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Home My WebLink About07-26-21 Regular meeting of La Porte City Council - CC attendance policy Office of the Mayor WHEREAS,Linda Waringis a La Porte native who graduated from LPHS in 1967, whereupon she began her career as a versatile and highly respected drummer in the music business; and WHEREAS,one of the first groups Linda was in was called Gritz, whichplayed the coolest Texas venues of the time,including Love Street Light Circusin Houston and San Antonio and Vulcan Gas Companyin Austin, and was a featuredattraction at the 1968 Hemisfair inSan Antonio;and WHEREAS,Linda went on to become well-known nationally and internationally, recording for Capitol Records and with such names as Leon Russell, Kinky Friedman, and Delbert McClinton, and even drumming in a band that opened for Led Zeppelin; and WHEREAS,in 1982, Linda received the coveted Buddymagazine"Texas Tornado" award for recognition in drumming and being one of the best musicians in Texas. She retired in 2015, but still plays part-time in Dallas/Fort Worth and continuesto inspireallmusicians. I, Louis R. Rigby, Mayor, do hereby proclaim July 26, 2021, as NOW, THEREFORE, Linda WaringDay In Witness Whereof: I have hereto set my hand and caused the Seal of the City to be affixed hereto, th this the 26day ofJuly, 2021. Office of the Mayor WHEREAS,Nicholas Canales is a passionate first-generation golfer who hopes to play collegiate golf and compete on the PGA Tour; and WHEREAS,Nicholas his junior year golf season by winning District, competing in Regionals,and qualifying for State. He continued his success this summer by competing in a First Tee National Championship at Clemson th University, placing 6overall, and playingin his first AJGA Tournament,in St. Louis, winning the tournament by shooting 5 under;and WHEREAS,with a lot of hard work, support, and encouragement Nicholashas experienced rapid achievementat a high level for a junior golfer. HewillcontinuehisyearbyplayingtwomoreAJGA TournamentsintheDallasareaandrepresentingtheFirstTeeofGreaterHouston,aswellas, LaPorte,atthePureInsuranceTournamentinPebbleBeachinSeptember,whichwillbebroadcast onGolfChannel; and WHEREAS,Nicholas is thankful for thesupportofLaPorteHighSchoolgolfcoachesEltonandChad Forbus,golfequipmentspecialistSeanVince,golfswingcoachChaseCooper,thestaffatBayForest GolfCourse,theFirstTeeofGreaterHouston,andhisfamilyandfriends. I, Louis R. Rigby, Mayor, do hereby proclaim NOW, THEREFORE, July 26, 2021, as Nicholas CanalesDay In Witness Whereof: I have hereto set my hand and caused the Seal of the City to be affixed hereto, th this the 26day ofJuly, 2021. Service Awards July 26, 2021 Tonight, we will recognize two Public Works employees for their years of service. Jacob Deering (10 years) Jacob has served the La Porte community as a Solid Waste worker since joining the team in July of 2011. As you know, this is one of the toughest jobs in the City, working in the heat, rain, cold, etc. Whatever the conditions, Jacob has performed his job well and we are glad to recognize him tonight. Thank you Jacob for the work you do. Tim Wells (20 years) Tim joined the La Porte team in July of 2001 and was quickly promoted to Senior Equipment Operator in October of that same year. On his most recent evaluation, Tim was recognized as a role model for others in his division, his commitment to teamwork, and perfect attendance. Thanks Tim for all the great work you do. Ɠķ 9ƒƦƌƚǤĻĻ ƚŅ ƷŷĻ Ћ vǒğƩƷĻƩ ŅƚƩ ЋЉЋЊ IğƌĻǤ tƚĭƚĭƉ LƓƭƦĻĭƷźƚƓƭ {ĻƩǝźĭĻƭ /ƚƚƩķźƓğƷƚƩ Haley joined the La Porte team in October of last year as the Inspection Services Coordinator. In that role, she provides oversight of the permitting process by addressing the needs of both external and internal customers. While she has been here less than a year, Haley has already made several impactful contributions to the division: She has played a major role in transforming the permit process from paper based to digital. This saves customers time and money, makes the process more efficient and environmentally friendly. She has reviewed all permit forms and made improvements that clarify and simplify. Haley is the point of contact for contracted engineers, and has taken it upon herself to learn more about the engineering process so that she can better serve our customers and communicate more effectively with the engineers. This has saved a lot of time and improved the customer experience. Haley sets a great example for the division and all employees with her work ethic and positive attitude. She is typically one of the first employees into the office each day and her leadership has ef as effective a leader without Haley on my staff. I include her in many of my activities because she has earned my trust and respect and I know she is The permit division is a front line team and interactions with residents, contractors, and other customers there impact the image and reputation of the City as a whole. continually improve the customer experience reflect positively on the entire organization. Please join me in thanking Haley for her great work and congratulating her as our Employee of the Quarter. Ɠķ 9ƒƦƌƚǤĻĻ ƚŅ ƷŷĻ Ћ vǒğƩƷĻƩ ŅƚƩ ЋЉЋЊ Wƚƭŷ ŷĻĻƌĻƩ /ƚƒƦǒƷĻƩ {ǒƦƦƚƩƷ {ƦĻĭźğƌźƭƷ LLL Josh has been a member of the La Porte team since September of 2018. In his role, Josh primarily deals with end users (employees) to resolve a wide variety technology related issues. This runs the gamut from software issues for office based employees to hardware installation and he was nominated this quarter by a customer in the Police department. Lt. Bennie Boles ich include a large amount of technology. In nominating Josh for this recognition, Lt. Boles shared the following: He listens closely to the issues and is willing to look outside the box to deliver excellent customer service. He is incredibly knowledgeable across all areas related to IT. He does not quit until he finds a solution. His customer service is a credit to himself, the IT Department and the City. I do not believe I have ever seen Mr. Wheeler have a bad day. Even in the most challenging situations he is a professional and a pleasure to work alongside. This may sound like he is simply doing his job, but be assured keeping up with equipment and working with a 24 hour a day department is no small task. Our citizens are better served through his ability to Please join me in thanking Josh for his service to the La Porte community and congratulating him as the Employee of the Quarter. LOUIS R. RIGBY BILL BENTLEY Mayor CouncilpersonDistrict 3 BRANDON LUNSFORD THOMAS GARZA CouncilpersonAt Large A CouncilpersonDistrict 4 BRENT McCAULLEY JAY MARTIN CouncilpersonAt Large B Mayor Pro Tem TREY KENDRICK CouncilpersonDistrict 5 CouncilpersonDistrict 1 ROBBIE McLARRIN CHUCK ENGELKEN CouncilpersonDistrict 6 Councilperson District 2 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF LA PORTE JULY12, 2021 The City Council of the City of La Portemet in a regularmeetingonMonday, July 12, 2021,at the City Hall Council Chambers, 604 West Fairmont Parkway, La Porte, Texas, at 6:00p.m., with the following in attendance: Councilpersons present: Louis Rigby, Brandon Lunsford,Brent McCaulley,Chuck Engelken,Bill Bentley(left meeting following executive session),Thomas Garza,Jay Martin,Robbie McLarrin Councilpersons attending remotely: None Councilpersons absent: None Council-appointed officers present: Corby Alexander, City Manager; Lee Woodward, City Secretary; Clark Askins, Assistant City Attorney CALL TO ORDER Mayor Rigbycalled the meeting to order at6:00p.m. 2.INVOCATION The invocation was given by Pastor Philip Dunn, Lighthouse Baptist Churchand pledgeswereled by CouncilpersonBill Bentley. 