1997-08-26 CC Packet e
City of Southlake,Texas
MEMORANDUM
August 21, 1997
TO: Honorable Mayor and Members of City Council
FROM: Curtis E. Hawk, City Manager
SUBJECT: Agenda Item Comments and Other Item of Interest for City Council Meeting
August 26, 1997
1. Agenda Item No. 4B. City Manager's Report. In your packet you will find the financial
report for July. If you have any questions, please feel free to contact Lou Ann Heath at
ext. 716.
2. Agenda Item No. 5A. Authorize the City Manager to enter into a renewal contract with
Tarrant County for collection of taxes. For fifteen years, Tarrant County has collected
property taxes for the City. This renewal contract is for collection of 1997 taxes, for the
fiscal year beginning October 1, 1997 and ending September 30,1998. Tarrant County has
executed this type of contract with approximately 40 cities and school districts (including
C.I.S.D.) in the County. The contract in your packet is the standard contract used by the
County. Although we really have no choice in the contract language (if we choose to
participate), we will be advantaged considerably by continuing our agreement for the
service. This contract provides terms for financial transactions, disbursements, and
reports. This is an annual contract and a routine administrative matter.
As pointed out in the memo from Director of Finance Lou Ann Heath. we have budgeted
$4,000 for this contract. This is based upon an estimate of 10,000 transactions (e.g.,
payments, refunds, adjustments, etc.; i.e., any time the T.C. Assessor/Collector touches
a Southlake account) @ $.40 per transaction. This amount is considerably less than the
• amount it would cost the City (or even the City and C.I.S.D. cooperatively) to do this
function in-house.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• 411 August 22, 1997
Page 2
3. Agenda Item No. 5B. Resolution No. 97-58. Authorize the City Attorney to proceed with
condemnation of a sewer easement crossing Parcel 29 of the Denton Creek Regional
Wastewater System, Phase III. As noted in Bob Whitehead's memo, this action is
necessary given that the property through which the easement will cross has undetermined
ownership due to bankruptcies. Your authorization to proceed with the condemnation will
ensure that we continue to make progress on this important project.
4. Agenda Item No. 5C. Award of Bid for Sewer Improvements in Diamond Circle Estates.
As part of the Neighborhood Sewer Program, bids have been received for providing sewer
to Diamond Circle Estates. This project also includes the reconstruction of the streets
within the addition and the extension of a storm sewer. The low bid of$869,025.65 was
far below the estimated $1,286,000.00 appropriated for this project in the 1996-1997
budget.
•
We recognize that City Council is contemplating changes in our Neighborhood Sewer
Program in order to assure that the benefitted property owners follow up on their
commitments to participate in the program once the City has constructed the sewers. We
are bringing this project forward at this time, however, since it has been underway in the
planning process for some time, and given the neighborhood's anticipation of the project.
There will still be an opportunity for City Council to get some form of commitment prior
to initiating construction of the projects.
We will begin discussing ways to increase neighborhood participation in our
Neighborhood Sewer Program at the joint Council-SPIN meeting scheduled for Thursday
August 28.
5. Agenda Item No. 5D. Request to advertise for bids for the Supervisory Control and Data
• Acquisition (SCADA) System for sewer lift stations. As you know, the City's Water
Utilities Division has been using a SCADA system for electronic monitoring and control
a
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• • August 22, 1997
Page 3
for the operation of the pumps, water levels in the elevated and ground storage tanks, and
to remotely address problems which occur in the water system. As pointed out in the
memo from Bob Whitehead, this item has been placed on your agenda because of the need
to install a similar system for monitoring the sewer lift stations in the wastewater system.
Funding for this SCADA system is included in the current budget. We have waited to bid
this item until the new ground storage tank was completed. Your packet contains the
specifications which have been developed by the Public Work's staff. It is our
recommendation that you approve the request to advertise for bids for this system.
6. Agenda Item No. 5E. Setting the public hearing to consider a property tax increase. As
noted in the memo from Director of Finance Lou Ann Heath, action to "increase" taxes
(even though the tax rate remains the same) requires a vote and publication of a notice of
• the vote. This action is necessary if the proposed rate exceeds the "notice-and-hearing tax
rate," which for us calculates out to be $.41971. Since our proposed budget reflects the
same tax rate ($.422/$100) as our current budget, it must be treated as a property tax
increase.
We have discussed several times that we need to hold the tax rate fairly constant due to
the need for future capital projects, and to enhance our funding capability. However,
should you decide to keep the tax rate below the $.41971 rate, there would be no need to
act on the vote to increase taxes. It is staff's belief that we could slightly reduce the tax
rate by some amount, say to $.419 or even $.412, and still accomplish our objectives
given the reduction in expenditures we have discussed with City Council.
Note that if we choose to "increase" taxes by maintaining the current rate, we must follow
the schedule which would have the second reading of the tax rate ordinance on the
• September 16 agenda. Otherwise, you can vote on the tax rate ordinance September 2.
•
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• • August 22, 1997
Page 4
7. Agenda Item No. 11A. Charter Election. As we discussed last Tuesday, Council needs
to finalize potential Charter propositions as quickly as possible so that we can call the
election. As you know, we are planning to take items to the voters for consideration
during the November 4 election. As such, you will need to pass an ordinance (containing
proposed amendments) calling the election on first reading at your September 2 meeting.
Your packet contains the list of amendments compiled by the Council committee working
on this project, as previously disseminated.
8. Agenda Item No. 11B. Proposed Fiscal Year 1997-1998 Budget. As pointed out in the
memo (attached hereto) from Director of Finance Lou Ann Heath, we have made the
adjustments necessary to reduce spending in the proposed FY97-98 budget. Staff
recognizes the need for the adjustments as suggested by City Council, and will begin
preparation of the supporting statistical data requested by City Council so that we can
• bring the requests back for your consideration at mid-year.
Although the proposed budget still reflects a tax rate of$0.422 per $100 value, the change
in expenditures will be reflected in an increase in the projected ending undesignated fund
balance for FY97-98. We will have a new summary sheet available for your review
Tuesday night, but we will not have had time to incorporate all the changes throughout the
budget document until Tuesday, September 2.
OTHER ITEMS OF INTEREST
9. TIRZ Update. Note that the second reading of the ordinance which establishes the
Reinvestment Zone and designates the area of the zone, is not on this agenda as we
previously thought it would be. This is due to an error in the legal notice published in the
newspaper, which resulted in it being readvertized. It really creates no problem, however.
• the time limitations imposed on the other taxing jurisdictions to determine their
participation is not bound by this creation date, and therefore we will be moving forward
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• • August 22, 1997
Page 5
with the creation of the zone on September 2. Recall that approval of this ordinance in no
way commits City Council or other taxing entities to the Preliminary Project or Finance
Plan. These will be modified subject to your review both as members of the Reinvestment
Zone Board as well as members of City Council at the appropriate time.
As discussed in the memo last week, we are moving forward in our negotiations with the
other taxing entities. Our next scheduled meeting is September 4 with Commissioner
Whitley and his staff, sometime next week with the C.I.S.D. We will keep you informed.
10. Logo Change Suggestion. Judge Bradley met with Mayor Stacy, Public Information
Officer Tracy Southers and Community Services Coordinator Shelli Siemer last Thursday,
August 20, on several matters. During the meeting, Judge Bradley suggested that we need
to change the City's logo. He feels that the logo is outdated and no longer represents
• Southlake, and stated that he would like to see a new one in place by the end of the year.
He further suggested that we hold a contest within the community to receive new ideas.
As you consider his suggestion, I would draw your attention to a couple of things that will
emerge as potential issues:
Although we could receive ideas from the community (i.e., a "contest"), we would
need to hire a graphic artist/illustrator to assist us in the development of a logo.
Although I would not anticipate that this cost would be terribly expensive, it is
nonetheless a cost that is out there.
- The main monetary cost issue is related to changing the logo on business cards,
letterhead, vehicles, uniforms, caps, promotional items, etc., which could be
lessened by phasing-in the changes as items are replaced.
•
- The non-monetary costs could be more important than the monetary costs. I have
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• August 22, 1997
Page 6
worked in two communities that went through logo changes. Contentious issues
arose, particularly after holding a "contest" and then not using any of the
contestants' suggestions. We have enough contention in our community at this
time without adding these type of issues, so there should be an overriding need to
add to the workload when the objectives are not clearly defined, e.g., would we
be setting out to change the logo just to get people involved? Are there better ways
to get community involvement?
It is not my idea to change the logo, indeed, I am personally satisfied with the logo. It is
easily recognized now by most people; it still has an interesting graphic identity with the
sun (or moon, depending upon how you interpret it) either ascending or descending over
the lake for which our community draws its name, and it evokes connotations of warmth,
vitality, and serenity, all things which we like about our community. It contains images
• of the earth, water, and air, which were the basic "elements" even for ancient ones.
Whoever created our logo put some thought into it. Also, it is copyrighted. Nevertheless,
if it is your desire to make a change please let me know, and I will have staff begin
working on this project.
11. Strategic Plan Update. The consultants have held two meetings, one with senior staff and
one with the Council committee charged with working on the project (Mayor Stacy, Mayor
Pro Tern Ralph Evans, and Deputy Mayor Pro Tern David Harris). Their plan is to take
this information, along with information obtained in the citizen satisfaction survey, and
begin to identify common themes and issues that warrant further discussion. Note that
only two Council members have responded to the questionnaire that was previously
included in your packet. If you have not already done so, please take a moment to
complete the questionnaire and return it to Dr. Glass. Questionnaires and the return
address or a fax number may be obtained from Kim Bush at 481-5581 ext. 702.
•
12. Crime Control District Update. A timetable for the adoption of the crime control district
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• August 22, 1997
Page 7
has been included in your packet as an attachment to this memo. Time has not really
permitted discussion of this item during your regular meetings in August, but we plan to
place it on your September 2 (Temporary Board) agenda. Staff is working through the
final details of the plan and budget, and a draft will be presented to you for discussion on
September 2. Note that a public hearing must be held on the plan and budget on
September 16, and you must adopt the plan at this time. For this reason, it will be critical
that we identify questions or concerns you have at the first meeting in September. If you
have questions at this time, please feel free to call Shana Yelverton or Billy Campbell.
13. SPDC Update. The SPDC continues its work on the capital improvement program for
parks. At its last meeting, the Board discussed specifics for the construction of Phase I
(A) of Bob Jones Park, and the concept plan for the next expansion of Bicentennial Park
(which will include tennis courts, hockey rinks, volleyball and basketball courts, as well
• as parking and other infrastructure improvements). The SPDC also discussed its budget,
specifically three revenue items which will impact our ability to move forward with these
large projects:
• Available SPDC Operating Funds - With the end of the fiscal year, the SPDC will
be able to transfer operating funds in excess of the 15% reserves required by
SPDC policy, to the capital project fund. This year, approximately $550,000 was
available for appropriation. A portion of these funds will be appropriated for park
improvement items which we were unable to consider in the General Fund Budget.
• Texas Parks and Wildlife Grant - Staff was notified on Monday that the TPWD
staff intends to recommend full funding for our grant application ($500,000) to the
TPWD Board. The Board seldom, if ever, refuses to fund a project recommended
by staff. We will know more on August 28 when the Board takes formal action.
• Note that these funds are "earmarked" for Bob Jones Park items delineated in the
grant application.
w
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
- • August 22, 1997
Page 8
■ SPDC Subordinated Bonds - Jim Sabonis with First Southwest Company was
present at the meeting to advise the SPDC that the Board's debt capacity would
allow issuance of subordinated sales tax revenue bonds. The maximum sizing of
the sale could be as much as $2.5 million.
The Board will continue their discussion of budget issues at its next meeting, scheduled
for September 15.
14. Ground Water Storage Tank Dedication. The dedication ceremony is scheduled for
September 10, at 9:30 a.m. Invitations will be sent out and light refreshments are being
considered.
• 15. SPIN/Council Joint Meeting. The agenda is attached for the August 28 joint meeting with
SPIN. Please notice that the meeting time has been moved forward to 6:30 p.m. to
accommodate the Land Use Plan meeting which follows.
Also, please note that the agenda includes a discussion item on the Neighborhood Sewer
Program as suggested by Councilmember Fawks.
16. Nature Center Meeting With the enthusiasm felt at the ground breaking at Bob Jones Park,
the Nature Center Planning Committee decided it was good time to begin moving forward
with the Nature Center. The Committee currently consists of nearly twenty members.
Councilmember Martin is taking the lead on this project, with several capable "co-leaders"
assisting. The first organizational meeting will be held Monday, August 25 at 7:00 at the
Lodge.
• 17. KSB Activity Update. Keep Southlake Beautiful has been busy working on the Waterscape
at Bicentennial Park. A "100 for $100 Campaign" was launched at the Chamber luncheon
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
• August 22, 1997
Page 9
on June 23. Since that time over $6,000 has been raised for the project. Several local
businesses and individuals have offered supplies and volunteer support once construction
begins. The contractor has been selected and a start date is being determined. Once
construction has begun, the project will take approximately two months to complete.
18. Last 3rd Regular Meeting. This will be the last 3rd regular meeting of the City Council.
Recall that Resolution No. 97-39, approved by City Council on May 20, 1997, established
a 3rd regular meeting for the months of May, June, July and August. We have almost
made it through the crunch time of the budget process. We appreciate your patience with
us.
19. FYI, note the agenda for the Town of Westlake's next meeting.
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•
• City of Southlake,Texas
. 0 MEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Lou Ann Heath, Director of Finance
SUBJECT: FY1997-98 PROPOSED BUDGET
As a result of discussions with the City Council during the FY1997-98 Proposed Budget work
sessions August 12-14, Department Directors have been asked to reduce new requests. Of the ten
General Fund positions proposed, three will be retained. The remaining seven positions and their
related capital outlay items will be presented to Council for funding at mid-year (April 1998),
allowing for review of the City's financial results for FY1996-97 and part of FY1997-98. The
three positions are one Public Safety Officer, one Plans Examiner, and one Building Inspector.
Additional lease space, the new telephone system, and the wireless remote network are other items
being removed as well. Certificate of Obligation proceeds will be reduced according to the
reduction in new capital outlay requests, with the intent to fund these capital outlay requests
• through normal operations.
The tax rate to be used in property tax revenue projections will remain at the $.422/$100 rate.
The revenues from Recreation Class Fees will be increased in relation to the increase in
expenditures proposed for the year. Corrections will be made to errors discovered during staff's
review. For example, the Assistant to the Public Works Director and Capital Projects
Coordinator, funded at mid-year FY1996-97, should have been reflected in the Utility Fund's
proposed FY1997-98 budget but were budgeted in the General Fund. The Finance Office is also
verifying expenditure estimates for FY1996-97, and will make recommendations to adjust line
items as appropriate.
At the meeting August 26 with Council, it is our intent to present a summary sheet that details the
General Fund changes by Department/Division to the August 1 filed City Manager budget as well
as amended summary schedules.
LAH
S
STEPS IN THE ADOPTION OF A CRIME CONTROL DISTRICT
ATE TASK GROUP
Feb 4 Adopt Resolution Appt Temp Board City Council
June, July Staff Analysis Staff
Aug 5 Discussion--District Issues Temp Board
Aug 19 Discussion--District Issues Temp Board
Aug 29 Plan and Budget Ready for Packet Staff
Sep 2 Discussion Item: Temp Board
Crime Control Plan and Budget
Sep 5, 6 Publish notice of hearing (no later than 10 days before) Temporary Board
Sep 16 Hold a public hearing Temporary Board
Ssep 16 Adopt a budget and plan (by majority) Temporary Board
Sep 16 Order election date Temporary Board
Sep 30 Publish first election notice (35 days before election)
Oct 7 Publish second election notice (2nd consecutive week)
Nov 4 Hold election (not less than 35 days or more than 60 days after
election ordered)
Nov 11 Canvass election (2-13 days) Temporary Board
Nov 6 thru 17th
Nov 18 Order district created Temporary Board
Nov 18 Appoint permanent board City Council
Nov 18 Adopt ordinance and tax, first reading Permanent Board
Dec 2 Adopt ordinance and tax, second reading
ODec 2 Confirm procedures/ plan of the Temporary Board Permanent Board
Dec 2 Repeal exemption for telecommunications Permanent Board
MP Dec 2 exempt Repeal for telecommunications City Council
P
Dec 3 Notice to the State City Council
Apr 1 Effective Date of Tax
•
110
City of Southiake, Texas
•
SPIN STANDING COMMITTEE/Joint City Council August 28, 1997
LOCATION: City Council Chamber
667 North Carroll
Southlake, Texas 76092
TIME: 6:30 p.m. - 7:30 p.m.
AGENDA:
1. Call to Order
2. Discussion: Neighborhood Sewer Program
3. Neighborhood Reports
g
4. Open Forum
5. Adjournment
I hereby certify that the above agenda was posted on the official bulletin boards at City
Hall, 667 North Carroll Avenue, Southlake, Texas on Thursday, August 21, 1997 at
5:00 p.m., pursuant to Chapter 551 of the Twol,vernment Code.
0F S O .1/4,
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Sandra L. LeGrand, City Secretary * �ifi""„``�����`�
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours
in advance at 481-5581,extension 704, and reasonable accommodations will be made to assist you.
