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10.14.2010 CC PacketCOY OF KEN/VEDALE 405 Municipal Drive, Kennedale, Texas 76060 www.cityofliennedale.com AGENDA KENNEDALE CITY COUNCIL REGULAR MEETING — OCTOBER 14, 2010 COUNCIL CHAMBERS WORK SESSION — 5:30 PM REGULAR SESSION — 7:00 PM I. CALL TO ORDER II. ROLL CALL III. WORK SESSION — 5:30 PM A. Review and discuss Comprehensive Land -Use plan update process and Land Use Composition B. Alcohol regulatory ordinance guidelines C. Discuss and review any item on the agenda, if needed. *NOTE. • Pursuant to Chapter 551 Texas Government Code the City Council reserves the right to adjourn into Executive Session at any time durink the work session or the regular session to discuss posted executive session items or to seek legal advice from the Cjty Attorney on any item posted on the agenda. IV. REGULAR SESSION — 7:00 PM V. INVOCATION VI. US PLEDGE OF ALLEGIANCE VII. TEXAS PLEDGE OF ALLEGIANCE "Honor the Texas Flag; I Pledge Allegiance to Thee, Texas, One State under God; One and Indivisible." VIII. VISITORICITIZENS FORUM At this time, any person with business before the Council not scheduled on the agenda may speak to the Council. No formal action can be taken on these items at this meeting. Page 1 of 4 IX. REPORTS /ANNOUNCEMENTS In addition to any specific matters listed below, the city council may receive a report about items of community interest, including but not limited to recognition of individual officials, citizens or departments, information regarding holiday schedules, upcoming or attended events, etc A. Mayor B. City Council C. City Manager X. CONSENT AGENDA All matters listed under consent agenda have been previously discussed, require little or no deliberation, or are considered to be routine by the council. If discussion is desired, then an item will be removed from the consent agenda and considered separately. A. Approval of meeting minutes: Special meeting dated September 2, 2010 Regular meeting dated September 9, 2010 B. Approval to authorize the City Manager to execute Interlocal Agreement for participation in Fort Worth's Environmental Collection Center Household Hazardous Waste Program C. Approval to authorize the City Manager to execute Interlocal Agreement with the City of Fort Worth for rabies control. D. Review and consider action to approve Ordinance No. 464, adopting an amended Administrative Fee Schedule to amend fees and charges for certain city services. E. Approval of Resolution No. 334, adopting an amended City of Kennedale Fraud Policy F. Approval of Resolution No. 335, adopting an amended City of Kennedale Identity Theft Program (TPP) G. Approval of Resolution No. 336, adopting an amended City of Kennedale Financial Management Policy H. Approval of Resolution No. 337, adopting City of Kennedale Cooperative Purchasing Programs 1. Approval of Resolution No. 338 adopting an amended City of Kennedale Grant Submission & Acceptance Policy J. Review and consider action to approve Contract with Teague Nall and Perkins for 12" water line along the west side of Bowman Springs Road from Pennsylvania Avenue to Bolen Drive and west along Bolen Drive to IH -20 service road. K. Consider authorizing the mayor to sign a licensing agreement with Barnett Gathering, L.P. for use of a portion of the right -of -way along New Hope Road. Page 2 of 4 XI. REGULAR ITEMS L. Review and consider action to approve resolution No. 339, designating the Fort Worth Star - Telegram as the official newspaper for the City of Kennedale. M. Review and consider action to approve Ordinance No. 465, relative to the naming. Renaming of Dick Price Road and Bowman Springs Road. N. Authorize City Manager to order one (1) Pierce custom Pumper Fire Truck from Martin Apparatus for $450,000. O. Review and consider action to appoint/re- appoint members to the Kennedale Economic Development Corporation P. Review and consider action to approve Resolution No. 340, designating 4.542 acres in Sonora Park as parkland Q. Consider authorizing the City Manager to execute an Interlocal Agreement with Tarrant County for the reconstruction of Gilman Road. XII. EXECUTIVE SESSION A. The City Council will meet in closed session pursuant to Section 551.071 of the Texas Government Code for consultation with the City Attorney pertaining to any matter in which the duty of the City Attorney under the Texas Disciplinary Rules of Professional Conduct may conflict with the Open Meetings Act, including discussion on any item posted on the agenda. B. The City Council will meet in closed session pursuant to Section 551.072 of the Texas Government Code to deliberate the purchase, exchange, lease, or value of real property for the following: 1. Little School Road re- alignment properties 2. Bowman Springs Road alignment C. The City Council will meet in closed session pursuant to Section 551.074 of the Texas Government Code to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee. 1. Appointment of Deputy City Secretary, Election Administrator, and /or Records Manager XIII. RECONVENE INTO OPEN SESSION, AND TAKE ACTION NECESSARY PURSUANT TO EXECUTIVE SESSION, ]IF NEEDED. R. Consider appointment of one or more persons to serve as Deputy City Secretary, Election