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Home My WebLink About04-13-13 Special Meeting of La Porte City Council LOUIS RIGBY DARYL LEONARD JOHN ZEMANEK TOMMY MOSER DOTTIE KAMINSKI JAY MARTIN MIKE MOSTEIT MIKE CLAUSEN CHUCK ENGELKEN CITY COUNCIL SPECIAL MEETING AGENDA Notice is hereby given of a SpecialMeetingof the La Porte City Council to be held Saturday, April 13,2013, beginning at 8:30a.m., in the Council Chambers of City Hall, 604 West Fairmont Parkway, LaPorte, Texas, for the purpose of considering the following agenda items. All agenda items are subject to action. 1. CALL TO ORDER 2. DISCUSSION OR OTHER ACTION - 3. RECEIVE DIRECTION FROM COUNCIL ON UPCOMING 2013-14 FISCAL YEAR BUDGET 4. COUNCIL COMMENTS 5. EXECUTIVE SESSION – 6.RECONVENE 7. ADJOURN I n compliance with the Americans with Disabilities Act, the City of La Porte will provide for reasonable accommodations for persons attending public meetings. To better serve attendees, requests should be received 24 hours prior to the meeting. Please contact Patrice Fogarty, City Secretary, at 281.470.5019. CERTIFICATION Council Agenda Item April 13, 2013 1.CALL TO ORDER *********************************************************************************** Council Agenda Item April 13, 2013 2. DISCUSSION OR OTHER ACTION: *********************************************************************************** REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested:April 13, 2013_ __ Appropriation Requested By:Michael G. Dolby, CPA_ ______ Source of Funds: __N/A________ __________ Finance_________________________Account Number:__N/A__________________ Department: _X_Resolution: ___Ordinance: ___ _Amount Budgeted: __N/A_________________ Report: _Slide Presentation of Financials _Amount Requested: __N/A________________ Exhibits: Exhibits: ____________________________________Budgeted Item:YESNO Exhibits: ____________________________________ SUMMARY & RECOMMENDATION As a planning tool at the Pre-Budget Retreat staff provides a brief overview of the current financial conditions of the City and a preliminary projection of where current trends may lead. Highlighted in the presentation are the General Fund, Utility Fund and Health Insurance Fund. The projections are subject to change as more data becomes available in late spring/early summer. Action Required by Council: No action required by Council. Approved for City Council Agenda ___________________________________________________________ Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Stephen Barr Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibits: Draft RFP for Design Build of Electrical Project Budgeted Item:YESNO SUMMARY & RECOMMENDATION This item has been placed on the agenda at the request of Councilman Moser. In the past generators have been rented for events on Main Street such as the popular Christmas on Main Street. The generators are noisy and disrupt the festivities, such as choir performances, etc. The generators are often inadequate toprovide sufficient power to vendors and provide lighting for the events. The funds here are earmarked to design and install a semi-permanent electrical system that can meet the needs of future Main Street events, and can also be used for other events at various locations throughout the city. This project will be funded by a $145,000 Hotel/Motel transfer. Project Timeline July, 2012 – Staff met with CenterPoint representative to gather input to initialize a conceptual plan to meet the needs listed above. September 2012 – Using information obtained and recommendations made by CenterPoint, staff developed a conceptual plan, utilizing new electrical service, distribution boxes, heavy electrical cabling, spider boxes and portable lighting, to come up with a portable system that could meet the future festival needs on Main Street. The system, as envisioned, could also be utilized at other sites throughout the City to provide power for special events and concerts. October, 2012 – Bob Steadman of Complete Electric was engaged as a consultant to flesh out the plan and provide specifications for the needed equipment, and monitor the installation of new, and updates of existing electrical service for Main Street. January, 2013 – Bob Steadman presented design drawings and specifications for equipment to implement the proposed plan. January, 2013 – Staff received additional input that it would be desirableto move toward a more permanent installation of underground conduit utilizing boring and saw cuts of existing concrete, in order to also install a permanent outlet at each of the trees along Main Street. The purpose is to also provide up-lighting and holiday lighting at each tree as well as provide power for festival vendors, portable lighting, and stage amplification. Bob Steadman indicated that the change in direction was beyond his capability to provide the more complicated plans and specifications required. The project change in direction has delayed the project but it can still be installed prior to our premier event in December. The change will most likely require a budget adjustment as the cost is expected