3.PRESENTATIONS, PROCLAMATIONS, AND RECOGNITIONS a.Proclamation Parks and Recreation Month \[Louis R. Rigby, Mayor\] b.RecognitionofCityemployeesforyearsofservice\[LouisR.Rigby,Mayor\] 4. CITIZENCOMMENT(Generally limited to five minutes per person; in accordance with state law, the time may be reduced if there is a high number of speakers or other considerations.) Tomas Guillenspoke about access and zoning issues with lotshe owns on a street the City has closed. Sue Sabin shared her questionsabout the proposal for a new City Hall, the the Golf Course, and therecentPlanning and Zoning Commission decision in the Lomax area. 5.CONSENTAGENDA(Approval of Consent Agenda items authorizes each to be implemented in accordance with staff recommendations provided. An item may be removed from the consent agenda and added to the Statutory Agenda for full discussion upon request by a member of the Council present at this meeting.) ApprovetheminutesoftheJune 28,2021,City Council meeting.\[LouisR.Rigby, Mayor a.\] b.Authorize the City Managerto execute a contract with Techline Sports Lighting, LLC under Texas Buy Board Contract No. 592-19, in the amount of $363,370.00, with a contingencyof $26,075.00, for a total authorization of $389,445.00, for the purchase and installation ofnewlight fixtures on the softball fields and soccer field at Little Cedar Bayou Park.\[Lindsay French, Interim Director of Parks and Recreation\] c.Adopt Ordinance 2021-3839 awarding RFP #20501 for Delinquent Tax CollectionServices and authorizing a contract with the firm of Perdue, Brandon, Fielder, Collins & Mott LLP. \[Michael Dolby, Finance Director\] d.Adopt Ordinance 2021-3838 authorizing the issuance of approximately $13.5 million of Cityof La Porte, Texas, Certificates of Obligation, Series 2021, and other related matters.\[Michael Dolby, Finance Director\] Page 1of 3 July 12,2021,Council Meeting Minutes Mayor Pro Tem Martin moved to amend the June 28, 2021, minutes to include the comments made by the Mayor during Council Comment; the motion was seconded by Councilperson McCaulley. Councilperson Garza moved to amend meeting be included verbatim; the amendment did not receive a second and was not considered. The main motion was adopted. 7-1. Councilperson Garza voting against. Councilperson Engelken moved to authorize the City Manager to execute a contract with Techline Sports Lighting, LLC under Texas Buy Board Contract No. 592-19, in the amount of $363,370.00, with a contingency of $26,075.00, for a total authorization of $389,445.00, for the purchase and installation of new light fixtures on the softball fields and soccer field at Little Cedar Bayou Park; the motion was adopted, 8-0. Councilperson Engelken moved to adopt Ordinance 2021-3839 awarding RFP #20501 for Delinquent Tax Collection Services and authorizing a contract with the firm of Perdue, Brandon, Fielder, Collins & Mott LLP; the motion was seconded by Councilperson Bentley; the motion was adopted, 8-0. Councilperson Bentley moved to adopt Ordinance 2021-3838 authorizing the issuance of approximately $13.5 million of City of La Porte, Texas, Certificates of Obligation, Series 2021, and other related matters; the motion was seconded by Councilperson McCaulley; the motion was adopted, 7-1, Councilperson Garza voting against. Mayor Pro Tem Martin moved to approve the minutes of the June 28, 2021, City Council meeting \[as amended above\]; the motion was seconded by Councilperson Bentley; the motion was adopted, 7-1, Councilperson Garza voting against. 6. STATUTORY AGENDA a.Presentation and discussion and possible action to provide staff direction on option of posting a sign at the entrance of an open governmental meeting prohibiting unlicensed concealed and open constitutional carry of firearms. \[Corby Alexander, City Manager\] Councilperson McCaulley moved to direct staff to post a sign at the entrance of an open governmental meeting prohibiting unlicensed concealed and open constitutional carry of firearms; the motion was seconded by Councilperson Bentley; the motion was adopted, 8-0. b.Presentation, discussion, and possible action regarding a recommended date for holding the public hearing on the City of La Porte's Fiscal Year 2021-2022 Proposed Budget. \[Shelley Wolny, Assistant Finance Director\] Councilperson Engelken moved to approve the recommended date \[September 13\] for holding the public hearing on the s Fiscal Year 2021-2022 Proposed Budget; the motion was seconded by Councilperson Bentley; the motion was adopted, 8-0. 7.ADMINISTRATIVE REPORTS Commission meeting, July 15 Mr. Alexander said he had given Mr. Guillen his card and would be following up on his comments. 8.COUNCIL COMMENTS Hear announcements concerning matters appearing on the agenda; items of community interest; and/or inquiries of staff regarding specific factual information or existing policy from the Mayor, Councilmembers, and City staff, for which no formal action will be discussed or taken. Councilpersons congratulated Parks and Recreation staff for the wonderful jobs they do and Mr. Rodriguez for his 30 years with the City of La Porte; urged support of construction of a new City Hall and midpoints or shared the belief that the budget was the most important business the City does; asked the Council to reconsider the signs currently outside City meetings restricting open carry; expressed disagreement with a plan to build a new City Hall and encouraged the public to challenge elected officials for their reasoning for decisions; Page 2 of 3 July 12, 2021, Council Meeting Minutes offered appreciation for the ability to erect a flag pole at a residence; asked another member of Council to enter into public debate; and thanked the La Porte Rotary Club and City departments for the Fourth of July parade. 9. EXECUTIVE SESSION a.City Council will meet in closed session pursuant to Texas Government Code, Section 551.074 personnel matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee concerning City Manager Corby Alexander. The Council convened in executive session at 7:23 p.m. 10. RECONVENE into regular session and consider action, if any, on item(s) discussed in executive session. The Council reconvened into open session at 8:38 (Councilperson Bentley was not in attendance). Councilperson the motion was adopted, 6-1, Councilperson Garza voting against. ADJOURN Without objection, the Council adjourned at 8:39 p.m. _______________________________ Lee Woodward, City Secretary Page 3 of 3 July 12, 2021, Council Meeting Minutes REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July26, 2021 Source of Funds:015 General CIP Requested By:Ray Mayo, Director Department:Public Works Account Number:015-5059-522-1100 Amount Budgeted:$600,439 ReportResolutionOrdinance Amount Requested:$0 Exhibits:Notification and Access Report; BidTab Budgeted Item:YesNo SUMMARY& RECOMMENDATION Bid #21014 for the EMS Headquarters Dorm Addition Project was opened on July 7, thth 2021. The bid was advertised on June 10and 17, 2021in the Bay Area Observer, A total of 67 vendors were notified and 26 downloaded the bid documents.The City received five (5)bids ranging from $851,000 to $1,051,469. Constructions costs were estimated to be $610,000 by the design firm, Huitt-Zollars (April 2020) .There were apparent irregularities amongst the various bids including, but not limited to: lump sum bids submitted in place of unit price; units of measure changed from square foot (SF) to lump sum(LS)andincorrect quantity assumptionsby the bidders. Staff has identified optionsto clarify the bid documents to better communicate