•
Upcoming Me gs and Events `
w
August 25 - SeriAber 14, 1997 w
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY
Aug 25 Aug 26 Aug 27 Aug 28 Aug 29 Aug 30 Aug 31
8:00-10:O0arn Gary ' 5:00pm 3rd Reg CC 10:00am CMO mtg 12:00pm Marisa PACKET DAY
Fawks w/KPG re: Mtg 1:00pm Crime Taylor w/CEH
City initiated Control mtg - staff 6:00pm SPIN
rezonings Standing Corn Mtg @
CCrm
9:00am Director's
Mtg 6:30-7:30pm SPIN &
10:00am Staff/Agenda CC Joint Mtg @
CCrm
1I:30am Chamber
Luncheon tog 7:45pm Land
3:OOpm CEH mtg w/ Use Plan Kick
D.Baltimore Off @CCrm
Sept 1 Sept 2 Sept 3 Sept 4 Sept 5 Sept 6 Sept 7
l CEH lunch w/Mayor 7:00pm CEH 11:00am CEH w/
Sta LCrime Control-Plan & presentation to SYAC County re: TIF
Bdgt disc item 6:00pm P&Z mtg -
6:00 W S; 7:00 reg
5:00pm City Council session
LABOR DAY Mtg - 5:00 WS;
HOLIDAY-CITY 7:00 reg session
HALL CLOSED
Greg Last out of office
Sept 8 Sept 9 Sept 10 Sept 11 Sept 12 Sept 13 Sept 14
9:00am Director's 1:00pm Sr Advisory8:00am Employee \ Keller Chamber
Mtg @ @ Park Breakfast @ CCrm PACKET DAY ` % Banquet -
CCrm
10:00am Staff/Agenda 7:00pm JUC mtg @ 1 9:30am Storage 11:30pm Employee • Mayor Stacy
Mtg @ CCrm Admin Tank Dedication Lunch @ CCrm Auctioneer
11:30am-1:30pm CC ` @ Pearson
briefing from Staff I 12:OOpm Mayor's
6:30pm Park Board Ethics Comm Mtg
Mtgs CCrm/CCcfrm 3:00pm SPIN Ex Mtg
7:00pm KSB Mtg @ @ Admin
Lodge
7:OOpm S/C Mtg @
Admin
Events subject to change; call to confirm before attending 8/22/1997
•
r' AUG-22-97 10 ;03 AM TOWN OF WESTLAKE 817 4301812
TOWN OF WESTLAKE, TEXAS
NOTICE OF REGULAR MEETING
TO THE CITIZENS OF THE TOWN OF WESTLAKE, TEXAS:
Notice is hereby given that the Board of Aldermen of the Town of Westlake, Texas will
meet at 6:00 p.m. on Monday, August 25, 1997, at the Westlake Town Hall, 3 Village
Circle, Solana, in the Town of Westlake, Texas. The Board will open the meeting at 1500
p.m. and recess into executive session. The Board will then reconvene into open session
at 7:30 p.m. The Board will consider the following agenda:
I. Meeting called to order.
2. Administer oath of office to newly elected officer.
3. EXECUTIVE SESSION (6:00 p.m.):
a. The Board will conduct a closed session under Chapter 551 of the
Government Code to seek or receive its attorneys' advice with regard
to pending or contemplated litigation involving the Town and
Aldermen including, but not limited to the following:
i. City of Roanoke vs. Town of Westlake;
ii. Don Redding vs. Town of Westlake, et al;
iii. Oscar Renda vs. Town of Westlake, et al;
iv. Scott Bradley vs. Carroll Huntress, et al;
v. David Brown vs. Carroll Huntress, et al;
vi. Dale White vs. Scott Bradley (quo warranto proceeding);
vii. Town of Westlake vs. City of Roanoke;
viii. Town of Westlake vs. City of Southlake;
ix. Town of Westlake vs. City of Ft. Worth;
x. Hillwood Corporation, et al. vs. Scott Bradley, et al;
xi. In Re: Town of Westlake, Texas, Debtor
(Bankruptcy Proceeding);
• xii. City of Southlake vs. Scott Bradley, et al,
Jr- AUG-22-97 10 :04 AM TOWN OF WESTLAKE 817 4301812 P. 02iO4
• xiii. Contemplated litigation against individuals and entities
regarding disannexations;
xiv. Interlocal agreement between the Town and Lake Turner
Municipal Utility Districts;
xv. Legal action involving transfers from the Town's accounts with
TexPool and Keller State Bank, including the actions whereby
Carroll Huntress withdrew $85,000.00 from TexPool, paid
$67,012.40 to Wood, Thacker& Weatherly, P.C,, and
attempted to pay $15,708.13 to Fielding, Barrett & Taylor, L.L.P.
Reconvene meeting at 7:30 p.m.
4. Consider and take action necessary with respect to any of the pending
matters in item 42, above or other contemplated actions against
parties involved in actions to destroy the Town.
5. Review and approve minutes from the regular meeting held on August 11,
1997.
6. Citizens' Presentations: This is an opportunity for citizens to address the
11111 Board on any matter whether or not it is posted on the agenda. The Board
will not take action on any presentation made to the Board at this time
concerning an item not listed on the agenda.
7. Review and approve any bills paid or unpaid, including the following'
Point Communications S 5,265.18
Gardere & Wynne, L L.P. 8,402.88
Metroplex Engineering 1,553 85
The Margulies Communications Group 7,500.00
Dennis Wilson & Assoc. 4,671.69
Griffin, Whitten & Jones 3,177.86
Trophy Club Police Dept. 2,800.00
Freilich, Morgan, Leitner& Carlisle 20,994.91
8. Consider and take action to authorize the repair and/or replacement of roads in
the Town.
9. Establish a date for a planning session for interested citizens to meet with
members of the Board and the Planning and Zoning Commission to discuss
future Issues concerning the development of the Town.
10. Review all of the Town's subsidiary corporations and take action to appoint the
Board members of these corporations. The Town's instrumentalities include:
•
AUG-22-97 10 :04 AM TOWN OF WESTLAKE 817 4301512 P_ 03iO4
• Texas Student Housing Corporation
Westlake Development Corporation
Westlake 4A Corporation
Lone Star Public Facilities Corporation
Lone Star Hospital Authority
11. Consider and take action concerning an interlocal agreement for participation in
a regional household hazardous waste collection program.
12. Consider and take action to authorize the Aldermen and the Planning and
Zoning Commissioners to attend their respective session of the Texas Municipal
League Institute program to be held in Fort Worth on October 29, 1997, at a
cost of$95.00 per person.
13. PUBLIC HEARING concerning the budget for the fiscal year ending
September 30, 1998.
14 Consider and take action to amend the budget for the fiscal year ending
September 30, 1998
15. Reconvene into Executive Session (if necessary to finish consideration of the
matters under Item #2).
411) 16. Consider and take action with respect to any of the matters listed in Item #2
(if necessary).
17. Other business: Discussion by the Board of Aldermen of items of importance
and concern not listed on the agenda. No action or vote will be taken on any
of these items.
18. Adjourn.
CERTIFICATION
I certify that the above notice was posted on the front door of the Town Hall of the Town
of Westlake, 3 Village Circle, Suite 207, Westlake, Texas, on Friday, August 22, 1997 at
1.00 p.m., under the Open Meetings Act, Chapter 551 of the Texas Government Code.
Inge; osswy, Town Sec a
•
A.
0
City of Southlake,Texas
I
0 REGULAR CITY COUNCIL MEETING: AUGUST 26, 1997
' LOCATION: 667 North Carroll Avenue, Southlake, Texas
City Council Chambers of City Hall
WORK SESSION: 5:00 P.M. TO 6:00 P.M.
1. Call to order. Invocation.
2. A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551 of the Texas
Government Code, Sections 551.071, 551.072, 551.074, 551.076. Refer to posted
list attached hereto and incorporated herein. Executive session will be held from
6:00 p.m. to 7:00 p.m.
B. Reconvene: Action necessary on items discussed in executive session.
3. Approval of the Minutes (no items this agenda).
4. Reports:
A. Mayor's Report.
lill B. City Manager's Report.
CONSENT AGENDA
All items listed below are considered to be routine by the City Council and will be enacted with
one motion. There will be no separate discussion of items unless a Councilmember or citizen so
requests, in which event, the item will be removed from the general order of business and
considered in its normal sequence.
5. Consent:
A. Authorize the City Manager to enter into a renewal contract with Tarrant County
for collection of taxes.
B. Resolution No. 97-58, Authorize the City Attorney to proceed with condemnation
of a sewer easement crossing an unknown party's property, Parcel 29 of the
Denton Creek Regional Wastewater System, Phase III.
C. Award of bid for sewer improvements in Diamond Circle Estates.
D. Request to advertise for bids for the Supervisory Control and Data Acquisition
III (SCADA) System for sewer lift stations.
J
I
City of Southlake,Texas
1pRegular City Council Meeting Agenda
August 26, 1997
page 2
5. E. Setting the public hearing to consider a property tax increase.
REGULAR AGENDA
6. Public Forum.
7. Ordinances, second readings, public hearings and related items (no items this agenda).
8. Ordinances, first readings, and related items (no items this agenda).
9. Resolution (no items this agenda).
10. Other items for consideration (no items this agenda).
11. Other items for discussion:
A. Charter Election
III
B. Proposed Fiscal Year 1997-1998 Budget.
12. Meeting Adjourned.
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at City Hall, 667
North Carroll Avenue, and the Administrative Offices, 1725 East Southlake Boulevard, Southlake,
Texas, on Friday, August 22, 1997 at 6:00 p.m., pursuant to the Texas Government Code,
Cha ter 551.
LA otlunrnrr,,,��
andra L. LeGrand a3 O� * -.q'f�`
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City Secretary w F' m
gym =
1,0 a =
47, *1*11111\�����``
If you plan to attend this public meeting and have a disability that requires special needs, please
advise the City Secretary 48 hours in advance at 481-5581 extension 704, and reasonable
0 accommodations will be made to assist you.
7
City of Southlake,Texas
0 Regular City Council Meeting Agenda
August 26, 1997
page 3
EXECUTIVE SESSION
PENDING LITIGATION-SECTION 551.071
The City Council may consider and/or discuss the following pending and/or contemplated
litigation subjects:
1. Vicci Winchester vs. Dan McKee Water Service Company, and the City of Southlake.
1995.
2. D/FW-White Chapel Ltd. vs. State of Texas and the City of Southlake, Texas. 1997.
3. City of Southlake vs. Kathy A. Brunson, William J. Justus, Trustee, William James Elder
and James M. Elder, Inc., Employee Profit Sharing Trust. 1997.
4. Town of Westlake, Texas et al vs. City of Southlake, Texas 1997.
5. Town of Westlake, Texas vs. City of Southlake, Carroll Huntress, et.al. 1997.
6. Legal action against Scott Bradley, Charla Bradshaw, Abe Bush, and Fred Held. 1997.
7. Marriam Baloch Claim. 1997.
LAND ACQUISITION-SECTION 551.072
•
The City Council may consider the purchase, exchange, lease or sale of real property. After
discussion of land acquisition in executive session, any final action or vote taken will be in open
session.
PERSONNEL-SECTION 551.074
The City Council may consider the appointment, evaluation, reassignment, duties, discipline or
dismissal of public officers or employees, including the City Manager, City Secretary, City
Attorney, and City Boards and Commission members. A complete list of the City Boards and
Commissions is on file in the City Secretary's office.
DEPLOYMENT OF SECURITY PERSONNEL-SECTION 551.076
Regarding the deployment of specific occasions for implementation of security personnel or
devices.
After discussion of any or all, in executive session, any final action or vote taken will be in open
session by the City Council.
If personnel issues or litigation arise or a need to seek the advice from the City Attorney as to the
goposted subject matter of this City Council meeting, the issues or matters will be discussed in
executive session. 7/30/97
City of Southiake,Texas
PLANNING & ZONING COMMISSION WORK SESSION AUGUST 28. 1997
i;
LOCATION: 667 North Carroll Avenue, Southlake, Texas
City Council Chambers of City Hall
WORK SESSION: 7:45 P.M.
1. Call to Order
2. Administrative Comments
3. Introduction of Land Use Plan Update - Greg Last, Community Development Director
4. Public Hearing - Comments from the Audience
5. Meeting Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at City Hall, 667
North Carroll Avenue, Southiake, Texas, on Jji ��, August 22, 1997 at 5:00 p.m., pursuant to the
Texas Government Code, Chapter 551\���\\_J-cH1-Alc.
s
W=
Sandra L. LeGrand r •
City Secretary ''�i `
If you plan to attend this public meeting and have a disability that requires special needs,please advise the City Secretary
48 hours in advance at 481-5581,extension 704,and reasonable accommodations will be made to assist you.
•
L:\WP-FILES\PROJECTS\LUP96-97\AGN 8 28.WPD
GENERAL FUND
Statement of Revenues, Expenditures and Changes in Fund Balance
for the period ended July 31, 1997
4111 with Comparative Actual amounts for the period ended July 31, 1996
(fiscal month 10- 83.33%)
Revised Percen Actual Percent
Mon Year to Date 1996/97 Collected, Year to Date Total Collected/
REVENUES 7/31/9 1996/97 Budget •- • • 7/31/96 9/30/96 Expended
Ad Valorem Taxes $85,972 $3,431,395 $3,357,212 102.2% $2,937,326 S2,939,869 99.9%
Sales Tax 171,813 1,348,394 1,846,000 73.0% 1,042,094 1,476,709 70.6%
Franchise Fees 16,546 849,299 763,397 111.3% 503,981 509,630 98.9%
Fines 53,159 417,256 353,600 118.0% 345,552 435,537 79.3%
Charges for Services 29,709 288,740 279,850 103.2% 172,232 222,052 77.6%
Permits/Fees 207,914 1,986,600 2,249,310 88.3% 2,204,550 2,642,353 83.4%
Miscellaneous 19,061 139,195 105,179 132.3% 73,030 115,859 63.0%
Interest Income 3.463 137.608 143,000 96.2% 121.277 159.851 75.9%
Total Revenues $587,637 $8,598,487 $9,097,548 94.5% $7,400,042 58,501,860 87.0%
EXPENDITURES
City Secretary $34,441 $210,152 $263,253 79.8% $179,293 $255,958 70.0%
Human Resources 16,495 115,151 128,505 89.6% 0 0 0.0%
City Manager 49,456 415,111 480,565 86.4% 354,578 432,524 82.0%
Economic Development 9,922 71,442 114,882 62.2% 93,397 110,511 84.5%
Support Services 142.444 975.061 1.045.160 93.3% 832.146 981.311 84.8%
subtotal-General Govt. Dept. 25'7 Z5.8 1 786917 2.032_365 87.9% 1.459A14 1,7.80,344 82.0%
Finance 36,571 366,946 381,591 96.2% 328,487 390,664 84.1%
Municipal Court 26,620 198,826 249,514 79.7% 155,257 206,602 75.1%
Municipal Court-Teen Court 5_,214 37 829 52.206 72.5% 31.843 38 212 83.3%
subtotal-Finance Dept. 68_401 601.6Q1 683 311 88.3% 515,587 634 478 81.1%
Fire 263,143 1,153,345 1,452,264 79.4% 708,096 901,925 78.5%
olice 253,782 1,846,899 2,188,966 84.4% 1,076,575 1,389,060 77.5%
ublic Safety Support 125.382 811.910 935.952 86.7% 674.149 835.717 80.7%
subtotal-Public Safety Dept. 642.302 3 $1'.154 4577.18/ 83.3% ?_458.820 3_.126J_02 78.6%
Building 66,291 394,845 511,928 77.1% 286,330 351,228 81.5%
Streets/Drainage 68,094 594,418 896,918 66.3% 663,830 871,038 76.2%
Public Works Administration 69 326 541,744 754.678 71.8% 276.452 360.338 76.7%
subtotal-Public Works Dept. 201.711 1531.002 2.163.524 70.8% L226..612 L5.82..604 77.5%
Parks and Recreation Dept. 145.871 795.709 995,861 79.9% 479547 613,974 76.9%
Community Development Dept. 43,363 378.971 517J 57 70.6% 11 1901 417,495 77.1%
Total Expenditures $1.356 411 S8 908 359 510.989.400 81.1% S6.461 881 S8 166 557 79.1%
Excess (deficiency) of
Revenue over Expenditures ($768,774 ($309,872) ($1,891,852) $938,161 $335,303
OTHER FINANCING
SOURCES AND (USES)
Proceeds from C.O. Sale(net) $0 $842,183 $920,000 SO $88,107
Transfer In-Other Funds 0 0 633,000 594,607 594,607
Transfer to Infrastructure Q Q 4 (377.288) (377,287)
Total Other Sources/(Uses) $0 $842,183 $1,553,000 $217,319 $305,427
Excess (deficiency)of
Revenues/other sources over Exp. S512 311 LS138 852) Si 155 480 S640.730
FUND BALANCE OCT 1 $2,326,534 $2,326,534 $1,689,294 $1,689,294
Change in reserved fund balance $0 $0 ($3,490) ($3,490)
ENDING FUND BALANCE S'' 858 845 $1 987 682 $2.841 /84 $/ 326 534
fund balance percentage 18.1% /8 5%
• 08/21/97 page 1 JUL97.WK4
0
WATER AND SEWER ENTERPRISE FUND
Comparative Statement of Revenues and Expenses
for the period ended July 31, 1997 and July 31, 1996
III (fiscal month 10- 83.33%)
Revised Percen Actual Percent
Mont Year to Date 1996-97 Collected: Year to Date Total Collected/
REVENUES 7 ', 1996-97 Big Ex.-.. . 7/31/96 9/30/96 Expended
Water Sales-residential $469,866 $2,940,399 $4,250,000 69.2% $3,362,884 $4,379,575 76.8%
Water Sales-commercial 67,229 464,049 475,000 97.7% 442,272 576,519 76.7%
Sewer Sales 78,084 639,230 590,000 108.3% 548,053 680,936 80.5%
Sanitation Sales 54,668 423,908 508,000 83.4% 372,289 448,336 83.0%
Other utility charges 0 334,170 359,000 93.1% 370,437 439,275 84.3%
Miscellaneous 31,347 78,144 85,900 91.0% 104,463 168,453 62.0%
Interest Income 2,162 58.596 68.750 85.2% 88.417 102.729 86.1%
Total Revenues 5703,356 $4,938,496 $6,336,650 77.9% $5,288,815 $6,795,823 77.8%
EXPENSES
Water $31,816 $2,295,015 $3,922,642 58.5% $2,487,236 $3,539,021 70.3%
Sewer 75,210 722,768 744,873 97.0% 1,424,644 533,178 267.2%
Sanitation 20,710 312,256 483,000 64.6% 290,615 393,855 73.8%
Debt Service-
Revenue Bonds 77.195 1.341.718 1.448.048 92.7% 520.657 1.835.341 28.4%
Total Expenses $204,931 $4,671,757 $6,598,563 70.8% $4,723,152 $6,301,395 75.0%
Excess (deficiency) of
Revenue over Expenses $498.425 $'P66,739 ($261 9111 $5.65.663 $494,413
OTHER FINANCING
_SOURCF,S AND IISFS)
OTransfer In-Other Funds $58,181 $581,808 $698,170 $306,566 $367,879
ransfer Out-Other Funds 0 Q (633.000) (239.262) (1.555.556)
Total Other Sources/(Uses) $58,181 $581,808 $65,170 $67,304 ($1,187,677)
Excess (deficiency) of
Revenues and other sources
over Expenses S556 606 $848 547 (3196 7431 5632.967 ($693.249)
110
08/21/97 page 2 JUL97.WK4
z
City of Sou lake,Texas
• 0
Inventory Holdings Report
6/30/97
POOLED_GASH
Settle Security Coupon/ Purchase Purchase Purchase Current Market Current Gain/ Beginning Beginning
Date GUST_ Type Par Discosint.Rate Maturity Price Yield Piincipai Book Price Market (Logs) Book Market
6/30/97 Open TexPool 1,878,386 5.53610% 8/5/97 100.00000 5.36100% 1,878,386 1,878,386 100.00000 1,878,386 0 12,552,610 12,552,610
4/17/97 313385RN8 FHLB 1,105,000 5.66000% 1/8/98 95.81789 5.93400% 1,058,788 1,082,160 97.10000 1,072,955 (9,205) 0 0
3/12/97 313385LW4 FHLB 535,000 5.30000% 9/18/97 97.20278 5.52200% 520,035 528,724 98.79000 528,527 (198) 521,564 520,924
1/27/97 313589JN4 FNMA 2,995,000 5.27000% 7/24/97 97.39428 5.48600% 2,916,959 2,984,418 99.64000 2,984,218 (200) 2,945,177 2,942,078
4/25/97 31364CC71 FNMA 1,005,000 6.00000% 4/17/98 99.82000 6.19000% 1,003,191 1,004,471 100.12500 1,006,256 1,786 0 0
4/3/97 Open FlexRepo 9,592,300 6.22000% 3/15/00 100.00000 6.22000% 9,592,300 9,592,300 100.00000 9,592,300 0 531,337 531,144
5/6/97 313589KT9 FNMA 1,090,000 5.52000% 8/22/97 98.34400 5.69100% 1,071,950 1,081,145 99.20000 1,081,280 135 1,052,234 1,052,264
6/1/97 02574 CD 3,000,000 5.50000% 7/1/97 100.00000 5.64000% 3,000,000 3,000,000 100.00000 3,000,000 0 3,000,000 3,000,000
Total 21,200,686 5.89699% 21,041,609 21,151,604 21,143,922 (7,682) 20,602,922 20,599,020
Weighted Average Maturity 401 days
•Within Pooled Cash,approximately$707,967 is operating funds for the SPDC.