to increase substantially due to the more extensive work required to install. February, 2013 – Staff prepared a new scope of work designed to capture the additional components as outlined, and forward to Purchasing for developing a DESIGN/BUILD Request for Proposal for the work. March, 2013 – Staff received the Draft Design/Build RFP from Purchasing and it is currently under review before providing to potential contractors. Preliminary estimates for the revised scope of work is approximately doublethe current budget. However, until the City receives proposals forthe project, it will be difficult to quantify exact At this time, staff is seeking direction on whether the current cost increase to the project. scope of the project is acceptable to the Council. If it is, staff will proceed by letting the RFP and will be back before Council once those proposals have been received to present firm budget numbers. An additional option is to complete the project in phases, where design occurs this year using existing funding and installation occurs next yearby rolling over remainingdesign funds and the additional allocation, as necessary. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date SEALED RFP #13507 – GEN 648 Main Street Electrical Improvements CITY OF LA PORTE NOTICE TO RESPONDENTS including one (1) marked original andthree (3) duplicates on the original forms and clearly marked with RFP number and description. Purchasing Office, 604 W. Fairmont Pkwy., La Porte, TX, 77571 2:00 p.m.,XXXXXX, 2013 . No late submittals will be considered City of La Porte Purchasing Office 604 W. Fairmont Pkwy. La Porte, TX 77571 (281) 470-5126 purchasing@laportetx.gov CITY OF LA PORTE RESPONDENT AFFIDAVIT Business Name: Address: Printed Name: Authorized Signature: Date: CITY OF LA PORTE CERTIFICATION BY RESPONDENT (Initial one of the above) Business Name: Address: Printed Name: Authorized Signature: Date: CITY OF LA PORTE PROTECTION OF RESIDENT WORKERS COMPLIANCE Business Name: Address: Printed Name: Authorized Signature: Date: CITY OF LA PORTE INDEMNITY HOLD HARMLESS AGREEMENT Business Name: Address: Printed Name: Authorized Signature: Date: CITY OF LA PORTE INSTRUCTIONS TO RESPONDENTS 1.RECEIPT AND OPENING OF PROPOSALS including one (1) marked original andthree (3) duplicates Any proposalreceived after the time and date specified shall not be considered. 2.SOLICITATIONMODIFICATIONS Instructions to Respondents Continued Page 2 of 4 3.COOPERATIVE PURCHASE 4.METHOD OF AWARD 5.FUNDING OUT CLAUSE 6. QUALIFICATIONS OF RESPONDENT Instructions to Respondents Continued Page 3 of 4 7. CONDITIONS OF WORK 8.LAWS AND REGULATIONS 9.SUBCONTRACTS 10.SAFETY STANDARDS AND ACCIDENT PREVENTION Instructions to Respondents Continued Page 4 of 4 11.CONFLICT ON INTEREST 12.SUPPLEMENTAL INFORMATION CITY OF LA PORTE RFP #13507 GEN648 Main Street Electrical Improvements INTENT Christmas on MainStreet SCOPE OF WORK EVALUATIONOF PROPOSALS Cost Estimate (40points) Qualifications/Experience (40points) References (20points) PROPOSAL DETAILS Statement ofQualifications Proposal of Charges and Fees ATTACHMENTS: 13507 –GEN 648 Main Street Technical Specificationsto RFP # APPENDIX A:PROPOSAL FORM CONTACTINFORMATION PROFESSIONAL LIABILITYINSURANCE: FINANCIAL CONSIDERATION: Charge to City Reimbursable Item (i.e. – cost per item orper hour, etc.) By: APPENDIX B REFERENCES References: a minimum of3 each, current and pastis preferred but please provide as many as is possible Name of Business Name of Business Name of Business Name of Business Name of Business Name of Business REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibits: List of Available Homes on Northside Budgeted Item:YESNO Exhibits: Site Map SUMMARY & RECOMMENDATION This item has been placed on the agenda at the request of Councilman Moser. A list of properties that are available for acquisition through delinquent taxes is attached as an exhibit. The total cost of acquiring all eight residential properties is $73,186. This cost includes all post judgment taxes owed. Should the City move forward to acquire these properties, the La Porte Independent School District would be required to sign off on the deed to any property struck off to the District. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date Councilman Moser's Original List HCAD #AddressLotsBlockStatus Total Acquisition Costs 023-205-083-0020321 N First20-2583Set for Trial 5/21/13 023-207-086-0026401 N First17 & 1886**Not delinquent 023-218-007-0017503 N First17 & 18107Struck Off to LPISD (9-6-2011)$ 10,169.64 023-218-007-0032507 N First19107**Not delinquent 023-207-086-0014402 N Second14-1686Judgment signed 2/27/13 023-217-006-0026207 N Third 26 & 27106Struck Off to LPISD (2-7-2012)$ 10,269.79 023-217-006-0030217 N Third30-32106Struck Off to LPISD (2-7-2012)$ 15,404.63 023-217-006-0003226 N Third3 & 4106Req'd perm to sell 3/11/13 In the process of requesting an attorney 023-216-004-0019505 N Fourth19-22104Ad Litem Intervention with the county; the def was 023-216-004-0023517 N Fourth23-25104just served 2/27/13. We submitted a request to the court to have the Ad Litem appointed and are just 023-217-005-0001530 N Fourth1-3105waiting on it to be signed. 