HomeMy WebLinkAboutCCpkt2017-08-08A
Y{OUR} HOMETOWN
AGENDA
City Council Work Session
Tuesday, August 8, 2017 @ 6:30 P M
Anna City Hall, Council Chambers
111 N. Powell Parkway, Anna, Texas 75409
The City Council of the City of Anna will meet in Work Session at 6:30 PM, on August 8,
2017, at the Anna City Hall, Located at 111 North Powell Parkway (Hwy 5), to consider
the following items.
1. Call to Order, Roll Call and Establishment of Quorum
2. Briefing/Discussion regarding the proposed FY 2018 Budget. (Dana Thornhill)
3. Briefing/Discussion regarding updating municipal facilities study. (City Manager)
4. Discuss and take action on the appointment of a City Council branding committee.
(City Manager)
5. CLOSED SESSION (EXCEPTIONS)
Under Tex. Gov't Code Chapter 551, the City Council may enter into closed
session to discuss any items listed or referenced on this agenda under the
following exceptions:
a. Consult with legal counsel regarding pending or contemplated litigation and/or
on matters in which the duty of the attorney to the governmental body under
the Texas Disciplinary Rules of Professional Conduct of the State Bar of
Texas clearly conflicts with Chapter 551 of the Government Code (Tex. Gov't
Code §551.071); discuss right-of-way management regulations.
b. Discuss or deliberate personnel matters (Tex. Gov't Code §551.074);
discuss appointments/reappointments to boards and commissions.
The Council further reserves the right to enter into executive session at any time
throughout any duly noticed meeting under any applicable exception to the
Open Meetings Act.
6. Consider/Discuss/Action on any items listed on any agenda —work session, regular
meeting, or closed session —that is duly posted by the City of Anna for any City
Council meeting occurring on the same date as the meeting noticed in this agenda.
7. Adjourn.
This is to certify that I, Carrie L. Smith, City Secretary, posted this agenda at a place
readily accessible to the public at the Anna City Hall and on the City Hall bulletin board at
or before 5:00 p.m. on 4th day of August, 2017.
Carrie L. Smith, City Secretary
1. The Council may vote and/or act upon each of the items listed in this agenda.
2. The Council reserves the right to retire into executive session concerning any of the items listed on
this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act.
3. Persons with a disability who want to attend this meeting who may need assistance should contact
the City Secretary at 972 924-3325 two working days prior to the meeting so that appropriate
arrangements can be made.
I
Item No. 2.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Briefing/Discussion regarding the proposed FY 2018 Budget. (Dana Thornhill)
SUMMARY:
Staff will update the Council on the official tax rate calculations, discuss some minor changes to
the draft proposed budget, and address other questions or comments from the City Council on
the proposed budget.
Minor changes include:
• Slight changes to the M&O rates resulting in a decrease M&O revenue and increased I&S
revenue
• Slight increase in sales tax revenue
• Increase in the City Secretary budget for election expenses
• Decrease in IT Services in the Administration budget
• Changes to I &S transfers for tax supported debt
STAFF RECOMMENDATION:
I
Item No. 3.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
Y{OUW HOMETOWN
AGENDA ITEM:
Briefing/Discussion regarding updating municipal facilities study. (City Manager)
SUMMARY:
Staff has listened to and considered the Council comments that have been offered over the past
several months with respect to the proposal to construct a new City Hall and other municipal
facilities as we grow. After considering the variety of comments and reviewing possibilities with
our staff and design team, we are recommending that the City Council authorize an update the
facilities study to include options for reconstruction of the existing fire station and construction of
facilities for the police department. This would allow the Council to more fully consider all of the
most pressing facility needs as we move forward.
Staff has solicited a proposal from Randall Scott Architects to update the facility needs
assessment to include exploration of options for public safety facilities. Such options could
include renovation of the existing Municipal Annex for a Police facility and reconstruction of the
existing Fire station; or construction of a new public safety facility as part of a larger municipal
complex.
STAFF RECOMMENDATION:
An action item authorizing an updated facilities study is on the Regular Agenda if the City Council
decides to move in this direction.
ATTACHMENTS:
Description Upload Date Type
Proposal for updated Facilities Study 8/4/2017 Exhibit
-� - RANDALL SCOTT
ARCHITECTS
ARCHITECTURE I INTERIORS I PLANNING
August 4, 2017
Mr. Philip Sanders
City Manager
City of Anna
111 N. Powell Pkwy.
Anna, Texas 75409-0776
RE: PROPOSAL TO PROVIDE UPDATED FACILITY NEEDS ASSESSMENT & CONCEPTUAL DESIGN SERVICES
FOR PUBLIC SAFETY FACILITIES & CITY HALL FOR THE CITY OF ANNA, TX
I. PROJECT SCOPE
This proposal is submitted by Randall Scott Architects, Inc. (hereinafter referred to as RSA or Architect) to the
City of Anna (hereinafter referred to as the City, Owner or Client) to provide Updated Facility Needs
Assessment & Conceptual Design Services for Public Safety Facilities (Fire and Police) and City Hall.
A. PROJECT CRITERIA
The following information about the Public Safety and City Hall Needs Assessment Update was conveyed
to RSA by the City during a meeting with the Mayor, PR Consultant, Financial Consultant, City Manager, City
Attorney, Fire Chief and Police Chief and R. Scott on July 14, 2017:
1. RSA will hold focus group meetings with Fire and Police Department staff and develop a Program of
Requirements (POR) for these facilities.
2. The Community Room is an important aspect of the City Hall/Public Safety Facilities and something
that needs to be marketed to the public as a benefit.
3. A "Maker Space"/"Learning Commons" area is something the Mayor thought should be considered as
part of the City's needs.
4. The Facility Needs Assessment Update needs to show the escalated costs of constructing these
projects today and into the future.
5. The Facility Needs Assessment Update Study should include comparative personnel/FTE data from
other municipalities that have built similar facilities to show that what the City of Anna is
contemplating is on par.
6. The updated Study needs to analyze the following options: 1) all new construction with a new City Hall
and a new Public Safety Facility; 2) renovation of the existing Police Facility upon completion of a new
City Hall and renovation/expansion to the existing Central Fire Station; and 3) a new standalone Public
Safety Facility with fire and police in it that would become part of a Municipal Building Complex.
7. A preliminary report is needed by early September to present to Council. The Program of
Requirements, FTE Comparisons and Order of Magnitude Estimates need to be done first. Floor
planning and renderings can be done in a second phase. Preliminary information will be needed by
the end of August.
8. Comments that apply to this proposal that were provided in the previous City Hall Needs Assessment
proposal include:
a. Forethought in terms of expansion needs to be given towards a 10 year 50,000 population horizon
b. Full build out for the City of Anna is 200,000 citizens. However, the City believes it will be under
100,000 for quite some time.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 2
c. The City is growing rapidly. Need to consider expandability a high priority in the design.
II. PRE -DESIGN PHASE SERVICES
A. SITE EVALUATION PHASE
Site Evaluation services provided by RSA for this project shall consist of the following:
a. Meet with City staff to review the existing Police and Fire Station sites. Compare the pro's and con's
of renovating and expanding the two existing building sites vs constructing a new Public Safety
Building adjacent to City Hall on the Anna Grain site creating a municipal complex.
b. Prepare preliminary test fit site plans for expanding and renovating the existing Police Dept. and
Fire Station.
c. Meet with City Staff to review the preliminary test fit site plans and receive comment. Discuss pro's
and con's of each site.
B. FACILITY PROGRAMMING (NEEDS ASSESSMENT) PHASE
1. Facility Programming Phase services provided by RSA for this project shall consist of the following:
a. Meet with City staff, Fire Dept. and Police Dept. management staff to discuss current space needs
and future needs for 10 year, 15 year and 20 year horizons.
b. Determine the spacial, functional, equipment, adjacency, environmental, technology, detention
(minimal), dispatch (we are told there may be a need for this in the distant future) and sustainability
requirements for each of the spaces within the Police and Fire Departments.
c. Prepare a preliminary Program of Requirements (POR) document for each department listing each
of the requested spaces and its specific requirements.
d. Prepare an alternative Program of Requirements (POR) based on a Public Safety Building that
houses both Police and Fire Departments sharing joint -use spaces such as the Building Lobby,
Dispatch (future), Public Restrooms, Exam Room, a Training Room/Community Room/EOC,
Restrooms and Showers, Fitness Area, etc.
e. Prepare a Comparative FTE analysis of the proposed Anna City Hall and Public Safety Facilities vs.
other peer municipalities in Texas to show that what is being contemplated by the City is in line
with other municipalities.
f. Prepare Area Summary Spreadsheets delineating the total net square footage requirements for
each department, grossing factors and the total gross square footage by department and for each
facility. The POR will project square footage requirements for 10 year, 15 year and 20 year horizons
delineating the expansion space needed to accommodate future growth in the City and FTE's.
g. Prepare test fit drawings for critical areas of the project such as the Apparatus Bays, Building
Lobbies, Training Room, Bunk Rooms, Typical Offices, Patrol Room, Detention Areas (if any), CID,
Locker Rooms, Sallyport, etc. (this will occur in a second phase of work provided after the initial POR
and Estimate are presented to Council in early September).
h. Prepare a Preliminary Project Schedule for the projects considering the various options.
i. Prepare a Preliminary Cost Estimate for the various options being proposed.
j. Prepare a Preliminary POR bound document with the above metrics delineated for review with the
City.
k. Meet with the City Staff and Department Heads to review the preliminary Facilities Needs
Assessment and Program of Requirements (POR) documents.
I. Make final adjustments to the Needs Assessment and POR documents. Prepare and issue a Final
Updated Needs Assessment & Program of Requirements for the City Hall & Public Safety Facilities
projects.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 3
m. Assist Staff in presenting the Updated Needs Assessment & POR documents with recommendations
to Council.
III. BASIC SERVICES
A. PRELIMINARY CONCEPTUAL DESIGN PHASE
Conceptual Design Phase services provided by RSA for this project shall consist of the following:
1. Perform a preliminary code and zoning review for the Public Safety Facilities and consult with the City
on issues that impact the design.
2. Hold an on -site Planning Charrette/Workshop # 1 consisting of meetings with City Staff and Police/Fire
Department Heads to review the Program of Requirements (POR) for each department and sketch
preliminary planning solutions together.
3. Prepare Preliminary Conceptual Design drawings including Site Plans, Floor Plans and 3D mass models
of design options incorporating the preliminary planning solutions developed with Stakeholders in
Workshop # 1 above.
4. Meet with the Staff and Police/Fire Department Heads to review the Preliminary Conceptual Design
documents.
5. Prepare Preliminary Conceptual Design Cost Estimates.
6. Make adjustments to the Preliminary Conceptual Design documents and Cost Estimates based on
comments received from the Staff and Police/Fire Department Head review meeting.
7. Attend a meeting with the Staff and Police/Fire Department Heads to review the final Conceptual
Design drawings and Cost Estimates for the project.
8. Prepare a bound report and PowerPoint presentation outlining the Conceptual Design deliverables
with Executive Summary, Conceptual Design drawings, Preliminary Cost Estimates and Preliminary
Schedules.
9. Assist Staff in presenting the Conceptual Design Presentation to Council and citizens.
IV. ADDITIONAL SERVICES
Additional Services are all services not explicitly listed under Sections II Pre -Design Services & III Basic Services of
this Proposal. Additional Services shall be provided when requested by the City on an hourly or negotiated
fee basis in addition to the fees charged for the services outlined in Sections II and III above. Additional
Services include, but are not limited to, the following:
A. Revisions requested by the City to the Architect's Work resulting in changes in the design, scope and/or
quality. Revisions to the Architect's Work or documents due to changes in the information provided to
the Architect by the City.
