window Signage.
BACKGROUND:
Flower Child is the restaurant concept locating in the former Pollo Tropical building at 5290 Belt Line Road Suite 100. In addition to typical business identification signage, Flower Child is proposing to place a series of murals on the east, north, and western facades of the building. They are also proposing vinyl window signage in excess of what is permitted by the Town of Addison's Sign Code. Chapter 62 of the Code of Ordinances regulates signs in the follow manner: Attached Signs: Sec. 62-162. - Premises signs. (c) There shall be only one sign for each facade for each tenant. Sec. 62-163. - Area (1) On an attached sign located at a height of up to 36 feet, the effective area is limited to one square fot of sign area for each linear foot of building frontage not to exceed 100 square feet. In addition to a business identification sign on the eastern facing facade, Flower Child is requesting permission to install a wall mural that is 12 feet 9 inches by 36 feet, for an effective area of 459 square feet. With this mural and the business identification sign, the total effective area of signage for this side of the building would be approximately 531 square feet. This facade is 83 feet in length, and, therefore, signage on this facade is limited to 83 square feet. The proposed sign and mural exceed the ordinance requirements by 448 square feet. On the western facade, Flower Child is proposing two smaller murals in addition to the business identification sign. The "burst" mural is proposed to be 16 square feet and the "lemon" mural is 9 square feet. The sign code instructs staff to draw a single rectangle around all signage elements to calculate the effective area of the sign. By doing so, the effective area of signage on this facade would be 990 square feet. This facade is also 83 feet in length. Therefore, the signage should be limited to no more than 83 square feet. Based on the Code's instruction for measuring area, the sign exceeds the maximum allowable area by 907 square feet. On the northern facade, Flower Child is proposing one mural in addition to the business identification sign. The proposed "peace sign" mural is 22.75 square feet. When measured with the business identification sign, the effective area of signage on this facade equals 392 square feet, but is limited to no more than 47 square feet. Window Signage: Sec. 62-146. - Window Signs. (a) Signs in windows visible from public rights-of-way are limited to ten percent of the ground floor window area per facade. Flower Child is requesting permission to install window signage in excess of the ten percent requirement for window signage on the north and western building facades. On the north side, the restaurant is proposing to cover approximately one third of the window area with signage. On the western facade, they would like to cover slightly more than oen third of the window area with signage. Flower Child is requesting meritorious exceptions to allow them to install murals in excess of the area requirements for signs on three facades of the building and and to allow them to exceed the maximum allowable area for window signs. Please see the attached application for Flower Child's justification and plans for the proposed signage.
RECOMMENDATION:
Administration recommends denial.

Attachments
Application with Plans - Flower Child


Work Session and Regular Meeting		Item # 16.
Meeting Date:	11/13/2018
Department:	Public Works
Pillars:	Excellence in Asset Management Optimize the Addison Brand
Milestones:	Leverage Airport assets to maximize business growth and expansion Effectively utilize and promote the Silver Line development with a first mile/last mile solution

AGENDA CAPTION:

Present, Discuss, and Consider Action on a Resolution for an Agreement with Infinity Contractors International, LTD., for Construction Operations and Installation Services on the Addison Athletic Club HVAC Project and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $1,180,035.

BACKGROUND:

Work began on the Addison Athletic Club Master Plan in 2014 and was adopted by Council on October 11, 2016. A preferred list of renovation projects was finalized at Council's October 20, 2016 meeting and included the following items:

Air Conditioning and Heating System
Elevator Replacement
General Painting
Carpet Replacement
Convert 2 Racquetball Courts to Exercise Space
New Lighting in Gym

Bid #18-116 Addison Athletic Club HVAC Improvements was initiated on April 9, 2018 and closed on May 3, 2018. The Town received only one bid in the amount of $1,589,814, which significantly exceeded the budget that had been presented to Council. Staff presented this information at the May 22, 2018 Council meeting and recommended that Council reject the bid. Staff discussed options to re-bid the project with Council on August 14, 2018, and Council directed staff to move forward with re-bidding the project.

The design was completed in early September that included the development of a project base bid and a one set of additive alternates. The base bid includes:

The replacement of the undersized packaged units for the expansion with an appropriately sized air-cooled chiller (200 ton)
The replacement of high priority air handling units
Installation of several high volume, low speed fans

The additive alternates include:

The replacement of additional air handling units located within the facility
Replacement of the duct work in the gymnasium
Replacement of the dog house, air relief hood in the gymnasium

Bid #18-224 was initiated on September 20, 2018 and closed on October 18, 2018. The Town received four (4) bids, a more detailed analysis of those bids is provided below:

Contractor	Total Base Bid	Additive Alternate Bid	Total Base w/ Alternate
Infinity Contractors International, LTD.	$913,329	$266,706	$1,180,035
TDI Industries	$1,103,553	$280,245	$1,383,798
MIINC	$1,100,566	$374,750	$1,475,316
308 Construction	$2,675,000	$475,000	$3,150,000

Infinity Contractors International, LTD., has been determined to be the lowest responsible bidder. Staff has reviewed their references and finds them more than capable of performing this work. Infinity has a great reputation in the DFW area.