Administrator, and /or Records Manager Page 3 of 4 XIV. ADJOURNMENT In compliance with the Americans with Disabilities Act, the City of Kennedale will provide for reasonable accommodations for persons attending City Council meetings. This building is wheelchair accessible, and parldng spaces for disabled citizens are available. Requests for sign interpreter services must be made forty -eight (48) hours prior to the meetings. Please contact Celeste Brown, Administrative Assistant, at 817.985.2105 or (TDD) 1.800.735.2989 CERTIFICATION I certify that a copy of the October 14, 2010, agenda was posted on the City Hall bulletin board next to the main entrance of the City Hall building, 405 Municipal Drive, of the City of Kennedale, Texas, in a place convenient and readily accessible to the general public at all times and said Agenda was posted on the following date and time: Monday, October 11, 2010 by 9:00 a.m., and remained so posted continuously for at least 72 hours preceding the schedule time of said meeting, in accordance with Chapter 551 of the Texas Government Code. Celeste Brown for Kathy rn Administrative Assistant Date Agenda Removed from Bulletin Board Page 4 of 4 A LE 405 Municipal Drive, Kennedale, Texas 76060 WK IMM If you wish to address the City Council, a Speaker's Card must be filled out and given to the City Secretary pricer to the start of the meeting. Please follow the suggestions listed below: 1. Please read and provide the required information in order that the Mayor may recognize you promptly at the appropriate time on the agenda. 2. Please state your frill name and address when you begin your remarks in order that the official minutes will record your appearance before the City Council. 3. Please make sure that your comments are directed towards the Presiding Officer rather than individual Councilmembers or Staff. All speakers must limit their comments to the subject matter as listed on your request and must refrain from using any profane language, and /or personal attacks towards any individual. ■■ o�rree�roe��o�e��o�em■■ ��r��e�o�o�r��a��r�r�r�� APPEARANCE BEFORE CITY COUNCIL Date: .�,_ � °1 ,� d� Is the matter you wish to discuss on the agenda? 0 Yes Agenda Item # �yN0 Has this subject been discussed with any member or administrative staff? 0 Yes No If yes, please list name and d : Name of Speaker: Address: V1 ` k) H Telephone Number: City Resident: 0 Yes No Subject: O A E 405 Municipal Drive, Kennedale, Texas 76060 If you wish to address the City Council, a Speaker's Card must be filled out and given to the City Secretary prior to the start of the meeting. Please follow the suggestions listed below: 1. Please read and provide the required information in order that the Mayor may recognize you promptly at the appropriate time on the agenda. 2. Please state your full name and address when you begin your remarks in order that the official minutes will record your appearance before the City Council. Please make sure that your comments are directed towards the Presiding Officer rather than individual Councilmembers or Staff. All speakers must limit their comments to the subject matter as listed on your request and must refrain from using any profane language, and /or personal attacks towards any individual. ■■ �r�e��■■ searr��o��e�aoo��r��r�o�a�a��o��oe��oo��a�a�� APPEARANCE BEFORE CITY COUNCIL Date: /�`` Is the matter you wish to discuss on the agenda? 0 Yes Agenda Item # 0 No Has this subject been discussed with any member or administrative staff? 0 Yes 0 No If yes, please list name and Name of Speaker: /A ` 2'C Address: G j Wes Telephone Number: Z 1 � / City Resident: 0 No Subj CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP MOTION: COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN /ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CONTRACT/AGREEMENT NO. FOLLOW UP: CITY SECRETARY'S FOLLOW UP: CARRIED FAILED CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER: MOTION: t COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN /ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CONTRACT /AGREEMENT NO. FAILED CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER:I MOTION: -R 3�, COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN/ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CARRIED CONTRACT/AGREEMENT NO. FAILED FOLLOW UP: CITY SECRETARY'S FOLLOW UP: ---- \ c- "*�ANCYS�, CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER: MOTION: `� RDI�/RESOLUTION NO. CARRIED' CONTRACT /AGREEMENT NO. FAILED FOLLOW UP: CITY SECRETARY'S FOLLOW UP: CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN /ABSENT CLARK oe JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CARRIED CONTRACUAGREEMENT NO. FAILED IKe J Llull i al�� CITY SECRETARY'S FOLLOW UP: CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER: COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN /ABSENT CLARK oe JOHNSON fir. MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CARRIED CONTRACT /AGREEMENT NO FOLLOW UP: CITY SECRETARY'S FOLLOW UP: FAILED CITY OF KEANNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER: MOTION: COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN /ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER r ORDINAN /RE UTION O. CARRIED ` �, CONTRACT /AGREEMENT NO. FAILED FOLLOW UP: CITY SECRETARY'S FOLLOW UP: CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER: MOTION: COUNCIL MEMBERS MOTION SECOND AYE I NAY ABSTAIN /ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION N CONTRACT /AGREEMENT NO. FOLLOW UP: CARRIED FAILED CITY SECRETARY'S FOLLOW UP: CITY OF KENNEDALE, TEXAS OFFICE OF THE CITY SECRETARY COUNCIL MEETING MINUTE SLIP DATE: October 14, 2010 REGULAR ITEMS: ITEM NUMBER: MOTION: COUNCIL MEMBERS MOTION SECOND AYE NAY ABSTAIN /ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CONTRACT /AGREEMENT FOLLOW UP: CITY SECRETARY'S FOLLOW UP: eccjvll�& FAILED REGULAR ITEMS: ITEM NUMBER: COUNCIL MEMBERS MOTION SECOND AYE I NAY ABSTAIN /ABSENT CLARK JOHNSON MILLER CARRINGTON TURNER ORDINANCE/RESOLUTION NO. CARRIED CONTRACT /AGREEMENT NO. FOLLOW UP: CITY SECRETARY'S FOLLOW UP: FAILED q "�ouo& N s. Date: October 14, 2010 Workshop Agenda Item No: III -A Subject: Review and discuss Comprehensive Land -Use plan update process and Land Use Composition Originated by: Bob Hart Summary: The newly adopted budget contained funding for an update to our comprehensive land use plan. Based on our prior discussions and work, staff is recommending the city engage Halff and Associates to lead the planning effort. Francois de Kock will be the principal in charge of the Kennedale project. Francois will be present during the work session to discuss the project. The work session is designed to discuss the project generally and to provide direction as to the task force composition. In our cursory survey of other cities, we found most use task forces of 15 to 30 residents. Essentially, the task force should be composed of residents that represents a variety of interest and would (a) give us a good idea of the community's concerns and ideas and (b) build support from the community, since they would know it was their opinions that helped drive the comp plan process. Hence, our recommendation would be to form a task force along the following: ® 2 from city council (with one of the two serving as chair or both as co- chairs ® 3 from P &Z (members and alternates) ® 1 member from BOA ® 1 or 2 members from the Parks and Recreation Board ® 1 or 2 members from the EDC ® at least 1 chamber of commerce or business community member ® at least 1 realtor or developer familiar with Kennedale and with the region ® 1 transportation planner or engineer (this could be from a P &Z alternate member or elsewhere) ® 1 YAC member ® 1 member who is a long -time resident ® 1 member who is a new resident ® Non - voting: representative from COG ® Non - voting: representative from Tarrant County ® Neighborhood representatives: Oak Crest or Gilman area New Hope or Dick Price or Danny Drive area Brookstone or Beacon Hill (Frederick White is willing to serve) Pennsylvania or Oak Hill Park Falcon Wood or Steeplechase Swiney Hiett / Joplin area ( NOT Falcon Wood or Steeplechase) Staff support will be led by Rachel Roberts with support from me and others. Following your discussion and general direction as to the Task Force composition, an agenda item will be posted at a future meeting to appoint the various members. It is important to consider training for the task force. Jerry Miller raised the issue of training needs that may be desired for the Task Force, such as Form Based Codes, Conservation Districts, etc. Such training is not done through NCTCOG. Generally this sort of training is provided through the Urban Land Institute, the Form Based Codes Institute, Placemakers for SmartCodes, or consultants. Scott Polikov of Gateway Planning Group provides training for many of these organizations. We have contacted him about providing training for our Task Force. He is willing to do so and appears to be the most convenient and cost effective way to obtain such training. The general scope of work will include a Comprehensive Plan Update, including a Village Creek Concept Plan and a Trails Plan for the City (an amendment or update to the Parks Plan. A copy of the proposal is included in the packet. It will be placed on the agenda for consideration in the near future. The City has a grant application pending to help pay for an expanded study. Recommendations: Staff recommends authorizing the city manager to execute the contract. _ v N v � June 30, 2010 1008 -10 -7416 City Manager 405 Municipal Drive Kennedale Texas, 76060 Attention: Bob Hart Re: Comprehensive Plan Update Dear Mr. Hart: 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 Halff Associates is pleased to present the following proposal and fee schedule to provide planning services for the City of Kennedale. This proposal includes the preparation of three items: Comprehensive Plan Update, Village Creek Concept Plan, and a Trails Plan. The Planning effort will be accomplished as follows: Exhibit `A', the Scope of Services describes the various project tasks. Exhibit `B', the Basis of Compensation describes the Fee Structure. The fees quoted in this proposal will be honored for up to 45 days from the date of this proposal. Respectfully, Francois de Kock Senior Project Manager Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 1 of 12 �L