SPDC POOLED CASH
Settle Security Purchase Purchase Purchase Current Market Current Gain/ Beginning Beginning
Date Cl,JStP Type Par Coupon Maturity Price Yield Principal Book Price Market (Loss) Book Market
6/30/97 Open TexPool 735,106 5.53610% 4/17/97 100.00000 5.30290% 735,106 735,106 100.00000 735,106 0 6,089,880 6,089,880
4/3/97 Open FlexRepo 4,186,648 6.22000% 4/2/00 100.00000 6.22000% 4,186,648 4,186,648 100.00000 4,186,648 0 0 0
Total 4,921,754 6.08302% 4,921,754 4,921,754 4,921,754 0 6,089,880 6,089,880
Weighted Average Maturity 906 days
1
"" Portfolio Summary Report This report is in compliance with the strategies
Pooled Investment Funds approved in the amended City of Southlake
Quarter ending 6/30/97 Investment Policy and the Public Funds
Investment Act.
Total Portfolio Composition
Texpool 10% POOLED CASH SP_DC_POOLED CASH
Agencies 26% Weighted Weighted
CD'sl 53% Average Average /� 1`�, /� C- -ei 7
L114 Book Market Days to Book Market Days to �,11� C.�.7fY� 6 Q(,(f /
100% Value Value Maturity Value Value Maturity Finance Director Date
Beginning Balance 22,687,032 22,682,523 33 days 6,089,880 6,089,880 16 days ^
TexPool Deposits/Withdrawals(Net) (11,038,940) (11,038,940) (5,354,774) (5,354,774) /V _ 8-Ql917
Investment Transactions(Par-Net) 9,592,300 9,592,300 4,186,648 4,186,648 Chie Ac ntan udget Officer Date
Changes in Values 88,788 91,961 0 0
Ending Balance 21,151,604 21,143,922 401 days 4,921,754 4,921,754 906 days
Flexible Repurchase Agreement includes capital projects bond proceeds,and therefore has a longer maturity.
08/21/97 INVQ697.WK4
f
City of Southlake,Texas
•
0 MEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Lou Ann Heath, Director of Finance
SUBJECT: Tarrant County Tax Collection Contract
Since 1982, the Tarrant County Tax Assessor/Collector has collected property taxes for the City
of Southlake. The renewal contract has been presented to the City for collection of 1997 taxes,
for the fiscal year beginning October 1, 1997. Tarrant County charges $.40 per financial
transaction, defined as a payment or refund on an account. This is the same per transaction fee
as the previous year, and is a very reasonable charge for the service provided. Southlake would
spend far in excess of the $4,000 budgeted in personnel costs alone if we collected our own taxes.
Operational costs to staff a tax collection office are estimated at $35,000, plus the capital outlay
costs for office equipment and computer hardware and software.
0 The contract provides for disbursements to be made to the City when daily collections exceed
$100, or at the close of a month. Also included in the contract is a listing of the reports provided
to the City. There are provisions that allow the City to perform an audit of the County collection
process if we choose to do so.
Please place the renewal contract on the City Council agenda for approval.
LAH
f
. y
'NE GARRISON
x Assessor-Coilector
:\SA I'. HAMRICK TARRANT COUNTY
Chief Deputy FORT WORTH. TEXAS 76196-0301
June 19, 1997
Ms. Lou Ann Heath
Finance Director
City of Southlake
1725 Southlake Blvd.
Southlake, TX 76092
Dear Ms. Heath:
Please find enclosed two original Contracts for the assessment and collection of your ad
valorem taxes by Tarrant County. Please return both signed Contracts by Friday,
September 5, 1997, so that all necessary actions may be completed before October 1,
III 1997. I will mail a fully executed Contract to you after the Commissioners Court has
made formal approval of the Contract.
Please note in Section V of the Contract that your 1997 tax rate is due in my office by 2
p.m., Thursday, September 18, 1997. We ask that you schedule your budget and/or tax
meetings in a manner that will allow you to set your tax rate on or before that date.
Thank you for your cooperation, if you have any questions contact George Nobles at 884-
1123 or me at 884-1106.
Sincerely,
,,,i0,1,2„, Za.i.-/I-44-‘0,-(..).
June Garrison
Tax Assessor-Garrison
Tarrant County
JG/cls
Enclosures
III
,.5-g-,?
STATE OF TEXAS X
X AGREEMENT
Ill COUNTY OF TARRANT X
Agreement made this day of , 1997, by and between June Garrison,
Tarrant County Tax Assessor-Collector, and Tarrant County, hereinafter referred to as
ASSESSOR/COLLECTOR, whose address is 100 E. Weatherford Street, Fort Worth, Texas
76196-0301, and the City of Southlake hereinafter referred to as CITY, whose address is 1725
Southlake Boulevard, Southlake, T6092.
PURPOSE OF AGREEMENT
The purpose of this Agreement is to state the terms and conditions under which the
ASSESSOR/COLLECTOR will provide assessment and collection services of Ad Valorem
taxes levied by the CITY.
NOW THEREFORE, in consideration of the mutual promises herein contained, the parties
hereto agree as follows:
•
I.
SERVICES TO BE PERFORMED
The ASSESSOR/COLLECTOR agrees to collect the taxes due and owing on taxable
property upon which the CITY has imposed said taxes. The ASSESSOR/COLLECTOR
shall PERFORM THE SAID SERVICES IN THE SAME MANNER AND FASHION AS
TARRANT COUNTY COLLECTS ITS OWN TAXES due and owing on taxable property
situated within its boundaries. The services performed shall include, but not be limited to:
receiving information from the Tarrant Appraisal District for purposes of the Certified
Appraisal Roll, and monthly changes thereto; providing mortgage companies, property
owners and tax representatives, tax roll and payment data; providing all necessary
assessments of taxes and Truth in Taxation calculations as required; the transmittal of tax
statements via the U.S. Mail or electronic transfer of data; and rapid deposit payment
processing. All CITY disbursements, made by check or by electronic transfer (wire), for
collected tax accounts will be made to the CITY on the day the County Depository Bank
indicates the mandatory assigned "float" period has elapsed and the funds are posted to the
collected balance. If any daily collection total is less than one hundred dollars (S100.00), the
disbursement will be withheld until the cumulative total of taxes collected for the CITY
equals one hundred dollars (S100.00), or at the close of the month.
•
II.
OREPORTS
The ASSESSOR/COLLECTOR will provide the CITY the following reports, if requested:
Daily: General Ledger Distribution Report
Weekly: Detail Collection Report(Summary)
Monthly: Tax Roll Summary (Totals Only)
Month End Report
Detail Collection Report (Summary)
General Ledger Revenue & Expense Report
Agriculture Rollback Collection Report
Delinquent Tax Attorney Tape (Exhibit A)
Annual: Paid Tax Roll
Delinquent Tax Roll
Current Tax Roll
Other requested reports that require programming: S 25.00 per hour
• Other reports requiring computer run-time: S350.00 per hour
III.
AUDITS
The ASSESSOR/COLLECTOR will provide to the CITY auditor necessary explanation of
all reports and access to ASSESSOR/COLLECTOR in-house tax system computer terminals
to assist the CITY auditor in verifying their audit samples of the financial data previously
provided by the ASSESSOR/COLLECTOR during the past audit period.
If the CITY elects to have their auditors conduct a "computer system assurance review
audit" requiring assistance from ASSESSOR/COLLECTOR system's programmers and
accountants, the fee is S660.00 per day, which will be deducted from the CITY'S current
collections at the end of the month.
Page 2 of 6
IV.
• COMPENSATION
In consideration of the services to be performed by the ASSESSOR/COLLECTOR,
compensation for the services rendered will be a rate of forty cents (S.40) per financial
transaction. A financial transaction is defined as when a CITY account is credited with a
payment or debited for a refund.
V.
TAX RATE REQUIREMENT
The CITY will provide the ASSESSOR/COLLECTOR, in writing, their newly adopted tax
rate and exemption schedule to be applied for assessing purposes no later than 2:00 p.m.,
Thursday, September 18, 1997. Under authority of Section 31.01 (h) of the Property Tax
Code, any additional cost of printing and mailing tax statements because of late reporting of
the tax rate or the exemption schedule will be charged to the CITY. If the CITY wishes their
collection reports to be broken out as to maintenance and operation fund and interest and
sinking fund, then the notice advising of the new tax rate must set out the separate rates, as
well as the total rate.
The tax rate and the exemption schedule for each of the last five (5) years in which an ad
valorem tax was levied, or all prior years where there remains delinquent tax, must be
• furnished in writing to the ASSESSOR/COLLECTOR.
VI.
TERM OF AGREEMENT
This Agreement shall become effective as of the date hereinabove set out, and shall continue
in effect during the 1997 tax year, unless sooner terminated by providing sixty (60) day
written notice, as outlined in paragraph XI.
VII.
COMPLIANCE WITH APPLICABLE
STATUTES, ORDINANCES, AND REGULATIONS
In performing the services required under this Agreement, the ASSESSOR/COLLECTOR
shall comply with all applicable federal and state statutes, case law, opinions of the Texas
State Attorney General, Court orders and Comptroller regulations. If such compliance is
impossible for reasons beyond its control, the ASSESSOR/COLLECTOR shall immediately
notify the CITY of that fact and the reasons therefor.
Page 3 of 6
•
•
VIII.
4111) DEPOSIT OF FUNDS
All funds collected by the ASSESSOR/COLLECTOR in the performance of the services
stated herein for the CITY shall be promptly transferred to the account of the CITY at their
depository bank. Electronically transferred funds incur an additional fee which will be
charged back to the CITY and deducted from those collected funds. If the CITY desires their
tax disbursements to be made by electronic transference of funds (wire) the
ASSESSOR/COLLECTOR assumes no liability for the funds after initiation of the electronic
transference of the CITY'S funds from the County Depository to the CITY'S designated
depository.
IX.
REFUNDS
Refunds will be made by the ASSESSOR/COLLECTOR. The ASSESSOR/COLLECTOR
will advise the CITY of changes in the tax roll which were mandated by the Tarrant
Appraisal District.
The ASSESSOR/COLLECTOR will not be responsible for refunds on prior year paid
accounts unless the prior year paid accounts for the past five (5) years are provided to the
ASSESSOR/COLLECTOR via computer magnetic tape in the exact computer layout as set
• out in Exhibit "B".
All refunds of overpayments or erroneous payments due, but not requested, and as described
in Section 31.11 of the Texas Property Tax Code, will after three years from the date of
payment, be proportionately disbursed to those entities contracting with the
ASSESSOR/COLLECTOR. The contract must have been in force, actual assessment and
collection functions begun and the tax account was at the time of the over or erroneous
payment within the CITY'S jurisdiction. The proportional share is based upon the CITY'S
percent of the tax account's total levy assessed at the time of receipting the over or erroneous
payment.
X.
DELINQUENT COLLECTIONS
The ASSESSOR/COLLECTOR will assess and collect the fifteen percent (15%) collection fee
pursuant to Section 33.07 of the Property Tax Code, when allowed. The
ASSESSOR/COLLECTOR will disburse the amount directly to the CITY for compensation
to a Firm under contract to the CITY.
Page 4 of 6
•
•
If the delinquent collection Attorney contracted by the CITY requires attendance of Tax
0 ASSESSOR/COLLECTOR personnel at a court other than the District Courts in downtown
Fort Worth, and the county is not a party, the employee's expenses and proportionate salary
will be the responsibility of the CITY and will be added to the collection expenses and
charged to the CITY.
The ASSESSOR/COLLECTOR will not be responsible for the collection of prior year
delinquent accounts unless all delinquent accounts information is provided to the
ASSESSOR/COLLECTOR via computer magnetic tape in the exact computer layout as set
out in Exhibit "B".
XI.
NOTICES
Any notices to be given hereunder by either party to the other may be effected, in writing,
either by personal delivery or by mail, registered or certified, postage prepaid with return
receipt requested. Mailed notices shall be addressed to the address of the parties as they
appear in the introductory paragraph of this Agreement, but each party may change this
address by written notice in accordance with this paragraph.
XII.
IllMISCELLANEOUS PROVISIONS
This instrument and the attachments hereto contain the entire Agreement between the
parties relating to the rights herein granted and obligations herein assumed. Any oral
representations or modifications concerning this instrument shall be of no force or effect
except a subsequent modification in writing and signed by the parties.
This Agreement shall be construed under and in accordance with the laws of the State of
Texas, and all obligations of the parties created hereunder are performable in Tarrant
County,Texas.
This Agreement shall be binding upon and inure to the benefit of the parties hereto and their
respective legal representatives and successors.
In case any one or more of the provisions contained in this Agreement shall for any reason be
held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or
enforceability shall not affect any other provision hereof and this Agreement shall be
construed as if such invalid, illegal, or unenforceable provisions had never been contained.
This Agreement and the attachments hereto constitutes the sole and only agreement of the
parties hereto and supersedes any prior understandings or written or oral agreements
between the parties respecting the within subject matter.
• Page 5 of 6
•
1110 Executed on the day and year first above written,Tarrant County, Texas.
BY:
JUNE GARRISON DATE
TAX ASSESSOR/COLLECTOR
TARRANT COUNTY
FOR THE CITY OF SOUTHLAKE:
BY:
DATE
TITLE:
FOR TARRANT COUNTY:
•
BY:
TOM VANDERGRIFF DATE
TARRANT COUNTY JUDGE
• Page 6 of 6
jA— Q
EXHIBIT A
0 TARRANT COUNTY TAX OFFICE
NAME:
DELINQUENT ACCOUNTS - MASTER FILE
RECORD LAYOUT:
DESCRIPTION COBOL PICTURE
ACCOUNT NUMBER PIC X(11).
ROLL CODE PIC X(01).
OWNER NAME 1 PIC X(30).
OWNER NAME 2 PIC X(30).
ADDRESS LINE 1 PIC X(30).
ADDRESS LINE 2 PIC X(30).
CITY PIC X(20).
STATE PIC X(02).
ZIP PIC 9(09).
FILLER PIC X(02).
LEGAL DESCRIPTION 1 PIC X(30).
LEGAL DESCRIPTION 2 PIC X(30).
LEGAL DESCRIPTION 3 PIC X(30).
LEGAL DESCRIPTION 4 PIC X(30).
ACRES PIC 9(11).
STREET NAME PIC X(18).
STREET NUMBER PIC 9(07).
• PIDN PIC X(30).
FIDUCIARY (Y OR N) PIC X(01).
FILLER PIC X(02).
TAD EXEMPTION CODE PIC X(03).
FILLER PIC X(01).
ENTITY CODES PIC X(45).
NON BILL CODE PIC X(15).
SPTB PIC X(03).
OVER 65 QUARTERLY PAYMENT (Y OR N) PIC X(01).
HALF PAYMENT (Y OR N) PIC X(01).
INSTALLMENT AGREEMENT DATE PIC 9(06).
FILLER PIC X(15).