the intended scope of work and eliminate the opportunity forbid irregularities. Staff recommendsCity Councilreject all bidsreceived for Bid #21014for theEMS Headquarters Dorm Addition Project. Benefits: Allows additional details to be provided to clarify bid form. Allows for value engineering, if necessary. Liabilities: Every bid exceeds the project budget. Apparent inconsistencies amongst bids. ACTION REQUIRED BY CITY COUNCIL Rejectall bidsreceived for Bid #21014EMS Headquarters Dorm Addition. Approved for the City Council meeting agenda Corby D. Alexander, City Manager Date Notification & Access Report to Sealed Bid #21014 Notifications Vendor NameReason 3J Ryan, Inc.Bid Notification Advanced Facility MaintenanceBid Notification AHRG, CorporationBid Notification All Pro General Construction, Inc.Bid Notification Alpha Testing, Inc.Bid Notification aztec remodeling &landscaping companyBid Notification Baukus ElectricBid Notification BidClerkBid Notification CDC NewsBid Notification Christensen Building GroupBid Notification Civil ConceptsBid Notification Comex CorporationBid Notification ConstructConnectBid Notification Construction JournalBid Notification D DavilaBid Notification Debmar Construction, Inc.Bid Notification DH Pace Company, IncBid Notification DM Construction LLCBid Notification Dodge Data & AnalyticsBid Notification Dort & O'Connor ContractorsBid Notification DT Construction, LPBid Notification El Dorado Services Inc.Bid Notification Facility Solutions GroupBid Notification Fielder's Choice IncBid Notification Frost Construction Company, Inc.Bid Notification General Contractor Services, Inc.Bid Notification HDR Engineering, Inc.Bid Notification Hearn CompanyBid Notification HSCBid Notification ILCOR BuildersBid Notification JDC ServicesBid Notification JEBCO inc.Bid Notification Jegon Industrial LLCBid Notification Kessler PaintingBid Notification L & M Contractors. Inc.Bid Notification LEMCOBid Notification Locus ConstructionBid Notification Maguire Iron, Inc.Bid Notification McDonald ElectricBid Notification MHB Construction, Inc.Bid Notification North America Procurement CouncilBid Notification OnviaBid Notification Patak Construction, Inc.Bid Notification Performance Safety GroupBid Notification Perkens WS CorporationBid Notification Perry ConstructionBid Notification PLW Waterworks, LLCBid Notification Portfolio Builders IncBid Notification Power Vac America, Inc.Bid Notification R.H. Shackelford, Inc.Bid Notification Ramtech Building Systems, Inc.Bid Notification Reed Construction DataBid Notification RFx AnalystBid Notification road runner restorationBid Notification School Wholesale Supplies LLCBid Notification SmartProcureBid Notification South Ranger Construction Inc.Bid Notification SparkleBlastBid Notification TROJAN WORLDWIDE INC,Bid Notification TUCON, LLCBid Notification Access Report Vendor NameDocuments Aggregate TechnologiesBid 21014 EMS Headquarters Dorm Addition Final.pdf Alpha Testing, Inc.Bid 21014 EMS Headquarters Dorm Addition Final.pdf aztec remodeling &landscaping companyBid 21014 EMS Headquarters Dorm Addition Final.pdf BidClerkBid 21014 EMS Headquarters Dorm Addition Final.pdf Christensen Building GroupBid 21014 EMS Headquarters Dorm Addition Final.pdf CMD CMS Colliers Engineering & Design Comex CorporationBid 21014 EMS Headquarters Dorm Addition Final.pdf ConstructConnect Construction JournalBid 21014 EMS Headquarters Dorm Addition Final.pdf Construction Masters of Houston, IncBid 21014 EMS Headquarters Dorm Addition Final.pdf DH Pace Company, IncBid 21014 EMS Headquarters Dorm Addition Final.pdf Dodge Data & AnalyticsBid 21014 EMS Headquarters Dorm Addition Final.pdf Dodge Data & AnalyticsBid 21014 EMS Headquarters Dorm Addition Final.pdf General Contractor Services, Inc.Bid 21014 EMS Headquarters Dorm Addition Final.pdf Hearn CompanyBid 21014 EMS Headquarters Dorm Addition Final.pdf ILCOR BuildersBid 21014 EMS Headquarters Dorm Addition Final.pdf IMS iSqFt Lindsay Circle, LLC Millennium Project SolutionsBid 21014 EMS Headquarters Dorm Addition Final.pdf Nash Industries IncBid 21014 EMS Headquarters Dorm Addition Final.pdf North America Procurement CouncilBid 21014 EMS Headquarters Dorm Addition Final.pdf OnviaBid 21014 EMS Headquarters Dorm Addition Final.pdf Performance Safety GroupBid 21014 EMS Headquarters Dorm Addition Final.pdf Perkens WS CorporationBid 21014 EMS Headquarters Dorm Addition Final.pdf Perry ConstructionBid 21014 EMS Headquarters Dorm Addition Final.pdf Portfolio Builders IncBid 21014 EMS Headquarters Dorm Addition Final.pdf RFx AnalystBid 21014 EMS Headquarters Dorm Addition Final.pdf School Wholesale Supplies LLCBid 21014 EMS Headquarters Dorm Addition Final.pdf SmartProcureBid 21014 EMS Headquarters Dorm Addition Final.pdf The Blue Book Building & Construction Network TUCON, LLCBid 21014 EMS Headquarters Dorm Addition Final.pdf Tukmol General Contractor Wayne Enterprises BID TABULATION-BID #21014 EMS HEADQUARTERS DORM ADDITION Construction Masters of Perry ConstructionNash Industries Opening Date: July 7, 2021Houston, Inc.General Contractor Services Item Measure No.DescriptionUnitUnit CostItem TotalUnit CostItem TotalUnit CostItem TotalUnit CostItem Total 1 Building Addition SF$427.98$719,000.00$348.00$557,376.00$338.01$567,863.00$457.41$768,445.00 2 Parking Lot Site Work SF$18.42$132,000.00$19.00$313,240.00$55.44$397,368.00$66.76$196,554.92 Total Base Bid$851,000.00$870,616.00$965,231.00$964,999.92 REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July 26,2021 019 Drainage Requested By:Ray Mayo, Director 033 Streets Source of Funds:003 Utilities Department:Public Works 019-7071-531-1100 ReportResolutionOrdinance 019-7071-531-9150 033-7071-531-1100 Account Number:003-7071-531-1100 Exhibits:Bid Tabulation 21011;Access Report Public Purchase;Civcast Planholders Report; D&W Contractors Bid; $4,930,452.00 Amount Budgeted: $100,000.00 Amount Requested:$5,030,452.00 Budgeted Item:YesNo SUMMARY& RECOMMENDATION th Bids were received on June 29, 2021 for 7Street and Drainage Improvementsproject, Bid # 21011.Requests for bids were advertised in the Bay Area Observer, Public Purchase, Civcast and the City website. A total of 193 contractorswere notified,with 110 contractorsdownloading the bid documents.The City received nine (9) bids, with the low bid submitted by D&W Contractors, Inc. of Houston, Texas. The 7th Street Paving and Drainage Improvements project was approved by City Council in June 2019. The project began with asurvey and a Preliminary Engineering Report with engineering consultant, Cobb Fendley, andengineering services commenced in November of 2019. The project has received funding in FY 20 and FY 21 CIP budgets. The project consists ofreconstruction of streets and stormsewer along 7th Street from Main Street to Fairmont Parkway. The work consistsof replacing existing 20-ft wide asphalt roads and roadside ditches with 28-ft concrete curb and gutter road with underground storm system. The new roadway will have 5-ft wide sidewalks on both sides of the road. The new stormsewer system will connect to existing storm systems at D Street,while a new outfall, discharging into Harris County Drainage Channel (F216-00-00),will be constructed on H Street,just west of 8th Street. New storm sewer system will be placed along 8th Street from G Street to H Street and G and H Streets, th from 8th to 7 Streets. There were mathematical errors in the bid form that were corrected by the engineer and confirmed by the bidder. The corrected total amount bid for construction was $4,811,589.50. The estimated cost of materials testing will be near $30,000.00, leaving a tight construction budget. Staff