B. Preparing Design alternatives (other than those listed in Sections II and III above) and redesign services for
the project including, but not limited to, redesign services required due to the City making changes to the
project scope or direction.
C. Town Hall meetings with citizen groups to present the results of the services in this proposal. RSA will
make presentations at Council Meetings with citizens present as a Basic Service.
D. Final Schematic Design, Design Development, Construction Documents, Bidding/Negotiation and/or
Construction Administration Phase services for the Project.
E. Field verification of any existing conditions on the sites to be studied.
F. MEP, structural, civil, landscape architecture, technology, AN, acoustical, envelope consultant, code
consultant, surveying or other consulting services required to complete the project.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 4
V. PROFESSIONAL FEES
A. PRE -DESIGN & PRELIMINARY CONCEPTUAL DESIGN SERVICES
The services outlined in Sections II & III above shall be provided for the following lump sum fees:
a. Site Evaluation Phase $3,750
b. Needs Assessment/Facility Programming Phase $16,500
c. Preliminary Conceptual Design Phase $31,500
d. Cost Estimating Services $7,500
Total Fees $59,250
B. ADDITIONAL SERVICES
1. Additional Services for the project shall be provided at the following hourly rates or negotiated on a
lump sum basis at the time they are required:
Principal
$250.00/hr.
Vice President
$225.00/hr.
Studio Leader
$200.00/hr.
Project Architect
$150.00/hr.
Staff Architect
$125.00/hr.
Visualization Specialist
$125.00/hr.
Administrative
$85.00/hr.
C. REIMBURSABLE EXPENSES
Reimbursable Expenses constitute expenses incurred on the City's behalf by RSA and/or our Consultants.
These expenses include, but are not limited to: reproduction of preliminary and final documents, mounting
and laminating of presentation boards, agency review fees, hotel, meals and per diem expenses, mileage,
air fare, rental cars, overnight express, courier services and postage. Reimbursable expenses shall be
marked up 15% to cover RSA's handling costs and billed to the Owner in addition to any Basic and
Additional Services incurred on the project.
VI. PROFESSIONAL REGISTRATION
The Texas Board of Architectural Examiners, 333 Guadalupe, Suite 2-350, Austin, Texas 78701-3942, phone:
512.305.9000, has jurisdiction over individuals licensed under the Architects' Registration Law, Article 249A,
VTCS.
VII. OTHER CONDITIONS
A. This Proposal is valid for 30 days from the date at the top of the first page of this document unless included
as an attachment to a fully executed purchase order or contract issued by the Client prior to the 30 day
expiration period.
B. The City shall provide, and the Architect shall be entitled to rely upon the accuracy of: 1) Reasonably
accurate site surveys for the proposed sites to be evaluated with associated utilities information.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 5
Randall Scott Architects appreciates the opportunity to submit the above Proposal and looks forward
to working with The City of Anna on this important Project!
Thank you,
RANDALL SCOTT ARCHITECTS, INC.
Randall B. Scott, AIA
Founding Principal & CEO
Item No. 4.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
Y{OUW HOMETOWN
AGENDA ITEM:
Discuss and take action on the appointment of a City Council branding committee. (City Manager)
SUMMARY:
During the July 25 meeting, members of the City Council discussed the possibility of appointing a
committee of three (3) Council members to review options for a new city brand and to bring their
recommendations to the full City Council. Council Member Burr, Council Member Miller, and
Council Member Martinez have indicated interest in serving on a Council committee.
STAFF RECOMMENDATION:
A
Y{OUR} HOMETOWN
AGENDA
Regular City Council Meeting
Tuesday, August 8, 2017 @ 7:30 PM
Anna City Hall, Council Chambers
111 N. Powell Parkway, Anna, Texas 75409
The City Council of the City of Anna will meet in Regular Session at 7:30 PM, on August
8, 2017, at the Anna City Hall, Located at 111 North Powell Parkway (Hwy 5), to consider
the following items.
Welcome to the City Council Meeting. Please sign the Sign -In -Sheet as a record of
attendance. If you wish to speak on an open -session agenda item, please fill out the
Opinion/Speaker Registration Form and turn it in to the City Secretary before the
meeting starts.
1. Call to Order, Roll Call and Establishment of Quorum.
2. Invocation and Pledge of Allegiance.
3. Citizen Comments.
Citizens are allowed three minutes to speak. The Council is unable to respond
to or discuss any issues that are brought up during this section that are not on
the agenda, other than to make statements of specific factual information in
response to a citizen's inquiry or to recite existing policy in response to the
inquiry.
4. Receive reports from Staff or the City Council about items of community interest.
Items of community interest include: expressions of thanks, congratulations, or
condolence; information regarding holiday schedules; an honorary or salutary
recognition of a public official, public employee, or other citizen (but not
including a change in status of a person's public office or public employment); a
reminder about an upcoming event organized or sponsored by the governing
body; information regarding a social, ceremonial, or community event organized
or sponsored by an entity other than the governing body that was attended or is
scheduled to be attended by a member of the governing body or an official or
employee of the municipality; and announcements involving an imminent threat
to the public health and safety of people in the municipality that has arisen after
the posting of the agenda.
5. Consent Items.
These items consist of non -controversial or "housekeeping" items required by
law. Items may be considered individually by any Council member making
such request prior to a motion and vote on the Consent Items.
a. Approve the meeting minutes for the July 25, 2017 City Council meeting. (City
Secretary)
b. Authorize the City Manager to solicit bids for the Foster Crossing Water Line
Project. (Joseph Johnson)
C. Resolution approving an Interlocal Jail Services Agreement with Collin
County. (Chief Jenks)
d. Review Quarterly Investment Report. (Dana Thornhill)
6. Consider/Discuss/Action on an Ordinance amending the FY 2017 annual budget.
(Dana Thornhill)
7. Consider/Discuss/Action regarding a Resolution naming the maximum tax rate the
Council may adopt for the 2017 tax year and setting dates and times for public
hearings on the tax rate. (Dana Thornhill)
8. Consider/Discuss/Action regarding reappointments/appointments to the
Community Development Corporation. (City Council)
9. Consider/Discuss/Action regarding reappointments/appointments to the Economic
Development Corporation. (City Council)
10. Consider/Discuss/Action regarding reappointments/appointments to the Parks
Advisory Board. (City Council)
11. Consider/Discuss/Action regarding reappointments/appointments to the Board of
Adjustment. (City Council)
12. Consider/Discuss/Action regarding reappointments/appointments to the Planning
and Zoning Commission. (City Council)
13. Consider/Discuss/Action regarding a Resolution approving a Professional
Services Agreement with Randall Scott Architects for architectural services. (City
Manager)
14. CLOSED SESSION (EXCEPTIONS)
Under Tex. Gov't Code Chapter 551, the City Council may enter into closed
session to discuss any items listed or referenced on this agenda under the
following exceptions:
a. Discuss or deliberate personnel matters (Tex. Gov't Code §551.074);
discuss appointments/reappointments to boards and commissions.
b. Consult with legal counsel regarding pending or contemplated litigation and/or
on matters in which the duty of the attorney to the governmental body under
the Texas Disciplinary Rules of Professional Conduct of the State Bar of
Texas clearly conflicts with Chapter 551 of the Government Code (Tex. Gov't
Code §551.071).
The Council further reserves the right to enter into executive session at any time
throughout any duly noticed meeting under any applicable exception to the Open
Meetings Act.
15. Consider/Discuss/Action on any items listed on any agenda —work session, regular
meeting, or closed session —that is duly posted by the City of Anna for any City
Council meeting occurring on the same date as the meeting noticed in this agenda.
16. Adjourn.
This is to certify that I, Carrie L. Smith, City Secretary, posted this agenda at a place
readily accessible to the public at the Anna City Hall and on the City Hall bulletin board at
or before 5:00 p.m. on 4th day of August, 2017
Carrie L. Smith, City Secretary
1. The Council may vote and/or act upon each of the items listed in this agenda.
2. The Council reserves the right to retire into executive session concerning any of the items listed on
this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act.
3. Persons with a disability who want to attend this meeting who may need assistance should contact
the City Secretary at 972 924-3325 two working days prior to the meeting so that appropriate
arrangements can be made.
Item No. 5.a.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
Y{OUW HOMETOWN
AGENDA ITEM:
Approve the meeting minutes for the July 25, 2017 City Council meeting. (City Secretary)
SUMMARY:
STAFF RECOMMENDATION:
I
Item No. 5.b.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
Yi0W HOMETOWN
AGENDA ITEM:
Authorize the City Manager to solicit bids for the Foster Crossing Water Line Project. (Joseph
Johnson)
SUMMARY:
The Foster Crossing Water Line Project consists of approximately 6,700 linear feet (1.27 miles)
of 12-inch water line to be installed along the north side of Foster Crossing generally between SH
5 and Pecan Grove. The project is identified as a necessary project in our 10-year Capital
Improvement Plan, and will complete a critical loop in our water distribution system. The Project
also allows for activation of the Collin Pump Station.
The construction phase of the project is expected to cost approximately $700,000. Funds are
available for this project in the 2012 Certificate of Obligation fund balance.
STAFF RECOMMENDATION:
Staff recommends approval of this item authorizing the City Manager to solicit bids for the Foster
Crossing Water Line.
ATTACHMENTS:
Description Upload Date Type
Exhibit 1 8/3/2017 Backup Material
Exhibit 2 8/3/2017 Backup Material
These plans and related specifications were
CITY O F A N N A TEXAS
prepared for construction of this specific
project only. Reuse of these documents is
BIRKHOFF HENDRICKS & CARTER L.L.P.
> >AND
THESE DOCUMENTS ARE FOR INTERIM REVIEW
ARE NOT INTENDED FOR CONSTRUCTION,
7
BHC
PROJECT NO.
SHEET NO.
not permitted without written authorization
of Birkhoff, Hendricks & Carter, L.L.P.
PROFESSIONAL ENGINEERS
BIDDING, OR PERMIT PURPOSES.
W. FOSTER CROSSING ROAD WATER LINE
2015-104
If this drawing is converted to an electronic
file, if any discrepancy occurs between the
TBPE Firm No. 526• TBPLS Firm No. 10031800
CRAG M. KERKHOFF
electronic file and the Birkhoff, Hendricks &
11910 Greenville Ave., Suite 600
TEXAS P.E. NO. 106102
PROPERTY OWNER MAP
3
Carter, L.L.P. original document, the original
document will govern in all cases.
Dallas Texas 75243 (214) 361-7900
DATE: January 2016
January 2016
REVISED: 2/1/16 — KANDERSON H:\Projects\Anna\2015104 W. Foster Crossing Road Water Line\Sheets\2015104 Property Map.dwg PLOT SCALE: 1:2 PLOT STYLE: 11x17.ctb PLOTTED BY: KANDERSON ON 2/3/2016
ILI
CITY OF ANNA, TEXAS
W. FOSTER CROSSING
WATERLINE EXHIBIT
0 birkhoff,
hendricks &
carter, L.L.P.
I
Item No. 5.c.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Resolution approving an I nterlocal Jail Services Agreement with Collin County. (Chief Jenks)
SUMMARY:
The Anna Police Department does not operate its own jail facilities and has an agreement in place
with Collin County for the use of the county jail. This resolution extends the Interlocal Jail Services
Agreement with Collin County for another year, through September 30, 2018.
STAFF RECOMMENDATION:
Police Dept. staff recommends the approval of the attached Resolution and Agreement.
ATTACHMENTS:
Description Upload Date Type
Resolution 8/3/2017 Resolution
Exhibit 1, Jail Services Agreement 7/27/2017 Exhibit
CITY OF ANNA, TEXAS
RESOLUTION NO.