TAPE FORMAT: ASCII LABELED
DENSITY: 9 TRACK 6250 OR 1600 BPI
RECORD SIZE: 444 BYTES
BLOCK SIZE: 13320
• Page 1 of 2
EXHIBIT A (CONTINUED)
1111 TARRANT COUNTY TAX OFFICE
NAME:
DELINQUENT ACCOUNTS - RECEIVABLE FILE
RECORD LAYOUT:
DESCRIPTION COBOL PICTURE
ACCOUNT NUMBER PIC X(11)
TAX YEAR PIC 9(02)
TAX UNIT PIC 9(03)
FIDUCIARY (Y OR N) PIC X(01)
HALF PAYMENT (Y OR N) PIC X(01)
OVER 65 QUARTERLY PAYMENT (Y OR N) PIC X(01)
INSTALLMENT AGREEMENT PIC X(01)
DELINQUENCY DATE PIC 9(06) YYMMDD
3307 DATE PIC 9(06) YYMMDD
BASE LEVY PIC 9(09)V99
BALANCE DUE PIC 9(09)V99
JUDGEMENT DATE PIC 9(06) YYMMDD
SUIT NUMBER PIC X(15)
SUIT FILE DATE PIC 9(06) YYMMDD
BANKRUPTCY NUMBER PIC X(15)
BANKRUPTCY FILE DATE PIC 9(06) YYMMDD
• FILLER PIC X(08)
TAPE FORMAT: ASCII LABELED
DENSITY: 9 TRACK 6250 OR 1600 BPI
RECORD SIZE: 110 BYTES
BLOCK SIZE: 16500
• Page 2 of 2
•
EXHIBIT B
TARRANT COUNTY TAX OFFICE
NAME:
DELINQUENT ACCOUNTS - MASTER FILE
RECORD LAYOUT:
DESCRIPTION COBOL PICTURE
ACCOUNT NUMBER PIC X(11).
PIDN PIC X(30).
PROPERTY LEGAL DESCRIPTION 1 PIC X(30).
PROPERTY LEGAL DESCRIPTION 2 PIC X(30).
PROPERTY LEGAL DESCRIPTION 3 PIC X(30).
PROPERTY LEGAL DESCRIPTION 4 PIC X(30).
OWNER NAME 1 PIC X(30).
OWNER NAME 2 PIC X(30).
OWNER ADDRESS PIC X(30).
OWNER CITY PIC X(20).
OWNER STATE PIC X(02).
OWNER ZIP PIC 9(09).
TAPE FORMAT: ASCII UNLABELED
DENSITY: 9 TRACK 6250 OR 1600 BPI
RECORD SIZE: 282 BYTES
• BLOCK SIZE: 14100
• Page 1 of 4
EXHIBIT B (CONTINUED)
goTARRANT COUNTY TAX OFFICE
NAME:
DELINQUENT ACCOUNTS - RECEIVABLE RECORD
RECORD LAYOUT:
DESCRIPTION COBOL PICTURE
ACCOUNT NUMBER PIC X(11).
TAX YEAR PIC 9(02).
TAX UNIT PIC 9(03). CITY, ISD, CED
TOTAL APPRAISED VALUE PIC 9(11).
LAND VALUE PIC 9(11).
IMPROVEMENT VALUE PIC 9(11).
AGRICULTURAL EXCLUSION PIC 9(11). DEFERRED AMOUNT
HOMESTEAD EXEMPTION PIC 9(11).
OVER 65 EXEMPTION PIC 9(11).
DISABILITY EXEMPTION PIC 9(11).
VETERAN EXEMPTION PIC 9(11).
PRORATED VALUE PIC 9(11).
FREEPORT EXEMPTION PIC 9(11).
TAX ABATEMENT PIC 9(11).
SOLAR EXEMPTION PIC 9(11).
HISTORIC EXEMPTION PIC 9(11).
TAXABLE VALUE PIC 9(11).
IIIII BASE LEVY PIC 9(09)V99.
LEVY/BALANCE DUE PIC 9(09)V99.
LEVY PAID PIC 9(09)V99.
TOTAL PAID PIC 9(09)V99.
(INCL. BASE LEVY, P&I, ATTY FEES, COURT COSTS AND ABSTRACT FEES)
LEVY REFUND DUE PIC 9(09)V99.
REFUND DUE DATE PIC 9(06). YYMMDD
FROZEN YEAR PIC 9(02).
FROZEN AMOUNT PIC 9(09)V99.
DELINQUENCY DATE PIC 9(06). YYMMDD
3307 DATE PIC 9(06). YYMMDD
AG TYPE PIC 9(01).
FULLY EXEMPT FLAG PIC X(01). Y/N
PAYMENT TYPE PIC X(01).
(INCL. S - SPLIT PAYMENT, Q - QUARTERLY PAYMENT, P - PARTIAL PAYMENT)
SUIT NUMBER PIC X(15).
BANKRUPTCY NUMBER PIC X(15).
COURT COSTS DUE PIC 9(06)V99.
ABSTRACT FEES DUE PIC 9(06)V99.
FILLER PIC X(05).
TAPE FORMAT: ASCII UNLABELED
DENSITY: 9 TRACK 6250 OR 1600 BPI
RECORD SIZE. 310 BYTES
BLOCK SIZE: 15500
• Page 2 of 4
•
EXHIBIT B (CONTINUED)
• TARRANT COUNTY TAX OFFICE
NAME:
DELINQUENT ACCOUNTS: PAYMENT TRANSACTION RECORD
RECORD LAYOUT:
DESCRIPTION COBOL PICTURE
ACCOUNT NUMBER PIC X(11).
TAX YEAR PIC 9(02).
TAX UNIT PIC 9(03). CITY, ISD, CED
DEPOSIT NUMBER PIC 9(10).
CHECK NUMBER PIC X(15).
RECEIPT NUMBER FOR PAYMENT PIC X(08).
PAYMENT DATE PIC 9(06). YYMMDD
PAYMENT TYPE PIC X(01).
(INCL. S - SPLIT PAYMENT, Q - QUARTERLY PAYMENT, P - PARTIAL PAYMENT)
TOTAL AMOUNT PAID PIC 9(09)V99.
(INCL. BASE LEVY, P&I, ATTY FEES, COURT COSTS AND ABSTRACT FEES)
BASE LEVY PAID PIC 9(09)V99.
P&I PAID PIC 9(09)V99.
ATTORNEY FEES PAID PIC 9(09)V99.
COURT COSTS PAID PIC 9(09)V99.
ABSTRACT FEES PAID PIC 9(09)V99.
IIIII REFUNDS PAID TO CUSTOMER PIC 9(09)V99.
DATE REFUNDS MADE TO CUSTOMER PIC 9(06). YYMMDD
FILLER PIC X(01).
TAPE FORMAT: ASCII UNLABELED
DENSITY: 9 TRACK 6250 OR 1600 BPI
RECORD SIZE: 140 BYTES
BLOCK SIZE: 7000
0 Page 3 of 4
•
NOTES:
1) Account numbers are right justified and padded with leading zeroes.
2) PIDNs are left justified and padded with trailing blanks.
3) Suit numbers and bankruptcy numbers are left justified and padded with trailing blanks.
4) All alphanumeric fields are left justified and padded with trailing blanks. All numeric fields are right-
justified and padded with leading zeroes. All alphanumeric fields are filled with blanks and all numeric
fields with zeroes, if not available.
5) The RECEIVABLE RECORD file includes delinquent accounts, refunds due, and five (5) years history
(prior to the current year) of accounts paid in full.
6) If a levy refund is due for an account, the refund should be placed in the LEVY REFUND DUE field in
the RECEIVABLE RECORD.
7) The PAYMENT TRANSACTION RECORD file includes five (5) years of history.
8) The PAYMENT TRANSACTION RECORD includes three (3) different types of payments:
a) court costs and abstract fees
b) levy, P&I and attorney fees, and
c) refunds made to customers.
• Page 4 of 4
-5—•19- 1/
�-� City of Southlake,Texas
• MEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Bob Whitehead, Director of Public Works
SUBJECT: Authorize the City Attorney to Proceed with Condemnation of a
Sewer Easement Crossing an Unknown Party's Property, Parcel 29
for the Denton Creek Regional Wastewater System
BACKGROUND
The City of Southlake is acquiring the necessary easements for the Denton Creek
Wastewater Interceptor Pressure System (DCWIPS), which is being constructed and
maintained by Trinity River Authority (TRA). The City has hired a right-of-way
acquisition firm, ROWAC, to acquire the properties for the DCWIPS.
Parcel 29 of the Denton Creek Regional Wastewater System has undetermined
• ownership. According to Jay Cullar, of ROWAC, this is due to circumstances
surrounding the bankruptcies of the late 1980's and sales of land by the Resolution
Trust Corporation. Since ownership can not be determined TRA and ROWAC have
recommended that the City pursue condemnation of the parcel so that installation of the
DCWIPS is not interrupted.
The proposed resolution grants the City Attorney authority to proceed with
condemnation of the referenced parcel.
RECOMMENDATION
Staff recommends the City Attorney be authorized to proceed with condemnation of an
unknown party's property, parcel 29 for the Denton Creek Regional Wastewater
System. Please place this item on the August 26, 1997 Regular City Council Agenda
for City Council review and consideration.
CRE/cre
Attachments: Letter from Jay Cullar, dated August 14, 1997
Letter from James Lucas of TRA, dated August 8, 1997
• Property Description, Exhibits "A" and "B"
Plat of Exhibits "A" and "B"
Resolution No. 97-58
5B-1
R
RECEIVED
Thursday, August 14, 1997 AU6 1 8 1997
DEPT.OF PUBLIC WORKS
1V Mr. Bob Whitehead
Director of Public Works
City of Southlake
667 N. Carroll Ave.
A Southlake, TX 76092
C Re: Denton Creek Regional Wastewater System -Parcel 29
Dear Mr. Whitehead:
Parcel 29 of the Denton Creek Regional Wastewater System has undetermined ownership due
to the circumstances surrounding the bankruptcies of the late 1980's and the sale of propertiesi,
under the Resolution Trust Corporation. TRA requires a title policy on all their acquisitions,
and the title company will not issue a title policy unless clear ownership can be determined. f
Both TRA and ROWAC recommend that the City pursue condemnation on this property at their
•earliest convenience for the purposes of determining ownership. The representative of the
entity who signed the easement instruments has been told that condemnation will be
recommended and the reason why. We have not heard of any dispute regarding the acquisition,
and the instruments have been signed.
Our office will prepare the file and deliver it to Wayne Olson as soon as all documents are
assembled. Please call should you have further questions or concerns.
Co ially,
a )
Ilar
cc: Wayne Olson
•
58-2
RIGHT OF WAY ACQUISITION CONSULTANTS
3836 Weeburn Drive • Dcllcs.Texcs 75229 • (214)358-6452 • Fax(214)358-6463
• f?/- 14-) ,
•
Trinity River Authority of Texas tto
• Land Rights De artment !Mg
August 8, 1997
RECEIVED
Mr. Keith Jackson, P.E.
Espey Huston & Associates, Inc Al)G 1 1 1997
. 13800 Montfort Dr., Suite 230
Dallas, Texas 75240 DEPT.OF PUBLIC WORKS
RE: Denton Creek Regional Wastewater System
Denton Creek Pressure System, Phase III
Sections 1 and 2 Pipeline Projects
Request for Land Rights Documents
Dear Keith:
Thank you for meeting with Bill Smith and me this past Monday regarding the above-referenced
projects. As you know, the City of Southlake and the Authority executed an Interlocal Agreement
with respect to Phase III of the Denton Creek Pressure System on October 26, 1994. We under-
stand that your firm is responsible for land rights acquisition of all Phase III projects for the City of
Southlake.
• .
As we discussed in the meeting, to best of our knowledge, most of the executed easements and
the one pump station site deed for Sections 1 and 2 have not been officially closed and recorded, .
nor have title insurance policies been issued for these acquisitions to the City by the title
company. The Trinity River Authority is very concerned about this situation, since the respective
project facilities have already been constructed by the Authority.
The Authority hereby respectfully requests that all deed and easement acquisitions be closed as
soon as possible and title insurance policies be obtained from the title company for the benefit of
the City of Southlake. As you will recall, I provided you with a copy of the updated title
commitment from Safeco Land Title of Dallas (Ms. Maggie Fielding or Ms. Linda Smith at 214-
360-3600) covering most of the subject parcels. You will need to order a new title commitment
for those parcels not included in the original title commitment. After copies of the recorded
conveyance instruments and title insurance policies are provided to me, I will prepare the
assignment of land rights documents from the City of Southlake to the Authority as outlined in
said Interlocal Agreement. Please feel free to call me if you have any questions or need
additional information.
Sincerely yours,
JAMES R. LUCAS, SR/WA
Manager of Land Rights
• JRUjc
P.C. Scx 60
Arlirgtcn, exas 76CC4 "1
Metro (81 7) 467-4343 58-3 t• = -°
TeieFax (8 t 7) 465-C970
Mr. Keith Jackson, P.E.
August 8, 1997
• Page 2
cc: James L. Murphy, Staff Attorney
Warren N. Brewer, Northern Region Manager
Bill R. Smith, Manager, Water Resources Planning
Bob Whitehead, Director of Public Works, City of Southlake "'-
Wayne Olson, Attorney for City of Southlake
S
III
58--4
. 08-21-1397 01:07P1 317 498 6796 P.02
•
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• 00-5SIT'A'
DENTON CREEK REGIONAL WASTEWATER SYSTEM
DENTON C K INTERCEPTOR SYSTEM
PHASE IlP,SECTICN III
PARCEL NO. 29
PENG Al*-'EEN PXITWEE PERMANENT 1JITJTY EASEMENT ANDA0.031 ACIiE PARCH.
OF LAND MAID 14 THE J.6l lON SURVEY,ABSTRACT NO.116 4OF DENTON COUNTY,
TEAS AND SE NO A PART OF TRACT C OF ifirOPHY CLUB SECTION 8, AN AW11CN
RECORCISD IN VCU.*J1E 15.PAGE 12 OP 11-tE MAP RECORDS OF 004TCN 001.WTY,TEXAS
AND DEDICATED TO AND MAWtTA1NED I3YT}1E TROPHY MLA OCMIAUNITY IMPROVEMENT
ASSOCIATION- SAID 0.031 ACRE PAACFi OF LAND BEING MORE PAAt1CULAF1.Y
DEZORIBED A3 FOLL N
LNG si the souterest saner of Tactab LP D.sal*being the sweated ofTract 3)endaat a caged
d
7.1174.as tract at lied aonvered
In Cornrow*Maribor R000751 a ad ilte Deed Remade of Det i n Coady.Tema and baarag the
tritamatton al the nett+right-at-way lino at f-ricfravey 114(a tarieble lridlh 110st at way)wit the
eartettra at I le ratlell Eornola;
THENCE N 36'2T x3'E. along the wag fine of TatCt C and the east AIM of Tract 3 and the
centerline et Marsbaif Branch,s dstance of 96.e6 teal to tta MINT OF BEGINN3413;
THENCE N 30'27'?3'E,aontlrn*ig atcn0 the west Ina of Tract C and the oast lire e1 Tract 3
wad the cxataelne of Moreton'I3ra i h,a Aram*of 111.71 toot to a pc+kr;
TFENCE t3 rikr 47 48'E.taming said t a,and orcesing Tract Cie cleat:a of 51.81 fact to an
angle OM
THENCE S 10'44'83'W.s.*]tense at 50.14 feat Ss a paint in the south Inn of Told C And the
north Ins of Highway 114:
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III Y 114,a tisanes of 15.D4 i
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°m sk ing tl.a 31 acres.Cr 1,344 square feet of 1314=le or
SOFIVEYOR'S CERTIFICATE
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•
58-7 TOTAL F.0'k4
RESOLUTION NO. 97-58
•
A RESOLUTION OF THE CITY OF SOUTHLAKE,TEXAS AUTHORIZING
THE CITY ATTORNEY TO BRING A CONDEMNATION ACTION FOR
THE PURPOSE OF OBTAINING A PERMANENT UTILITY EASEMENT
AND A TEMPORARY CONSTRUCTION EASEMENT FOR USE BY THE
CITY FOR THE DENTON CREEK REGIONAL WASTEWATER SYSTEM,
PHASE III OR FOR OTHER PUBLIC PURPOSES PERMITTED BY LAW
Whereas, the City of Southlake is in the process of constructing a wastewater system,known
as Denton Creek Regional Wastewater System(the "Project") which will serve existing and future
developments in the city; and
Whereas, in order to complete construction of the Project, it is necessary for the city to
acquire easements from property owners who own land across which the Project will be located;and
•
Whereas, the owner of said property can not be determined so as to reach an agreement for
the acquisition of the easement;and
Whereas, the city council now deems it necessary to authorize the city attorney to initiate
condemnation proceedings in order to acquire the necessary easement.
NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SOUTHLAKE,TEXAS:
SECTION 1
The city attorney is hereby authorized to bring a condemnation lawsuit for the purpose of
acquiring three 15-foot wide permanent utility easements and three 60-foot wide temporary
construction easements, being more particularly described on the plats describing Parcel 29.
SECTION 2
• The city council finds that such acquisition in this condemnation action is necessary in
5B-$
order to serve the public health, safety and welfare.
•
PASSED AND APPROVED ON THIS day of 1996.
Mayor
Attest:
City Secretary
•
•
5B-9
City of Southlake,Texas
MEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Bob Whitehead, Director of Public Works
SUBJECT: Award of Bid for Sewer and Street Improvements in Diamond Circle
Estates
BACKGROUND
As part of the Neighborhood Sewer Project, bids have been received for providing
sewer to Diamond Circle Estates. This project also includes the reconstruction of the
streets within the addition and extending a storm sewer along Diamond Blvd. to pick up
storm water from San Miguel St.. Low bidder for the project is Reynolds Asphalt and
Construction Company with a bid of$869,025.65.
Bid advertisements were published July 27 and August 3, 1997. Bids were publicly
• opened on August 14, 1997.
BID TABULATION
See attached bid tabulation sheet provided by Cheatham and Associates.
FUNDING/FISCAL IMPACT
Funding for this project in the amount of $1,286,000.00 was appropriated in the 1996-
1997 budget as part of the Neighborhood Sewer Program.
RECOMMENDATION
Staff recommends City Council award the contract for providing sanitary sewer to
Diamond Circle Estates to low bidder Reynolds Asphalt and Construction Company in
the amount of $869,025.65. Please place this item on the August 26, 1997 Regular
City Council Agenda for City Council review and consideration.
CRE/cre
Attachment: Bid Tabulation Sheet
5C-1
. • .
