Agenda

AGENDA

CITY COUNCIL WORK SESSION
City of Garland

REMOTE MEETING

Monday, August 17, 2020
6:00 p.m.

DEFINITIONS:

Written Briefing: Items that generally do not require a presentation or discussion by the staff or Council. On these items the staff is seeking direction from the Council or providing information in a written format.

Verbal Briefing: These items do not require written background information or are an update on items previously discussed by the Council.

NOTICE: Due to the COVID-19 emergency, and pursuant to Section 551.125 of the Texas Government Code and the executive orders of Governor Greg Abbott suspending provisions of the Texas Government Code and other applicable laws of the State regarding normal open meetings, the City Council will hold this meeting by internet/telephonic remote means.

The meeting will be broadcast by webinar or telephone at the following URL:

https://garlandtx.zoom.us/webinar/register/WN_SbC5Q34oQxCzlmQUrEaslw

Registration for the online meeting is required. The meeting will be recorded and will be available for viewing the next day at www.garlandtx.gov.

For those without internet access to the meeting, a dial-in option is available. The toll-free numbers are:

877-853-5247
888-788-0099

Additionally, the meeting may be accessed by phone at the following number:

346-248-7799
470-250-9358
470-381-2552

The Meeting ID is: 914 8107 2222

For participants (online and by phone) who wish to speak, a public comments period is provided as the first item on the agenda. If you desire to address the City Council on a matter that is posted on this agenda, please be prepared to do so at the beginning of the meeting. After the City Council has begun its discussion of the agenda, you will not be recognized to speak. The public comments portion of the meeting is provided for citizen comments. You are invited to offer a comment or make a statement on any item on the agenda. However, please bear in mind that offering comments should not be done in the form of posing questions. Generally, due to legal restrictions, the City Council is not able to answer questions during the public comments portion of the agenda. Your comments must relate to an item on this agenda - non-germane comments are not in order.

If an Executive Session is included as part of the agenda for this meeting, the Executive Session will be conducted by teleconference between and among the members of the City Council and relevant City staff. Public access to that call is prohibited by State law.

COUNCIL HOUSE RULES

1. Decisions based on issues, goals and vision.	9. Follow goals, principles and action agenda.
2. Do not take things personal.	10. Decide, vote and move on.
3. Project a positive attitude.	11. Avoid ambushes - Council or staff.
4. Focus on issues, not on the person.	12. Talk to staff before meetings.
5. Be prepared to discuss issues.	13. Vote our convictions, but be willing to compromise "What is best for Garland."
6. Maintain decorum.	14. Follow Roberts Rules of Order consistently.
7. Keep your sense of humor.	15. Agree to disagree.
8. Honor and respect each other; accept each other as individuals.	16. Be open and honest.

NOTICE: The City Council may recess from the open session and convene in a closed executive session if the discussion of any of the listed agenda items concerns one or more of the following matters:

(1) Pending/contemplated litigation, settlement offer(s), and matters concerning privileged and unprivileged client information deemed confidential by Rule 1.05 of the Texas Disciplinary Rules of Professional Conduct. Sec. 551.071, Tex. Gov't Code.

(2) The purchase, exchange, lease or value of real property, if the deliberation in an open meeting would have a detrimental effect on the position of the City in negotiations with a third person. Sec. 551.072, Tex. Gov't Code.

(3) A contract for a prospective gift or donation to the City, if the deliberation in an open meeting would have a detrimental effect on the position of the City in negotiations with a third person. Sec. 551.073, Tex. Gov't Code.

(4) Personnel matters involving the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear a complaint against an officer or employee. Sec. 551.074, Tex. Gov't Code.

(5) The deployment, or specific occasions for implementation of security personnel or devices. Sec. 551.076, Tex. Gov't Code.

(6) Discussions or deliberations regarding commercial or financial information that the City has received from a business prospect that the City seeks to have locate, stay, or expand in or near the territory of the City and with which the City is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect of the sort described in this provision. Sec. 551.087, Tex. Gov't Code.