023-217-005-0007518 N Fourth 7-9105**City purchased in February 024-039-030-0001606 N Fourth1-6 & N 10ft 7330Struck off to City (8-7-2007)$ 121,319.59 024-039-030-0015630 N Fourth14-16 & S 5ft 13330Struck off to the City (8-7-2007)$ 10,196.56 023-197-066-0023217 N Fifth23 & 2466Set for Trial 3/19/13 023-197-065-0005222 N Fifth5-765Sold to City for HOME Grant 023-203-079-0019305 N Fifth19 & 2079Deferral on account Judgment was submitted to the court on 023-204-080-0013306 N Fifth13 & 14803/6/13 waiting for it to be granted. 023-198-067-0022211 N Sixth22-24 67Set for Trial 3/18/13. 023-197-066-0007216 N Sith7 & 866Struck Off to LPISD (9-6-2011)$ 10,169.64 suit is filed we are waiting on service to be 023-203-078-0019305 N Sixth19 & 2078completed. 023-209-000-0032406 N Sixth11 & 1290Set for Trial 4/10/13. 023-202-077-0025319 N Seventh25 & 2677Struck Off to LPISD (7-3-2012)$ 3,159.22 023-198-068-0023213 N Seventh23 & 2468Collection efforts in progress. Additional Properties Identified 024-039-030-0027N Fourth8-9 & S 15 ft 7330Struck Off to City (8-7-2007)$ 7,370.29 024-208-089-0027N Fourth27 & 2889Struck Off to City (8-7-2007)$ 6,446.56 Grand Total$ 194,505.92 Residential Only$ 73,186.33 Note: Total Acquisition cost includes the lesser of adjudged value or N Fourth Property added to the list is an adjacent parcel to 606 606NFourth 0N.Fourth 630NFourth 217NThird 503NFirst 207NThird 0NFourth 319NSeventh 216NSixth Legend Parcels Streets City Limits Railroad Drainage Channels Disclaimer: This product is for informational purposes and may n only the approximate relative location of property boundaries. G or warranty as to the accuracy of this product or to its fitness the City of La Porte from any damage, loss, or liability arising 1 " = 617 ' City of La Porte La Porte GIS Mapping I 604 W. Fairmont Parkway La Porte, TX 77571 (281) 471-5020 www.laportetx.gov REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibit: Estimated Cost Budgeted Item:YESNO Exhibit: Estimated Hotel/Motel Fund Balance SUMMARY & RECOMMENDATION This item has been placed on the agenda at the request of Councilperson Kaminski. The Heritage Society has requested that the City consider constructing an enclosed storage garage for a Model T car. The requested garage would be constructed adjacent tothe existing depot museum. Staff has researched the costs to construct an enclosed structure, which would include a concrete pad, metal building, and automatic door.Estimated total cost is $135,000. This would be an eligible Hotel Motel Fund expenditure. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date 2013 DEPOT - GARAGE and STORAGE BUILDING DescriptionCost Est. Design & Reimbursables$ 11,000 Earthwork$ 15,000 Building & Site Improvements$ 78,200 Special Reviews & Inspections$ 1,500 Material Testing$ 3,000 General Conditions$ 16,776 Construction Contingency$ 9,320 TOTAL$ 134,796 City of La Porte Hotel/Motel Occupancy Tax Fund (037) Summary Plus 12-13 Revenues: Less 12-13 Expenditures: REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Stephen Barr Account Number: Department: Parks & Recreation Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibits: Budgeted Item:YESNO SUMMARY & RECOMMENDATION This item was placed on the agenda at the request of Councilman Moser. The Parks & Recreation Department offers a variety of summer recreation activities at its recreation centers each summer, including Track & Field, Basketball Camp, a Summer Camp Program at Evelyn Kennedy, and recreation summer programs at Brookglen and Northside Parks.The Police Department D.A.R.E. program also offers a Safety Camp, four times during the summer with different safety aspects featured for each camp. Our traditional Summer Camp programming is restricted as to the number of kids who can participate, mainly due to limitations on staffing levels and very limited transportation. Summer Camps are offered for ages 6-12 for three one-week sessions at the Evelyn Kennedy Civic Center for $60 for each of the three week sessions.Evelyn Kennedy Civic Center was chosen for the traditional Summer Camp because of its central location when compared to the other two centers. For a number of years, the City worked with Harris County to provide a summer camp program at Northside Park. In addition to the County Summer Camp, the City participatedin a free lunch program through a federally funded program administered by the City of Houstonthat is open to anyone. The Summer Camp program was cut by Harris Countyafter the summer of 2010 due to extreme budget constraints brought about by the recession. The City of Houston Summer Lunch program has continued and runs from approximately 3 days after school lets out, through the rd second week in August (school starts back on August 23). Parks and Recreation implemented a substitute program in 2011 thatwas able to duplicate some of the Harris County program that was eliminated. Some highlights of that summer program are as follows: Starting when school is out, the Northside Center is open from 10am until 9pm each weekday