requests to utilize $100,000 from drainage contingency to supplement the project, if needed. Staff believes that by utilizing unit prices, it is possible for the project to come in under budget. Therefore, staff recommends awarding Bid #21011 to D&W Contractors, Inc. Staff conducted reference checks on the vendor, which resulted in favorable recommendations. Also, this contractor has performed work within the City (Farrington Boulevard) in the past with excellent results. position was found to be sufficient to support the project requirements. Benefits: This project provides for improved drainage capacity for the area. The project will provide enhancement of the neighborhood with enclosed th drainage, concrete paving, and sidewalks on both sides of 7 Street. Liabilities: Delaying the project would likely mean increased future construction costs. Drainage would not be improved to the same extent. ACTION REQUIRED BY CITY COUNCIL th Award Bid #21011, 7 Street Paving and Drainage Improvements, to D&W Contractors Inc. and authorize the City Manager to execute a construction contract for $4,811,589.50 with material testing cost of $30,000.00 and project contingency of $188,862.00 utilizing $100,000.00 from drainage contingency account budget, as needed, for a total authorization of $5,030,452.00. Approved for the City Council meeting agenda Corby D. Alexander, City Manager Date Mathematical error on bid form, correct amount is 4,811,589.50 56,500.00 4,811,589.50 56,500.00 4,811,589.50 REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July 26, 2021 034 ESD Fund Requested By:Source of Funds: Carl Holley, Chief Department: Fire 522-8021 Account Number: $60,000 Amount Budgeted: ReportResolutionOrdinance $58,459.92 Amount Requested: Exhibits: Vehicle Up-fit Equipment Quotes Budgeted Item:YesNo SUMMARY& RECOMMENDATIONS During the FY 2020-2021 Budget process, La Porte Fire Departmentstaff coordinated replacement of three (3) duty vehicles with quipment Services division.A2021 Chevrolet 2500 pickup and two 2021 Chevrolet Tahoeswere purchased. The pickup will be used by the current Engineer Operator IIposition and the Tahoes will be assigned to the Fire Chief and the Assistant Fire Chief. All three vehicles are replacing vehicles currently in the LPFDfleet. Only the cost of the vehicle replacement was set upthrough vehicle replacement, as up-fittingof LPFDvehicles has typically been handled by LPFDstaff through general operating budget. LPFD fleet vehicles will now include up-fitting in vehicle replacement costs. Each of the vehicles has specifications set for equipment to be installed, including lights, sirens, radios, graphics, tool mounts, equipment compartments and command boards. These specifications were sent out for bids from suppliers and submitted to Purchasing for approval.The winning bid amount for each of the Tahoes was $16,066.79 andthe 2500 Pickupwas $26,326.34 for a total of $58,459.92. Miscellaneous: a)The vehicles listed in this agenda request replace existing vehicles that are now at the end of their service lives with funding from the Vehicle Replacement Fund. b)The budgeted amountslisted in the table for the up-fitting of three vehicles represent the total funds requestedby LPFDand approved by City Council in the FY 2020-21budget. The Purchasing Division of the Finance Department has reviewed the recommendation for equipment purchases and is in support of this recommendation.LPFD staff is requesting City Council to proceed with the up-fitting of three (3) La Porte Fire Department duty vehicles. ACTION REQUIRED BY CITY COUNCIL Approve the up-fitting purchase of two Chevrolet Tahoes and one Chevrolet 2500 pick-up for $58,459.92 for the La Porte Fire Department. Approved for the City Council meeting agenda Corby D. Alexander, City Manager Date BidTabulationtoSealedBid#21021FireDepartmentVehicleUpfitting UltimateLightingSolutionsFarwestSpecialtyVehicles DescriptionQTYUoMUnitPriceTotalPriceUnitPriceTotalPrice Section1:Upfitting2021ChevroletTahoe2EA16,066.79$$32,133.58$19,850.00$39,700.00 Section2:Upfitting2021Chevrolet2500HDSilverado1EA26,326.34$$26,326.34$33,539.00$33,539.00 Total$58,459.92$73,239.00 Note:Addendumwasnot acknowledged;UpdatedPricesheet forSection1wasnotused. Section1:CityofLaPorteFireDepartment(2)2021ChevroletTahoe UltimateLightingSolutionsFarwestSpecilatyVehicles Extended ItemDescriptionBrandQtyUnitPriceUnitPriceExtendedAmount Amount Federal Signal Allegiant Lightbar DualColorLightbar,53";Red/White 1 2$1,856.25$3,712.50$2,300.00$4,600.00 Federal Signal Pathfinder System Siren/LightControllerwithRemotesurfacemount 2$800.00$1,600.00$655.00$1,310.00 controller,100/200w,OBDIIintegrationcapability, 2 integratedRumblercapability,integrateddualtone Federal Signal Rumber 3LowFrequencySirenSystemTimerwith2speakers 2$457.50$915.00$435.00$870.00 Federal Signal Speaker 4Speaker100wCompositeSpeaker 4$180.00$720.00$150.00$600.00 Federal Signal MicroPulse - Wide Angle ExteriorMount/PerimeterLightsWideAngle;1Red/ 5 4$117.19$468.76$165.00$660.00 White1Blue/WhiteSideMirror Federal Signal MicroPulse Ultra ExternalMount/PerimeterLightsTriColorMicroPulseUltra, 6$106.25$2,550.00$160.00$3,840.00 clearlens,18LED'sRed/White 24 4Front;6steps(3eachside);2LP Federal Signal xStreme Dash Light FederalSignalxStremeDashLightSideQtrWindows 7 4$196.42$785.68$230.00$920.00 Federal Signal ILS RearHatch,Tahoe,TriColorPF1FederalSignalKit,BRKT, 8$968.00$1,936.00$91.00$182.00 MPSM6TA15rs,6HeadMPS6TA15RS,6HeadMPSM6 2 TA15RS Federal Signal Bracketsformountingequipment 9 6$55.00$330.00$150.00$900.00 Plastix Plus - Center Console CenterConsolePaddedArmrest 10 2$720.00$1,440.00$717.00$1,434.00 Plastix Plus Vault TahoeCommandVault,Includes2lockingdrawers,gear 11 2$3,625.00$7,250.00$4,194.00$8,388.00 storage,SCBAStorage2sidedcommandboard Tecniq TecniqCompartmentLight11.5'RearHatch 12 2$30.69$61.38$35.00$70.00 BlueSea Fuse Block 12splitpos/12negw/coverFusePanel 13 2$68.99$137.98$67.00$134.00 BlueSea Fuse Block 6pos/6negw/coverFusePanel1ignition1rear 14 4$49.99$199.96$53.00$212.00 BlueSea Circuit Breaker 40ampInlinecircuitbreakerresettable 15 2$52.99$105.98$61.00$122.00 BlueSea Circuit Breaker 150ampInlinecircuitbreakerresettable 16 2$62.99$125.98$64.00$128.00 Kussmaul VehicleChargingSystem;50571604KitΑLPC20Charger/ 17$995.00$1,990.00$960.00$1,920.00 Super20AutoEjectw/DeluxeCoverDigital 2 Display/BlackCover PushBumper 18 2$337.18$674.36$355.00$710.00 Graphics Package-See Attachment A 19 2$1,690.00$3,380.00$1,750.00$3,500.00 Labor 20 2$1,875.00$3,750.00$4,600.00$9,200.00 $32,133.58$39,700.00 Section 1 Total Section2:CityofLaPorteFireDepartment(2)2021ChevroletTahoe UltimateLightingFarwestSpecilaty ItemDescriptionBrandQtyUnitPriceExtendedAmountUnitPriceExtendedAmount DualColorLightbar,53";Red/WhiteFrontFloodL&RAlley Federal Signal Allegiant Lightbar 1 1$1,856.25$1,856.25$2,300.00$2,300.00 RearDirectional Federal Signal Pathfinder System Siren/LightControllerwithRemotesurfacemount 2$800.00$800.00$655.00$655.00 controller,200w, 1 OBDIIintegrationcapability,integratedRumblercapability, 3LowFrequencySirenSystemTimerwith2speakers Federal Signal Rumber 1$457.50$457.50$435.00$435.00 Federal Signal Speaker 4Speaker100wCompositeSpeakerBailBracket $205.00$410.00$150.00$300.00 2 ExteriorMount/PerimeterLightsWideAngle;1 Federal Signal MicroPulse - Wide Angle Red/ 5 2$117.19$234.38$165.00$330.00 White1Blue /WhiteSideMirror Federal Signal MicroPulse Ultra 18LED'sRed/White 6 4ForwardFacingBumper;2SideFacingBumper;2Over$106.25$1,487.50$160.00$2,240.00 14 FrontFender;2OverRearFender;4RearFacing Federal Singal 8-Head Signal Master RearFacingDirectional/EmergencyLight;Red/Amber 7 