Past-It'Fax Note 7671 Dili r /
Co.;l)epn , Cu ID
Pfq�C -- Phone f J / I N
DIAMOND CIRCLE ESTATES -SANITARY SEWER PROJECT �69Gv---- O
Tax i ! '
I ID
CIIEATIIAM & ASSOCIATES BID'1'ABIJLATION
- -- - o
CITYQF SOIff[IIAICE
...._.. --.-
REYNOLDSaSPI ALT J.L BERTRAIMCOAST. ATKINS BROS..('(.L1•'.SI. Mulder Nome) N
NFICHOOIUIUUD SEWER PROGRAM,P11.II,SS IMPROVEMENTS P.O.BOX 370 1007 HARRISON AVE 918 W. 111ART11A1_L (Street A.lJ'rssi W
DIAMOND CIRCLE t SI.&TES EULFSS,TX 76039 ARLINGTO? T.1 76011 GRAN?)PRAIRIE TX 731131 (Croy.Mote.Zip..xitl
13
Phone: 817/167-3131 Phone- 817/261-2991 Phone 97 214.17.8890 Phone.
.1.11 Vu.001--130 DC Frn-: 817/267.1878 Fat. 817,261-3044 Fax. 9721603-0910 Fax
&se Rid: $869,025.65 Bole Bid• $981,78821 Harr Rid:: S996,34,ti 00 Bail.Bid. $0.00
Hid Datr:August 1.1,1997 Wilk RiJ. S890,923.65 r/Alt.Bid. S996.897.83 w/A11. Hid: SI,0I3,227.44 11i40 Rid $0.00
ITEM � �- - --- -� PLAN UNIT UNIT UNIT UNIT
nO, FIEMi IWS(RIPl1l0`1 t1Nrr gr>. TIUCIs COST PRICE COST PRICE COST PRICI; (;UST
__ - SANITARY SEWERAGE FACILITIES
1 6"SS PIPE. SPEC SDR-35)IN C`-6'TRC-NCI I DEPTH Er- 654 33.00 $21,582.00 33.50- $21.909 00 47.00 530.738.00 $0.00
2-G-6S PI (SPEC SOR-35)IN 6'-8'TRENCH DEPTH t F 2,066 37.00 $106,042.00 37.80 5108.334.80 49.00 $140,434.00 SO-00
3 6"SS PIPE(SPEC.SDR-35)IN 8'-10'TRENCH DEPTH L.F. _ 888 42.00 $37,296.00 42.20 S37,473.60 47.00 $41,136.00 $i1.00
4 6`SS PIPE(SPEC.SDR-35)IN 10'-12'TRENCH DEPTH L.F. 930 46.00 $42,780 00 46.70 $43,431.00 52.00 $48,360 00 - $0.00
5 CONST.6"BORED CROSSINGS L.F. 414 110.00 $45,540.09 111.00 $45,954.00 138.00 $57,132.00 __ __. $0_00
6 STANDARD SS SERVICE CONNECTIONS A. 59 220.00 $12,9r b0 222.00 $13,098.00 689.00 $40,651 00 _ $0.00
N 7 4"PVC(SPEC.SOR-35)SEWER SERVICE PIPE _ L.F. _ 1,320 24.00 $11,6E30 00 24.50 $32,340.00 10.00 _ $13,200 00 $0 00
8 4'VIA.SEWER MANHOLES EA. 23 1800.00 $41,400.00 1850.00' $42,550.00 1591.00 $36,593 00 , $O.OQ
9 CONST.EXTRA DEPTI I OF 41 OW MANHOLES V.F. 42 155.00 $6,510 00 155.00 56,,510.00 87.ffi $3,654 00 50 00
10 AL I.SS CLEANOUT EA. 1 330.00 $330.00 335 OU $335.00 167 00 $187.0 -16$0 0(1
11 CONST.6"CORED CONNECT.TO EXIST.MH EA 2 1540 00 $3,01i0 00 _ 1550.00 $3,100.00�-482.00- $964.00_ Sn 0A
12 ADD.COST FOR F 8 16"PVC PIPE -_ - C.F. 80 17.00 $1,360.00 11.00 $1,360.00 11.00 $880.00 _ _$0 00
-
13 REMOVE EXIST FENCE&CONS 1 RUCT NEW FENCE I.F. 516 33.00 S17.028.00 33.50 $17,286.00 .00 511.86E100 SO 00
14 SOLID GRASS SODDING - - -5- ?4 9.00 515.9(56.00 8.90 $15,788 Ii0 6 00 - $10,644 W - 0.00
15 TRENCH SAFETY I F 5,338 3.00- 516,014.00 3.30 S17,615.40 ' 1.00 $5,338.00- $0l)D
16 EROSION CONTROL - 1 L.S. 1- 2750.00 52.750.00 2800.00 $2,800 00 3443.00 53,443.00 __$U.00
SUBTOTAL BID (ITEMS 1- fa)� u02,338.00 $109 88b.40 _-. 5445,892.00 -_SO00
STORM DRAINAGE IMPROVEMENTS - --•
17 18"DIA PVC(SPEC.ASTM-F679)STORM ORAIN PIPE L.F. - 929 62.00 557 598 00 62.20 $57.783 L10 64.00 $59.456.00 $U.00
18 8'CIA PVC(SPEC.SDR-35 PIPE - L.F. 119 46.00 $5 474.00 46./0 $5,551.30 -47.00 55,593.00 - 5000
19 STORM DRAINAGE CONNECTION L.S. 1 110000 $t.100.00 1110.00 $1,110.0U 687.00 $68/.00 $01x1
20 III I INGS FOR PVC STORM DRAINS -- L.S. 1 1650.00 $1.65000 1610.00 $1,670.0 1731.00 $1,731.00 $0.00
21 4'SQUARE S TORM DRAIN MH _ _ EA. --Ti -7100 00 $6.300 00 3100 00 -893U6 - 3 5.00 510,305 00 10 M
22 STANDARD 5'CI)RB INI.FT r 2 1540.00 $3.080.00 2555.00 55,11000 2542.00 $5,004.00 $000
- 23 5 L.F "STUB-OUT"OF 8"PVC STORM DRAIN PIPE FA 3 341.00 $1.023.00 350 00 $1,050.00 297.00 5891.00 , $0 03
24 TRENCH SAFETY L F. 1,0118 3.00 $3.144 00 3 35 $3,510.80 1.00 $1,048.00 _ $O.UO
25 EROSION CONTROL L.S. 1 2750.00 2.750.00 2780.00 $2,780.00 1649.00 - 649.00 $0.00
SUBTOTAL BID (ITEMS 17- 25) 582,119.00 f8T,1371.90 $60,444.00 .-___3'h•UO
- - -. J. 13
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DIAMOND CIRCEJ ESTATES -SANITARY SEWER PROJECT o
JOB NO. 001-43{1
____ ________ - _ , _ - ---- • -__-
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CIIEATHAM& ASSOCIATES BID TABULATION SHEET 2 OF 2
I J
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CITY OF SOIITTILAKE REYNOLDSASIYMIT J.L.BERTRAMC.ON.4T ATKLNS MOS.CO.V 7. (13rdder Now/ 1:
1NEIGHBORIIOOI)SF.WF.R FROG R•iNI,P11.II.SS IMPROVEMENTS P.O BOX J70 100.'fhARRISUti'Al'F. 918 tF M4RSNA1.1. Owe•4ddrr .0 (/l
DIAMOND CIRCLE ESTATES EL'Li:SS, Tx 76039 AR1.i.WWTON, TX 7601! (;R41'D PRAIRIE. TX 7505) (Cilk,Stale.Zilx.xk) ! '-'
Mom:817/267-3131 Phone. 817/261-29Mom: 972/64?••.'I990 Phone• S.O.tY) `
Job No.001-Il0 DC Flu: 817/26?-1878 Fax: 8171261.3/)II 1'au: V7 116 0 1 419 1 0 Poi >:O.(X)
Mid Date:Auzuxt 14,1997 Continued Continued........ Continued......, CnnNnved
I'l'EM ?I.AN UNIT�� _
UNIT UNIT UNIT --�T
NO. ITEM DESCRIPTION UNIT QTY. PRICE COST TRICE COST PRICE COST PRICE: - COST
- PAV#NG 3 RELATED IMPROVEMENTS T _ -
-56 REMOVE tX1 T-s'rNCN REIN:PAVEML-N I S.Y. 'f1,1198 3.00 $R5,694.00 3.83 -$83.0G9.34 - 4.00 $87,5'12 00 . U�('J
'SUBGRADIN6 FOR STABILIZATION - - - L.I. 1 �0•00 517.670.OU 17700.00 517;1U0.00 1112.00 $1,112.00 - $0
38 CEMENT STAB.EXIST.LIASE/St1lfGRADE e S Y 21,896 1.30 520.467.40 1.55 533,941.90 1- 2.D� $43,706.00 _ YG.oU
2g CEMENT FOR STABILIZATION TON 285 95.00 S27,07500 93.00 $26,5051X1 112 no 531.920.0Q _ --lb.
so.co ii
3p A"THICK IYPE-A"
HMAC(COMPACTED) S.Y. 21,a31 6.00 $129.786.00 9.05 $195,760.55 8.00 51 T3,048 00 __ _ $«.UU
31 2"THICK TYPE A HMAC(COMPACTED ' S.Y. 21,fi31 3.75* $81,116.25 4.52 597,772.12 4.00 E86.524 00 _ f0.00 1
32 ,CCNST 6'•CONC.VALLEY GUTTERS F. 2, 6.00 $14,400�- 3.43 31232.00 6.00 _ 614,400.0U _ $0.00
33 REMOVE EXIST.CURB 8 a5TTER IN INST.6"CURB L F. ' 400 22.00 58,800 00 21 00 $8.400.00`-- 29.00 f11,600.00 $0�
a' --34 ADJ. SS 8 STORM DRAIN MU LIDS EA 25 500.00 $12,500.00 306.00 $7.650.0(1 344.00 $8,600.00 $0.011
34A REMOVE EXI T. 10'CURB ' $4200.00
EA '_ 2 2030.00 $4,060.00 2100 001 �2754.00 $5,508.00 _$0.�5
SUBTOTAL BID (ITEMS 26-34J $384,568.65 _ ,$484,03U.91 $464,100.00 10 00
GRAND TOTAL AMT.{ITEMS`1 34} $869,026.65 1981,78811 $996,366-00 - $O.oU
Additive Alternate"A
35 PETROMATFABRIC S.Y 218A8 1.00 $2 .808.00 0Ci9 3 , .G2 0.7f ti,8$t 4ti $U.0:)
GRAND TOTAL *ALTERNATE"A', _-�5890,923.65 -' 399615,897.9�109 ' S1
_ S1,O13,22T.46 J50.00
- .. . - N
,..---- -- - ---- .----
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v.
041, City of Southlake,Texas
MEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Bob Whitehead, Director of Public Works
SUBJECT: Award of Bid for Sewer and Street Improvements in Diamond Circle
Estates
BACKGROUND
As part of the Neighborhood Sewer Project, bids have been received for providing
sewer to Diamond Circle Estates. This project also includes the reconstruction of the
streets within the addition and extending a storm sewer along Diamond Blvd. to pick up
storm water from San Miguel St.. Low bidder for the project is Reynolds Asphalt and
Construction Company with a bid of$869,025.65.
Bid advertisements were published July 27 and August 3, 1997. Bids were publicly
• opened on August 14, 1997.
BID TABULATION
See attached bid tabulation sheet provided by Cheatham and Associates.
FUNDING/FISCAL IMPACT
Funding for this project in the amount of $1,286,000.00 was appropriated in the 1996-
1997 budget as part of the Neighborhood Sewer Program.
RECOMMENDATION
Staff recommends City Council award the contract for providing sanitary sewer to
Diamond Circle Estates to low bidder Reynolds Asphalt and Construction Company in
the amount of $869,025.65. Please place this item on the August 26, 1997 Regular
City Council Agenda for City Council review and consideration.
CRE/cre
• Attachment: Bid Tabulation Sheet
5C-1
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' 0 Post It'Fax Note 7671 Date 'vi/ ,► t.
10
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DIAMOh1) CIRCLE ESTATES-SANITARY SEWER PROJECT PIunu • -a69�-- o
II 1:0
CIIII'_ATILAM & ASSOCIATES BID I A13ItLATION
-- __ _ _ --- - __ ----- - -- ----------- - 1 o
CITY OF SOUTIIIAKE REYNOL.DSASP11ALT J.L HERTR•1.MCOMST. ATKI�'S BROS.CO1'SI. (Bidder Name,' i 1-.NIIGHBORHOODSEWERPROGRAM,PiLII,SRimi'ROVF.MFNTS P.Q BOX.1%'0 1007 HARRISON.41-E 918 I 11(ARSIIALL !Sireet.4Jd'rssr W
DIAMOND CIRCLE ESTATES EULFS;S,TX 76039 ARLI G1"ON, Er76011 GRA.VO PRAIRIE TX 75051 (City.Mate,Zipoxie1
Phone: 81:/267-3131 Phone- 817/261.2991 Phone 972/647-8890 Phone
.1.6 N .001-130 DC Far: 817/267-1878 Fa.1. 817/261-3044 Far. 972/602-I9110 Fat
Base Rid: $869.025.65 Base Bid: $981,78821 Huse Bid. 5996, 66 00 flaw Bid 10.011
Rid 1121e:August 1.1,1997 w/All. Rid: $890,923.65 v/Alt.Bid. $996.897.83 w/AIL Hid: 11,t►1 3,227.44 te:ifh Rid S0_00
ITEM PLAN UNIT UNIT UNIT 11Nhf
NO. ITEM DESCRIPTION lINrf QCY. TRICE COST PRICE COST PRICE COST PRICE COST _
SANITARY SEVYFR/1GEFACILITIES I
-
1 6"SS PIPE(SPEC SDR-35)IN OW TRENCI I DEPT}I Cr- 654 33.00 $21582.00 33.50 $21.909 00 47.00 $30,738 00 _- $0 00
2 6`SS PIPE(SPEC-SDR-1 IN 6'-8'TRENCH DEPTH l.F 2,066 37.00, $106,042.00 37.80 31UR,334.8i0_ 49.00 $140,4;34 00 50.00
3 5"SS PIPE SPEC.SDR-35 IN 8'-10'TRENCH DEPTH L.F- 888 42.00 $37,296 00 42.20 537,473.60 47.00 $41.735.00 311•00
4 6`SS PIPE(SPEC.SDR-35)IN 10r-17 TRENCH DEPTH L.F.--- 930 46.00 $42,780.00 46.70 $43,431.00 52.00 $48,386(10_-- $0.00_
5 CONST.6"BORED CROSSINGS L.F. 414 110.00 $45,540.00 111.00 345,954.00 138.00 $57,132.00 ___ $0 00
c^ `0 STANDARD SS SERVICE CONNECTIONS EA. 59 220.00 $12,98Tbo 222.00 $13,098.00 6.89.00 $40,651 00 _ $0.06
N 7 4"PVC(SPEC.SOR-35)SEWER SERVICE PIPE L.F. 1,320 24.00 $.11,680 00 24.50 " $32,340.00 --Mir--
$13,200.00 ----TITO°
8 4'VIA.SEWER MANHOLES EA. 23 1800.00 $41,400 0(1 1850.00 $42,550.00 1591.00 $36,593 00 $0 00
-
9 CONS7.EXTRA DEPTI I OF 4'DIA_MANHOLES V.F. ` 42 155.00 $6,510 00 155.00 $6,510.00 6�7 6 $3,654 00 10 00
_
10 AL!.SS CLEANOUT . EA. 1 330.00 $330.00 335 00 $335.00 187 00 $187.00 _ S0 0�
•
11 CONST.6"CORED CONNLU0 TO EXIST.MH FA. 2 1540.00 $3,080 00-1550.00 $3.100.00 482.00 3964.00 SO on
- 12 ADD.COST FOR F&I B'PVC PIPE L.F. 80 17-.00 $1,3(30.00 1/.00 $1,360.00 11.00 $860.00 S0 00
13 REMOVE EXIST FENCE&CONS IRUCT NEW FENCE 1.F. 518 1 33.00 517.028.00 `33.50 tiT,286.00 --7-23-.-00 $11.868.00 _ 50(Y1
14 SOLID GRASS SODDING S.Y. 1,774 9.00 S15.966.00 _ 8.90 $15,788 60 _ H 00 _ $10,64400 _ -_ -t1lOt7
15 TRENCH SAFETY -- 1 F ' 5,338 3.0C1 $16,014.00 3.30 $17,615 40 1.00 $5,338.00 $0 00
16 EROSION CONTROL L.S. _ 1 2750.00 $2.750.00 2800.00 $2,800 00 34A3.00 $3,443.00 __SO_.(X)_
SUBTOTAL BIA (ITEMS 1• 161 S402.338.00 O9$4 d85.40 S445,872.00 $0.00
STORM DRAINAGE IMPROVEMENTS
17 18"DIA PVC(SPEC.ASTM F679)STORM GRAIN PIPE L.F. 929 62.00 $i57 598 00� 62.20; _$57,783 80 64.00 $50.450`.C�O _ WOO
18 8'DIA PVC SPEC.SDR-35 PIPE L.F. 119 46.00 $5 474.00 , 46./0" 15,551.3U 47.00 55,593.00 _ $0 00
19 STORM DRAINAGE CONN CTION L.S. 1 110000 $1.100.00 1110.00 $1,11000�_ 687.00 Still/A0 _ $0.0(l
20 I I I I INGS FOR PVC STORM DRAINS L.S. 1 1650.00 31.650.00 1610.00 _ 31,670.00 1731.0(1 S1,731.00 $0.1
21 4'SQUARE STORM DRAIN MH EA. 3 210000 3.6.30000 310000 39,306.-ff - 3 .00 - $10,30500 - $00‘.1
22 STANDARD 5'CURB INLET -- - rA-.- 2 1540.00 $3.080.00 2555.00 $5,11000 2542.00 $5 084.00 $0.00
23 5 L.F "STUB-OUT'OF 8"PVC STORM DRAIN PIPE FA 3 341.00 $1,023.00 350 00 $1,050.00 297.00 $891.00 $O on
24 TRENCH SAFETY L.F. 1,048 3.00 $3,144.00 335 $3,510.80 1.00 $1,048.00 !-3000
25 LR65ION CONTROL L.S. 1 2750.00 $2.750.00 2780.00 $2,780.00 1649.00 $1,649.00 $0.00
--_ � - SUBTOTAL DID (ITEMS 17-25) _- - - S82,119.00 - $RT,871.90 S86,444.00 -_. 50.00
~ -- 0
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DIAMOND CIRCLE. ESTATES-SANITARY SEWER PROJECT JOB NO. 001-430 O
CIIEATHAM& ASSOCIATES BID TABULATION SHEET 2 OF 2 1
CITY OF SOIITUILAKI. REYNOLDSAS!'11A!T J.L.BERTRAMCONST ATKINS BROS.CONED?: (Redder 4arne/ i-
i\EIGIIBORHOOD SF.WF.R PROGRAM,PH.II,SS IMPROVEMENTS P.O BOX370 IMF-HARRISO.i AVE. 918 tP AI4RS11.41.1. (lrreer.4rldrrc.+1 (.4
DIAMONI)CIRCLE ESTATES ELIkSS; 71"76039 A1€I.1.1AITON, TX 76011 C;RA\7)PRAIRIE, 7X 75031 (Crlr.Store.Zilxnde) I-'
73
Phone: 81 '267-313i Phone. 817/261-2991 Pine 972/617•.11990 Phone• SO 00
Job fin.OUI-4J0 DC Fax: 817/267-1878 Fax: 8171261.3041 P.m: 972/601•0910 Poi tOJX)
Bid fate:August 14,1997 Co+srinued Continued........ Continued........ Cannery"(
L'CEM PLAN UNIT��� UNIT UNIT I!V11M-T - -
W. ITEMDESCRIPTIOIl UNIT QIY. PRICE ('OS7_ PRICE COST PRICE COST PRICE COST
PAVING ILRELATED IMPROVEMENTS
_
- 7-6 REMOVE£X 51 T NON REIN: PAVEMENT S.Y-.--- ,098 3.00 V194.00 3.83 -S83.869.34 4.00 $87,592 00 -TOT
-277 SUBGRADING FOR STABILIZATION L- --- 1 670.00 S12.670.00 17700.00 517,700.00 11.12.00�_$1,112.00 _ 10.60
T8 CEN---lair STAB.EXIST.IJASEISUIIGRADE S Y 21,89A 1.30 $20.407.4U 1.55 $33,941. 2.D0 $43,706.00 SO.W
N
29 CEMENT FOR STABILIZATION _ TON 285 95.W S27,U75AU 93.00 526,505 n0 112 00 $31,92U.Q0 14.00
30 4"THICK TYPE"A"HMAC O ACTEO) S.Y. 21,631 C�.00 $129.788.00 9.05 $195,760.55 8.00 _51 i 3,048 UU _ r Sc?.(X1
�1 2"THICK TYPE"A"HMAC(COMPACT) S.Y. 21,631 3.75 $81,116.25 4.52 S97,772.12 4.00 866,524 00 $0(X)
32 NST.6"CO NKr.VALL GU.)GUT TER S .F. 2, 6.00 $14.40056- 3.43 $8.32.00 6.00 $14,400.06` $0.00
us
_33 REMOVE EXIST.CURB&GUTTER IN INST.6"CURB L F. 400 22.00' $8,800 00 21 00� $8.400.00 29.00 $11.600.00 $0.00
°' 34 ADJ. SS 8 STORM DRAIN MI-I LIDS Ems- 25 500.00' $12,500.00 ' 306.00 $7,650.00 ' 344.00 S8,600.00 50.00
34A REMOVE EXIT. 10'CURB EA. 2 2030.00 $4,060.00 210000 $4,200.00 2754.00 $5,506.00 $01
SUBTOTAL BID (ITEMS 26-34) _ $384,568.65 $484,030.91 1464,100.00 10 DO
GRAND TOTAL AMT.(17- 1 -34) $669,026.65 S981,78821 4 S996,366.00 0f
•
Additive Alternate"!1
35 PETROtviAT (At li S.Y 21 898 1.00 $21,896.00 0.69 515,109.62 0.77 $16,861.46 SUi):1
go GRAND TOTAL +ALTERNATE_ -A' - - T$890,923.65 , $996,897.83 - $1,013,227.46 50.00
1---- - - _-_- --1
- --- -__ - rr - O
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City of Southlake,Texas
0 MEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Bob Whitehead, Director of Public Works
SUBJECT: Request to Advertise for Bids for the Supervisory Control and Data
Acquisition (SCADA) System for Sewer Lift Stations
BACKGROUND
The Supervisory Control and Data Acquisition (SCADA) System is a computerized
control system designed to allow for the remote monitoring of water and sewer
systems. The City currently uses SCADA to monitor water tank levels and flow of
water through the water system. Until the water SCADA system was reprogrammed to
respond to the new ground water storage tank the lift stations could not be added,
therefore the delay in request for these bids.