Lunch is served at 11am to any person under the age of 18, who signs in for the program (based on availability of meals provided for the day, which varies based on demand from the day before, and scheduled by City staff). Recreation and educational activities were scheduledthroughout the day and transportation is coordinated for some events through the Harris County bus service (i.e. trips to the San Jacinto/Wave Pools). Movies, a field trip to an Astros game, Seabreeze Fishing trips, and bowling are examples of the types of activities scheduled throughout the summer Children sign in for the meal only and are free to participate in the scheduled activities, or not, throughout the day. This differs from the Harris County Summer Camp, which required participants to stay in the program all day, until picked up by a parent at the end of the day (the Evelyn Kennedy Summer Camp has the same restriction). Staffing and Transportation We currently have three permanent staff positions, one for each of the recreation centers. During the summer months, we supplement the regular staffing with four seasonal employees, normally high school students who help keep order, organize games and activities, and generally support the regular staff during the special events and camps. Two are assigned to Jennie Riley/Charles Walker Recreation Center, one at Evelyn Kennedy Civic Center, and one at Brookglen Recreation Center. For the three weeks of the traditional Summer Camp, staff is redistributed with 4 staff at EK, 3 at Northside, and 1 at Brookglen. Total P&RD summer staffing for recreational programming, including all summer special events, camps, recreation center operation, D.A.R.E. and Track and Field, and two supervisors, is eleven. Transportation for these programs is shared with the Senior Program and the Special Needs Program. We have one bus each and one van each, assigned to these two programs, and a single van assigned to Recreation.The Senior and SP buses and vans are scheduled in advance for the whole summer with each of those programs getting top priority for their own use. The Recreation programs get the remainder of the time that is not being used by the Senior and Special Programs. Our biggest limitation for expansion is that our five transportation units are shared by the two other programs (Seniors and Special Programs) so the bus and van time has to be shared between all the competing groups. Comparisons Northside summer program provides needed meals as well as recreation opportunities, in a less structured environment. Traditional Summer Camp at Evelyn Kennedy provides more structured, supervised setting where children are not givenaccess to come and go. When the County co-operated the Northside Camp, there were two separate operations; the county’s camp, while free of charge was exclusive in that the parental authorization for participation was required; the City operated one was “participate if you like”; but both groups were able to participate in the free lunch program. While the Northside program is free of charge and lasts allsummer, the Evelyn Kennedy Camps consists of three one week sessions and participants are charged a $60 weekly fee for participation. The $60 goes to pay for the special events (i.e. bowling, Wave Pool, movies, snacks, etc.) that take place during the week. During the time that the summer camp sessions are not taking place at Evelyn Kennedy and Brookglen, staff also provides a program very similar to that at Northside, without the meals program. The traditional programs at Evelyn Kennedy have, for the mostpart, been at capacity for the past three years. According to staff, attendance at the Harris County structured camp conducted at the Northside Park had dwindled down to 10-15 regular participants by 2010 (the City program enjoyed continued high participation, mainly because it was “come and go as you will”). Proposed Program Changes for La Porte Should Council make the determinationthat expanding the summer camp programming, staff is prepared to implement two changes for summer 2013. First, the maximum capacity for each of the one-week camps can be increased to a number that can still be accommodated by our existing transportation. Currently, class size is capped at 20 participants,which iseasily accommodated with the bus. We could raise the cap to 39participantsby utilizing both the bus and the van for transportation. For the weeks of the upcoming campsat Evelyn Kennedy, the bus has been reserved for camp useand the van is dedicated for recreation programs. Secondly, staff cancontinue the expanded recreation programing at Northside, with the less structured environment as we have been. Additionally, as an added recreational opportunity, staff has discussed feasibility of allowingchildren from the Northside Park area, whose parents are interested in the more structured concept, to sign up their children to participate in the Evelyn Kennedy program, at no charge, for up to the 19 new available slots. Transportation could be provided from Northside to Evelyn Kennedy each morning and afternoon. By offering those slots early as “first