City of Kennedale Comprehensive Plan Update Scope of Services Introduction Comprehensive Plan 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 The City of Kennedale has tremendous potential to be developed into one of the prime destinations in the DFW metroplex. Kennedale has easy access and is located right at the midpoint between the downtowns of four surrounding cities including Fort Worth, Arlington, Mansfield and Burleson. Historically, development seems to have "leapfrogged" Kennedale, but recent interest by developers and a concerted effort by the City Council and staff have moved the City in a stronger position with road improvements, park development and improvements to downtown Kennedale. It is this "new energy" that necessitates the need for a new comprehensive plan to ensure the implementation of sound planning principles that support new and sustainable growth for the City. This Scope and Fee will produce such a comprehensive plan for the City. Village Creek Concept Plan Village Creek and its associated floodplain are severely impacted by various human activities. Other than impacts on the riparian ecology, development that encroaches on the creek's floodplain has resulted in flooding that cause severe damage to property along the creek. Halff Associates has a project proposal underway whereby the US Army Corps of Engineers ( USACE) will help fund the restoration and clean -up of the creek and its floodplain as it flows through Kennedale. The proposal includes the suggested relocation of certain businesses and industries including salvage yards. In anticipation of the approval of the project proposal to the USACE and in order to be ahead of the curve, the City Manager of Kennedale foresees the need for a Concept Plan that describes restoration and protection for Village Creek as it flows through the City. With current USACE policies, it is anticipated that the USACE will support very little if any reclamation work within the 100 year floodplain. Consequently it is expected that the programmatic elements for the Village Creek Restoration and Improvement area will be limited to low impact improvements including (but not limited to) the following: • Trails, • Small structures - e.g. pavilions, look -out areas, and trail gateways, • Protection of natural areas, • Restoration of prairie and riparian vegetation, • Passive parks — low impact and passive in character; • Active parks - ball fields limited to areas already disturbed so as to minimize tree removal and on relatively flat areas to minimize the need for grading. Trails Plan A Parks Master Plan was produced for the City of Kennedale in 2005. A cursory review reveals that the plan does not include recommendations for specific trail alignments. Instead it refers generally to the utilization of creek corridors for trails. The Comprehensive Plan Update provides the opportunity to consider trail connections, which will be done by means of a Trails Plan for the City. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 2 of 12 Exhibit A City of Kennedale Comprehensive Plan Update Scope of Services 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 The scope of work for this planning effort comprises the preparation of an update of the 2005 City of Kennedale Comprehensive Land Use Plan, including public participation; a review of the existing comprehensive plan; an update of existing conditions and projections; a review and recommendations as appropriate of current zoning and subdivision regulations; a review and update of the vision and goals; an update of plan elements (future land use, transportation, parks and recreation); development of a new land use plan; and identification of specific implementation strategies. One (1) final original copy of the plan will be printed, and five (5) copies will be provided on CD -ROM. Original document digital files will be provided to the City of Kennedale in Word and /or PDF formats. PROJECT ASSUMPTIONS The scope of services for this proposal has been prepared using the following assumptions as a basis for its preparation: 1. The City of Kennedale will be referred to as City in this document, and Halff Associates Inc. will be referred to as the Planning Team. 2. The project planning area will encompass the existing Kennedale city limits, and current extraterritorial jurisdiction (ETJ). 3. The planning effort will build on the data assembled during the preparation of the currently approved City of Kennedale Comprehensive Plan. 4. The City will appoint a contact person to work with the Planning Team, and to act as an intermediary with the Planning Team, and other city, county and state government staff persons as required. The Planning Team will take direction from the city- appointed contact person only. 5. The City will coordinate facilities, refreshments and advertising for all public meetings. 6. The City will provide information from all previous planning studies and master plans that may have an affect on the outcome of the long -range City Comprehensive Plan. This information will be provided in digital format when possible and available. This information may include, but not be limited to, existing land -use plans; existing transportation and street master plans; existing water or sanitary sewer planning documents; economic and demographic studies; open space plans; other pertinent planning or policy documents. 