A RESOLUTION OF THE CITY OF ANNA, TEXAS APPROVING AN INTERLOCAL
JAIL SERVICES AGREEMENT WITH COLLIN COUNTY.
WHEREAS, the City of Anna Chief of Police, in furtherance of the Police department's
purpose of preserving and protecting the public health and safety of the City's residents,
recommends that the City Council renew the agreement for jail services with Collin
County.
WHEREAS, the City Council of the City of Anna, Texas (the "City Council") desires to
approve an Interlocal Agreement with Collin County for Jail Services.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ANNA, TEXAS, THAT:
Section 1. Recitals Incorporated.
The recitals above are incorporated herein as if set forth in full for all purposes.
Section 2. Approval of Interlocal Agreement
The City Council hereby approves the Interlocal Jail Services Agreement attached
hereto as Exhibit 1, and authorizes, ratifies and approves the City Manager's execution
of same.
PASSED AND APPROVED by the City Council of the City of Anna, Texas, on this 25t"
day of July, 2017.
ATTEST: APPROVED:
Carrie L. Smith, City Secretary Mayor, Mike Crist
CITY OF ANNA, TEXAS RESOLUTION NO. PAGE 1 of 1
Interlocal Jail Services Agreement
This agreement is entered into on the day of , 2017, by
and between the City of Anna ("City") and Collin County, a political subdivision of the
State of Texas ("County").
Recitals
1. The County operates the Collin County Jail in accordance with Chapter 351, Texas Local
Government Code.
2. The County operates the County Jail for the confinement of persons accused or convicted
of an offense.
3. The City desires to obtain certain jail services from the County to be performed for the
City to insure the confinement of persons accused or convicted of an offense.
Therefore, under the authority of the Interlocal Cooperation Act., Chapter 791, Texas
Government Code, the parties agree as follows:
Section 1. Definitions
1.01 Jail Services
The term "jail services" means all services legally necessary to provide for the confinement in
the Collin County Jail of persons accused or convicted of an offense.
Section 2. Term
2.01 Term
The term of this Agreement shall be for a period of one (1) year ending September 30, 2018
and may be renewed for an additional one (1) year term as agreed in writing by both parties.
2.02 Termination
Either party may terminate this Agreement by giving ninety (90) days written notice to the
other party.
Section 3. Services
3.01 Services to be Provided
The County agrees to provide the City jail services necessary for the confinement of persons
accused or convicted of an offense, subject to the availability of space at the County jail at the
time the City requests jail services. For the purposes of this Agreement, space shall be
deemed to be unavailable when the Collin County Jail is filled to 100% of its capacity.
3.02 Persons Accepted
(1) The Collin County Sheriff's Office Detention Facility will accept persons arrested
via a Class C warrant, if the detainee is presented by a Peace Officer with the
original warrant, a certified or facsimile copy of a valid arrest warrant, or if a
Teletype Confirmation of the warrant is received by the Collin County Sheriff's
Office.
(2) The Collin County Sheriff's Office Detention Facility will allow any Peace
Officer to execute any Class C warrant on any detainee in our custody, if the
warrant being executed by that officer is an original, certified, or facsimile copy,
or Teletype Confirmation received by the jail staff.
(3) The Collin County Sheriff's Office Detention Center will accept all on -view
arrests of Class C violators.
(4) When a defendant has been convicted of a Class C misdemeanor, a Judgment &
Sentence is entered against them pursuant to Tex. Code Crim. Proc. Art. 45.041.
If that defendant defaults in the discharge of the judgment, a Judge may order the
defendant confined in a jail. The Collin County Sheriff's Office Detention
Facility will accept such defendants on jail commitments if they are accompanied
by a certified copy of the Judgment, Sentence and Order that complies with Tex.
Cod Crim. Proc. Art. 45.046, stating in part:
a. "the defendant is not indigent and the defendant has failed in good faith to
discharge the fines and costs" or
b. "the defendant is indigent and has failed to make a good faith effort to
discharge the fines and costs under Article 45.049; and could have
discharged the fines and costs under Article 45.049 without experiencing
any undue hardship."
Section 4. Non -Exclusivity of Service Provision
The parties agree that the County may contract to perform services similar or identical to
those specified in this Agreement for such additional governmental or public entities as the
County, in its sole discretion, sees fit.
Section 5. Compensation
5.01 Basic Charge
The City shall pay the County a Basic Charge of $69.79 per day or part of a day per inmate
that the City requests be confined, and who is confined, in the County jail.
5.02 Additional Charges
In addition to the Basic Charge, the City shall pay County additional charges to reimburse
County for expenses associated with providing jail services to inmates. These charges
include, but are not limited to the following: charges for providing health care services,
including medical, hospital and dental services to inmates.
5.03 Billing
The County shall bill the City monthly for jail services provided under this Agreement. The
City agrees to pay the bills within thirty (30) days of the billing date.
5.04 Cost of Additional Charges
Charges billed to the City for services under Section 5.02 of this Agreement shall be at the
cost to the County of providing those services to the inmates.
5.05 Source of Payment
The City agrees that payments it is required to make under this Agreement shall be made out
of the City's current revenues.
Section 6. Lawful Arrest and Detention
The parties agree that the City will comply with all federal, state and local laws regarding
conditions precedent to arrest and detention including, but not limited to, determinations of
probable cause and other requirements necessary for lawful arrest and detention. Further, the
parties agree that the City is solely responsible for compliance with pre detention procedures
and that the City will hold the County harmless from any liability, including, but not limited
to, obligations, costs, claims, judgments, attorneys' fees, and attachments, caused by or
flowing from failure by the City to comply with conditions precedent to lawful arrest and
detention.
Section 7. Procedures
7.01 Delivery and Release of Inmates
The City agrees to comply with all County rules and procedures regarding jail security in
delivering inmates to the Collin County Jail and receiving inmates to be released.
7.02 Removal on Termination
The City agrees to remove all persons confined on the City's behalf in the Collin County Jail
pursuant to this Agreement at least one (1) day prior to the date of termination of this
Agreement.
Section 8. Civil Liability
Any civil liability relating to the furnishing of services under this Agreement shall be the
responsibility of the City. The parties agree that the County shall be acting as agent for the
City in performing the services contemplated by this Agreement.
The City shall defend the County with respect to all claims arising out of the County's
performance under this agreement. The City will also hold the County free and harmless from
any obligation, costs, claims, judgments, attorneys' fees, attachments, and other such
liabilities arising from or growing out of the services rendered to the City pursuant to the
terms of this Agreement or in any way connected with the rendering of said services, except
when the same shall arise because of the willful misconduct or culpable negligence of the
County, and the County is adjudged to be guilty of willful misconduct or culpable negligence
by a court of competent jurisdiction.
Section 9. Amendment
This Agreement shall not be amended or modified other than in a written agreement signed
by the parties.
Section 10. Controlling Law
This Agreement shall be deemed to be made under, governed by, and construed in
accordance with, the laws of the State of Texas.
Section 11. Notices
11.01 Form of Notice
Unless otherwise specified all communications provided for in this Agreement shall be in
writing and shall be deemed delivered whether actually received or not forty-eight (48) hours
after deposit in the United States mail, first class, registered or certified, return receipt
requested, with proper postage prepaid or immediately when delivered in person.
11.02 Addresses
All communications provided for in this Agreement shall be addressed as follows:
(a) if the County, to:
Keith Self, County Judge
Collin County Administration Bldg.
2300 Bloomdale Road
McKinney, Texas 75071
(b) if the City, to:
(b) if to the County, Copy to:
Sheriff Jim Skinner
Collin County Sheriff's Office
4300 Community Ave.
McKinney, Texas 75071
or to such person at such other address as may from time to time be specified in a notice
given as provided in this Section 11. In addition, notice of termination of this Agreement by
the City shall be provided by the City to the County Judge of Collin County as follows:
The Honorable Keith Self
Collin County Judge
Collin County Administration Bldg.
2300 Bloomdale Road
McKinney, Texas 75071
Section 12. Resolution of Disputes
Should a dispute arise out of this agreement, County and City shall first attempt to
resolve it through direct discussions in a spirit of mutual cooperation. If the Parties'
attempts to resolve their disagreements through negotiations fail, the disputes will be
mediated by a mutually acceptable third party to be chosen by County and City within
fifteen (15) days after written notice by one Party to the other demanding mediation
under this section. The County and City shall share equally in the costs of the
mediation. The purpose of this Section is to reasonably ensure that County and City
shall in good faith utilize mediation or another non -binding dispute resolution process
before pursuing litigation. A Party's participation in mediation or another non -binding
dispute resolution process shall not be construed as a waiver by a Party of (1) any
rights, privileges, defenses, remedies or immunities available to a Party; (2) a Party's
termination rights; or (3) other termination provisions or expiration dates provided
herein.
Section 13. Captions
The headings to the various sections of this Agreement have been inserted for convenient
reference only and shall not modify, define, limit or expand the express provision of this
Agreement.
Section 14. Counterparts
This Agreement may be executed in counterparts, each of which, when taken separately, shall
be deemed an original.
Section 15. Obligations of Condition
All obligations of each party under this Agreement are conditions to further performance of
the other party's continued performance of its obligation under the Agreement.
Section 16. Exclusive Right to Enforce this Agreement
The County and the City have the exclusive right to bring suit to enforce this Agreement, and
no other party may bring suit, as a third -party beneficiary or otherwise, to enforce this
Agreement.
Section 17. Prior Agreements Superseded
This Agreement constitutes the sole and only agreement of the parties hereto and supersedes
any prior understanding or written oral agreements between the parties respecting the services
to be provided under this Agreement.
In witness whereof, the parties hereto have executed this Agreement as of the day and year
first above written.
"County"
Collin County, Texas
Date:
Keith Self, County Judge
"City"
City of , Texas
By: Date:
I
Item No. 5.d.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
Y{OUW HOMETOWN
AGENDA ITEM:
Review Quarterly Investment Report. (Dana Thornhill)
SUMMARY:
In accordance with the Public Funds Investment Act, the City of Anna is required to submit a
quarterly report on the investment of all Public Funds held by the City. The attached report has
been developed with our investment advisors, Valley View Consulting, LLC. The report includes
the following:
• Review of economic conditions
• Review of the City's holdings
• Comparison of book vs. market value
• Allocation information
• Other information related to the PFIA.
STAFF RECOMMENDATION:
No action by the City Council is required.
ATTACHMENTS:
Description
Quarterly Investment Report
Upload Date Type
8/4/2017 Exhibit
CITY OF ANNA, TEXAS
QUARTERLY INVESTMENT REPORT
For the Quarter Ended
June 30I 2017
Prepared by
Valley View Consulting, L.L.C.
The investm n portfolio of the City of Anna is in compliance with the Public Funds Investment Act and the
iveskmenAoocy and Strategies.
Disclaimer: These reports were compiled using information provided by the City. No procedures were performed to test the
accuracy or completeness of this information. The market values included in these reports were obtained by Valley View
Consulting, L.L.C. from sources believed to be accurate and represent proprietary valuation. Due to market fluctuations these
levels are not necessarily reflective of current liquidation values. Yield calculations are not determined using standard
performance formulas, are not representative of total return yields, and do not account for investment advisor fees.
Summary
Quarter End Results by Investment Category:
June
30, 2017
March 31,
2017
Asset Type
Ave. Yield
Book Value
Market Value
Book Value Market Value
Bank DDA/MMA/NOW
0,55%
$ 15,999,783
$ 15,9993783 $
15,183,812 $
151183,812
TexPool
0,88%
2643235
264,235
263,625
263,625
Securities/CDs
0,65%
247,213
247,213
246,666
246,665
Totals
$ 16 511,231
$ 1625119231 $
162694,102 $
15,694,102
Current Quarter Average
Yield (1)
Fiscal Year -to
-Date Average Yield (2)
Total Portfolio
0,56%
Total Portfolio
0,55%
Rolling Three
Mo.