come, first served”, staff could gauge the interest. If those slots were unfilled, they could be offered to La Porte citizens as additional slots to the 20 currently available. Revenue shortfall from Northside participation, would amount to about $3,300 for the three week sessions, if all 19 slots were filled. An added feature would be to allow the children enrolled in the Evelyn Kennedy program to partake ofthe free meals at Northsideby transporting them over from EK at lunchtime. Council Direction Our current program charges $60 per session, which essentially covers basic costs for field trips, some lunches (field trips), and supplies. Staffing and transportation units are absorbed as a fixed budgeted cost through the general fund. We do not have a reduced rate for those on financial aid; our rates are comparable to those charged at other cities in our area, for all children. Does the City want to move in the direction of additional subsidies for recreational amenities for those unable or unwilling to pay for that amenity? Does the City want to expand the age group upward and or downward to include more children? It should be noted that the 6-12 age group (latchkey kids) is the most vulnerable when left unsupervised and has traditionally been the target for summer programming. Moving the age downward increases the costs exponentially with increased standards of care,staffing, etc. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Stephen Barr Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibits: Trail/Sidewalk Presentation Budgeted Item:YESNO SUMMARY & RECOMMENDATION This item has been placed on the agenda at the request of Councilman Martin.Councilman Moser has also requested that the Northside Linear Park trail be considered at the Retreat and this item is covered within this presentation, as well. The City has a Trail Masterplan in place currently. Since its adoption inJune 2003,significant progress has been made towards implementation and construction of recommended trail segments. The current Council policy direction received has been to place additional trail construction on holdin order to focus on other infrastructure needs. Assuch, no trails/sidewalks have been added to the City’s inventory in the past two fiscal years. Staff has included a presentation outlining where we are today, alternative options for trail/sidewalk construction that are more cost effective than full concrete, and information on the extension of the E. St linear park. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCILAGENDA ITEM Budget Agenda Date Requested: April 13, 2013 Source of Funds: N/A Requested By: David Mick Account Number: Department:Public Works Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibit:Draft 3 Yr CIP (Current Funding) Exhibit: Draft 3 Yr CIP (Additional Funding) Budgeted Item:N/A – For Discussion SUMMARY & RECOMMENDATION Staff presented a high-level summary of potential utility and street funding needs at city council’s March 25, 2013 meeting. Prior tothis meeting, staff received a request from Mayor Rigby that a multi-year street improvement program be included with the Pre-Budget Workshop information. The information is provided with this summary. th A few thoughts or ideas to supplement the March 25 presentation in summary fashion: A stable, long-term funding plan drives the organization. This is especially true for public works.Whenfuture capital improvement funding levels are uncertain or year-to- year, then staff’s outlook is more inclined to be year-to-year as well. On the other hand, if there is stability in the funding model that allows Public Works staff to anticipate a level of funding over the next six to seven years that is sufficient enough to develop a logical, systematic replacement and system improvement program, then staff’s outlook is now at least that far out and hopefully beyond. Streets and utilities often go hand-in-hand and so both are included on the attached draft multi-year CIP plan. The Farrington Boulevard Improvement project is a good example of a street improvement project triggering the need for associated utility work. Even with the attached shorter-term 3-year plan (as opposed to a 5-year plan that would be staff’s ultimate goal) it becomes apparent that a consistent, stable capital improvement program sets a lot of things up from an organization standpoint. In-house designs are slotted out for consistency year to year, grant opportunities are more recognizable when the organization is operating with a longer range CIP plan, utility replacement projects can be well coordinated with streets and drainage projects reducing the unit cost for each component, public works employees know not to spend significant resources repairing roadway segments that will be replaced in 3 –5 years, city debt and other financial decisions are made with a consideration of the longer term needs of the city. th At the March 25meeting, staff recommended an annual Utility Capital Improvement Program of at least $2-million/year. This funding level is essential in staff’s opinion. Staff also suggested a streets maintenance budget