1$888.12$888.12$1,015.00$1,015.00 Kussmaul VehicleChargingSystem50571604KitΑLPC20Charger/ $995.00$995.00$960.00$960.00 8 Super20AutoEjectw/DeluxeCoverDigitalDisplay/White 1 Cover Bracketsformountingequipment Federal Signal 9 1$150.00$150.00$150.00$150.00 BlueSea Circuit Breaker 40ampInlineCircuitBreakerResettable 10 1$52.99$52.99$61.00$61.00 BlueSea Circuit Breaker 150ampInlineCircuitBreakerResettable 11 1$62.99$62.99$64.00$64.00 BlueSea Fuse Block FusePanel12Splitpositive/12negativewithcover 12 1$68.99$68.99$67.00$67.00 BlueSea ADT 12v120aAutomaticTimerDisconnect 13 1$134.39$134.39$53.00$53.00 LEDPremium47.5"AluminumExtrusionLampWhiteBlack Tecniq Compartment Light Model E45- WBP10-01$225.00 14Housing 3$124.10$372.30$75.00 3DoorCamperTopper;Aluminum2SideDoorsOpento ARE 15 1$2,570.93$2,570.93$3,520.00$3,520.00 inside1RearDoorShelfCompartmentNoGlass;White Extendobed Slider EB1572FrameandDeck,LoraneCarrier2021Chevy2500,6 5,875.00$5,875.00 16'Bed 1$6,402.00$6,402.00$ CenterConsole;JottoRadioFaceplate&JottoController Plastix Plus 17$720.00$720.00$717.00$717.00 Faceplate 1 PolyVaultPassengersideMedicalCompartmentPlastixPlus 18 1$1,250.00$1,250.00$1,250.00$1,250.00 Replacement Front Bumper with Receiver and Grille RanchHand Guard 19 1$1,584.00$1,584.00$1,720.00$1,720.00 Replacement Rear Bumper with Receiver RanchHand 20 1$864.00$864.00$1,252.00$1,252.00 Window Tint 21$375.00$375.00$350.00$350.00 1 Graphics Package-See Attachment A 22 1$1,690.00$1,690.00$1,950.00$1,950.00 PAC Jumbo Tool Mounts 23 8$87.50$700.00$100.00$800.00 Labor 24 1$2,200.00$2,200.00$7,250.00$7,250.00 $33,539.00 Section 2 Total$26,326.34 Notifications Report AgencyCity of La Porte (TX) Bid Number21021 Bid TitleFire Department Vehicle Upfitting Vendor NameInvitationDateEmailReason All America Sales CorporationClassification2021-06-03 12:35:30stephanie@allamericasales.netBid Notification All America Sales CorporationClassification2021-06-03 12:35:30mike@allamericasales.netBid Notification Buck's Wheel & Equipment Co.Classification2021-06-03 12:35:30darren@buckswheel.comBid Notification CAP Fleet UpfittersSelf Invited2021-06-17 13:43:00jbeaver@capfleetupfitters.comAddendum Notification CMC Government Services IncClassification2021-06-03 12:35:30bids@cmcgov.comBid Notification Daimler Buses North AmericaClassification2021-06-03 12:35:30Michelle.Jester@dcbusna.comBid Notification Equipment SouthwestClassification2021-06-03 12:35:30dsmith@equipmentsouthwest.comBid Notification Farrwest Environmental Supply, Inc.Self Invited2021-06-17 13:43:00tbrown@farrwestenv.comAddendum Notification GALG LLCClassification2021-06-03 12:35:30lori@goodsongolfcars.comBid Notification Globe Electric Co., Inc.Classification2021-06-03 12:35:30Stever@globelectric.comBid Notification IMSSelf Invited2021-06-17 13:43:00ca2@imsinfo.comAddendum Notification Kenco Fire Equipment, Inc.Classification2021-06-03 12:35:30greg@kencofire.comBid Notification L&L SuppliesSelf Invited2021-06-17 13:43:00swalker8585@gmail.comAddendum Notification North America Procurement CouncilSelf Invited2021-06-17 13:43:00sourcemanagement@napc.meAddendum Notification OnviaSelf Invited2021-06-17 13:43:00sourcemanagement2@onvia.comAddendum Notification Perkens WS CorporationSelf Invited2021-06-17 13:43:00kencorpway@gmail.comAddendum Notification PWXPressSelf Invited2021-06-17 13:43:00bids@pwxpress.comAddendum Notification RFx AnalystSelf Invited2021-06-17 13:43:00rfp@rfxanalyst.comAddendum Notification Semiconductor Equipment Services CorporationClassification2021-06-03 12:35:30steve.clore@sescorp.comBid Notification Severn Safety Supply LLCClassification2021-06-03 12:35:30jdhall@severnsafetysupply.comBid Notification Severn Safety Supply LLCClassification2021-06-17 13:43:00jdhall@severnsafetysupply.comAddendum Notification SmartProcureSelf Invited2021-06-17 13:43:00rbjornsson@smartprocure.usAddendum Notification Snider TransmissionClassification2021-06-03 12:35:30snidertransmissionlaporte@outlook.comBid Notification Ultimate Lighting SolutionsSelf Invited2021-06-17 10:03:41ULSolutions@hotmail.comBid Answer Ultimate Lighting SolutionsSelf Invited2021-06-17 13:43:00ULSolutions@hotmail.comAddendum Notification Utility Truck Equipment CompanyClassification2021-06-03 12:35:30sandysmitty@hillsboro.netBid Notification Dana Safety SupplyEmailed 6-3-2021 Metro FireEmailed 6-3-2021 Texas Select UpfittersEmailed 6-3-2021 Siddons-MartinEmailed 6-3-2021 Access Report AgencyCity of La Porte (TX) Bid Number21021 Bid TitleFire Department Vehicle Upfitting Vendor NameAccessed First TimeMost Recent AccessDocuments School Wholesale Supplies LLC2021-06-04 12:11 AM CDT2021-06-04 12:11 AM CDT CMS2021-06-04 12:40 AM CDT2021-06-29 12:40 AM CDT North America Procurement Council2021-06-07 06:32 AM CDT2021-06-21 04:38 AM CDTAddendum 1.pdf#21021 Fire Department Vehicle Upfitting.pdf PWXPress2021-06-03 03:37 PM CDT2021-06-03 03:37 PM CDT#21021 Fire Department Vehicle Upfitting.pdf Wayne Enterprises2021-06-03 01:06 PM CDT2021-06-29 01:10 PM CDT Farrwest Environmental Supply, Inc.2021-06-04 09:26 AM CDT2021-06-21 04:21 PM CDTAddendum 1.pdf2020 General Terms & Conditions Rev(1).pdf#21021 Fire Department Vehicle Upfitting.pdf L&L Supplies2021-06-03 03:38 PM CDT2021-06-03 03:38 PM CDT2020 General Terms & Conditions Rev(1).pdf#21021 Fire Department Vehicle Upfitting.pdf IMS2021-06-04 06:35 AM CDT2021-06-04 06:35 AM CDT#21021 Fire Department Vehicle Upfitting.pdf BidClerk2021-06-11 01:42 AM CDT2021-06-14 02:56 AM CDT Onvia2021-06-03 01:03 PM CDT2021-06-17 09:32 PM CDTAddendum 1.pdf2020 General Terms & Conditions Rev(1).pdf#21021 Fire Department Vehicle Upfitting.pdf RFx Analyst2021-06-03 03:16 PM CDT2021-06-28 11:28 AM CDTAddendum 1.pdf#21021 Fire Department Vehicle Upfitting.pdf Dodge Data & Analytics2021-06-03 06:23 PM CDT2021-06-28 06:24 PM CDT SmartProcure2021-06-04 04:03 AM CDT2021-06-18 04:08 AM CDTAddendum 1.pdf2020 General Terms & Conditions Rev(1).pdf#21021 Fire Department Vehicle Upfitting.pdf Severn Safety Supply LLC2021-06-03 01:36 PM CDT2021-06-03 01:36 PM CDT#21021 Fire Department Vehicle Upfitting.pdf Tukmol General Contractor2021-06-03 07:36 PM CDT2021-06-03 07:36 PM CDT Perkens WS Corporation2021-06-07 12:12 AM CDT2021-06-29 12:21 AM CDTAddendum 1.pdf2020 General Terms & Conditions Rev(1).pdf#21021 Fire Department Vehicle Upfitting.pdf The Blue Book Building & Construction Network2021-06-23 04:48 AM CDT2021-06-23 04:48 AM CDT CAP Fleet Upfitters2021-06-07 08:25 AM CDT2021-06-07 08:25 AM CDT#21021 Fire Department Vehicle Upfitting.pdf Ultimate Lighting Solutions2021-06-04 09:14 AM CDT2021-06-17 02:53 PM CDTAddendum 1.pdf2020 General Terms & Conditions Rev(1).pdf#21021 Fire Department Vehicle Upfitting.pdf REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July 26, 2021 015 General CIP Requested By:Jason Weeks, Asst. City Mgr. Enhancement Grant Source of Funds: Department:Administration/CMO 015-9892-993-1100 Account Number: ReportResolutionOrdinance $167,339 Amount Budgeted: $50,000.00 Amount Requested: Exhibits:Application, Vendor Invoices & Proof of Payment and Photos of before & after project Budgeted Item:YesNo SUMMARY& RECOMMENDATION On February 24, 2020, staff brought the La Porte Development Corporation Board a project in downtown La Porte. The applicant Marion (Marty) and Vicki Campise were interested in purchasing the Main Street bank building, which was previously occupied by Beck estimated a capital investment of $850,000 for this project, which included the building and land cost. The applicant applied for an enhancement grant as well as requested a financial incentive grant too. On July 27, 2020, the Board approved an enhancement grant for this project for the