Treas.
Yield
0.90%
Rolling Six
Mo,
Treas.
Yield
0.88%
Quarterly
Interest
Income
$
18,583
Year-to-date
Interest
Income
$
52,345
Rolling Three Mo. Treas.
Yield
0.65%
Rolling Six Mo, Treas,
Yield
0,68%
Quarterly TexPool
Yield
0,65%
(1) Average veld calculated using quarter end report yields and adjusted book values and does not reflect a total return analysis or account for advisory
fees.
)Fiscal Year4o-Date Average Yields calculated using quarter end report yields and adjusted book values and does not reflect a total return analysis or
account for advisory fees.
Valley View Consulting, L.L.C.
Page t.
Economic Overview
6/30/20 I I
The Federal Open Market Committee (FOMC) raised the Fed Funds target range to 1.00 k - 1.251 (Effective Fed Funds are trading +/-1.16%) at the June FOMC meeting. The market is not
confident additional increases will occur during 2017. The Fed anticipates gradually reducing its government bond holdings. Third revision 1st Quarter 2017 GDP was a increased to 1,4%. June
Non -Farm Payroll increased 222k, with +47k adjustment to Apr/May. Other US data remalned volatile with some negative numbers. The Stock Markets remain high. Monitoring estimated balances
and needs will determine laddering opportunities.
3.00 lreasu Yield Curves S8P 500
2.50
2.00
1.50
1.00
0.50
0.00
am
IMMONNO
vs b
O I
t1�4� ,tip" ,�44$� 54�
June 3%2016 Murch3t,2017 June 3%2017
s.so US 1ieasury 13iatoricalYields - Since Z006
5,00
4.50
4A0
3.50
3,00
2.50
2.00
1.50
1.00
0.50
000
AA
6L
IIIIIIIIIIII[�.
''1RQ'�
IIII f(�1
Ili .mod
vzo 'foe epQ\h 64.\5 �Q.16
Two Year T- r T-Note
2,750
2,500
2,250
2,000
1,750
1,600
1,250
1,000
750
500
250
0
�p1 AAA ,Ae ,A9 \a �,�u �\h �\0 \6 NA ,\6
401
0
S 7Yeasury Historical Yields -Since Nnv 2015
U
qk�lw ape
A
N/
etc'
pc`" o `�4o �00�68qp��0` .4 0\p
Valley View Consulting, L,L.C.
Page 2.
vzo 'foe epQ\h 64.\5 �Q.16
Two Year T- r T-Note
2,750
2,500
2,250
2,000
1,750
1,600
1,250
1,000
750
500
250
0
�p1 AAA ,Ae ,A9 \a �,�u �\h �\0 \6 NA ,\6
401
0
S 7Yeasury Historical Yields -Since Nnv 2015
U
qk�lw ape
A
N/
etc'
pc`" o `�4o �00�68qp��0` .4 0\p
Valley View Consulting, L,L.C.
Page 2.
Investment Holdings
June 30, 2017
Couponl
Maturity
Settlement
Book
Market
Market
Life
Description
Ratings
Discount
Date
Date
Par Value
Value
Price
Value
(days) Yield
Independent Bank 0,55%
07/01/17
06/30/17 $ 15,999,783
$ 15,999,783
1,000
$ 15,99%783
1 0,55%
TexPool AAAm 0.88%
07/01/17
06/30/17 2643235
264,235
1,000
264,235
1 0,88%
Texas Star Bank CD 0.65% 04/07/18 04/07/16 247,213 247,213 100.00 247,213 281 0.65%
_$ 16,611,231 $ 169511,231 $ 16,511,231 5 0.56%
(1) (2)
(1) Weighted average life -For purposes of calculating weighted average Ilfe, pool and bank account Investments are assumed to have a one day maturity.
(2) Weighted average yield to maturity • The weighted average yield to maturity is based on adjusted book value, realized and unrealized gains/losses and Investment advisory fees are
not considered. The yield for the reporting month Is used for pool and bank account investments.
Valley View Consulting, L.L.C.
Page 3.
Portfolio Composition
1%
Szo
Sts
Sts
514
$12
$10
$8
$8
$4
$2
Total Portfolio Performance
also
alas
0.70
$ 0.e0
0.50
n 0.40
0.30
0.20
0,10
0.00
9ea13OeK1MerA� JJ.1�Q, O°K4l1� AIJJASeF.150eK1M6,1 jJJ' S �1O�1Mer.1��.1�
TeXPool � Welghted Average Vleld
Ms.13.1JK1
Valby VkweoreuM4g. LLC.
Total Portfolio (Millions)
Page 4.
Book Value Comparison
March
31, 2017
June 30, 2017
Coupon/
Maturity
Purchases/
Sales/Adjust/
Description
Discount
Date
Par Value
Book Value
Adjustments
Maturities Par Value Book Value
Independent Bank 0.55%
07/01/17 $
15,1833812
$ 15,183,812
$ 815,972
$ — $ 15,9991783 $ 15,999,783
TexPool 0,88%
07/01/17
2632625
263,625
611
264,235 264,235
Texas Star Bank CD
TOTAL
0.65% 04/07/18 246,665 246,665 547
Market Value Comparison
247,213 247,213
15,694,102 $ 15,694,102 $ 817,130 $ — $ 16,511,231 $ 16,511,231
March 31, 2017
June 30, Z017
Maturity
Market
Qtr to Qtr
Market
Description
Date
Par Value
Price Market Value
Change
Par Value
Price
Market Value
Independent Bank 07/01/17
$ 151183,812
1,00 $ 15,1832812
$ 8152972 $
15,9993783
1,00
$ 151999,783
TexPool 07/01/17
263,625
1,00 263,625
611
264,235
1.00
264,235
1C-�'f-1;�YFTi �Til:iela=iLlLif!llt:]
Ytt�ilr��
246,665 100.00 246,665 547 247,213 100.00
$ 15,694,102 $ 15,894,102 $ 817,130 $ 16,511,231
247,213
$ 16.511,231
Page 5.
Valley Vlew Consulting, L.L.C.
Allocation
June 30, 2017
General Debt Service Generat Utilities
Book & Market General Fund - Fund - Capital Utilities Funds =
Value Total Operating Restricted General Projects Operating Restricted EDC CDC
Independent Bank $ 15,999,783 $ 23427,560 $ 652809 $ 588,294 $1,447,655 $ 5,966,216 $ 4,811,689 $ 337,147 $ 355,414
TexPool 264,235 207,290 56,946
Texas Star Bank CD
Totals
Page 6.
Valley View Consulling, L.L.C.
Allocation
General Debt Service General
Book &Market General Fund - Fund - Capital
Value Total Operating Restricted General Projects
IndependentBank $ 15,1833812 $ 2,537,195 $ 64,965 $ 573,126 $13166,68
TexPool 2633625 2063820
Texas Star Bank CD
Totals
Valley View Consulting, L.L.C.
Utilities
Utilities Funds -
lperating Restricted
56,805
March 31, 2017
EDC CDC
Page 7.
I
Item No. 6.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action on an Ordinance amending the FY 2017 annual budget. (Dana Thornhill)
SUMMARY:
The proposed budget amendment includes funding for the following purposes:
• Purchase several capital items for the departments in the General Fund and Utility Fund
• Implementing an IT replacement program
• Increase for maintenance and repair line items
• Increases for contract and IT services
• Funds to enter into an open-end lease for fleet management services
• Add a transfer out of the General Fund for future municipal facilities
• Increase building permit inspection fee revenue and expenses driven by new construction
activity
• An increase to the Fire Trust capital expenditures for a rescue tool
• Establishes a budget for the Tax Increment Reinvestment Fund revenue and offsetting
expense
A detailed summary of the proposed budget amendment is included in Exhibit A of the attached
Ordinance. Purchases can be funded primarily through a combination of increased revenue from
sales tax, inspection fees, water sales.
The total requested budget amendments are as follows:
• General Fund Revenues - Increase in the amount of $933,740
• General Fund Expenditures - Increase in the amount of $927,133
• Utility Fund Revenues - Increase in the amount of $854,836
• Utility Fund Expenses - Increase in the amount of $570,969
• Fire Trust Expenditures -Increase in the amount of $8,000
• Tax Increment Reinvestment Fund Revenue - Create a budget in the amount of $48
• Tax Increment Reinvestment Fund Expenditure - Create a budget in the amount of $48
The Tax Increment Reinvestment Fund for TI RZ Zone 1 was created in connection with the
Villages of Hurricane Creek development agreement.
STAFF RECOMMENDATION:
Staff recommends approval of the attached Ordinance amending the FY 2017 budget.
ATTACHMENTS:
Description
Ordinancc
Exhibit A
Upload Date Type
8/3/2017 Ordinance
8/3/2017 Exhibit
CITY OF ANNA
ORDINANCE NO.
AN ORDINANCE AMENDING ORDINANCE NO. 729-2016 ADOPTING THE BUDGET
FOR THE 2016-2017 FISCAL YEAR; PROVIDING FOR SAVINGS, SEVERABILITY,
AND REPEALING CLAUSES; PROVIDING FOR AN EFFECTIVE DATE; AND
PROVIDING FOR THE PUBLICATION OF THE CAPTION HEREOF.
WHEREAS, on September 13, 2016, the City Council of the City of Anna, Texas ("City
Council"), after a duly noticed public hearing as required under Texas Local Gov't Code
§102.106, and in accordance with applicable provisions of the City of Anna, Texas
Home -Rule Charter ("Charter"), adopted a budget of all municipal appropriations and
expenditures for the 2016-2017 fiscal year; and
WHEREAS, the City is authorized to make this budget amendment by majority vote of
the City Council under Section 7.09 of the Charter;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
ANNA, TEXAS THAT:
SECTION 1. The recitals contained in the preamble hereof are hereby found to be true,
and such recitals are hereby made a part of this ordinance for all purposes and are
adopted as a part of the judgment and findings of the City Council with respect to the
budget amendments described herein.
SECTION 2. The City Council of the City officially finds, determines, and declares that
the City of Anna 2016-2017 fiscal year budget is hereby amended with respect to its
General Fund (Fund 10), Utility Fund (Fund 60), and Fire Trust (Fund 74) as set forth in
the original budget adopted under Ordinance No. 729-2016 by replacing the information
regarding said funds with the information relating to said funds set forth in the attached
Exhibit A, incorporated herein for all purposes.
SECTION 4. Upon adoption and execution of this ordinance, the City Secretary is
directed to attach same and its exhibits to the original City of Anna 2016-2017 fiscal
year budget in all places where said budget is filed as of public record or posted for
public inspection.
SECTION 5. If any provision of this ordinance or the application thereof to any person
or circumstance shall be held to be invalid, the remainder of this ordinance and the
application of such provision to other persons and circumstances shall nevertheless be
valid, and the City Council hereby declares that this ordinance would have been
enacted without such invalid provision.
SECTION 6. It is officially found, determined, and declared that the meeting at which
this ordinance is adopted was open to the public and public notice of the time, place,
and subject matter of the public business to be considered at such meeting, including
PAGE 1 OF 2
this ordinance, was given, all as required by Chapter 551, as amended, Texas
Government Code.
PASSED, APPROVED, AND ADOPTED on first and final reading on this 8t" day of
August, 2017.
ATTESTED:
/_1,W:161TA2193
City Secretary, Carrie Smith Mayor, Mike Crist
PAGE 2OF2
EXHIBIT A
Fund 10
r .