(7) Discussions, deliberations, votes, or other final action on matters related to the City’s competitive activity, including information that would, if disclosed, give advantage to competitors or prospective competitors and is reasonably related to one or more of the following categories of information:

generation unit specific and portfolio fixed and variable costs, including forecasts of those costs, capital improvement plans for generation units, and generation unit operating characteristics and outage scheduling;
bidding and pricing information for purchased power, generation and fuel, and Electric Reliability Council of Texas bids, prices, offers, and related services and strategies;
effective fuel and purchased power agreements and fuel transportation arrangements and contracts;
risk management information, contracts, and strategies, including fuel hedging and storage;
plans, studies, proposals, and analyses for system improvements, additions, or sales, other than transmission and distribution system improvements inside the service area for which the public power utility is the sole certificated retail provider; and
customer billing, contract, and usage information, electric power pricing information, system load characteristics, and electric power marketing analyses and strategies. Sec. 551.086; Tex. Gov't Code; Sec. 552.133, Tex. Gov’t Code]


1.		Public Comments on Work Session Items Persons who desire to address the City Council on any item on the Work Session agenda are allowed three minutes to speak. Speakers are taken only at the beginning of the meeting, other than invited testimony. Speakers are grouped by Work Session item and will be taken in the order of the Work Session agenda. Speakers must submit to the City Secretary a completed speaker’s card before the beginning of the meeting. Speaker cards will not be accepted after the Mayor calls the meeting to order. Speaker cards are available in the lobby, at the visitor’s side of the Work Session Room, and from members of staff. Speakers are limited to addressing items on the Work Session agenda – any item relating to a Regular Session agenda item should be addressed at the Regular Session and any item not on an agenda may be addressed during the open microphone at the end of the Regular Session.

2.		Consider the Consent Agenda A member of the City Council may ask for discussion or further information on an item posted as a consent agenda item on the next Regular Meeting of the City Council. The Council Member may also ask that an item on the posted consent agenda be pulled from the consent agenda and considered for a vote separate from consent agenda items on the regular agenda. All discussions or deliberations on this portion of the work session agenda are limited to posted agenda items and may not include a new or unposted subject matter.

3.		Written Briefings:

	a.	2020 Capital Improvement Program Budget Amendment No. 1 Council is requested to approve the proposed Capital Improvement Program Budget Amendment No. 1. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 1, 2020 Regular Meeting.

	b.	Texas Department of Transportation (TxDOT) Selective Traffic Enforcement Program (STEP) 2021 Comprehensive Grant Council is requested to accept the TxDOT Grant Funding for the Selective Traffic Enforcement Program (STEP) Comprehensive Grant for FY 2020-2021. This item is scheduled for formal consideration at the August 18, 2020 Regular Meeting.

	c.	2020 Edward Byrne Memorial Justice Assistance Grant (JAG) Council is requested to approve submission of the application to the Bureau of Justice Assistance. This item is scheduled for formal consideration at the August 18, 2020 Regular Meeting.

4.		Verbal Briefings:

	a.	COVID-19 Response Update and Further Actions Staff will provide an update to Council and ask for Council direction, if needed, on various matters related to COVID-19 and actions being taken by the City. Staff will also provide an update on the Proactive Code Compliance Enforcement Program during COVID-19.

	b.	Trails and Bikeways Master Plan Update The City of Garland is developing a Trails and Bikeways Master Plan. The City has contracted with Halff Associates Inc. to provide planning services resulting in a final master plan document that will guide the development of network recommendations, context sensitive design guidelines, and implementation recommendations for trails and bikeways facilities throughout the City. The scope of the master plan analysis includes off-road and on-road pathways, bike lanes, trails, and other facilities that will connect users to key destinations within Garland as well as provide connections to adjacent communities.

5.		Discuss Appointments to Boards and Commissions

		Mayor Scott LeMay Stephanie Paris - Community Multicultural Commission Council Member David Gibbons James VanDyke - Board of Adjustment Christopher Alvarez - Community Multicultural Commission Merrill Balanciere - Cultural Arts Commission James Dobbins - Environmental and Community Advisory Board Nazly Haroon - Library Board Ed Seghers - Parks and Recreation Board Scott Roberts - Plan Commission Eric Scholl - Property Standards Board Mark Hasson - Senior Citizens Advisory Board Aaron Miller - Unified Building Standards Commission Council Member Jerry Nickerson Jason Rodriguez - Library Board

6.		Announce Future Agenda Items A member of the City Council, with a second by another member, or the Mayor alone, may ask that an item be placed on a future agenda of the City Council or a committee of the City Council. No substantive discussion of that item will take place at this time.