maximum allowed by this program, $50,000.The enhancement grant is a 50% reimbursement up to $50,000 in grant. The applicant is only entitled to maxaward if he/sheexpendsa the minimum $100,000 on those items identified within the enhancement grant program (i.e. façade, brick, replacing windows, awnings, canopies, parking lot and landscaping). City Council approval is required for enhancement grantaward in excess of $25,000. City Council has approved the project. The applicantsis now requesting re- imbursement per enhancement grant guidelines. Earlier this month, the applicant provided staff with receipts, canceled checks and photo of the final project for staff and the Board to approve for reimbursement payment. To- date, the applicant has expended $142,175.14 on this project on items related to covered expenses under the enhancement grant program (i.e. façade, brick, replacing windows, awnings, canopies, parking lot and landscaping). Staff has validated the $142,175.14 expenses by reviewing invoices, payment source and canceled checks. Earlier this evening, staff recommended tothe Boardof the La Porte Development Corporation approving a reimbursement in the amount of $50,000.00. Staff is requesting that City Council approve payment to Marty and Vicki Campise for the enhancement grant project located at 100 W. Main Street in downtown La Porte, Texas. ACTION REQUIRED BY CITY COUNCIL Approve reimbursement payment on an enhancement grant in the amount of $50,000.00 to the applicant, Marty and Vicki Campise for the enhancements for their property located at 100 W. Main Street in La Porte, Texas. Approved for the City Council meeting agenda Corby D. Alexander, City Manager Date BEFORE PHOTOS AFTER PHOTOS AFTER PHOTOS 100 W. Main Street - Enhancement Grant Summary of Payments #Date Payment Vendor Description AmountSource?Problem? 1 4/15/20213168Apex Conventional Stucco (Cabellero Stucco) Stucco Installation $3,000.00Check None 2 4/15/20213167Apex Conventional Stucco (Cabellero Stucco) Stucco Installation $2,000.00Check None 12 3/12/2021Credit CardApex Conventional Stucco (Cabellero Stucco) Stuco $7,500.00Mastercard None 16 5/20/2021Credit CardAwnings of Houston New Awning$2,976.88AENone 149 5/8/20213196Mastercast Inc c/o Apex Conventional Stucco Stucco Material $4,950.12Check None Framing material for parapet walls and porches. The original invoice was 16512/23/2020Credit CardMcCoy's$14,280.00Credit CardNone for $18,591.36; however, $14,280 was for the façade. 237 5/5/20213186Triple S Steel rod iron and hand rail material $2,738.35Check None 238 5/5/20213187Triple S Steel rod iron and hand rail material $91.39Check None 241 5/14/20213202Jesus Villalobosrod iron and hand rail labor/ Rig welding/ help$5,264.00Check None 264 11/20/20203076Joe Torresbrick labor $2,000.00Check None 268 12/7/20203095Joe Torresbrick labor $2,125.00Check None 270 12/9/20203101Joe Torresbrick labor $625.00Check None 276 12/28/20203114Joe Torresbrick labor $650.00Check None 277 1/7/20213117Joe Torresbrick labor $700.00Check None 278 1/9/20213118Joe Torresbrick labor $700.00Check None 2902/11/20213134Francisco Zaragoza Roofing $19,000.00Check None 296 5/21/2021Credit CardAwnings of Houston Credit card fee $86.33AENone 306 5/21/20213221DDMM Construction Brick Installation $2,500.00Check None 307 5/30/20213237DDMM Construction Brick Installation $3,000.00Check None 358 5/5/2021Credit CardTriple S Steel rod iron and hand rail material $194.84VisaNone 360 5/21/20213217Jesus Villalobosrod iron and hand rail labor / Beam / rig welding / helping$4,507.50Check None 361 5/28/20213222Jesus Villalobosrod iron and hand rail labor $1,100.00Check None 362 3/31/2021Credit CardAmazonoutdoor light fixtures $363.31MastercardNone 363 4/3/2021Credit CardAmazonoutdoor light fixtures $162.36MastercardNone 365 4/25/2021Credit CardAmazonoutdoor light fixtures $2,597.76MastercardNone 368 5/23/2021Credit CardAmazonoutdoor post lights $2,327.00MastercardNone Framing for 2nd floor, parapet walls and porches. All the invoices & F1 2/11/2021VariousLuz Alvarado$12,800.00Check None payments were included in the original submittal for the $650,000. The $12,800 is only the façade portion of the $56,000+ paid to Luz Alvarado. F6 2/26/20213138Apex Conventional Stucco $2,375.00Check None F13 6/2/2021Credit CardBest Block/Western Brick Brick $1,087.48AENone F16 12/9/2020Credit CardPearland LumberWindows - deposit$6,250.00VisaNone F17 1/29/2021Credit CardPearland Lumber windows - balance $5,811.58MastercardNone F18 6/22/20213259DDMM Construction brick installation $3,500.00Check None F20 4/30/20213179/3219Saavedra, Reynaldo Painting Exterior $4,500.00Check None F21 2/24/20213136Soto, Carlos / JS Construction pour concrete for 3 balconies $2,700.00Check None F28 5/3/2021Credit CardTriple S Steel rod iron and hand rail material $4,118.67DebitNone F32 5/5/2021Credit CardTS Distributors, Inc. rod iron and hand rail material $2,328.08VisaNone F34 5/21/2021Credit CardTS Distributors, Inc. rod iron and hand rail material $1,319.16VisaNone F35 6/7/2021Credit CardTS Distributors, Inc. rod iron and hand rail material $435.33VisaNone F36 5/28/20213222Jesus Villalobosrig welder & help labor$9,510.00Check None Total Expense on Enhancement Grant Items$142,175.14 REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July 26, 2021 Requested By:Source of Funds:N/A MayorPro Tem Martin Department: City Council Account Number:N/A Amount Budgeted:N/A ReportResolutionOrdinance Amount Requested:N/A Exhibits:Proposed Ordinance 2021-3841 Budgeted Item:YesNo SUMMARY& RECOMMENDATIONS On May 1, 2021, City voters approved City Charter language for 2.04(b)(4) providing that a member of City Council shall forfeit his or her office by failing consecutive regular Council meetings without being excused by the CouncilA City Councilad hoc committee was appointed to recommend procedures for the City Council Rules of Procedure and Ethics Policyto define absence and provide for excusing absences.Below is the wordingrecommended by the Committeeand proposed for adoption by Ordinance 2021-3841: SECTION 5.04 Rules for Attendance at Regular Meetings of the City Council Section 2.04 (b)(4) of the City Charter provides that a member of City Council shall to attend three consecutive regular Council meetings without being excused by the Council A member of City Council who will not be able to attend a regular Council meeting shall City inability to attend. Absences shall be considered excused if for personal illness, family illness, emergencies, funerals, military service, family events including vacations, weddings, and graduations, business obligations, official city business such as attendance at a conference for municipal officers, or for other good cause as determined by the Council. At the next regular meeting following the meeting at whichthe member was absent, the deemed excused or unexcused. Absence from a regular meeting shall be considered unexcused if the member fails to convey the reason for his or her absence to the Mayor, City Manager or City Secretary or otherwise fails to give sufficient information to the City Council to enable it to determine the reason for the absence. Furthermore, absence due solely to the refusal of the member to participate in a meeting through telephonic or video conference call, when such measures are legally available to the member in accordance with state law, shall be considered unexcused when the member fails to show good cause why the member could not participate through such methods. If a member is absent for more than fifty (50) percent of a meeting without being excused by the City Council in accordance with rules