At the August 14, 2018 City Council meeting, staff presented updated cost estimates for the HVAC project. The updated estimate for the base bid was $1,119,293 and $484,025 for the additive alternates. The total estimated cost of the project at that time was $1,603,318. The low bid from Infinity is $1,180,035 for the base bid plus the additive alternates, a difference of $423,283, below the estimate that was presented in August.

Staff recommends the award of the base bid and the additive alternates. Doing the additive alternates at the same time as the base project takes advantage of the very competitive prices and lessens the disruption to the facility by doing all the work at the same time.

Staff recommends that additional monies in the amount of $363,088.63 be transferred from the General Fund - fund balance to pay the difference between the available budget and the actual project total. These additional monies will provide funding for the remainder of engineer's design contract, the construction additive alternates, the construction management agreement and will also provide a construction contingency. A more detailed cost breakdown is provided below:

Available Budget	$1,004,640.00
Base Bid (Infinity)	$913,329.00
Additive Alternate Bid (Infinity)	$266,706.00
Bid Sub Total	$1,180,035.00
Construction Contingency	$100,000.00
Remaining Design Funds (PGAL)	$20,973.63
Construction Management Contract (Eikon)	$66,720.00
Project Total	$1,367,728.63
Budget Reallocation Request	$363,088.63

Council may choose to authorize the base bid only. The total project amount for the base bid, remaining design contract and the construction management agreement is $1,001,022.63, which is within the available budget. The total cost for the base bid and additive alternates are $1,180,035 and is expected to take 5 months to complete upon approval of the HVAC submittals.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Construction and Installation Agreement
Presentation - Athletic Club HVAC
Project Specifications - Athletic Club HVAC
Plans - Athletic Club HVAC


Work Session and Regular Meeting		Item # 17.
Meeting Date:	11/13/2018
Department:	Finance
Pillars:	Gold Standard in Financial Health

AGENDA CAPTION:
Present, Discuss, and Consider Action to Approve a Resolution for a Grant Funding Agreement with Metrocrest Chamber of Commerce and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $35,000.
BACKGROUND:
This item was tabled a the 10/23/2018 Meeting. It is being placed back on the agenda for additional discussion and action by Council. Town Staff has developed a grant funding process that allows non-profit organizations within the Town of Addison to submit a request of funds for their organization that directly enhances the Town. Town Staff and appointed Council Liaisons evaluate all applications individually. Town Staff review all applicable financials of the non-profit organizations, which includes, but is not limited to: equipment assessment, cash flow assessment, operations assessment, and percentage of annual revenue in comparison to grant request. To clearly reflect the impact of the grant to Addison and non-Addison residents, Quarterly Grant Reports are required by all non-profit organizations through the end of the Town's Fiscal Year. The Quarterly Grant Reports contain the non-profit organization's goals, objectives and performance measures as identified in the Grant Uses section of the agreement. Financial statements may or may not be required, but Town Staff can request them at any time. The Metrocrest Chamber of Commerce submitted an application to the Town requesting $35,000 for Fiscal Year (FY) 2019. During the Council budget retreat on August 16, 2018, Council discussed grant funding allocations for multiple non-profits included in the FY 2019 budget. During the discussion concerning the Metrocrest Chamber of Commerce, Council directed staff to grant $35,000 to the organization. The Town has reviewed and evaluated the application and determined that the non-profit organization's request set forth in the application is for a public purpose that directly enhances the town of Addison. The Metrocrest Chamber of Commerce grant funding agreement is included as Exhibit A in the attached resolution.
RECOMMENDATION:
Administration recommends approval.

Attachments
Resolution - Grant Funding Agreement Metrocrest Chamber


Work Session and Regular Meeting		Item # 18.
Meeting Date:	11/13/2018
Department:	Finance
Pillars:	Excellence in Asset Management Gold Standard in Financial Health
Milestones:	Improve all modes of transportation with infrastructure in acceptable condition and well maintained Continue development and implementation of Long Term Financial Plan

AGENDA CAPTION:
Present, Discuss, and Consider Action Related to Potential Municipal Debt Issuances for the Midway Road Rehabilitation Project and Funding of the Addison Grove Development Incentive.
BACKGROUND:
This presentation is intended to be a follow-up to "Debt 201" presented on September 27, 2018. Cities use debt to finance public infrastructure projects such as city facilities, parks, streets, water, sewer and drainage improvements. Debt financing allows cities to finance projects, capital assets, or improvements to existing assets over their useful life. "Debt 201" was designed to assist the citizens, businesses owners, and the general public in understanding the process of how municipal debt is issued to finance public infrastructure projects. The presentation covered the following topics: Review of concepts covered in "Debt 101" Debt issuance process Current short-term debt needs Bond election history Bond sale progress Lessons learned from previous bond elections Current bond capacity Methodology to identify and prioritize future needs for Capital improvements, asset management and ADA projects Bond election process and schedule This presentation is a follow up from Debt 201 relating to the potential funding for the improvements needed on Midway Road as well as funding for the incentive promised for the development of Addison Groves.
RECOMMENDATION:
Staff requests direction from Council.

Attachments
Presentation - Potential Debt Issuances for Midway Road and Addison Grove