�arriecmr-rrm:rn� arm,?•rorriet�.r�:rrrrmrraa
Admin
Sales Tax -General
750,000 � 371,04C' IV1,121,040
Admin
Use Tax
r $ - $ 14,250 $
14,250
Admin
Rental
'Wr $40,800 12,650 $�
53,450
Fire
Grant Revenue
$ 8,200 $ 115,800 $
124,000
Development
Building Permits
$ 380,000 $ 420,000 $
800,000
Total Revenue Increase $ 933,740 qP
Admin
Camera system for City buildings
Tools & Equipment
-` - $ J 12,155 $
12,155
Replacement of servers/switches per IT
Admin
replacement plan, split with UT Fund
IT Supplies
$ 1,500 $ 2,950 $
4,450
Replacement of computers per IT
City Manager
replacement schedule
IT Supplies
4,250
City Manager
On Boarding Software
IT Services
$ $
2,160 $
2,160
City Secretary
Codification services
Other Services
'
10,200
Replacement of computers per IT
Finance
replacement schedule
IT Supplies
$ 2,800 $
1,100 $
3,900
' Replacement of computers per IT
A
Development
replacement schedule
IT Supplies
6,750
Replacement of computers per IT
Fire
replacement schedule
IT Supplies
$ 3,000 $
1,700 $
4,700
Enterprise Fleet Management Progra
Fire
Replace F250 and Tahoe
Capital Lease
13,994
Up -fit of F250 and Tahoe, and Opticom for
Fire
traffic lights
Machinery&Equipment
$ 8,000 $
55,000 $
63,000
Integrated Computer System (ICS) & Fire
Fire
Programs Software
IT Services
34,462
34,462
Fire
Lifepak 12 upgrade, SCBA upgrade
Maint & Repair - Equip
$ 10,000 $
55,504 $
65,504
Police
Upgrade for Crimestar
IT Services
31,900
31,900
Enterprise Fleet Management Program-3
Police
Tahoes-includes 1/2 cost of up -fit
Capital Lease
$ - $
27,890 $
27,890
1/2 Cost to Up -fit for Tahoes and Mobile
0001"110,612
Police
Video Surveillance
Machinery&Equipment
34,688 $
145,300
Cost of removal of lightbars from 2 Tahoes
Police
and a Crown Vic
Maint & Repair Vehicles
$ 5,700 $
9,000 $
14,700
1�
ZRT Mower, Fertilizer Spreader, Chipper, and
j[hinery&Equipment
111rowr,
Utility Vehicle Replacement
$
52,300 $
52,300
Enterprise Fleet Management -replace Ford
Parks
F150 Unit #5100
Capital Lease
$ - $
4,085 $
4,085
Enterprise Fleet Management - replace F250
Streets
Until #1250 1
Capital Lease
$
5,465
5,465
Replacement of computers per IT
Streets
replacement schedule
IT Supplies
$ 600 $
850 $
1,450
Streets
_ Truck for Traffic Safety Technician
Motor Vehicles -- - �MNN�
50,000
50,000
Streets
Skid steer replacement
Machinery&Equipment
$ 50,000 $
65,000 $
115,000
Streets
Crack sealing operations
Maint & Repair - Streets
33,000 j§1110-
4,000 _
37,000
Streets
Storm Water Master Plan
Contract Services
$ 21,881 $
125,000 $
146,881
Streets
Pecan Grove Erosion
Maint & Repair - Storm Sewer
$ 25,000
80,000 `
105,000
Admin
Transfer Out for Municipal Facilities
$
117,785 $
117,785
Development
Bureau Veritas
Contract Services
97,118 It
120,345
317,463
Total Expenditure increase $
927,133
Fund 39
Recognize increment of property tax on TIRZ
TIRZ ZONE 1
Zone 1
Property Tax
Total Revenue Increase
$ 48
TIRZ ZONE 1
Payment on TIRZ agreement
$ -
$ 48
$
48
F Total Expenditure Increase
$
Dept
Request
Fund 60
Cost Center FY 17 Adopted Budget
Proposed Increase
I Proposed FY 17 Amended
Budget
Water
3,158,464
$ �30,8361
3,389,300
Admin
Inspection Fees
$ 145,000
$ 624,000
$
769,000
Admin
PW admin office generator �
Machinery&Equipment
-
Plan review software and replacement of
computers, servers, and switches per IT
Admin
replacement schedule
IT supplies
$ 1,500
$ 7,654
$
9,154
Replacement of computers per IT
r
Water
replacement schedule
800
$ 850
1,650
Enterprise Fleet Management Program -
Water
replace F250 Utility truck unit #1353
Capital Lease
$ -
$ 5,465
$
5,465
Trailer mounted trash pump, backhoe
replacement, bumper pull trailer, light tower
Machinery&Equipment
J
$ 169,306
$
169,306
Water
Valve program
Other Capital Expenditures
$
$ 84,000
$
84,000
Neptune customer portal
IT services
$ 12,500
$
12,500
Maint & Repair -Pumps, Wells,
&
Water
Generator transfer switch -West Crossing
Motors $ 150,000 $ 16,000 $
166,000
Enterprise Fleet Management Program -
Sewe
replace F150 unit #1452
Capital Lease
4,477
CMOM Development and Wastewater Master
Sewer
Plan Update
Contract Services $ 35,250 $ 15,000 $
50,250
Sewe- Motor operated splitter box 1111111F-
Machinery&Equipment
20,000
Lift station Generator Connection and lift
Sewer
station maintenance
Maint & Repair - Lift Stations 15,000 $ 20,000
Additonal fine screen and aeration gate
replacement +
Other Capital Expenditures
87,000
Sewer
WWTP office & lab remodel
Maint & Repair - Buildings $ 2,000 $ 20,000 $
22,000
1
Sewer
Trailer mounted generator and sewer camera
Machinery&Equipment
75,000
Replacement of computers per IT
Utility Billing
replacement schedule
IT supplies $ 1,200 $ 1,950 $
3,150
Enterprise Fleet Management Program -
Utility Billing
replace Tahoe unit #1050
Capital Lease
6,767
Total Expenditure increase $ 570,969
00
Fund 74
Fire Trust Rescue Tool Machinery & Equipment $ 16,000 $ 8,000 $ 24,000
000
I
Item No. 7.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding a Resolution naming the maximum tax rate the Council may
adopt for the 2017 tax year and setting dates and times for public hearings on the tax rate. (Dana
Thornhill)
SUMMARY:
Each year after properties are appraised by the Collin County Appraisal District the Collin County
Tax Office calculates both the effective tax rate and the rollback tax rate for the City of Anna as
part of the service to collect taxes for the City. The following definitions are provided from the
Texas Comptroller's Office:
Effective tax rate: The effective tax rate is a calculated rate that would provide the taxing unit with
about the same amount of revenue it received in the year before on properties taxed in both
years. If property values rise, the effective tax rate will go down and vice versa.
Rollback tax rate: The rollback rate provides the taxing unit with about the same amount of tax
revenue it spent the previous year for day-to-day operations, plus an extra 8 percent increase for
those operations, in addition to sufficient funds to pay debts in the coming year. If a taxing unit
adopts a tax rate higher than the rollback rate, voters in the taxing unit can circulate a petition
calling for an election to limit the size of the tax increase.
The proposed budget is supported by a tax rate of $0.601288 which is $0.027712 less than the
current rate of $0.629000. Since the tax rate recommended to fund the proposed budget
exceeds the effective tax rate, the Council must give notice of its intent to consider an "increase"
in taxes and set the times and places for the two required public hearings. The following table is a
comparison between the proposed tax rate, last year's rate, the effective rate and roll -back rate.
Proposed FY 2018 Tax Rate
$0.601288 per $100
Preceding FY 2017 Tax Rate
$0.629000 per $100
Effective Tax Rate
$0.550525 per $100
Rollback Tax Rate
$0.601288 per $100
The effective tax rate is lower than the current rate because the value of properties taxed in both
years has increased.
Approval of the attached Resolution would set $0.601288 as the maximum rate the Council will
consider after the required public hearings. The Council may adopt any rate lower than the rate
voted on tonight, but not higher. The Resolution also calls for the public hearings to be held on
August 22nd at 7:30 P.M. and on September 5th at 6:30 P.M. The public hearing notice will run in
the Anna Melissa Tribune on August 10th.
The budget and tax rate are scheduled for adoption at the September 12th Council meeting.
Since the proposed tax rate is higher than the effective rate, section 26.05 of the Texas Tax Code
requires a minimum of 60% of the Council members to vote in favor of that rate. That would
require at least 5 Council members to vote in favor of the proposed tax rate.
STAFF RECOMMENDATION:
Staff recommends approval of the attached Resolution setting the maximum tax rate and setting
the dates and times for the public hearings.
ATTACHMENTS:
Description Upload Date Type
Tax Rate Resolution 8/3/2017 Resolution
CITY OF ANNA, TEXAS
RESOLUTION NO.
A RESOLUTION OF THE CITY OF ANNA, TEXAS NAMING THE MAXIMUM TAX RATE THE
COUNCIL MAY ADOPT FOR THE 2017 TAX YEAR AND SETTING THE DATES AND TIMES
FOR PUBLIC HEARINGS ON THE TAX RATE
WHEREAS, The Constitution for the State of Texas (the "State") sets out the general
requirements for truth -in -taxation provisions requiring political subdivisions of the State to
inform citizens in their jurisdiction of changes in the property tax rate;
WHEREAS, The City of Anna, Texas (the "City") is a political subdivision of the State and is
therefore subject to laws of the State;
WHEREAS, Section 7.19 of the City Home Rule Charter (the "Charter") states the City has
power to levy, assess, and collect taxes of every character and type for any municipal
purpose not prohibited by state of federal law;
WHEREAS, The City Council (the "Council") wishes to establish a maximum tax rate it may
adopt;
WHEREAS, The proposed tax rate exceeds the effective rate;
WHEREAS, The Council wishes to hold public hearings on the tax rate as stipulated in Texas
Tax Code;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANNA,
TEXAS THAT:
Section 1. Recitals Incorporated.
The recitals set forth above are incorporated herein for all purposes as if set forth in full.
Section 2. Proposal of a maximum tax rate by the City of Anna
The Council hereby proposes that the maximum tax rate adopted by the City shall not exceed
$0.601288 per $100 of valuation.
Section 3. Dates and Times for Public Hearings
The Council hereby sets August 22, 2017 at 7:30 p.m. and September 5, 2017 at 6:30 p.m.
as the dates and times for the public hearings on the 2017 tax rate, said hearings to be held
in the City Council Chambers of the Municipal Building located at 111 N. Powell Parkway in
Anna, Texas. The Council further directs that notice of the time and place of the public
hearing be published in the official newspaper of the City as required in Texas Tax Code.
PASSED AND APPROVED by the City Council of the City of Anna, Texas on this 8th day of
August, 2017.
RES. PAGE 1 OF 2
APPROVED: ATTEST:
Mike Crist, Mayor Carrie L. Smith, City Secretary
RES. PAGE 2 OF 2
I
Item No. 8.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding reappointments/appointments to the Community Development
Corporation. (City Council)
�Y�J►�i 1 Ji I_1:�'il
The terms for Places 1, 3, 5 and 7 on the Anna Community Development Board of Directors are
expiring. The members of the Board currently serving are:
Place 1
-Anthony Richardson
Place 3
- James Gurski
Place 5
-Alonzo Tutson
Place 7
- Nate Pike
All members have expressed an interest in continuing to serve.
STAFF RECOMMENDATION:
Make reappointments/appointments to the Community Development Corporation.