and procedures established herein, the member shall be considered absent from such meeting. ACTION REQUIRED BY CITY COUNCIL Adopt Ordinance 2021-3841, amending the City Council Rules of Procedure and Ethics Policy by adding a new Section 5.04. Rules for Attendance at Regular Meetings of the City Council. ORDINANCE NO. 2021-3841 AN ORDINANCE AMENDING PROCEDURE AND ETHICS POLICY FOR CITY COUNCIL MEETINGS BY ADDING AN ATTENDANCE POLICY FOR MEMBERS OF CITY COUNCIL; FINDING COMPLIANCE WITH THE TEXAS OPEN MEETINGS ACT; CONTAINING A REPEALING CLAUSE; AND PROVIDING AN EFFECTIVE DATE HEREOF WHEREAS, pursuant to a special election held on May 1, 2021, the La Porte Home Rule Charter was amended to provide that a member of City Council shall forfeit his or her office by failing to attend three consecutive regular Council meetings without being excused by the Council.; and WHEREAS, the City Council Rules of Procedure and Ethics Policy does not contain rules for attendance of meetings by City Council members, and to that extent does not provide guidelines to the City Council in making a determination whether an absence is excused or unexcused; and WHEREAS, the La Porte City Council finds that it is therefore necessary to adopt an attendance policy for members of the City Council, in light of the May 1, 2021, amendment to the La Porte Home Rule Charter providing that a member of City Council forfeits their office by failing to attend three (3) consecutive regular Council meetings without being excused by the Council; and WHEREAS, based on authority of Section 2.07. Meetings. b. Rules. of the City Charter of the City of La Porte, which pCity council shall determine its own rules and order of business, the City Council finds that it is within its purview to amend the City Council Rules of Procedure to adopt an attendance policy for members of City Council; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council Rules of Procedure and Ethics Policy are hereby amended by adding a new Section 5.04. Rules for Attendance at Regular Meetings of the City Council, which shall hereinafter read as follows: Rules for Attendance at Regular Meetings of the City Council Section 2.04 (b)(4) of the City Charter provides that a member of City Council shall forfeit his or her office by failing consecutive regular Council meetings without being excused by the Council. A member of City Council who will not be able to attend a regular Council meeting shall make a reasonable effort to notify the Mayor, indicate the reason for his or her inability to attend. Absences shall be considered excused if for personal illness, family illness, emergencies, funerals, military service, family events including vacations, weddings, and graduations, business obligations, official city business such as attendance at a conference for municipal officers, or for other good cause as determined by the Council. At the next regular meeting following the meeting at which the member was absent, the City Council shall consider Absence from a regular meeting shall be considered unexcused if the member fails to convey the reason for his or her absence to the Mayor, City Manager or City Secretary or otherwise fails to give sufficient information to the City Council to enable it to determine the reason for the absence. Furthermore, absence due solely to the refusal of the member to participate in a meeting through telephonic or video conference call, when such measures are legally available to the member in accordance with state law, shall be considered unexcused when the member fails to show good cause why the member could not participate through such methods. If a member is absent for more than fifty (50) percent of a meeting without being excused by the City Council in accordance with rules and procedures established herein, the member shall be considered absent from such meeting. Section 2. Open Meetings Act Notice. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Act, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. Section 3. Repeal. All ordinances or parts of ordinances in conflict herewith are hereby repealed to the extent of such conflict only. Section 4. Effective Date. This ordinance shall take effect immediately upon its passage and approval. th PASSED AND APPROVED, this 26 day of July, 2021. CITY OF LA PORTE, TEXAS __________________________________ Louis R. Rigby, Mayor ATTEST: APPROVED AS TO FORM: _______________________________ __________________________________ Lee Woodward, City Secretary Clark T. Askins, Assistant City Attorney REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July 26, 2021 Source of Funds: Requested By:Corby D. Alexander Department:CMO Account Number: Amount Budgeted: ReportResolutionOrdinance Amount Requested: Exhibits:OPEB Presentation Budgeted Item:YesNo SUMMARY& RECOMMENDATION The City of LaPorte has been studying opportunities to fund OPEP liabilities (Other Post-Employment Benefits) for several years. Up to this point, funding has not been feasible, but in discussions with Council for planning the upcoming budget, we should considerinitiatingOPEB funding. To help brief the Council on this program, we will have a representative of PARS. Based on staff research of trust administrators, Public Agency Retirement Services (PARS) is an option to be plan administrator. PARS provides the security of an IRS Private Letter Ruling for Section 115 Trusts that assures participants the tax-exempt status of their investments. PARS has established a multi-employer irrevocable trust in compliance with the requirements of Section 115 of the Internal Revenue Code. While it is a multi-employer trust, each public agency selects their own target yield and level of risk on its investments. There is no sharing of liability or investment earnings and PARS maintains separate employer accounts. PARS duties include, Monitoring the receipt of contributions; Processing benefit payments; Preparing monthly statement of account activity; Coordinating actuarial studies; Responding to auditor requests; and Keeping the City informed about legal and regulatory requirements and making all legal and regulatory changes necessary to maintain the Trust in compliance with IRS regulations. Three is no plan set up fee, minimum monthly fee, or minimum contribution requirement. The fees are based on the amount of funds under management and according to a sliding scale starting at 0.25% annually of assets in the trust under $10,000,000 investment and decreases thereafter. These fees will be netted against the interest earnings in the trust. If no funds are in the trust, there are no fees. The trustee for the PAR OPEB Trust is US Bank. US Bank has one of the largest and most respected trust departments in the country. The Trustees duties include, Safeguarding plan assets; Providing oversight protection of the investments; Custodian of the assets; and Disbursing funds to pay for pension cost or retiree healthcare premiums There is no trustee fee; however, there is a sliding scale fee starting at is 0.35% of assets under management of $5,000,000 and decreases thereafter. ACTION REQUIRED BY CITY COUNCIL Consider providing direction to move forward with establishing a trust to fund Other Post Employment Benefits for La Porte retirees. Approved for the City Council meeting agenda Corby D. Alexander, City Manager Date City of la porte, TX PARS Other Post-Employment Benefits (OPEB) Trust July 26, 2021 Pars 115 Trust Team Trust Administrator & Consultant RecordkeepingProcesses contributions/disbursements Sub-trust accountingHands-on, dedicated support teams Monitors plan complianceCoordinates all agency services 