• This proposed system allows the Water Utilities Division to monitor the sewer lift
stations remotely, as well. The proposed system will consist of a central computer
station that will monitor five lift stations. It will allow for real time monitoring of the
system and provide for faster response times to equipment failures, power outages, and
other emergencies.
Currently, the lift stations have modems that dial into dispatch if there is a system
failure, dispatch then alerts the Water Utilities Division. This system has become
somewhat unreliable and does not allow for real time system monitoring. The new
system uses a radio frequency to send and receive information rather than modems.
If approved, the SCADA system will also be implemented on future lift stations that --
have been proposed. The cost will be included with each individual project.
FUNDING/FISCAL IMPACT
Funding in the amount of$70,000.00 was approved in the 1996-1997 budget.
4111
5D-1
Curtis E. Hawk
SCADA Bid
August 22, 1997
Page 2
RECOMMENDATION
Staff requests authorization to advertise for bids for the Supervisory Control and Data
Acquisition (SCADA) system for the sewer lift stations. Please place this item on the
August 26, 1997 Regular City Council Agenda for City Council review and
consideration.
CRE/cre
Attachments: Memo from Ernest Bramlett, Water Utilities Superintendent
SCADA System Project Description
•
•
5D-2
City of Southlake,Texas
MEMORANDUM
August 13, 1997
To: Robert Whitehead. Director of Public Works
From: Ernest Bramlett. water Utilities Superintendent
Subject: SCADA for sewer lift stations
This memo is to request permission to open bidding on the SCADA controls for the
sewer lift stations. This project was included in the budget for Fiscal Year 1996-97.
Attached is a list of specifications for the project. which we plan to install in five lift
stations.
EB/je
•
RECEIVED
11111 AUG 15 1997
DEPT.OF PUBLIC WORKS
5Q3
SUPERVISORY CONTROL AND DATA ACQUISITION SYSTEM
•
FOR THE CITY OF SOUTHLAKE WASTE WATER COLLECTION
PART I: GENERAL
1.01 SCOPE OF WORK
The work involved under this contract consists of furnishing all materials,
equipment, services and supervision required for a complete and fully operational
"turn key" PC/RADIO based SCADA system for the monitoring and control of
the wastewater collection system for the City of Southlake.
1.02 BIDDER QUALIFICATION
The City of Southlake considers the nature of this work to be classified as"high
tech" and thus fully intends to technically evaluate all proposals for assurance that
the proposed equipment fully meets all specified requirements and that the Bidder
is technically and financially qualified to successfully execute the work.
Minimum qualifications to be considered include:
1) Proof that the Bidder has been in continuous operation for at least five (5)
• years.
2) Proof that the Bidder generates at least 50% of yearly income directly related to
the water wastewater municipal industry.
3) Proof that the Bidder employs a staff of competent engineers, degreed
technicians and licensed installers who are factory trained on the proposed
SCADA equipment.
4) Proof that the Bidder obtains a significant amount of its annual revenue through
the offering of maintenance and service agreements to the end users after system
acceptance.
5) Proof that the Bidder is bondable and has adequate financial resources to
successfully execute and complete the work.
Specific equipment is identified by the manufacturer and model number for the
major SCADA equipment/products prequalified for this project.
Bidders proposing; to utilize equipment other than that specified must submit
formal requests for approval at least ten (10) days prior to bid opening. Subject
• requests shall include the following information:
5D-4
• (1) Detailed specifications of all hardware and specifications.
T
(2) Detailed system configuration and point to point diagrams.
(3) Written narrative of proposed system operation.
(4) List of end users with contracts, phone numbers and addresses who are
utilizing identical equipment/products in similar water distribution applications.
(5) A complete description of any exemptions to the specifications including
details for proposed alternatives.
Bidders will expected to provide adequate information deemed applicable by the
City of Southlake to satisfy the requirements set forth in this "Bidder
Qualifications" section.
PART 2: SYSTEM DESCRIPTION
2.01 SYSTEM OVERVIEW
Proposed system shall consist of a central computer station located at the city
service center which will monitor five (5) lift stations.
• Communications between the central computer station and the remote sites shall
be via a FCC approved frequency (assume that a 900 MHz frequency shall be
approved).
Bidders shall be responsible to furnish all SCADA products, radios and extra
radio accessories, installation material and interface devices required to
implement and install a fully operational PC/radio based SCADA system as
defined herein.
2.02 DESCRIPTION OF WORK
PUBLIC WORKS CENTER: Bidder to furnish and install specified computer
station City of Southlake equipment. field interface unit (FIU) and radio
equipment in provided space in the existing office at the Public Works Center.
Computer furniture shall be furnished by the City of Southlake.
(5) LIFT STATIONS: Bidder to furnish and install all specified equipment to
monitor and control the equipment as identified in the enclosed I/O requirement
list "Exhibit A." Input and output signals shall be obtained from the existing
control panel located at these sites. New pressure sensing transmitters shall be
• furnished as specified in Item 3.01 H and 3.01 I.
sa-s
1110 PART 3: PRODUCTS
3.01 COMPONENT DESCRIPTION
A. System Overview
The microcomputer based radio telemetry system shall be a real time, monitoring
and control system specifically designed for water/wastewater industry. It shall
incorporate requirements such as on-line operation modification control routines,
operator additions to the data base and other enhanced capabilities as described
elsewhere. These and other modifications/expansions shall be accomplished
without the need for specially trained programmers. The primary task of this
system shall be to gather data, and to control equipment responsible for liquid
levels, pressures, and flows. It shall be the means by which operators monitor the
remote and local facilities and are alerted to equipment failures, power outages,
and other emergencies.
This system shall be able to monitor the operation and provide capability to
control the system in either manual or automatic mode. It shall provide color
CRT displays of operational status and printed logs and reports of all data within
the system. It shall accept analog and digital information of varying types from
• different sites. both remote and local, and supply control output signals when
required. It shall provide the ability to record data and provide access to that data
in a historical fashion.
The system shall utilize standard, modular, software that has been fully debugged
and provided with certified operational status. Software shall be "off-the-shelf'
variety with no special programming necessary. All software shall be stored on
the included hard disk for the highest level of performance and set points shall be
easily modified in the field by the operator of the system when revision or
expansion is required. User level commands shall be available to provide
necessary backup and archiving of data files.
B. Master Computer Station Hardware Description
Bidder to furnish the foilov,ing items:
• One ( I ) GATEWAY 2000, Model P5-200 MHz computer with 32
MB ram. 1 GB hard drive, CD-ROM Drive, 3.5" 1.44 MB disk
drive. two (2) parallel ports, three (3) serial ports, mouse and
GATEWAY VIVITRON 17" color monitor or approved equal on
both monitor and computer with Laser Jet printer.
• • One ( 1 ) \V1N911 or Fluid Solutions autodialer software package.
5D-6
• • One (I) field interface unit (FIU) as specified in item 3.01 E.
C. Software Requirements
The software supplied shall be based upon an accepted real time, multi-tasking,
multi-user operating system. Specific application programs shall be modular in
nature to allow the highest degree of efficiency. The system shall support
advanced programming capabilities to allow user modifications with ease and
simplicity. The software shall be the WINDOWS version of WONDERWARE's
"IN TOUCH" or the WINDOWS version of INTELLUTION's "FIX" software or
WINDOWS version of"LOOKOUT."
1. Operating System
The operating system shall possess the following features:
a. Multi-tasking
b. Multi-user
c. Real-time executive
• The SCADA system must be able to simultaneously run foreground and
background tasks using real time data. The system shall make extensive use of
expanded memory (EMS compliant) to keep these tasks running. The multi-
tasking system must he able to concurrently run the Scan, Alarm, and control
package. the FIU communication driver, open and close files, and execute time
based, event triggered and.or operator initiated tasks in the background in addition
to the selected foreground tasks.
2. System Scans
A Process Scan Routine shall operate under user selectable scan rates and read
data from each remote terminal. Data output shall occur only when values
change. It shall be possible to enable/disable on a system or an individual RTU
basis.
Data entering the system may be obtained from a variety of sources and may be
represented as real numbers. integer numbers, or discreet digital data. All data
shall be stored in tables along with status flags which indicate various factors
regarding the qualit and condition of the data. The values within these data
tables may be modified h, the process I/O. user programs and functions, and/or
•
5D-7
operator entry. Diagnostic displays shall be available to monitor specific scan
• messages and display data in raw or engineering unit form.
3. Alarm Processor
An alarm processor shall be a separate module which checks the current data for
any change of alarm state. When such change is noted, four (4) actions shall
occur:
a. The new alarm state is recorded in the alarm table.
b. An alarm line is logged by the printer provided by bidder.
c. The annunciator tone is sounded at the CRT for high status alarm.
d. The system CRT will have real-time displays updated in an appropriate
manner.
It shall be possible to assign any alarm attributes to any point in the system at any
time. Four (4) alarm classifications shall be provided:
•
a. Digital Event: A non-critical condition that records an event message.
b. Analog, Event: A condition which indicates abnormal operation but does
not require action.
c. Digital Alarm: A critical condition that requires operator attention.
d. Analog Alarm: A critical condition which requires immediate operator
attention.
It shall be possible to assign any alarm to a telephone dialer.
4. System Logging
Full data logging capability shall be supported. This shall mean that provisions
are made for long term storage and subsequent display of all pertinent operating
data. This feature can be used to provide a hard copy version of notable changes
in the process or equipment monitored. These could include but are not limited
to:
a. Change in status at a digital point.
• b. Change in alarm status of a point.
so-8
c. Operator change of a control point perimeter.
•
Specialized configurations of important information such as summaries of plant
flow, pump run times. etc. shall be used to simplify displays of operating data.
Calculated values, such as min/max/average and totalization shall be available.
CRT trending shall be available. It shall be used for continuous display of current
values and the examination of historical data. A simple spreadsheet concept shall
be used to allow easy operator selection of time and date information. An
alternate tabular display of data shall also be provided.
5. Graphics Package
The computer shall be supplied with a complete CRT (hardware and software)
package that will allow creation of graphic displays which can be used to illustrate
system processes. The operator shall be able to create static and dynamic graphics
without programming. knowledge. The graphics package shall allow the user to
build/modify various displays, line real-time data, etc. It shall be used for
graphical representations such as a process and instrumentation drawing. These
diagrams shall be implemented with graphic characters located on the supplied
EPROM. Standard ISC and IBM characters shall be supplied.
• 6. Human Interface
The man,machine package shall provide a series of standardized displays and
reports on the system's CRT and printer. All displays shall have some features in
common. such as screen format. color convention, access methodolgy, etc. In
addition. each display shall have a series of special fields of alarms,
communications. etc. As a minimum, the standard man/machine shall contain the
following pre-formatted displays.
a. Display Index: Provide the operator with a convenient list of all available
displays of system information or control function. It shall display on the
console CRT after system initialization, and may be displayed at any time.
b. RTL: Provides a :isting of the I/O at a particular RTU. Points may be
added or removed from the RTU status display.
c. Alarm Summary Display: Provide the operator with a listing of all system
points currently in alarm. It may be displayed at any time.
d. Any alarm shall he capable of being remotely announced by automatic
• telephone dialer.
5D-9
• e. Group Displays: Provide a listing of the status of related points in the
sytem. independent of physical location. For example, a display may be
generated for elected pump status and flow points located anywhere in the
system.
f. Help Display: Provide a summary of keyboard functions, directory to
virtual consoles, function key definitions, etc., i.e. information designed to
prompt the operator regarding system access.
g. Supervisor Help Screen: Provide a listing of basic commands to help a
senior operators add modify displays, change alarm assignments, etc.
h. RTU Summary: Shall display in tabular format RTU status, message, etc.
of the scan subsystem.
I. Pump Control Display: Provide a simplified format for digital control of
equipment such as pumps, based upon various HI/LO limits and other
operating values.
j. Specialized Displays: These systems may require the use of other standard
displays developed for the purpose of:
• 1. Flow totalization
2. Equipment accumulated run times
3. Time of day control programs
4. Equipment alternation routines
7. Control Block Subsystem
Output control shall be provided by an extensive set of pre-programmed blocked
for implementation of control strategies. A set of standard commands shall permit
change and display of control information.
The system shall be capable of computing feedback, feed forward, and batch
algorithms and performs status. switching. setpoint, alarming, and output function
for multiple control loops. A common equation set based on non-interacting
discrete closed loop algorithms for direct digital control (DDC) and supervisor
control, shall be used to service a variety of control loops and to give both
position and velocity outputs. The standard algorithims and computational blocks
• shall provide advanced control capability.
5D-10
8. Report Capability
•
The user shall be able to create custom report forms using the Report Generator.
Building a report shall be menu-driven. Each menu shall let the user specify what
information is to be printed and where it is to be placed on the page. Tying
together pages created b., these menus shall constitute the report. A report
scheduler shall enable the user to specify whether the report is to be printed (time
or event triggered). The data for the report shall come from either the process
database or from historical trend data. The reports shall appear on the specified
parallel printer. The system shall be configured to transfer data to EXCEL for
spread sheet based reports.
9. System Configuration
The system software shall enable the operator to easily modify the data base to
match the current hardware configuration of the system. The necessary
information for this data base change shall be entered by the operator as simple
text changes in a "word processor" edit mode.
10. System Security
The system shall possess a 3-level software security package. All information
• may be displayed but not altered unless 1 of 2 special passcodes are entered. The
operator passcode shall allow access to all preset control values. The supervisor
passcode will allow access to control logic and system configuration.
a. Auto/Restart: When a power failure occurs, the system shall shut down in an
orderly fashion so as to minimize data loss. The system shall be hard disk based
with continuous transfers so as to limit data loss. When power is returned, the
system shall automatically restart and resume normal functions.
b. Control Equipment: This sub-system shall allow the operator or master station
to issue commands to control remote equipment. i.e., open/close valves, stop/start
motors. etc. from the master station. Output capabilities shall include both
discrete and analog control signals.