7.		Adjourn

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.a.
Meeting Date:	08/17/2020
Item Title:	2020 Capital Improvement Program Budget Amendment No. 1
Submitted By:	Ron Young, Budget Director
Strategic Focus Areas:	Sound Governance and Finances

ISSUE
Amend the 2020 Capital Improvement Program (CIP) to appropriate $6,338,000 for the Hinton Landfill land acquisition; $790,263 for the Trail Development – Winters Park/Spring Creek Greenbelt Trail project; $829,580 for the expansion of the Shiloh Road scope to include Miller Road to Forest Lane and Forest Lane to Westwood Drive; $4,500,000 for the Girvin Switch Station and Queen BESS projects; $24,000,000 for the Lookout SVC project; $1,500,000 for the Nevill Road Switch Station; $1,000,000 for the McCree-Oakland Fiber Replacement project; and, $5,362,000 for the Miller-Wynn Joyce Lake Crossing projects.
OPTIONS
Approve Capital Improvement Program Budget Amendment No. 1 as proposed. Do not approve Capital Improvement Program Budget Amendment No. 1.
RECOMMENDATION
Option (A) – Approve Capital Improvement Program Budget Amendment No. 1 as proposed. Unless otherwise directed by Council, this item will be scheduled for formal consideration at the September 1, 2020 Regular Meeting.
BACKGROUND
(1) Hinton Landfill Land Acquisition On April 7, 2020, City Council authorized the City to purchase land. The acquired parcel will be used for a 52-acre expansion to Hinton Landfill effectively doubling the useful life of the landfill to approximately 60 years. The expansion will create roughly 25 million cubic yards of airspace with a current average value of $27 per cubic yard. A permit amendment from the Texas Commission on Environmental Quality (TCEQ) will be necessary in order for the expansion to comply with regulations. The permit amendment cost will be brought forward in the 2021 CIP. Staff seeks an amendment to the 2020 CIP, providing for the supplemental appropriation of $6,338,000 for the land purchase in the Hinton Landfill Acquisition capital project. (2) Trail Development Program – Winters Park/Spring Creek Greenbelt Trail Project On July 7, 2020, the Parks, Recreation & Cultural Arts Department took forward a Purchasing Report to complete construction of the Winters Park/Spring Creek Greenbelt Trail. The original contractor defaulted on their payment and performance bonds, resulting in City staff working with the previous contractor’s Surety, Philadelphia Indemnity Insurance Company, to reconcile the amount of work performed in relation to the amount of work remaining to be completed. The project’s remaining balance at the time of default was $1,402,080.97. The lowest responsible bid for the completion of the project was $2,192,343.51. The Surety is paying the City of Garland the remaining balance of $790,262.54. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of $790,263 in the Trail Development capital program. (3) Shiloh Road – Kingsley to Miller Road: Scope Expansion On June 16, 2020, the Project Management Office took forward a Purchasing Report for an alignment study for Shiloh Road between Kingsley Road and Westwood Drive. Prior to that, the Project Management Office briefed City Council on May 18, 2020 regarding the need to extend the alignment study to include Shiloh Road from Miller Road to Westwood Drive because it is necessary for future roadway expansion and it is needed for electric utility relocations. Additionally, there are federal funding opportunities in the future for reconstruction. Staff has identified undesignated Street/Transportation 2004 Bond Funds for the additional segments. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of $829,580 in the Shiloh Road – Miller Road to Forest Lane and Shiloh Road – Forest Lane to Westwood Drive capital projects. (4) GP&L New Projects: Girvin Switch Station and Queen BESS Garland Power & Light (GP&L) is requesting additional funding for two new capital projects for connection to GP&L West Texas facilities for solar generation and battery storage. These new projects include Girvin Switch Station and Queen Battery Energy Storage System (BESS). The combined increase requested to the 2020 CIP for these projects is $4,500,000. Garland’s Girvin Switch Station will be a new 345kV station necessary to connect Greasewood II solar farm with GP&L’s Greasewood-Nevill Road transmission line. A radial transmission line connecting Girvin Switch Station to Greasewood II is proposed to be 0.9 miles and will not require a Certificate of Convenience and Necessity (CCN). Staff seeks an amendment to the 2020 CIP, providing for the appropriation of $2,000,000 in the Girvin Switch Station capital project. The project will require an additional $8,000,000 in the 2021 CIP. ERCOT has designated GP&L to provide a transmission interconnection for Roadrunner Storage, LLC’s Queen BESS project via Garland’s recently constructed King Mountain Switch Station. The proposed Commercial Operating Date (COD) is the second quarter of 2022. Due to time constraints, this project cannot meet the COD if delayed until the 2021 CIP is approved in early 2021. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of $2,500,000 in the Queen BESS capital project for engineering and procurement through the end of 2020. The project will require an additional $2,500,000 for construction in the 2021 CIP. (5) GP&L Lookout SVC Project The Lookout SVC is an ERCOT approved tier 3 project and is proposed to meet localized system voltage concerns in the North Garland area at and around the Lookout Substation. This project was originally the Lookout Capacitor Bank project that would have installed 120 MVAR of manually switched capacitors. However, based on transmission modeling studies, ERCOT determined that 120 MVAR of dynamic and 60 MVAR of manually switched capacitors are required instead. This project will need funding as soon as possible to meet the ERCOT-proposed in-service date of March 31, 2022. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of $24,000,000 in the Lookout SVC capital project for engineering, procurement, and construction in 2020. (6) GP&L Nevill Road Switch Station Scope Change The Nevill Road Switch Station is currently under construction to connect the Greasewood I solar farm into the ERCOT 345kV transmission system. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of $1,500,000 in the Nevill Road Switch Station capital project due to a change in scope for an all-weather access road into the station. (7) GP&L McCree-Oakland Fiber Replacement The McCree-Oakland Fiber Replacement project rectifies a conflict with the KCS railroad and temporary crossing of Garland Road near McCree and Shiloh Roads. Taller, steel poles will need to be procured; therefore, additional funding will be needed in 2020. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of an additional $1,000,000 to the McCree-Oakland Fiber Replacement capital project. In order to maintain GP&L’s construction schedule, procurement needs to be completed by the end of 2020. (8) GP&L Miller-Wynn Joyce Lake Crossing of Lake Ray Hubbard On August 4, 2020, GP&L took forward a Purchasing Report for construction services for the Wynn Joyce to Miller Road and Wynn Joyce to Ben Davis 138kV Transmission Line rebuild. Construction bids received for the Miller-Wynn Joyce Lake Crossing of Lake Ray Hubbard exceeded the estimates used for budget purposes in the 2020 CIP. The lake’s water level will dictate the installation cost, whether barges and/or matting are necessary to complete this construction. Staff seeks an amendment to the 2020 CIP, providing for the appropriation of an additional $5,362,000 in the Wynn Joyce to Miller Road and Wynn Joyce to Ben Davis 138kV Transmission Line capital projects to support the fall 2020 construction schedule.
CONSIDERATION
Staff seeks City Council approval to appropriate $6,338,000 to the Hinton Landfill Acquisition new project; $790,263 to the Trail Development Program – Winters Park/Spring Creek Greenbelt Trail project; $829,580 to the Shiloh Road – Miller Road to Forest Lane and Shiloh Road – Forest Lane to Westwood Drive new projects; $2,000,000 to the GP&L Girvin Switch Station new project; $2,500,000 to the GP&L Queen BESS new project; $24,000,000 to the GP&L Lookout SVC project; $1,500,000 to the GP&L Nevill Road Switch Station project; $1,000,000 to the GP&L McCree-Oakland Fiber Replacement project; and, $5,362,000 to the GP&L Wynn Joyce to Miller Road and Wynn Joyce to Ben Davis 138kV Transmission Line projects. The City’s cash reserves will be used to fund the $6,338,000 for the Hinton Landfill Acquisition, and a Reimbursement Certificate will be issued allowing the reserve to be replenished in May 2021 when Certificates of Obligation are issued to fund this request and the remainder of the 2021 CIP. Additionally, the City will issue Commercial Paper as expenditures are incurred in the Shiloh Road – Miller Road to Forest Lane and Shiloh Road – Forest Lane to Westwood Drive projects, and at a future date, General Obligation Bonds will be issued to refinance the outstanding Commercial Paper. Finally, the City will issue Commercial Paper as expenditures are incurred in the GP&L Girvin Switch Station, Queen BESS, Lookout SVC, Nevill Road Switch Station, McCree-Oakland Fiber Replacement, and the Wynn Joyce to Miller Road and Wynn Joyce to Ben Davis 138kV Transmission Line projects, and at a future date, Revenue Bonds will be issued for the outstanding Commercial Paper. All of the projects requested by GP&L are associated with providing transmission service. GP&L will seek recovery of its investment plus a return on these projects through the PUC transmission cost of service (TCOS) rate process.