ATTACHMENTS:
Description Upload Date Type
Current Roster 8/2/2017 Backup Material
COMMUNITY DEVELOPMENT CORPORATION
Date
Place Appointed Term Ends Notes
1 Anthony Richardson Mar-17 Jun-17 Filled unexpired term
2 Doug Hermann Jun-16 Jun-18
3 James Gurski Mar-17 Jun-17
4 Connie Stump Jun-14 Jun-16
Vice -President Jun-16 Jun-18
5 Alonzo Tutson Jun-15 Jun-17
6 Brent Thomas Jun-14 Jun-16
Jun-16 Jun-18
7 Nate Pikes Jun-16 Jun-17
President
Filled unexpired term
Filled unexpired term
I
Item No. 9.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding reappointments/appointments to the Economic Development
Corporation. (City Council)
SUMMARY:
The terms for Places 1, 3, 5 and 7 on the Anna Economic Development Corporation Board of
Directors are expiring. Members of the Board currently serving are:
Place 1
-Anthony Richardson
Place 3
- James Gurski
Place 5
-Alonzo Tutson
Place 7
- Nate Pike
All members have expressed an interest in continuing to serve.
STAFF RECOMMENDATION:
Make reappointments/appointments to the Economic Development Corporation.
ATTACHMENTS:
Description Upload Date Type
Current Roster 8/2/2017 Backup Material
ECONOMIC DEVELOPMENT CORPORATION
Date
Appointed Term Ends
1 Anthony Richardson Mar-17 Jun-17 Filled unexpired term
odd
2
Doug Hermann
Jun-14
Jun-16
even
Jun-16
Jun-18
3
James Gurski
Mar-17
Jun-17 Filled unexpired term
odd
4
Connie Stump
Jun-10
Jun-12
even
President
Jul-12
Jun-14
Jun-14
Jun-16
Jun-16
Jun-18
5
Alonzo Tutson
Jun-15
Jun-17
odd
6
Brent Thomas
Jun-14
Jun-16
even
Jun-16
Jun-18
7
Nate Pike
Jun-16
Jun-17 Filled unexpired term
odd
I
Item No. 10.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding reappointments/appointments to the Parks Advisory Board.
(City Council)
SUMMARY:
The terms for Places 1, 3 and 5 on the Parks Advisory Board are expiring. Members currently
serving are:
Place 1 Jon Hendricks
Place 3 Judith Waldrop
Place 5 Kirby Barrett
All members have expressed an interest in continuing to serve.
STAFF RECOMMENDATION:
Make reappointments/appointments to the Parks Advisory Board.
ATTACHMENTS:
Description Upload Date Type
Current Roster 8/2/2017 Backup Material
Parks Advisory Board
2016 Appointments
Place Name Appted
Term End
1 Jon Hendricks June, 2005
June, 2007
Jul-07
Jul-09
9-Jun
Jun-11
1-Jun
Jun-13
2013 June
Jun-15
Jun-15
Jun-17
2 Stan Carver II Aug-14 Jun-16
even Jun-16 Jun-18
3 Judith Waldrop Jun-16 Jun-17 filled un-expired term
odd
4 Ginny Finan Aug-15 Jun-15 filled un-expired term
even Jun-16 Jun-18
5 Kirby Barrett 16-Dec 17-Jun filled un-expired term
odd
Park Board Roster Revised 8/2/2017
I
Item No. 11.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding reappointments/appointments to the Board of Adjustment.
(City Council)
SUMMARY:
The terms for Places 1, 3, 5 and Alternate 1 on the Board of Adjustment are expiring. The
members currently serving on the Board are:
Place 1 - Jon Hendricks
Place 3 - James Gurski
Place 5 - LaShardar Jarvis -Wells
Alternate 1 -Leroy Thompson
All members have expressed an interest in continuing to serve.
STAFF RECOMMENDATION:
Make reappointments/appointments to the Board of Adjustments.
ATTACHMENTS:
Description Upload Date Type
Current Roster 8/2/2017 Backup Material
BOARD OF ADJUSTMENT
Term
Name Appointed Expires
1 Jon Hendricks Jun-15 Jun-17
Odd
2
Robert Simonsen
Jun-14
Jun-16
Even
Jun-16
Jun-18
3
James Gurski
Jun-15
Jun-17
Odd
4
Brent Thomas
Jun-14
Jun-16
Even
Jun-16
Jun-18
5
LaShardar Jarvis -Wells
Jun-15
Jun-17
Odd
1A Alternate 1
Leroy Thompson Jun-15 Jun-17
2A John Hucek Jun-12 Jun-14
Aug-14 Jun-16
Jun-16 Jun-18
I
Item No. 12.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding reappointments/appointments to the Planning and Zoning
Commission. (City Council)
SUMMARY:
The terms for Places 1, 3, 5 and 7 on the Planning and Zoning Commission are expiring.
Members currently serving are:
Place 1
- Sandy Setliff
Place 3
- Wayne Barton
Place 5
- Janine Johnson
Place 7
- Danny Ussery
All members have expressed an interest in continuing to serve.
STAFF RECOMMENDATION:
Make reappointments/appointments to the Planning and Zoning Commission.
ATTACHMENTS:
Description Upload Date Type
Current Roster 8/2/2017 Backup Material
PLANNING AND ZONING COMMISSION
2016 APPOINTMENTS
CONFIDENTIAL
Commissioner Term Begins Term Ends
Sandy Setliff Aug-12 Jun-13
Term #
Notes
1
0.5
Filled Unexpired term
Odd
Jul-13
Jun-15
1.5
Jun-15
Jun-17
2.5
2
Don Callahan
Dec-14
Jun-16
1
Even
Jun-16
Jun-18
2
3
Wayne Barton
Jun-16
Jun-17
0.5
Filled Unexpired term
Odd
4
Donald Henke
Jun-15
Jun-16
0.5
Filled Unexpired term
Even
Jun-16
Jun-18
1.5
5
Janine Johnson
Jul-13
Jun-15
1
Odd
Jun-15
Jun-17
2
6
Christian Landers
Jun-16
Jul-18
1
Even
I CONFIDENTIAL
7
Danny Ussery
Jun-16
Jul-17
0.5
Filled Unexpired term
Odd
CONFIDENTIAL
Terms expire in June
Seven members; no alternates
Term Limits 3 consecutive
PZC 2016-06 Roster Revised 8/2/2017
I
Item No. 13.
City Council Agenda
Staff Report
Meeting Date: 8/8/2017
YOUR) HOMETOWN
AGENDA ITEM:
Consider/Discuss/Action regarding a Resolution approving a Professional Services Agreement
with Randall Scott Architects for architectural services. (City Manager)
SUMMARY:
Staff has listened to and considered the Council comments that have been offered over the past
several months with respect to the proposal to construct a new City Hall and other municipal
facilities as we grow. After considering the variety of comments and reviewing possibilities with
our staff and design team, we are recommending that the City Council authorize an update the
facilities study to include options for reconstruction of the existing fire station and construction of
facilities for the police department. This would allow the Council to more fully consider all of the
most pressing facility needs as we move forward.
The attached proposal from Randall Scott Architects is an update of the facility needs
assessment that includes exploration of options for public safety facilities including: renovation of
the existing Municipal Annex for a Police facility and reconstruction of the existing Fire station; or
construction of a new public safety facility as part of a larger municipal complex. The cost of the
updated facilities study is $59,250. The project will be charged to the Capital Projects Fund.
STAFF RECOMMENDATION:
Staff recommends approval of the attached Resolution and Agreement.
ATTACHMENTS:
Description Upload Date Type
Resolution 8/3/2017 Resolution
Exhibit 1, Professional Services Agreement 8/3/2017 Exhibit
Exhibit A, Scope of Work 8/4/2017 Exhibit
CITY OF ANNA, TEXAS
RESOLUTION NO.
A RESOLUTION APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
RANDALL SCOTT ARCHITECTS FOR ARCHITECTURAL SERVICES
WHEREAS, the City Council of the City of Anna, Texas (the "City Council") desires to
update the current municipal facilities study to include options for reconstruction of the
existing fire station and construction of facilities for the police department; and
WHEREAS, the City Council finds that approval a Professional Services Agreement for
architectural services with Randall Scott Architects is in the best interests of the citizens
of Anna;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ANNA, TEXAS THAT:
_Recitals Incorporated
The recitals set forth above are incorporated herein for all purposes as if set forth in full.
_Approval of Professional Services Agreement
The City Council hereby approves the Professional Services Agreement attached hereto
as Exhibit 1, and authorizes, ratifies and approves the City Manager's execution of same.
The City Manager is hereby authorized to execute all documents and to take all other
actions necessary to finalize, act under, and enforce this Agreement.
PASSED AND APPROVED by the City Council of the City of Anna, Texas on this 8t" day
of August 2017.
ATTEST: APPROVED:
Carrie L. Smith, City Secretary Mayor, Mike Crist
CITY OF ANNA, TEXAS RESOLUTION NO. PAGE 1 OF 1
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("this Agreement") is made and entered into as of the
day of , 2017, by Randall Scott Architects, Inc., called
"CONSULTANT" and the City of Anna, a Texas home rule municipality, hereinafter called "OWNER,"
each acting herein, by and through their duly authorized representatives.
WITNESSETH, that in consideration of the covenants and agreements herein contained, the
parties hereto do mutually agree as follows:
ARTICLE 1
EMPLOYMENT OF CONSULTANT
OWNER hereby contracts with CONSULTANT, who shall at all times act only in the capacity of
an independent contractor, and CONSULTANT hereby agrees to perform the services described herein
in connection with the Project as stated in this Agreement, with diligence and in accordance with the
professional standards customarily applicable to such services in the State of Texas. The professional
services set out herein are in connection with the following described Project:
Project: Updated Facility Needs Assessment
The Project is generally described as an updated facility needs assessment & conceptual
design services for public safety facilities & city hall for the City of Anna, Texas, and shall include all
services to be performed by CONSULTANT as set forth in this Agreement.
ARTICLE 2
SCOPE OF SERVICES
For the fixed price set forth in Article 5 of this Agreement, CONSULTANT shall perform
architectural and consulting services in connection with the Project and in accordance with the
"Program" attached to this Agreement as Exhibit A, and as revised by mutual written consent of
CONSULTANT and OWNER from time to time in accordance with this Agreement.
ARTICLE 3
ADDITIONAL SERVICES
Additional services to be performed by CONSULTANT not described in Article 2 of this
Agreement ("Additional Services") must be authorized by OWNER. Such additional services are not
included in the fixed price set forth in Article 5 of this Agreement and may only be performed under a
separate written agreement or under one or more individual task orders in accordance with the hourly
fees set forth in Article 5, C. of this Agreement. If such services are performed under task order(s), the
terms of this Agreement shall apply to such services.
ARTICLE 4
SCHEDULE AND PERIOD OF SERVICE
A. This Agreement shall become effective as of the date first written above and shall remain in
force for the period which may reasonably be required for the completion of the Project,
including completion of any Additional Services, if any, and any required extensions approved
by OWNER.
PROFESSIONAL SERVICES AGREEMENT
Page 1 of 7
B. CONSULTANT agrees to perform the various services set forth in this Agreement according to
the project schedule set forth in Exhibit A attached to this Agreement. Time is of the essence in
this Agreement, and to the extent that CONSULTANT anticipates any delay in the provision of
any of the services under this Agreement, CONSULTANT shall as soon as practicable notify
OWNER of same in writing and an amendment to the schedule referenced above may be made
by mutual consent.
ARTICLE 5
COMPENSATION
A. COMPENSATION TERMS: For and in consideration of the professional services to be
performed by CONSULTANT under this Agreement OWNER agrees to pay the fixed total sum
of $59,250, plus Reimbursable Expenses as described in Section V. paragraph C. of the
Program attached to this Agreement as Exhibit A. CONSULTANT shall promptly notify OWNER
in writing if such out-of-pocket expenses exceed $1500.