2,000+ 371,000+ 500 K+$6.0 B+ Plans under Years of ExperiencePublic AgencyPlan Assets under Administration (1984-2021)ClientsParticipantsAdministration TrusteeInvestment Manager 5th largest commercial bank and one of the Investment sub-advisor to trustee, U.S. Bank Investment policy assistance Safeguards plan assetsUses open architecture Oversight protection as plan fiduciaryActive and passive platform options Custodian of assets Customized portfolios (with minimum asset level) 158102 $5.0 T$18.3 B Assets under Assets under Years of ExperienceYears of Experience AdministrationManagement/Advisement (1863-2021)(1919-2021) City of la porte, TX 2 Updated April 2021 PARS Texas Clients CITIES & TOWNS City of Allen, TXCity of Fort Worth, TXCity of La Porte, TXCity of Rowlett, TX City of Bryan, TXCity of Garland, TXCity of Longview, TXCity of San Angelo, TX City of Cedar Park, TXCity of Grand Prairie, TXCity of Mansfield, TXCity of San Marcos, TX City of College Station, TXCity of Grapevine, TXCity of Mesquite, TXCity of Southlake, TX City of Conroe, TXCity of Haltom City, TXCity of North Richland Hills, TXCity of Tyler, TX City of Coppell, TXCity of Hurst, TXCity of Odessa, TXCity of Watauga, TX City of Duncanville, TXCity of Irving, TXCity of Port Arthur, TX City of Euless, TXCity of Krum, TXCity of Richardson, TX EDUCATION DISTRICTSCOUNTIES Aldine Independent School District, TXCounty of Chambers, TX County of Dallas, TX Alvin Community College District, TX County of Harrison, TX Angelina College, TX Clarendon College, TX Clear Creek Independent School District, TX SPECIAL DISTRICTS Dayton Independent School District, TX Grapevine-Colleyville ISD, TX Houston Municipal Employees Pension System Tarrant Regional Water District, TX Harris County Department of Education, TX Hays Consolidated ISD, TX Hill College, TX Katy Independent School District, TX Keller Independent School District, TX Lone Star College System, TX North Central Texas College, TX Victoria College, TX City of la porte, TX 3 THE PARS OPEB TRUST PROGRAM Developed in 2004, PARS Section 115 OPEB Trust is one of the largest and fastest growing trust programs in the nation IRC Section 115 multiple employer, irrevocable trust program Investment earning are tax exempt IRS-approved trust structure with favorable Private Letter Ruling (2015) GASB compliant trust structure Texas-compliant (vetted by TX attorney), full-service approach that includes trust administration, trustee and investment management services City of la porte, TX 4 COMPREHENSIVE SERVICES The PARS Section 115 OPEB Trust Program - following services: Trust Administration Consulting & Trustee Services Ready-to-go Compliant Fiduciary Investment Trust DocumentsManagement Federal & State Annual Audit & GASB Compliance MonitoringReporting Support Flexible, Low-Cost Contribution Investment Options& Distribution Processing Hands-on Support Consolidated Program & Program LiaisonManagement with PARS City of la porte, TX 5 PROGRAM ADVANTAGES - Efficient model with economies of scale Flexible investment options with fiduciary protections Personalized service provided to individual member Fast, simple implementation process with signature ready documents No start-up fees, minimum fees or contribution requirements No IRS application process and legal fees Local control Fees that decrease as assets grow Low investment management expenses City of la porte, TX 6 Why Prefund OPEB Obligations? Assets Address Liabilities 1 liabilities on financial statements Potential for Greater Return 2 Assets can be diversely invested and may achieve long-term greater returns than your general fund/treasury pool Addresses GASB 75 3 Prefunding helps to offset the financial impact of GASB 75, which requires OPEB liabilities to be placed directly on your balance sheet just like pension liabilities Helps with Long Term Planning 4 Prefunding can help hedge against health care inflation, longer life expectancies for City of la porte, TX 7 Why Prefund OPEB Obligations? Protect Funds for Intended Purpose 5 Funds set aside in the trust are dedicated to future OPEB costs and cannot be diverted towards other uses. Look After Future Employees and Taxpayers 6 Prefunding now means that future taxpayers/employees will not bear a disproportionate burden of costs Assets are Fully Accessible for OPEB 7 Assets are always accessible for OPEB expenses. City maintains control over assets, contributions, disbursements, timing and risk tolerance Strengthens Credit Rating 8 Credit rating companies may look favorably on agencies that prefund into a Section 115 trust. Numerous PARS clients have seen improved credit ratings since adoption. City of la porte, TX 8 OPEB Actuarial Results Prefunding Measurement Date: Pay-as-you-Go % Change 12/31/2019Discount Rate: 2.75% Discount Rate: 5.50% Actuarial Accrued $58,784,95330-37% $36,961,040 Liability (AAL) Actuarial Value of Assets$0-- $0 Unfunded Actuarial $58,784,95330-37% $36,961,040 Accrued Liability (UAAL) Annual Required Contribution $3,473,79730-37% $2,184,324 (ARC) for 2020 Annual Benefit Payments (Pay-as-you-Go) $762,083---- for 2020 Rule of thumb:For every one percent increase in the discount rate, the unfunded liability is lowered by 10-13.5%. Actuarial calculations will vary but should be close to projections if other factors are still similar and the contribution is sufficient to fund the ARC at the selected investment strategy. City of la porte, TX 9 Investment Options City of la porte, TX 10 Simple Investment Approach 1. Input Phase 3. Dedicated Portfolio Manager 2. Model Portfolios StrategyEquity Target discount rate Makes recommendation Capital Appreciation65-85% Risk tolerance Fiduciary responsibility Balanced50-70% Investment philosophy Drafts investment policy Moderate40-60% Asset allocation Annual on-site reviews Moderately Conservative20-40% Timing on use of funds Cell phone access Conservative5-20% City of la porte, TX 11 As of March 31, 2021 HighMark Capital Management ACTIVE PORTFOLIO RETURNS StrategyEquity (%)1 Year3 Years5 Years10 Years Capital 65-85%44.77%11.55%11.80%9.19% Appreciation Balanced 50-70%38.00%10.55%10.57%8.21% Moderate 40-60%31.89%9.52%9.32%7.40% Moderately 20-40%20.82%7.49%6.92%5.75% Conservative Conservative 5-20%12.59%6.05%5.18%4.46% * Past performance does not guarantee future results. City of la porte, TX 12 As of March 31, 2021 Program Fees Trust Administration/Consulting Fees* Plan Set-Up Fee:Ongoing Fees: None 0.25%for assets $0-10 million 0.20%for assets $10-15 million 0.15%for assets $15-50 million 0.10%for assets over $50 million Discretionary Trustee/Investment Management Fees** Plan Set-Up Fee:Ongoing Fees: None 0.35%for assets under $5 million 0.25%for assets $5-10 million 0.20%for assets $10-15 million 0.15%for assets $15-50 million 0.10%for assets over $50 million *PARS does not receive any compensation from the investments or any commissions, back-end loads, or any other forms of compensation. **Subject to change due to rebalancing, as fees are waived for plan assets in First American Funds (money market) City of la porte, TX 13 Steps to Implementation Trust documents are provided to theCityfor review 1. CityCouncil formally approves joining the Trust 2. Signature-ready documents are sent by PARS to the City 3. Plan Administrator appointed by the city council signs the required 4. documents receipt of executed documents. 5. Once ready, the City can begin funding into the trust. City of la porte, TX 14 Contacts Don Paschal Senior Municipal Consultant, Texas don@paschalconsulting.com (214) 726-6559 Dion Papafote Senior Manager, Texas dpapafote@pars.org (512)415-6874 City of la porte, TX 15