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.b.
Meeting Date:	08/17/2020
Item Title:	Texas Department of Transportation (TxDOT) Selective Traffic Enforcement Program (STEP) 2021 Comprehensive Grant
Submitted By:	Jeffrey Bryan, Chief of Police
Strategic Focus Areas:	Safe Community

ISSUE
Council is requested to consider accepting a Texas Department of Transportation (TxDOT) – Selective Traffic Enforcement Program (STEP) – Comprehensive Grant.
OPTIONS
1. Accept TxDOT STEP Grant Funding 2. Do Not Accept TxDOT STEP Grant Funding
RECOMMENDATION
Staff recommends accepting the TxDOT Grant Funding for the Selective Traffic Enforcement Program (STEP) Comprehensive Grant for FY 2020-2021. This item is scheduled for formal consideration at the August 18, 2020 Regular Meeting.
BACKGROUND
The Garland Police Department has successfully participated in STEP enforcement grants for many years. The purpose of this grant is to save lives, reduce motor vehicle crashes and injuries and change behavior related to driving habits. Rather than aggressively enforcing traffic laws specific to red light and intersection violations, seatbelt violations, speed violations and driving while intoxicated violations, grant enforcement will be focused on high visibility patrols/traffic stops within identified enforcement zones that historically have had major crashes. It is anticipated that increased police presence in these areas will change driver behavior as well as have a positive effect on crime in these zones. The enforcement activities will also be supplemented by additional public information and education campaigns throughout the grant period.
CONSIDERATION
The grant for FY 2020-2021 is in the amount of $179,029.16. If accepted, TxDOT will reimburse the City of Garland $138,101.25. The grant requires the City to provide $40,927.91 in matching funds. This will be accomplished in part through fringe benefits expenditures, TMRS contributions, vehicle mileage costs and administrative time spent on grant related paperwork. Consequently, the City can satisfy the contractual match requirements without expending any additional funds.

Attachments
TXDOT STEP Resolution 2021
TXDOT STEP Agreement 2021

GARLAND
POLICY REPORT


City Council Work Session Agenda		Work Session Item 3.c.
Meeting Date:	08/17/2020
Item Title:	2020 Edward Byrne Memorial Justice Assistance Grant (JAG)
Submitted By:	Jeffrey Bryan, Chief of Police
Strategic Focus Areas:	Safe Community

ISSUE
The Director of the Bureau of Justice Assistance (BJA) has made funds available to units of local government under the 2020 Edward Byrne Memorial Justice Assistance Grant (JAG) program for the purpose of reducing crime and improving public safety. The Garland Police Department is eligible to apply to BJA for an estimated direct award of $48,061.00 under this grant program. However, the Attorney General of the State of Texas has “certified” Garland as a disparate jurisdiction, thereby requiring us to enter into an agreement to share a portion of these funds with Dallas County. Currently, the agreement is for the City of Garland to share 30%, or approximately $14,418.30, with Dallas County, which results in an award to the City of Garland in the amount of approximately $33,642.70. From this amount, there will be a mandated 7% Administration Fee which is to be paid to the City of Dallas as they have designated as the area grant manager for all involved entities. The resulting estimated net award to the City of Garland will be approximately $31,287.71. JAG does not require any matching funds or contributions.
OPTIONS
Authorize submission of the grant application, which if approved by the federal government will pay an estimated $31,287.71. Disapprove submission of the grant application.
RECOMMENDATION
Staff recommends that Council approve submission of the application to the Bureau of Justice Assistance. This item is scheduled for formal consideration at the August 18, 2020 Regular Meeting.
BACKGROUND
This will be the thirteenth year that the Garland Police Department has applied for funds under the new JAG program. The Bureau of Justice Assistance (BJA) has replaced the Edward J. Byrne Memorial State (Byrne Formula) and the Local Law Enforcement Block Grant (LLEBG) with the Justice Assistance Grant. The joining of the two grants allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system. The Garland Police Department received the following grant awards from JAG over the past five years. 2015- $25,699.53 2016- $29,586.65 2017- $31,201.78 2018- $34,764.70 2019- $34,799.86
CONSIDERATION
Pending negotiations with Dallas County, the Justice Assistance Grant should provide $31, 287.71 in funding. The grant will be for a 48-month period. At the conclusion of that time period, any unallocated funds must be returned to the federal government. Funds must be used to supplement existing funds for program activities and cannot replace, or supplant, nonfederal funds that have been appropriated for the same purpose.

Attachments
Resolution JAG 2020