of $3.5-million/yearat the same council meeting.Contrary to the Utility CIP recommendation, this request may or may not be necessary –it depends on the level of service desired by city council.Cracked streets, though perhaps not aesthetically appealing, can still be very serviceable. This may be a better alternative to some residents than spending $3.5-million/year. That is as long they can get in and out of their driveways, their ride isn’t so rough that it becomes a distraction, they can get to where they need to go and emergency vehicles and school buses can get to them. It comes down to what the residents and the city council members prefer. However, staff does recommend a minimum funding level of $2.5-million for streetsso that the cost of deferred maintenance does not become too overwhelming in the future. $2.5-million for streets represents a $1.63-million increase inthe current streets funding. Regarding the two alternate CIP plans that are attached, the first plan assumes existing funding for streets and that sufficient funding is allocated to the Utility program to at least fund the sanitary sewer overflow projects that the city is committed to complete through an existing agreement with TCEQ. The second plan 3-year CIP assumes the $3.5-million/year streets + $2.0-million/year utilities CIP funding ($5.5-million/year; $16.5-million total over the three year program) that was proposed during staff’s March 25 presentation with $0.218-million coming from the drainagetax. Essentially the $3.5- million for streets would also be contributing toward drainage and utility funding shortfalls to fully fund the projects. The draft CIP plan that is provided as an alternate to the current funding plan isn’t a firm recommendation but is provided more to illustrate a “what if”. That said, there was considerable thought put in to the plan provided. Eventually the 3-year plan would evolve to a 5-year plan that would be included with the annual budgets approved by City Council with staff working even a year or two beyond the 5-year plan. STREETS: The annual streets maintenance goal provided in the draft City Strategic Plan is 1.5-miles to 2.0- miles concrete streets + 4.0-miles asphalt streets. 5.5-miles to 6.0 miles total concrete + asphalt street each year. Next 3 Fiscal Years – Current Budget Option ($870,000/year): $2,610,000 total (excluding city crew time and materials) FY 14 FY15 FY16 Total (miles)(miles)(miles)Miles Concrete Street Reconstruction0.4000.4 Asphalt Street Resurfacing01.51.53.0 City Crews Reconstruct Asphalt Street1113.0 City Crews Chip Seal Surface2226 Conc. Street Design going into FY 181 Next 3 Fiscal Years – Option to Add $2,635,000/year ($3,505,000/year total): $10,515,000 total (excluding city crew time and materials); Includes $8,339,000 allocated specifically for streets, $234,000 to the Utility Fund to supplement the $2,000,000Utility Capital Improvement Funds to pay for portion of the utility relocates associated with street improvement projects, and $1,942,000toward the cost of drainage-related construction assuming $218,000 total from the Drainage fund over this 3-year period. FY 14 FY15 FY16 Total (miles)(miles)(miles)Miles Concrete Street Reconstruction0.72.303.0 Asphalt Street Resurfacing20.5810.5 City Crews Reconstruct Asphalt Street1113.0 City Crews Chip Seal Surface2226 Conc. Street Design going into FY 182 While the $3,505,000/year option does not quite meet the strategic plan goal for linear miles of concrete and asphalt street rehabilitated, still to be considered with both of these alternatives is the potential for Harris County participation in an upcoming program to overlay county and city streets as part of a county resurfacing project. The scope and budget of the county project has not been determined, but based on what the county has proposed in other jurisdictions, an increase of 5to 7-miles of asphalt resurfacing to either of the above scenarios may not be out of the question. UTILITIES: As the Utility budget is currently structured, there are no funds available next year for Utility CIP projects. Short-term funding solutions (one-time transfers, offsets, loans, etc.) may help staff to expand their year-to-year planning outlook by a year or two but for only as long as the short term solution is in effect. As mentioned earlier in this report, staff considers the $2-million/year minimum Utility CIP request to be essential. Action Required by Council: None. Approved for City CouncilAgenda: Corby D. Alexander, City Manager Date 1502060230 1212 1212 500200250950 300100100500 2525 350350 500500 150150 3030 7070 3030 Utility Only Projects 350350 185185 3535 2929 4545 125125 200200 500500 7575 Drainage Only Projects 1,3006505002450 1,5002006002300 250250 150150 3030 7070 3030 2525 2002575300 753025130 Utility Only Projects 350350 300300 4040 475475 4545 150150 Drainage Only Projects 450600500 150 30 70 30 1500 225 300125350240 6550 1502060230 1212 Scotchmoss House # 3210 20 1220 12 500200250950 0100400500 300100 2525 350350 500500 150150 3030 7070 3030 Utility Only Projects 350350 185185 3535 2929 4545 125125 200200 500500 7575 Drainage Only Projects Asphalt Streets Resurfaced - Bay Terrace Subdivision ($0.5-million current estimate. Resurface the portion of the subdivision that budget permits.) 