11. System Sizing
As a minimum. the operating software shall be capable of accommodating the
following:
a. 256 RTC's with 5000 total input/output points.
• b. 200 CRT pages.
5D-11
• c. 10 printed reports.
D. Radio Infrastructure
All radio equipment shall transmit and receive via an FCC approved 900 Mhz
frequency license. This bidder shall be responsible to prepare all documents
required to obtain FCC approval of the frequency for this application. The City of
Southlake shall pay the applicable FCC fees (if any). Radios shall be the
DARCOM radios as manufactured by MOTOROLA, Inc.
Remote antennas shall be directional Yagi's DECIBEL or equal.
Master radio antenna shall be an OMNI DECIBEL or equal.
Radio equipment and antennas shall be furnished and installed on approved tripod
towers in conformance with appropriate FCC regulations.
E. Field Interface Unit (FIU) •
A radio/hardware unit shall be used to interface data from radio communications
and hardware communications to the central computer system. The FIU must be
• capable of incorporating local I/O requirements when applicable.
F. Remote Terminal Unit (RTU)
1. Each Remote Terminal Unit (RTU) shall be a"smart" RTU, utilizing a
microcompressor for communications. calculations, local control, and data
storage. The RTU shall he modular and control messages received from the
MASTER STATION and specit c monitor/control points in the field. An integral
radio transceiver, shall be provided for direct communication with the MASTER
STATION. The RTU shall be the MOTOROLA MOSCAD remote terminal unit.
2. The RTU shall have the following features:
a. Modular construction to allow the addition/repair of modules by plugging
same into the back-plane motherboard. Modules shall not be
interconnected via special cables, and 64K Ram.
b. Processor shall be hiuh speed 16 MHz 32 bit microprocessor with 256K
EPROM and 64K Ram.
c. Three (3) commu:ications ports (2RS232/485 and 1 radio interface port).
• d. On board battery backup for CPU diagnostics and status of I/O ports.
5D-12
• e. Indication lights for CPU diagnostics and status of I/O points.
f. Power supply for 115 `AC with built in battery backup for 4 hours.
g. Temperature operating range of-30 degrees to -60 degrees Celsius.
h. Available in a NEMA 12. 4 or 4X enclosure.
I. Capable of supporting up to 240 I/O modules consisting of the following:
1. DI Module: 16 or 32 dry contact isolated inputs; 2 isolated high speed
counters.
2. DO Module: 16 or 32 relay contact (12 Form A, 4 Form C) or 8 relay
contacts Form C.
3. AI Module: 8 floating inputs, with 13 bit resolution.
4. AO Module: 4 optically isolated inputs, with 13 bit resolution.
5. Mixed hO Module: 8 DI. 4 DO. 2 AI.
• j. Adequate electrical transient and lightning protection.
k. Automatic reset when power is restored to the RTU, eliminating need to
reconfigure the RTU.
1. Capable ofcommunicatinz to the MASTER STATION via the following
formats:
1. Traditional master'slave polling configuration.
2. Report by exception: Automatically transmit upon defined status change.
3. Delta limit windows: Automatically transmit analog data when value from
defined percentage.
4. Timed transmission: Automatically transmit data on a programmed time
interval.
m. Special communication requirements:
1. Each RTU must be capable of store and forward repeater operation.
•
So-13
2. Each RTC' shall be able to function as an interconnection point between
• different communication system: i.e.: radio to line, between different radio
frequencies. etc.
3. RTU application software shall be programmed with a high level, multi-
tasking ladder diagram language which includes Boolean and arithmetic
functions and specialized functions such as proportional control. RTU
programming_ and configuration shall be performed using the stand alone
"TOOLBOX.' programming package via laptop computer and/or down-
loading from remote computer.
G. Lninterruptable Power Supply
An interruptible power supply shall be furnished to provide a backup and
protection for the new master station control room equipment. The UPS shall be a
BEST POWER TECHNOLOGIES. INC. or approved equal.
PART 4: EXECUTION
4.01 INSTALLATION
A. Field Wiring
• `
Bidder shall include all installation material and labor to physically install and
electrically connect all furnished equipment. Bidder is responsible to inspect the
sites and to become familiar with all existing conditions and requirements to
furnish and install a fully operational system.
All work shall be installed in strict accordance with applicable local and state
codes and ordinances.
4.02 SYSTEM INTEGRATION
A. Submittals and As-Built Documentation
Bidder shall furnish four 4) complete sets of submittals for the City of
Southlake's approval within four (4) weeks after contract award. Submittals shall
include a system configuration drawing. point-to-point wiring diagrams, conduit
and wire layout drawin�g and sufficient manufacturer's literature for all furnished
equipment.
As-built dccumenaation shall include four (4) complete sets of as-built drawings,
manufacturers cperational and maintenance manuals. written narrative of system
• operation and programmingsoftware documentation.
5D-14
B. System Enaineeri:;g
•
Bidder shall assume full responsibility for the functional operation of the system
in accordance with these specifications. Bidder shall review all monitor/control
locations and points. and ensure installed equipment shall meet these
specifications and all local electrical codes. Bidder shall integrate all equipment
and software and test all interfaces to ensure proper operations.
C. Software Configurations
The bidder. with input from consulting engineer and the City of Southlake
assigned operations personnel, shall configure master station software so as to
provide a fully operational system to the City of Southlake. Configuration shall
include:
1. Creation of data base of I/O points.
2. Inclusion of calculated values in a data base.
3. Creation of graphic displays for the system.
4. Creation of reports.
• D. Factory Acceptance Tests (FAT)
The complete SCADA system shall be tested at Bidder' plant prior to being
delivered to the job site. The City of Southlake reserves the right to witness the
testing. A minimum of two (2) weeks notice to the City of Southlake shall
precede all tests.
E. Training
Bidder shall provide a total of twenty-four(24) hours of on-site training for the
operation and maintenance of the SCADA system. Training agenda is to be
established with the City of Southlake and should include operational instruction
and equipment troubleshooting and maintenance procedures. Training is to be
scheduled and performed immediately following system start-up and acceptance.
F. Radio Licensing
Bidder shall be responsible to assist the City of Southlake with FCC licensing for
the proposed system including required path studies, frequency search and
preparation of the FCC license application. The City of Southlake shall pay any
• FCC license tees: however. all other cost associated with obtaining the license
shall be included in bidders proposal.
5D-15
• 4.03 SERVICE AND Si.TPORT
Services shall be performed by factory trained full time employees of the Bidder.
Bidder shall offer service and support of the system after the warranty period on
an hourly rate basis or through a negotiated maintenance agreement with the City
of Southlake.
4.04 WARRANTY
Bidder shall furnish a one (1) year parts and labor warranty for the system.
Normal maintenance, such as fuse replacement, card substitution, etc., shall be
performed by the City of Southlake with parts supplied by the equipment
manufacturer. The warranty shall begin from the acceptance by the City of
Southlake. Damages as a result of acts or-God (lightning, etc.) and/or vandalism
are not covered by this warranty.
4.05 SCHEDULE
Time is of the essence and thus Bidder shall complete all work and provide a fully
operational system based on the following milestone dates:
• Complete Submittals Four (4) Weeks A.R.O.
Receive SCADA equipment Eight (8) Weeks A.R.O.
Stage and execute FAT Ten (10) Weeks A.R.O.
Complete installation and start-up Twelve (12) Weeks A.R.O.
(A.R.O.!After receipt of order)
•
5D-16
•. City of Southlake,Texas
liMEMORANDUM
August 22, 1997
TO: Curtis E. Hawk, City Manager
FROM: Lou Ann Heath, Director of Finance
SUBJECT: Setting Public Hearing Date to Consider Property Tax Increase
The State Property Tax Code "Truth-In-Taxation" laws outline the steps that a taxing entity must
follow when annually adopting a tax rate. These laws require the City to calculate and publish
three tax rates: the effective tax rate, the notice-and-hearing tax rate, and the rollback tax rate.
Comparing the proposed tax rate to these three rates determines which truth-in-taxation steps
apply.
For the City of Southlake, the 1997 effective tax rate is $.40749 per $100 of taxable value, the
notice and hearing tax rate is $.41971, and the rollback tax rate is $.43493. The "1997 Property
• Tax Rates in the City of Southlake" details these figures, which were published in the Fort Worth
Star Telegram August 17. A copy of the schedule that was published is attached.
The preliminary FY97-98 budget proposes retaining the current tax rate of $.422 per $100 of
taxable value. This proposed tax rate of$.422 exceeds the notice and hearing limit of$.41971,
therefore the City must vote to place a proposal to adopt the rate on the agenda of a future
meeting, and schedule a public hearing on the proposal.
The City will be required to publish a "Notice of Public Hearing on Tax Increase", that reports
the vote by the Council on the proposal to set the date. A draft of this notice is attached. The
notice indicates that the City proposes to increase total tax revenues in 1997 by 3.6%, even though
the tax rate will remain the same. This is because of the value growth in the existing taxable
properties. The schedule also shows a comparison of average home values for this year and last
year, and the change in tax with the proposed tax rate.
The action before the Council on August 26 is to take this vote to place the proposal to adopt the
$.422 rate, and to schedule the public hearing for September 2. After the Council holds the public
hearing on the tax rate on September 2, the City will be required to publish a second notice
"Notice of Vote on Tax Rate". The final adoption of the tax rate will then be set for September
16.
4!) LAH
5E-1
• Notice of Public Hearing on Tax Increase
The City of Southlake will hold a public hearing on a proposal to increase total tax revenues
from properties on the tax roll in 1997 by 3.6 percent. Your individual taxes may increase at a
greater or lesser rate, or even decrease, depending on the change in the taxable value of your
property in relation to the change in taxable value of all other property.
The public hearing will be held on September 2, 1997, 7:00 p.m., at Southlake City Hall, 667
North Carroll Avenue.
FOR the proposal:
AGAINST the proposal:
PRESENT and not voting:
ABSENT:
The statement above shows the percentage increase the proposed rate represents over the 1997
tax rate that the unit published on August 17, 1997. The following table compares taxes on an
illaverage home in this taxing unit last year to taxes proposed on the average home this year.
Again, your individual taxes may be higher or lower, depending on the taxable value of your
property.
Last Year This Year
Average home value $226,548 $244,125
General exemptions available
(Amount available on the average home,
not including senior citizen's or disabled
person's exemptions) $0 $0
Average taxable value $226,548 $244,125
Tax rate $.422/$100 $.422/$100
Tax $956.03 $1,030.20
Under this proposal taxes on the average home would increase by $74.17 or 7.7 percent
compared with last year's taxes. Comparing tax rates without adjusting for changes in
11, property value, the tax rate would not change by SO per$100 of taxable value or 0 percent
compared to last year's tax rate. These tax rate figures are not adjusted for changes in the
taxable value of property.
5E-
1997 Property Tax Rates in the City of Southlake
• This notice concerns 1997 property tax rates for the City of Southlake. It presents information about three
tax rates. Last year's tax rate is the actual rate the taxing unit used to determine property taxes last year. This
year's effective tax rate would impose the same total taxes as last year if you compare properties taxed in both
years. This year's rollback tax rate is the highest tax rate the taxing unit can set before taxpayers can start tax
rollback procedures. In each case these rates are found by dividing the total amount of taxes by the tax base
(the total value of taxable property) with adjustments as required by state law. The rates are given per $100 of
property value.
Last year's tax rate:
Last year's operating taxes $3,262,649
Last year's debt taxes $2,253,086
Last year's total taxes $5,515,735
Last year's tax base $1,307,046,299
Last year's total tax rate $.42200/$100
This year's effective tax rate:
Last year's adjusted taxes
(after subtracting taxes on lost property) $5,492,111
• This year's adjusted tax base
(after subtracting value of new property) $1,347,788,609
= This year's effective tax rate $.40749/$100
• x 1.03 =maximum rate unless unit publishes
notices and holds hearing $.41971/$100
This year's rollback tax rate:
Last year's adjusted operating taxes
(after subtracting taxes on lost property and
adjusting for transferred function) $3,248,675
• This year's adjusted tax base $1,347,788,609
= This year's effective operating rate $.24103/$100
x 1.08=this year's maximum operating rate $.26032/$100
+ This year's debt rate $.17461/$100
= This year's rollback rate $.43493/$100
SCHEDULE A: Unencumbered Fund Balances
The following estimated balances will probably be left in the unit's property tax accounts at the end of the
fiscal year. These balances are not encumbered by a corresponding debt obligation.
Type of Property Tax Fund Balance
General Fund $2,680,735
0 General Obligation Debt Service Fund Utility $607,556
Impact Fee Funds $2,006,000
5E- 3
SCHEDULE B: 1997 Debt Service
• The unit plans to pay the following amounts for long-term debts that are secured by property taxes. These
amounts will be paid from property tax revenues.
Principal or
Contract Payment Interest
to be Paid from to be Paid from Total
Description of Debt Property Taxes Property Taxes Payment
1990 Series G.O. Refunding Bonds $185,000 $6,197 S191.197
1990 Series Tax/WW and Sewer System Revenue Certificates 40,000 13,555 53,555
1990 TRA-Denton Creek Revenue Bonds 50,000 86,945 136,945
1990 TRA-Southlake Sewer System Contract Revenue Bonds 45,000 72,275 117,275
1992 Series Tax/WW and Sewer System Revenue Certificates 45,000 72,350 117,350
1992 Series General Obligation Bonds 50,000 81,032 131,032
1993 Series Certificates of Obligation 70,000 3,080 73,080
1993 Series Public Property Finance Contract Obligations 145,000 10,550 155,550
1993 General Obligation Refunding and Improvement Bonds 185,000 263,510 448,510
1994 Note Payable 173,600 27,342 200,942
1994 TRA-Denton Creek Revenue Bonds 135,000 330,013 465,013
1996 Series Certificates of Obligation 0 15,950 15,950
1996 Series Tax/WW and Sewer System Revenue Certificates 110,000 117,110 227,110
1997 Series Certificates of Obligation 45.000 731.113 776.113
$1,278,600 $1,831,022 $3,109,622
•
Total required for 1997 debt service $3,109,622
- Amount(if any)paid from funds listed in
Schedule A $426,862
- Excess collections last year $0
= Total to be paid from taxes in 1997 $2,682,760
+ Amount added in anticipation that the City will
collect only 100%of its taxes in 1997 $0
= Total Debt Levy $2,682,760
•
This notice contains a summary of actual effective and rollback tax rates'calculations. You can inspect a copy
of the full calculations at the Southlake Administrative Offices, 1725 E. Southlake Boulevard,Southlake,Texas 76092.
Name of person preparing this notice Lou Ann Heath
Title Director of Finance,City of Southlake
Date Prepared August 13. 1997
• City of Southlake
1997 Tax Rate Adoption Schedule
Fiscal Year 1997-98 Budget
Sunday, August 17 Publish "1997 Property Tax Rates in the City of
Southlake"
Tuesday, August 19 1st reading Ordinance 685, Tax Levy ($.422/$100)
IF $.422 TAX RATE IS MAINTAINED:
Tuesday, August 26 Vote to propose a tax increase.
Schedule a public hearing on the tax increase
proposal.
Friday, August 29 Publish "Notice of Public Hearing on Tax Increase".
Tuesday, September 2 Hold public hearing on the tax increase proposal.
Friday, September 5 Publish "Notice of Vote on Tax Rate".
Tuesday, September 16 2nd reading Ordinance 685, Tax Levy; Public Hearing
IF $.41971 TAX RATE OR LESS IS PROPOSED (3% Notice and Hearing Limit):
Tuesday, September 2 2nd reading Ordinance 685, Tax Levy; Public Hearing
:n I. .S u �
[1
1 Lj
AN - 3 at
Second Amended City Charter Revision -
• OFFICE OF CITY
SECRETARY
• Combine 1.16 and 1.17 and have the new section refer to the Department of Pub is Sa ety.
• Delete 2.03 entirely.
• Clean up 2.02 to omit references to seats being elected in even or odd numbered years.
• Amend 2.05 so to provide that council members receive $500/month and the mayor receives
S750/month.
• Amend 2.09 to provide for the ability of the city to cancel or move the regular meetings after
posting notice of same.
• Amend 2.11 to allow for votes to be taken by electronic device provided that in instances
where the capacity of chambers is exceeded or at the request of a member of staff or the
council the vote shall confirmed audibly by the city secretary.
• Amend 3.02 to provide that all members of boards and commissions created by the charter or
council shall serve at the pleasure of council and such members may be removed by a vote of
the majority of counsel unless this provision is in conflict with any law or statute of the State.
In the event such a conflict exists, State law shall control.
• Amend 3.02 to provide that all members of boards and commissions covered in this section
shall serve without compensation. Vacancies on any board or commission will be filled by
council appointing a replacement to fill the unexpired term. No member of any board or
commission shall hold any other salaried or elected City office.
• Amend 3.1 1 to allow for the passage of ordinances at any duly noticed meeting of council
40 • Amend 3.13(a) to dispense with the requirement that caption of ordinances be read at council
meetings unless requested by a member of council of the public.
• Amend 3.11(a) to allow for the passage of zoning requests limiting zoning to SF IA on the
consent agenda without any public hearing unless said hearing is requested by a member of
staff. council or the public.
• Amend 7.22 to allow election by plurality.
• Amend 11.03 to provide that members of the planning and zoning commission serve at the
pleasure of council, and may be removed by a vote of the majority of council.
• Amend 11.03 to delete para 2.
• Amend 11.04 to reflect that the purpose of the planning and zoning commission is to act in
an advisory board to the counsel in areas as designated by the council in enabling ordinances.
Note that the duties of the commission may include all areas found in the current provision.
• Delete 11.05
• Amend 11.06 to modify time line in (d) to reflect revisions as necessary. •
• Amend 12.04 to require that all boards and commissions maintain minutes which shall be
public records.
Do general clean up to provide that the charter complies with the appropriate
statutes and ordinances of Texas law. Probably can be done at reprinting without
voter approval.
ID
/,-1
TAYLOR, OLSON, ADKINS, SRALLA & ELAM, L.L.P.