B. BILLING AND PAYMENT: Partial payments to CONSULTANT will be made within 30 days of
receipt of detailed monthly invoices rendered to and approved by OWNER through the City of
Anna City Manager or his designee; however, under no circumstances shall any monthly
statement for services exceed the unpaid value of the work performed at the time a statement is
rendered. The value of work performed will be calculated by a percentage complete of the total
fixed sum set in Article 5(A). CONSULTANT bears total and sole responsibility for making any
necessary and appropriate payments to additional consultants or subcontractors from the
amount(s) paid by OWNER to CONSULTANT directly.
Nothing contained in this Article shall require OWNER to pay for any work which is
unsatisfactory, as reasonably determined by the City Manager or his designee, or for any work
which is not submitted in compliance with the terms of this Agreement. OWNER shall not be
required to make any payments to CONSULTANT when CONSULTANT is in default under this
Agreement.
It is specifically understood and agreed that CONSULTANT shall not be authorized to undertake
any work pursuant to this Agreement which would require additional payment by OWNER for
any charge, expense, or reimbursement above any fixed or maximum not -to -exceed fee as
stated in this Agreement or any specified task order, without first having obtained written
authorization from OWNER. CONSULTANT shall not proceed to perform any services without
obtaining prior written authorization from the City Manager or his designee and shall be diligent
in seeking such authorization when necessary to perform services under this Agreement. With
respect to the services to be performed under Article 2 of this Agreement, the prior written
authorization referenced above may be in the form of a notice to proceed with such services
delivered by post, hand delivery, facsimile or electronic mail.
C. ADDITIONAL SERVICES: For additional services authorized in writing by OWNER as set forth
in Article 3, CONSULTANT shall be paid based on an hourly basis at a rate to be determined in
advance and agreed to in writing by OWNER and CONSULTANT.
Payments for additional services shall be due and payable within 30 days of invoicing by
CONSULTANT, and shall be in accordance with paragraph B of this article. Statements shall
not be submitted more frequently than monthly.
D. DELAYED PAYMENT: If OWNER fails to make payments due CONSULTANT for services and
expenses within 45 days after receipt of CONSULTANT's undisputed statement thereof, the
PROFESSIONAL SERVICES AGREEMENT
Page 2 of 7
amounts due CONSULTANT will be increased by the rate of one percent (1 %) per month from
the said 45th day, and, in addition, CONSULTANT may, after giving seven days' written notice to
OWNER, suspend services under this Agreement until CONSULTANT has been paid in full all
amounts due for services, expenses, and charges, provided, however, nothing herein shall
require OWNER to pay the late charge of one percent (1 %) set forth herein if OWNER
reasonably determines that the work is unsatisfactory, in accordance with this Article 5.
ARTICLE 6
OBSERVATION AND REVIEW OF THE WORK
CONSULTANT will exercise reasonable care and due diligence in discovering and promptly
reporting to OWNER any defects or deficiencies in the work of CONSULTANT or any subcontractors or
subconsultants.
ARTICLE 7
OWNERSHIP OF DOCUMENTS
All documents prepared or furnished by CONSULTANT (and CONSULTANT's subcontractors
or subconsultants) pursuant to this Agreement shall become the property of OWNER upon the
termination of this Agreement. CONSULTANT is entitled to retain copies of all such documents. The
documents prepared and furnished by CONSULTANT are intended only to be applicable to this Project
and Program, and OWNER's use of these documents in other projects shall be at OWNER's sole risk
and expense, with no right of indemnification against CONSULTANT, notwithstanding any other
provision of this Agreement. In the event OWNER uses any of the information or materials developed
pursuant to this Agreement in another project or for other purposes than specified herein and by
CONSULTANT at the time such information and materials are delivered, CONSULTANT is released
from any and all liability relating to such use in that project.
PROFESSIONAL SERVICES AGREEMENT
Page 3 of 7
ARTICLE 8
INDEPENDENT CONTRACTOR
CONSULTANT shall provide services to OWNER as independent contractors, not as
employees of OWNER. CONSULTANT shall not have or claim any right arising from employee status.
OWNER shall not control the means, methods, sequences, procedures, or techniques utilized by
CONSULTANT to perform work or services under this Agreement or any associated task order.
ARTICLE 9
AUDITS AND INSPECTION
CONSULTANT will submit copies of documentation supporting all reimbursable expenses for
OWNER's review.
ARTICLE 10
INDEMNITY AGREEMENT
CONSULTANT shall indemnify and hold harmless OWNER and its officers, agents, and
employees from and against any and all damages and expenses, including, but not limited to court
costs and reasonable attorney fees and related expenses incurred by OWNER, arising from an act of
negligence, intentional tort, intellectual property infringement, or failure to pay any subcontractor, or any
supplier committed by CONSULTANT, CONSULTANT'S agent(s), another consultant under contract,
or another entity over which CONSULTANT exercises control.
Nothing in this Agreement shall be construed to create a liability to any person who is not a
party to this Agreement, and nothing herein shall waive any of the parties' defenses, both at law or
equity, to any claim, cause of action, or litigation filed by anyone not a party to this Agreement,
including the defense of governmental immunity, which defenses are hereby expressly reserved.
ARTICLE 11
INSURANCE
During the performance of the services under this Agreement, CONSULTANT shall maintain the
following insurance with an insurance company licensed to do business in the State of Texas by the
State Insurance Commission or any successor agency that has a rating with Best Rate Carriers of at
least an A- or above:
A. Comprehensive General Liability Insurance with bodily injury limits of not less than $1,000,000
for each occurrence and not less than $1,000,000 in the aggregate, and with property damage
limits of not less than $100,000 for each occurrence and not less than $100,000 in the
aggregate.
B. Automobile Liability Insurance with bodily injury limits of not less than $1,000,000 for each
person and not less than $1,000,000 for each accident, and with property damage limits of not
less than $1,000,000 for each accident.
C. Worker's Compensation Insurance in accordance with statutory requirements, and Employers'
Liability Insurance with limits of not less than $500,000 for each accident.
D. Professional Liability Insurance with limits of not less than the amount of compensation to be
paid to CONSULTANT under Article 2A. of this Agreement annual aggregate.
PROFESSIONAL SERVICES AGREEMENT
Page 4 of 7
CONSULTANT shall furnish insurance certificates or insurance policies at OWNER's request to
evidence such coverages. Except for workers compensation and professional liability, the insurance
policies shall name OWNER as an additional insured, and shall contain a provision that such insurance
shall not be canceled or reduced with respect to coverages or endorsements without 30 days' prior
written notice to OWNER and CONSULTANT. In such event, CONSULTANT shall, prior to the effective
date of the change or cancellation, serve substitute policies furnishing the same coverage.
ARTICLE 13
RESPONSIBILITY FOR CLAIMS AND LIABILITIES
Approval by OWNER of the Project shall not constitute, nor be deemed a release of the
responsibility and liability of CONSULTANT, its employees, associates, agents, subcontractors, and
subconsultants for the accuracy and competency of their designs or other work; nor shall such approval
be deemed to be an assumption of such responsibility by OWNER for any defect in the design or other
work prepared by CONSULTANT, its employees, subcontractors, agents, and consultants.
ARTICLE 14
NOTICES
All notices, communications, and reports required or permitted under this Agreement shall be
personally delivered or mailed to the respective parties by depositing same in the United States mail to
the address shown below, certified mail, return receipt requested, unless otherwise specified herein.
Mailed notices shall be deemed communicated as of three days after mailing:
To CONSULTANT: To OWNER:
Randall Scott Architects, Inc. City of Anna
c/o Randall Scott c/o City Manager
14755 Preston Rd., Suite 730 P.O. Box 776
Dallas, Texas 75254 Anna, Texas 75409
All notices shall be deemed effective upon receipt by the party to whom such notice is given, or
within three days after mailing, whichever occurs first.
ARTICLE 15
ENTIRE AGREEMENT
This Agreement constitutes the complete and final expression of the agreement of the parties,
and is intended as a complete and exclusive statement of the terms of their agreements, and
supersedes all prior or contemporaneous offers, promises, representations, negotiations, discussions,
communications, and agreements which may have been made in connection with the subject matter
hereof.
ARTICLE 16
SEVERABILITY
If any provision of this Agreement is found or deemed by a court of competent jurisdiction to be
invalid or unenforceable, it shall be considered severable from the remainder of this Agreement and
shall not cause the remainder to be invalid or unenforceable. In such event, the parties shall reform this
Agreement to replace such stricken provision with a valid and enforceable provision which comes as
close as possible to expressing the intention of the stricken provision.
ARTICLE 17
PROFESSIONAL SERVICES AGREEMENT
Page 5 of 7
COMPLIANCE WITH LAWS
CONSULTANT shall comply with all federal, state, and local laws, rules, regulations, and
ordinances applicable to the work covered hereunder as they may now read or hereinafter be
amended.
ARTICLE 18
DISCRIMINATION PROHIBITED
In performing the services required hereunder, CONSULTANT shall not discriminate against
any person on the basis of race, color, religion, sex, national origin or ancestry, age, or physical
handicap.
ARTICLE 19
PERSONNEL
A. CONSULTANT represents that it has or will secure, at its own expense, all personnel required
to perform all the services required under this Agreement. Such personnel shall not be
employees or officers of, or have any contractual relations with OWNER. CONSULTANT shall
inform OWNER of any conflict of interest or potential conflict of interest that may arise during the
term of this Agreement.
B. All services required hereunder will be performed by CONSULTANT or under its supervision. All
personnel engaged in work shall be qualified, and shall be authorized and permitted under state
and local laws to perform such services.
ARTICLE 20
ASSIGNABILITY
CONSULTANT shall not assign any interest in this Agreement, and shall not transfer any
interest in this Agreement (whether by assignment, novation, or otherwise) without the prior written
consent of OWNER.
ARTICLE 21
MODIFICATION
No waiver or modification of this Agreement or of any covenant, condition, or limitation herein
contained shall be valid unless in writing and duly executed by the party to be charged therewith, and
no evidence of any waiver or modification shall be offered or received in evidence in any proceeding
arising between the parties hereto out of or affecting this Agreement, or the rights or obligations of the
parties hereunder, and unless such waiver or modification is in writing and duly executed; and the
parties further agree that the provisions of this section will not be waived unless as set forth herein.
ARTICLE 22
MISCELLANEOUS
A. The following exhibits are attached to and made a part of this Agreement:
Exhibit A — Program
B. CONSULTANT agrees that OWNER shall, until the expiration of four years after the final
payment under this Agreement, have access to and the right to examine any directly pertinent
PROFESSIONAL SERVICES AGREEMENT
Page 6 of 7
books, documents, papers, and records of CONSULTANT involving transactions relating to this
Agreement. CONSULTANT agrees that OWNER shall have access during normal working
hours to all necessary CONSULTANT facilities and shall be provided adequate and appropriate
working space in order to conduct audits in compliance with this section. OWNER shall give
CONSULTANT reasonable advance notice of intended audits.
C. Venue and jurisdiction of any suit or cause of action arising from or relating in any manner to
this Agreement shall lie exclusively in Collin County, Texas. This Agreement shall be construed
in accordance with the laws of the State of Texas.
D. CONSULTANT shall commence, carry on, and complete any and all projects with all applicable
dispatch, in a sound, economical, and efficient manner and in accordance with the provisions
hereof. In accomplishing the projects, CONSULTANT shall take such steps as are appropriate
to ensure that the work involved is properly coordinated with related work being carried on by
OWNER.
E. OWNER shall assist CONSULTANT by placing at CONSULTANT's disposal all available
information pertinent to the Project, including previous reports, any other data relative to the
Project, and arranging for the access thereto, and make all provisions for CONSULTANT to
enter in or upon public and private property as required for CONSULTANT to perform services
under this Agreement.