34013003401150 650500 1,5002006002300 250250 150150 3030 7070 3030 2525 2002575300 753025130 Utility Only Projects 350350 300300 4040 475475 4545 150150 Drainage Only Projects Design Catlett, Belfast [Valleybrook to Farrington]_Pineybrook Street [Antrim to and incl. Carlow Intersection]_Dranage_Improvements1504502060060500 150 30 70 30 2020 300100400 150150 7070 3030 Utility Only Projects 350350 185185 3535 Drainage Only Projects 340340 250250 150150 3030 7070 3030 Utility Only Projects 350350 300300 4040 Drainage Only Projects 1502060 150 30 70 30 215 225 Utility Only Projects 350 REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Course photos Budgeted Item:YESNO SUMMARY & RECOMMENDATION This item has been placed on the agenda at the request of Mayor Rigby. Many improvements have been completed at Bay Forest Golf Course since its original construction in 19987-88. One area of the course that has been identified for maintenance isthe fairwayareas. Many fairways are severely rutted and bumpy due to shiftingsoils since course construction. As soil expands and contracts, it creates peaks and valleys, which then creates drainage issues in isolated locations throughout the fairways. Staff proposes addressing the entire course over two budget years, with nine holes being addressed each year. Repairs would consist of using sand to fill and smooth out rough areas, installing new sod as needed, irrigation repairs, worn areas along cart paths, practice areas, and clubhouse. The estimated annual budget to completerepairs, similar to what has been completed on Hole 16, for each set of 9 holes is $85,000. It should be noted that not every hole would need new sod and irrigation repairs, as was done on Hole 16. Scope of work for each hole will be dictated by conditions on each fairway. Atotal budget allocation of $170,000 is needed to address all 18 holes. A breakdown of the $85,000 per nine holes is as follows: Sand and sod ($40,000) Irrigation supplies, such as pipe, sprinkler heads and satellite stations ($20,000) Equipment rental ( $5,000) and Overtime ($20,000) Given that the sod and repaired areas will need to grow in, repairs must be done during the summer months. This project would interrupt play during the week. The back nine is the first priority. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date Hole 16 Improvements Fairway Conditions REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibit: Lost Home Value of Buy Out Lots Budgeted Item:YESNO SUMMARY & RECOMMENDATION This item has been placed on the agenda at the request of Councilman Engelken. Harris County Flood Control has administered a program to purchase homes with repetitive flooding within the Brookglen neighborhood. To date, 43 homes have been bought out utilizing this program. The buy-out program has had negative effects within theneighborhood and remaining homes, such as: Homeowners cannot sell their homes due to the condition of the neighborhood; The buyout lots have become eye sores because they are not being maintained adequately by Harris County Flood Control; Insurance rates for the remaining homeowners has quadrupled; Net loss in property value to the City for buy-out lots is $4,083,650, resulting in loss of $28,993 annually in ad valorem revenue. Councilman Engelken has requested that the City file a formal complaint withthe Department of Justice against Harris County Flood Control for deceptive and unfair administration of the buy- out program. Legal assistance will be required to draft and provide liaison assistance between the City and the Department of Justice. Staff is estimating a budget between $5,000 and $10,000 for this issue. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date +7,703 -2,821 -112,000 -100,801 -90,748 -99,509 -111,639 -87,147 +6,536 +8,006 +4,000 +4,310 +8,799 +6,941 -2,781 +7,066 +7,641 -9,189 +6,197 +797 +6,872 -6,538 +566 +7,852 -4,474 -6,002 +8,759 +20,233 +7,480 +6,492 +1,247 -119,755 -98,717 +2,497 +8,699 +1,006 -92,730 -94,806 -93,958 -105,028 -123,592 -93,042 -85,891 -111,841 -98,980 -92,007 +574 +21,649 +10,823 BROOKWOOD DR REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibit: Presentation Budgeted Item:YESNO SUMMARY & RECOMMENDATION Staff has prepared a summary of major capital improvement projects that will be included in the upcoming 2013-14 budget and beyond. The projects included in this presentation fall into one of the following categories: They are required by a state agency; They are recommended by national industry standards; They require commitment of multi-year funding in order to implement; or They are required due to equipment obsolescence. The projects identified do not represent a full listing of projects for the capital budget, which will be reviewed by staff, management, and the Council during the budget workshops in August. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Katherine Anderson Account Number: Department: Human Resources Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Exhibit: Presentation Budgeted Item:YESNO SUMMARY & RECOMMENDATION Each year the Chapter 172 Board makes recommendations to Council regarding the plan design and funding of the self-insured Medical Plans. The purpose of this presentation is to give Council an update on the current financial status of the plans and to get input on potential opportunities for savings and improvements to the plan design. The opportunities are designed to improve the wellness of the City employees, maintain competitive benefits and ensure the sustainability of the Fund. The Plan experience is showing positive results from the design changes implemented January, 2011. There are, however, opportunities for improvement for the covered employees and their dependents. In particular, the Board would like to explore several weak areas such as: prescription drug improvements, wellness initiatives, subsidizing dental benefits andproviding a free health plan for employee only coverage. Prior to researching these and other potential changes, the Board is requesting direction from Council to ensure that we are moving in a direction that is consistent with the desire of the Council. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Budgeted Item:YESNO SUMMARY & RECOMMENDATION As part of the City’s commitment towards continual improvement, staff is proposing additional audits of various City functions, services, and departments.At this time, staff is proposing a revenue audit of the City’s franchise agreements and other key revenue sources, such as the Industrial District Agreements and sales tax.There are several different ways this can be achieved. Some of the revenue sources are very specialized, such as the gas and electric sectors, and the City may be better served to engage an industry consultant to conduct the audit and evaluate the submittals from the respective franchise utilities. As a starting point for discussion, staff contacted the current City auditor and requested an estimate based on the following scope of servicesprovided by a single firm, as opposed to splitting out evaluation areas among multiple firms: all Review transactions for key revenue sources- all franchises, in lieu of payments, and sales tax Review the processes and procedures regarding the submission and verification of revenues associated with each revenue source Recommend changes to enhance collection and reduce likelihood of lost revenue However, the auditor provided an approximate estimate of between $15,000 and $17,000 to conduct a complete review of the in lieu of payments only.It was recommended that the City engage a separate form to review the franchises based on the expertise required. Should Council desire to move forward with this audit area, staff will complete more extensive research on potential firms and pricing to assist with the audit. Staff is also asking for Council input on additional areas for studythat may be more urgent than the revenue review. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 13, 2013 Source of Funds: Requested By: Traci Leach Account Number: Department: Administration Amount Budgeted: Report: Resolution: Ordinance: Amount Requested: Budgeted Item:YESNO SUMMARY & RECOMMENDATION At one time, the City had budgeted funds in the Capital Improvement Program to for partnership projects between athletic associations, homeowners associations, and the City. The City budgeted between $20,000 and $40,000 annually to complete cooperative projects with these community groups. Examples of projects completed include the landscaping and play equipment with the Glen Meadows HOA, installation of the Ansel hood in the concession stand with the Rodeo Association, and shade structures and storage building installation with Girls Softball. In its previous form, the program parameters were as follows: Each partnership project had a maximum City contribution of $5,000. Each association could receive funding for one project per year. Projects were based on first come, first served basis. Projects needed to benefit the entire association/member group In 2010,the City eliminated this line item from the CIP budget due to lack of projects. The City would review individual requests from associations on an individual basis. During the past two years, there have been no requests, until the past three months. TheCity has received two partnership requests from HOAs for participation on projects. Staff recommends re-instating the partnership program at the $20,000 level and would like an opportunity to use the upcoming budget year to more heavily advertise it to the associations within the City.The parameters that were in place previously worked well and would be reasonable to include moving forward. Action Required by Council: None. Approved for City Council Agenda Corby D. Alexander, City Manager Date Council Agenda Item April13, 2013 3.RECEIVE DIRECTION FROM COUNCIL ON UPCOMING 2013-14 FISCAL YEAR BUDGET 4.COUNCIL COMMENTS 5. EXECUTIVE SESSION 6.RECONVENE . 7.ADJOURN ***********************************************************************************