ATTORNEYS AT LAW
THROCKMORTON STREET TELEPHONE(817)332-2580
400 BANK ONE TOWER FAX(817)332-4740
FORT WORTH.TEXAS 76102-3821
ANALESLIE SILNCY
August 13, 1997
Mr. Curtis Hawk
City Manager
City of Southlake
667 N. Carroll Avenue
Southlake, TX 76092
RE: Charter Amendments
Dear Curtis:
Enclosed is a draft of the proposed charter amendments taken from the list you forwarded to
me. I have included everything on the list except the following:
11111 (1) Amendment to 3.11(a) to allow for passage of a zoning ordinance limiting zoning to
SF IA without a public hearing.
Section 211.006(a), Local Government Code, requires the city council to hold a
public hearing in order for a zoning ordinance to be effective.
(2) Amendment to 7.22 to allow election by plurality.
Article XI, Section 11 of the Texas Constitution provides that a city that elects its
officers for a term that exceeds two years, must elect all of the members of its
governing body by majority vote.
Please review the draft to see if I have correctly interpreted the intent expressed in the list. I need
some help on 11.06 since no time line was indicated.
In addition, I call to your attention Section 9.004(b) of the Local Government Code. It
provides that a charter amendment ordinance must be held on the first uniform election date that
allows time to comply with other requirements of law and that occurs on or after the 30th day after
the date the ordinance is adopted. October 5 is the 30th day before November 4. I certainly would
not recommend waiting this late to order the election, but it does give you a little more flexibility.
Sincerely,
II itol#4,4‘,/,7
Analeslie Muncy
filesslake letters hawk.m 10 ///
PROPOSED CITY CHARTER AMENDMENTS
August 19, 1997
Comments Redlined Amendments
1.16. Department of Public Safety Tire R otection and
$aLardvus-Satrstai .
The Council shall have the power, by ordinance-or othe,Wibe to
create a department of public safety to consist of the following
divisions:;
(1)fire protection division: to provide means for protection
against conflagrations and for the cstablislunent, maintenance,
suppoi t, and i culatio►i of a Fii a—Depat uncut and fu1 guarding
against fires. It may also, by ordinance, regulate or forbid the
storage of lumber, building materials of any kind, flammable or
explosive goods or hazardous materials, wares and merchandise of
any kind;
1.17. Police.
4110 - The Council shall by ordinance or otherwise
(2) police services division to provide means to preserve
order within the City, and to secure residents of the-said City from
violence, and property-therein from injury or loss and foi tire
iiiauiteiiaiice, Suppui t and regulation of a Puli�e
f Servicebj- epa,tiiie„t. No person, except as authorized by general
law, by this Charter, or by ordinances passed pursuant hereto, shall
act as special police or special detective;and
(3) any other division determined 11' the ouncii, to be
necessary or desirable for the public safety of the*citizens.
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1.17. Reserved.
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2.02. Elective Officers.
(a)The members of the Council shall be elected and hold office
as herein provided. All members of the Council, and the Mayor,
shall be elected under the Place system. The Mayor and each
member of the Council shall hold office for a three (3) year term.
Upon expiration of the terms of the current Mayor and Council
members their successors shall be elected for terms as follows:
PROPOSED CITY CHARTER AMENDMENTS PAGE 1
Place 1 and Place 6 shall be elected for a term of two (2) years,
beginning with the regular City election held on the first
Saturday in May, 1991.
Place 2 and the Mayor shall be elected for three (3) year terms,
beginning with the regular City election held on the first
Saturday in May, 1991.
Place 3, Place 4, and Place 5 shall be elected to terms of three
(3) years, beginning with the regular City election held on the
first Saturday in May, 1992.
Upon the expiration of the above terms of the Mayor and
Council members, their successors shall be elected for terms of
three(3)years. All places, including Mayor, will be elected at large.
Place 3, Place 4, and Place 5 shall be elected in even numbered
years. Place 1, Place 2, Place 6, and the Mayor, shall be eleL.ted iii
tlievdd numbered years.
Cril-Sucetssive Tel ms.
No person shall serve as Mayur fur more than two (2)
suL.l.cbbiVG cIe ted-tcllliJ alid lI
ItIciiibci fVi liiuic than two (2) succesbive elected tcrrIi . -LL1In of
41110 once bhall lit defined-aJ an elected period of threc(3) ycais. This
provisivu shall apply to all cleL.lions held subsequent to the ad-option
of this Elidi tci
2.05. Compensation.
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The members of the Council shall receive as serve without pay
or compensation for their service$500 per month and the Mayor
$750 per month. In addition, the they
shall be entitled to reimbursement for expenses in the performance
of their specific duties when approved by the Council.
2.09. Meetings of the City Council.
The Council shall hold at least two regular meetings each month
on the first and third Tuesday evenings of the month at a time to be
fixed by ordinance, unless the dates fall on a regularly observed City
holiday, provided that the Council may:;
(1) cancel or move a regular.meeting to another.;:day if
notice is posted in accordance with the Texas Open:Meetings.Act
11) giving notice of either action; and
PROPOSED CITY CHARTER AMENDMENTS PAGE 2
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(2) establish as many additional regular meetings during the
month as may be necessary for the transaction of the business of the
0 City and its citizens.
All meetings of the Council shall be open in accordance with and
except as provided by the Texas Open Meetings Act, V.T.C.A.,
Government Code ch. 551, and shall be held at the City Hall, except
that the Council may designate another place for the meetings.
2.11 Rules of the Council; Minutes and Procedures
(a) The council shall provide for citizen participation at any
meeting with regard to any matter under consideration in
accordance with rules and regulations as the Council may provide.
The Council shall provide for minutes being taken and recorded for
all meetings, and such minutes shall be a public record. Minutes of
all meetings of the Council shall be promptly entered within forty-
eight (48) hours after approval in the permanent official records of
the City, and the City Secretary, or other designated person, shall
at the same time provide a permanent and adequate index showing
the action of the Council in regard to all matters submitted to it at
both regular and special sessions.
(b) Voting, except on procedural motions, shall be by roll call
11) or electronic device which visually indicates to those in attendance
how each Council member voted. If an electronic device:is used
and the capacity of the Council chamber is exceededor a member
of the Council or City staff requests tt. the City Secretary audibly
confirm the vote. The votes of Council members-and shall be
recorded in the minutes. The vote upon the passage of all
ordinances and resolutions shall be taken by the "ayes" and "nays"
and entered upon the minutes, and every ordinance or resolution,
upon its final passage, shall be authenticated by the signature of the
presiding officer and the person performing the duties of the City
Secretary.
(e)(b) Any item requested by one (1) or more members of the
Council or by the City Manager shall be placed on the agenda by the
City Secretary. The Mayor will establish the order of the agenda for
each Council meeting. The City Secretary shall prepare the agenda,
which shall be publicly posted at City Hall in accordance with the
Texas Open Meetings Act, V.T.C.A., Government Code ch. 551.
State law provides that the BOA 3.02. Appointment of Members of Boards.
and P&Z are appointed by the city
council. Section 211.008(b), { ) The mem all boards and commissions created by this
Local Government Code, however, Charter or by the Councilbersof , i�icludiiig, but not limited to, the Dvai LI
provides that the city council may of Adjubtuicut and Flarrning and Zuicing Coulihission, shall be
PROPOSED CITY CHARTER AMENDMENTS PAGE 3
only remove a member of the BOA appointed by the Council. Members of these boards and
S
for cause after a public hearing. commissions serve at the pleasure of the Council:. and may be
To avoid confusion, I have removed by a majority vote of the Council. If this provision is in
removed the reference to the two conflict with state law, the state law prevails.
specific boards. The remainder of
the changes for this section are (b) Vacancies on boards and commissions shall be filled by Council
found in Section 4.02. appointment of a replacement to fill the unexpired term
3.11. Action Requiring an Ordinance.
(b) Acts other than those referred to in the preceding sentence
may be done either by ordinance, resolution or minute order.
All ordinances and
resolutions may be passed at any regular meeting or special meeting
called for that purpose, provided notice has been given in
accordance with the Texas Open Meetings Act, Chapter 551,
Government Code, Vernon's Texas Codes Annotated.
3.13 Procedure for Enacting Ordinances, Publication
(a) Upon introduction of any ordinance by a Council member,
the City Secretary shall distribute a copy to the Mayor, each
Council member and to the City Manager, and shall file a reasonable
number of copies in the Office of the City Secretary and such other
410 public places as the Council may designate. All ordinances,
exclusive of emergency ordinances, defined by Section 3.14 of this
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Charter, shall be considered and approved read in open meetings of
the Council at-on two (2) separate Council meetings which shall be
however, that both readings requi►ad
v►diiiauces by i cad. The caption of an ordinance shall not be read
before a vote is taken unless the reading is requested by a citizen or
a member of Council. The City Secretary shall publish the
proposed ordinance or its caption and penalty together with a notice
setting out the time and place for a public hearing thereon and for
its consideration by the Council at least ten (10) days before the
second meeting at which the ordinance';is considered reading. All
persons interested shall have the opportunity to be heard. After the
hearing, the Council may adopt the ordinance with or without
amendment or reject it but, if it is amended as to any matter of
substance, the Council may not adopt it until the ordinance or its
amended sections have been subjected to all the procedures
required in the case of a newly introduced ordinance. The City
Attorney shall approve as to legality all ordinances prior to final
adoption.
1110 4.02. Boards and Commissions.
PROPOSED CITY CHARTER AMENDMENTS // n_ PAGE 4
(a) Members of boards and commissions of the City shall serve
without compensation; provided, that they are entitled to
This is a new section to cover the reimbursement for expenses incurred in the performance of their
ii)
miscellaneous provisions duties as board or commission members. A person who holds a
concerning boards that do not salaried or elected position with the City is not eligible to serve on
seem to belong in other places. a City board or commission.
(b)All boards and commissions shall maintain minutes of their
meetings which shall be public records and which indicate, at a
minimum,the members present, the subject of matters consider, and
the result of any vote taken. The minutes shall also indicate how
each member voted on each matter.
11.03. The Planning and Zoning Commission.
There shall be established by the Council a Planning and Zoning
Commission, which shall consist of seven (7) citizens from the City.
The members of the said Commission shall be appointed by the
Council for a term of two(2)years. Three members of the Planning
and Zoning Commission shall be appointed each odd numbered
year. The remaining four (4) members of the Planning and Zoning
Commission will be appointed each even numbered year. The
Commission shall annually elect a Chairman from its membership
410 and shall meet not less than once a month. The chairman of the
Commission shall be a voting member. A majority of the members
shall constitute a quorum.
The proposed amendment to A ineinbel of the Commission m ay be rcmnoved allei a pubin,
Section 3.02 covers the status of bring based on a written cause and with the consent of a nrajum ity
service and removal of a o►, the laiuuiig and-an ii,ig
commission member. There is no Commission, by both resignation or otherwise, the Council shall
need to repeat it here. appoint tlic unexpired
term. The CoimniJsioi2 shall keep aiinutcs of itb proceedings whiJx
compensation7Ncr member of the-Pfaming-and-Z-oning-Commission
shall hold another salaried or eleL,tcd City office.
11.04. Purpose and Object of Planning and Zoning
Commission.
The purpose and object of the Planning and Zoning Commission
is to act as an advisory board to the Council in matters designated
by ordinance adopted by the Council and by state law. relating to all
nature of zoning, public improvements, civic improvements, city
planning, opening, widening and changing of streets, routing of
11, public utilities, controlling and regulating traffic upon the public
streets and ways of the City and such other matters relating to City
PROPOSED CITY CHARTER AMENDMENTS PAGE 5
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Sec. 211.007, Local Government improvements as the Commission and the Council may deem
Code provides certain duties of the beneficial to the City.
P&Z. They mainly consist of
hearing zoning cases, and 11.05. Reserved. >Puwez s and Duties of the Coiiiinissiuu.
reporting to the Council. Sec.
212.006, Local Government Code, (a)Ret,onunend-a-faster Plan fur the physical development of
provides duties of the P&Z the City-
regarding plats.
(U) to-the Council, approval or disapproval of
ProPosed-changes-inthe-?9fasterPfam
accordancc with applicable Statc-haw.
subdividing laud within the cuipucate Inuits of the City and uutside
pui ate limits to the eAtcit authorized by law.
nniission shall be responsible to and act as ail
ativiaviy-bucly-tu the Cuuut.il, and-shall-have and peifoiin sudt
additional duti
11.06. The Master Plan.
411 (d) The Master Plan components shall be reviewed by the
Planning and Zoning Commission and updated as necessary to
reflect changing City conditions and requirements, on this schedule:
I need guidance on what
scheduling changes to make in (1) Land Use Plan--at least every two (2) years;
11.06.
(2) Other components--at least every four (4) years.
The City Manager shall be responsible for scheduling reviews in
accordance with this requirement.
PROPOSED CITY CHARTER AMENDMENTS / PAGE 6
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PROPOSED CITY CHARTER CLEAN-UP AMENDMENTS
• August 19, 1997
Comments
Clean-up Amendments Redlined
1.11. Street Powers.
The City shall have exclusive domain, control and
jurisdiction in, upon, over and under all alleys, streets, gutters and
sidewalks, situated in the City, and the power to lay out, establish,
open, alter, widen, lower, extend, grade, drain, abandon and
improve streets, alleys, sidewalks, squares, parks, public places and
bridges and regulate the use thereof, and require the removal from
streets, sidewalks, alleys, and other public property or places of all
obstructions, telegraph, telephone or other poles, carrying electric
wires or signs, encroachments of every nature or character upon
any said streets and sidewalks, and to vacate and close private
ways; and when a street or alley has been vacated or abandoned, the
City shall have the right to sell the same at an appraised value with
• the present adjoining owners having the first right of refusal, as now
provided by the General laws of the State of Texas. The provisions
of Chapter 313, Texas Transportation Code 106, Foi tietlr
ai t. 1105b, to cthci with existing amendrne,rtb as lrereaftcr may be
mead , , are expressly adopted and
made a part of the Charter. Such exclusive dominion, control and
jurisdiction in, upon, over under the public streets, avenues,
sidewalks, parkways, alleys and highways of the City shall also
include, but not be limited to, the right to regulate, locate, relocate,
remove, or prohibit the location of all utility pipes, lines, wires or
other property.
Section 201.052, Election Code, 2.08. Vacancies; Forfeiture of Office; Filling of Vacancies.
provides that an election to fill a
vacancy must be held on the first (c)Filling of Vacancies. If a vacancy occurs in the position
uniform election date occurring on of Mayor or Council member, a special election shall be held on the
or after the 30th day after the date next election date authorized by the Texas Election Code that is at
the election is ordered. I do not least 45 days after the vacancy occurs and that is on or after the
think this is in conflict with the 45 30th day after the date the election is ordered, for the purpose of
day requirement, but I would filling the vacancy. If the vacancy occurs within ninety (90) days
recommend including it in the prior to a general election, the vacancy shall be filled at the general
fia charter so that people who rely on election. All vacancies filled under this Section 2.08(c) shall be for
the charter will be informed. the unexpired term of the office filled.
PROPOSED CITY CHARTER AMENDMENTS
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3.07. State of Emergency.
0
(a) A state of emergency shall be deemed to exist during
periods of impending or actual public crisis or disaster. A state of
emergency may be declared by the vote of the Council, or by order
of the Mayor, or, in his absence or disability, the Mayor Pro Tern,
if a meeting of the Council cannot be called within the time
available, whenever conditions threaten to render inadequate the
normal procedures of the City for protection of persons or property.
(b) During a state of emergency, the Mayor, or, in his
absence or disability, the Mayor Pro Tern shall have all the powers
which would be vested in the Council as provided in Chapter 433,
Texas,;Government Cod
to the extent he considers it to be
reasonable, or necessary for the protection of persons or property.
(c) The emergency powers herein provided shall be
exercised only to the extent made necessary by the nature of the
emergency and during the continuation of the state of emergency.
7.10. Filing for Office/Procedures.
•
This wording needs to be added so (a) Each candidate for an elective office shall meet the
that people who rely on the charter qualifications set forth in Section 2.04.
will not be misled. Section
201.054 of the Election Code (b)Except for a special election to fill a vacancy; any person
provides that in an election to fill a so qualified who desires to become a candidate for election shall file
vacancy, the 31 st day before an application with the City Secretary, not earlier than seventy-five
election day is the filing deadline if (75) days nor later than forty-five (45) days prior to the election
the election is on or after the 36th date. Such an application shall be in compliance with the Texas
day after the date the election is Election Code.
ordered, and is the 20th day before
election day if election day is (c) Within five(5) days after the filing of an application, the
before the 36th day after the date City Secretary shall notify the candidate whether or not the
the election is ordered. application satisfied the requirements prescribed by this Charter. If
an application is found insufficient, the City Secretary shall return
it immediately to the candidate with a statement certifying wherein
it is insufficient. Within the regular time for filing applications, a
new application may be filed by the same candidate. The City
Secretary shall keep on file all applications found sufficient at least
until the expiration of the term of which the candidates are
nominated in those applications.
7.32. Petitions.
111)
(b) Form and Content: All papers of a petition shall be
uniform in size and style and shall be assembled as one instrument
PROPOSED CITY CHARTER AMENDMENTS ///t _/O PAGE 2
Again, this addition is being for filing. Each signature shall be executed in ink or indelible pencil
suggested to alert citizens that and shall be followed by the signer's printed name, the signer's voter
0 there are other requirements. New registration number, the county of registration, the signer's
legislation now exists to require residence address, a,id date of signing, and any other information
social security numbers. Since required by state law. Petitions shall contain or have attached
there may be other changes in state thereto throughout their circulation the full text of the ordinance
law in the future, it is better to proposed or sought to be reconsidered.
have a catch-all than to be specific.
Citizens will always know to
inquire about state law.
9.05. Public Notice and Hearing.
The Council shall post in the City Hall and publish in the
official newspaper not more than fourteen (14) days prior to each
public hearing on the budget a notice stating the time and place
where copies of the message and budget are available for inspection
by the public, and the time and place of each public hearing on the
budget. The Council shall adopt the budget by ordinance only after
This wording was inadvertently left two public hearings at two separate Council meetings which shall
out of the printing of the last be regular meetings.
edition of the charter.
411
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PROPOSED CITY CHARTER AMENDMENTS PAGE 3
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