F. CONSULTANT shall at all times maintain OWNER'S confidential or proprietary information in
confidence and shall disclose same to third parties only as specifically instructed by OWNER.
Any disclosure of privileged or confidential information by OWNER to CONSULTANT is in
furtherance of OWNER's purposes and is not intended to and does not waive any privileges that
may exist with regard to such information.
G. The captions of this Agreement are for informational purposes only, and shall not in any way
affect the substantive terms or conditions of this Agreement.
IN WITNESS HEREOF, OWNER has caused this Agreement to be executed by its duly
authorized representative, and CONSULTANT has executed this Agreement through its duly authorized
undersigned officer to be effective as set forth earlier in this Agreement.
CITY OF ANNA
By: Philip Sanders, City Manager
RANDALL SCOTT ARCHITECTS, INC.
By: Randall B. Scott, President & CEO
PROFESSIONAL SERVICES AGREEMENT
Page 7 of 7
-� - RANDALL SCOTT
ARCHITECTS
ARCHITECTURE I INTERIORS I PLANNING
August 4, 2017
Mr. Philip Sanders
City Manager
City of Anna
111 N. Powell Pkwy.
Anna, Texas 75409-0776
RE: PROPOSAL TO PROVIDE UPDATED FACILITY NEEDS ASSESSMENT & CONCEPTUAL DESIGN SERVICES
FOR PUBLIC SAFETY FACILITIES & CITY HALL FOR THE CITY OF ANNA, TX
I. PROJECT SCOPE
This proposal is submitted by Randall Scott Architects, Inc. (hereinafter referred to as RSA or Architect) to the
City of Anna (hereinafter referred to as the City, Owner or Client) to provide Updated Facility Needs
Assessment & Conceptual Design Services for Public Safety Facilities (Fire and Police) and City Hall.
A. PROJECT CRITERIA
The following information about the Public Safety and City Hall Needs Assessment Update was conveyed
to RSA by the City during a meeting with the Mayor, PR Consultant, Financial Consultant, City Manager, City
Attorney, Fire Chief and Police Chief and R. Scott on July 14, 2017:
1. RSA will hold focus group meetings with Fire and Police Department staff and develop a Program of
Requirements (POR) for these facilities.
2. The Community Room is an important aspect of the City Hall/Public Safety Facilities and something
that needs to be marketed to the public as a benefit.
3. A "Maker Space"/"Learning Commons" area is something the Mayor thought should be considered as
part of the City's needs.
4. The Facility Needs Assessment Update needs to show the escalated costs of constructing these
projects today and into the future.
5. The Facility Needs Assessment Update Study should include comparative personnel/FTE data from
other municipalities that have built similar facilities to show that what the City of Anna is
contemplating is on par.
6. The updated Study needs to analyze the following options: 1) all new construction with a new City Hall
and a new Public Safety Facility; 2) renovation of the existing Police Facility upon completion of a new
City Hall and renovation/expansion to the existing Central Fire Station; and 3) a new standalone Public
Safety Facility with fire and police in it that would become part of a Municipal Building Complex.
7. A preliminary report is needed by early September to present to Council. The Program of
Requirements, FTE Comparisons and Order of Magnitude Estimates need to be done first. Floor
planning and renderings can be done in a second phase. Preliminary information will be needed by
the end of August.
8. Comments that apply to this proposal that were provided in the previous City Hall Needs Assessment
proposal include:
a. Forethought in terms of expansion needs to be given towards a 10 year 50,000 population horizon
b. Full build out for the City of Anna is 200,000 citizens. However, the City believes it will be under
100,000 for quite some time.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 2
c. The City is growing rapidly. Need to consider expandability a high priority in the design.
II. PRE -DESIGN PHASE SERVICES
A. SITE EVALUATION PHASE
Site Evaluation services provided by RSA for this project shall consist of the following:
a. Meet with City staff to review the existing Police and Fire Station sites. Compare the pro's and con's
of renovating and expanding the two existing building sites vs constructing a new Public Safety
Building adjacent to City Hall on the Anna Grain site creating a municipal complex.
b. Prepare preliminary test fit site plans for expanding and renovating the existing Police Dept. and
Fire Station.
c. Meet with City Staff to review the preliminary test fit site plans and receive comment. Discuss pro's
and con's of each site.
B. FACILITY PROGRAMMING (NEEDS ASSESSMENT) PHASE
1. Facility Programming Phase services provided by RSA for this project shall consist of the following:
a. Meet with City staff, Fire Dept. and Police Dept. management staff to discuss current space needs
and future needs for 10 year, 15 year and 20 year horizons.
b. Determine the spacial, functional, equipment, adjacency, environmental, technology, detention
(minimal), dispatch (we are told there may be a need for this in the distant future) and sustainability
requirements for each of the spaces within the Police and Fire Departments.
c. Prepare a preliminary Program of Requirements (POR) document for each department listing each
of the requested spaces and its specific requirements.
d. Prepare an alternative Program of Requirements (POR) based on a Public Safety Building that
houses both Police and Fire Departments sharing joint -use spaces such as the Building Lobby,
Dispatch (future), Public Restrooms, Exam Room, a Training Room/Community Room/EOC,
Restrooms and Showers, Fitness Area, etc.
e. Prepare a Comparative FTE analysis of the proposed Anna City Hall and Public Safety Facilities vs.
other peer municipalities in Texas to show that what is being contemplated by the City is in line
with other municipalities.
f. Prepare Area Summary Spreadsheets delineating the total net square footage requirements for
each department, grossing factors and the total gross square footage by department and for each
facility. The POR will project square footage requirements for 10 year, 15 year and 20 year horizons
delineating the expansion space needed to accommodate future growth in the City and FTE's.
g. Prepare test fit drawings for critical areas of the project such as the Apparatus Bays, Building
Lobbies, Training Room, Bunk Rooms, Typical Offices, Patrol Room, Detention Areas (if any), CID,
Locker Rooms, Sallyport, etc. (this will occur in a second phase of work provided after the initial POR
and Estimate are presented to Council in early September).
h. Prepare a Preliminary Project Schedule for the projects considering the various options.
i. Prepare a Preliminary Cost Estimate for the various options being proposed.
j. Prepare a Preliminary POR bound document with the above metrics delineated for review with the
City.
k. Meet with the City Staff and Department Heads to review the preliminary Facilities Needs
Assessment and Program of Requirements (POR) documents.
I. Make final adjustments to the Needs Assessment and POR documents. Prepare and issue a Final
Updated Needs Assessment & Program of Requirements for the City Hall & Public Safety Facilities
projects.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 3
m. Assist Staff in presenting the Updated Needs Assessment & POR documents with recommendations
to Council.
III. BASIC SERVICES
A. PRELIMINARY CONCEPTUAL DESIGN PHASE
Conceptual Design Phase services provided by RSA for this project shall consist of the following:
1. Perform a preliminary code and zoning review for the Public Safety Facilities and consult with the City
on issues that impact the design.
2. Hold an on -site Planning Charrette/Workshop # 1 consisting of meetings with City Staff and Police/Fire
Department Heads to review the Program of Requirements (POR) for each department and sketch
preliminary planning solutions together.
3. Prepare Preliminary Conceptual Design drawings including Site Plans, Floor Plans and 3D mass models
of design options incorporating the preliminary planning solutions developed with Stakeholders in
Workshop # 1 above.
4. Meet with the Staff and Police/Fire Department Heads to review the Preliminary Conceptual Design
documents.
5. Prepare Preliminary Conceptual Design Cost Estimates.
6. Make adjustments to the Preliminary Conceptual Design documents and Cost Estimates based on
comments received from the Staff and Police/Fire Department Head review meeting.
7. Attend a meeting with the Staff and Police/Fire Department Heads to review the final Conceptual
Design drawings and Cost Estimates for the project.
8. Prepare a bound report and PowerPoint presentation outlining the Conceptual Design deliverables
with Executive Summary, Conceptual Design drawings, Preliminary Cost Estimates and Preliminary
Schedules.
9. Assist Staff in presenting the Conceptual Design Presentation to Council and citizens.
IV. ADDITIONAL SERVICES
Additional Services are all services not explicitly listed under Sections II Pre -Design Services & III Basic Services of
this Proposal. Additional Services shall be provided when requested by the City on an hourly or negotiated
fee basis in addition to the fees charged for the services outlined in Sections II and III above. Additional
Services include, but are not limited to, the following:
A. Revisions requested by the City to the Architect's Work resulting in changes in the design, scope and/or
quality. Revisions to the Architect's Work or documents due to changes in the information provided to
the Architect by the City.
B. Preparing Design alternatives (other than those listed in Sections II and III above) and redesign services for
the project including, but not limited to, redesign services required due to the City making changes to the
project scope or direction.
C. Town Hall meetings with citizen groups to present the results of the services in this proposal. RSA will
make presentations at Council Meetings with citizens present as a Basic Service.
D. Final Schematic Design, Design Development, Construction Documents, Bidding/Negotiation and/or
Construction Administration Phase services for the Project.
E. Field verification of any existing conditions on the sites to be studied.
F. MEP, structural, civil, landscape architecture, technology, AN, acoustical, envelope consultant, code
consultant, surveying or other consulting services required to complete the project.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 4
V. PROFESSIONAL FEES
A. PRE -DESIGN & PRELIMINARY CONCEPTUAL DESIGN SERVICES
The services outlined in Sections II & III above shall be provided for the following lump sum fees:
a. Site Evaluation Phase $3,750
b. Needs Assessment/Facility Programming Phase $16,500
c. Preliminary Conceptual Design Phase $31,500
d. Cost Estimating Services $7,500
Total Fees $59,250
B. ADDITIONAL SERVICES
1. Additional Services for the project shall be provided at the following hourly rates or negotiated on a
lump sum basis at the time they are required:
Principal
$250.00/hr.
Vice President
$225.00/hr.
Studio Leader
$200.00/hr.
Project Architect
$150.00/hr.
Staff Architect
$125.00/hr.
Visualization Specialist
$125.00/hr.
Administrative
$85.00/hr.
C. REIMBURSABLE EXPENSES
Reimbursable Expenses constitute expenses incurred on the City's behalf by RSA and/or our Consultants.
These expenses include, but are not limited to: reproduction of preliminary and final documents, mounting
and laminating of presentation boards, agency review fees, hotel, meals and per diem expenses, mileage,
air fare, rental cars, overnight express, courier services and postage. Reimbursable expenses shall be
marked up 15% to cover RSA's handling costs and billed to the Owner in addition to any Basic and
Additional Services incurred on the project.
VI. PROFESSIONAL REGISTRATION
The Texas Board of Architectural Examiners, 333 Guadalupe, Suite 2-350, Austin, Texas 78701-3942, phone:
512.305.9000, has jurisdiction over individuals licensed under the Architects' Registration Law, Article 249A,
VTCS.
VII. OTHER CONDITIONS
A. This Proposal is valid for 30 days from the date at the top of the first page of this document unless included
as an attachment to a fully executed purchase order or contract issued by the Client prior to the 30 day
expiration period.
B. The City shall provide, and the Architect shall be entitled to rely upon the accuracy of: 1) Reasonably
accurate site surveys for the proposed sites to be evaluated with associated utilities information.
Proposal to Provide Updated Needs Assessment and Conceptual
Design Services for a Public Safety and City Hall Complex
Mr. Philip Sanders
August 4, 2017
Page 5
Randall Scott Architects appreciates the opportunity to submit the above Proposal and looks forward
to working with The City of Anna on this important Project!
Thank you,
RANDALL SCOTT ARCHITECTS, INC.
Randall B. Scott, AIA
Founding Principal & CEO