7. The City will provide the Planning Team with the most recently updated digital base map of the planning area with city limit lines, school district lines, municipal utility district boundaries, roadway centerlines (rights -of -way are optional), water and sewer facilities; dry utilities; public facilities (including police, fire, hospital, library and other major public facilities); park and open space facilities; and rivers, lakes and other major drainage ways for use and reference during the master plan preparation process. These files will be in the form of GIS shape files as available. 8. Data gathering and stakeholder input planning activities will occur concurrently during the initial phases of the plan preparation process. The extent to which either of these activities ultimately proceeds will be determined from stakeholder input as the plan progresses. 9. Tasks prepared as part of this planning effort may occur concurrently where appropriate, or in some cases may deviate from the sequence shown in this Scope of Services document. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 3 of 12 mmm 1201 N. Bowser lmmo Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 SCOPE OF SERVICES The planning effort Scope of Services is shown below. ,PHASE I PRE- PLANNING Task 1.1 Project Initiation Meeting a. The Planning Team will conduct a work session with City staff to accomplish several pre- planning objectives, including: • Become familiar with the project team structure and organization and arrive at a complete understanding of the roles and responsibilities of all project participants. • Establish the organizational hierarchy of the Planning Team and City staff related to preparation and execution of the planning exercises. • Identify the general program and parameters for planning efforts, including review of criteria, methodology projected timeframe and schedule, and public input process. • Identify key stakeholders in the community. Product by Planning Team — Attend initiation meeting; produce a final work schedule. Number of meetings — One (1) Task Components by City of Kennedale Staff— Attend initiation meeting; review work program tasks and schedule. Task 1.2 Collect Studies and Data a. The City staff will assemble relevant studies, GIS files, plans, and maps for the Planning Team (in digital format where feasible) including but not limited to: • Current Comprehensive Plan • Land Use Plan • Transportation Plan • Parks Master Plan • Downtown Planning information • Development agreements • Zoning map and regulations • County subdivision regulations (if any) • Subdivision regulations • Capital Improvements Plan • Current and prior budgets for upcoming and last three years • Any other relevant planning or policy documents • Relevant plans from adjacent cities (Mansfield, Burleson, Fort Worth and Arlington) Product by Planning Team — List of studies and planning documents required of City. Number of meetings — None Task Components by City of Kennedale Staff— Provide digital copies of previous comprehensive plan and all other plans and relevant studies. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 4 of 12 MMM 1201 N. Bowser mmm Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 Task 2.1 Review Existing Planning Documents The Planning Team will review past or ongoing efforts that may influence the Comprehensive Plan Update, including: • Current Comprehensive Plan • Land Use Plan • Transportation Plan • Parks Plan • Downtown Plan • Development agreements • Zoning plan and regulations • Subdivision regulations • Capital Improvements Plan • Current and prior budgets Product by Planning Team — Summarize review findings of planning documents. Number of meetings — None Task Components by City of Kennedale Staff— Provide digital format of planning documents. Task 2.2 Prepare Population and Demographic Review Review available population estimates and projections, demographic data, and socio- economic conditions from currently available sources, including the 2010 Census Bureau information (if available in a timely fashion) and NCTCOG. Update current population estimates to more accurately reflect current conditions in Kennedale. Population projections will be based on those developed by others. Product by Planning Team — Summarize demographic review in report format, including text, tables, charts, images, and maps. Number of meetings — None Task Components by City of Kennedale Staff — Provide most recent population and demographic data; provide data on recent growth patterns trends throughout the city; review and comment on analysis. Task 2.3 Conduct Baseline Analysis of the Following Elements a. Existing Land Uses • The Planning Team will establish baseline categories of land use types to be included, and will submit to the City for review and approval. • The Planning Team will conduct a windshield survey of the categories of land use. The existing land use map will be updated to reflect current conditions. • Compare the land use inventory with previous land use studies, as provided by the City, to determine spatial changes in development patterns from the previous plan. • Analyze the relationship among existing land uses, major roadways, and environmental constraints and effect on potential future and uses. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 5 of 12 r 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax(214)739 -0095 b. New Planned Developments • Identify all planned developments, including those currently under construction or platted but not yet developed. • Compile information on planned developments, including proposed uses and other information that may affect elements of the comprehensive plan. c. Transportation • Collect and review past transportation plans, traffic impact reports and other related information. • Update transportation map to reflect changes that have occurred since plan approval. • Incorporate known future transportation initiatives for the area. d. Parks and Recreation ® Update current level of service calculations and identify system deficiencies or surpluses. e. Zoning, Subdivision, and Annexation Review ® Meet with the City staff regarding concerns and issues related to the updated zoning and subdivision ordinances and development agreements Product by Planning Team — Graphically depict baseline analysis on a map; summarize baseline analysis and present findings to City for review. Number of meetings — One (1) windshield survey Task Components by City of Kennedale Staff— City to provide an inventory of land use, housing, streets and roads, and all recreation facilities, ball fields and amenities present in each City Park. Review and comment on findings of baseline analysis; review baseline analysis maps. Task 2.4 Baseline Analysis Report Review a. Upon completion of the Technical Analysis, a conference call shall be scheduled with City staff to review the Baseline Analysis Report. Product by Planning Team — Baseline Analysis Report with text, tables, charts, images, and maps summarizing results of Phase 2 analysis. Number of meetings — One (1) conference call Task Components by City of Kennedale Staff — Participate in conference call. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 6 of 12 77 1 `7 �. 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 Public participation is an essential component of the planning process. Not only does it make the process more transparent, but it engages the community to create a plan that reflects their goals and vision and generates support in the end product. Meetings listed below are included in the fees for the planning effort. Additional meetings may be conducted as an additional charge. Task 3.1 Interviews with Key Stakeholders a. Prepare a list of questions for interviews and stakeholder meetings. b. Conduct a maximum of two (2) interviews with key stakeholder groups identified by City staff in Phase I. Stakeholder meetings will be scheduled concurrently over a one day period. c. Prepare written summary of each interview and stakeholder meeting. Product by Planning Team — List of interview questions; summary of interviews and meetings. Number of interviews — Two (2) Task Components by City of Kennedale Staff — List of key stakeholders or entities for interviews and meetings; schedule interviews and meetings; notify attendees; Staff to attend interviews. Task 3.2 Public Input Meet!ngs/Workshops a. A public input meeting is typically 3 hours long and is designed to gather ideas and input from the public. Participants will break out into small group organized around plan elements (housing, transportation, parks, etc) to discuss issues and work to develop a desired future. b. Two public input meetings will be held over the duration of the planning process to gather public input. The meeting will be held at a central citywide location. Product by Planning Team — Agenda of public input meeting; facilitate all public input meetings; facilitate small groups at public input meetings; prepare summary of all public input findings for inclusion in comprehensive plan document. Number of meetings — Two (2) Task Components by City of Kennedale Staff — Publicize public input meetings; reserve meeting space; assist in meeting planning and facilitation; review analyses provided by Planning Team and comment as appropriate. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Nalff Associates Inc. Page 7 of 12 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax (214) 739 -0095 !PHASE IV COMPREHENSIVE PLAN UPDATE REVISIONS Task 4.1 Plan Update Elements a. Future Land Use Plan • Develop future land use categories (if different from current categories) and review with staff for comment and approval. • Include and consider Kennedale Downtown as a distinct destination and the center of the community. • Produce future land use scenario based on existing land use ratios and population projections. • Review with staff and modify per comments received. • Update mapping with land use projections. b. Transportation • Develop recommendations for planning purposes to include updates, future areas of study, and right of way dedication ordinances to assist the City's future transportation needs. • Update existing Thoroughfare Plan with street classifications. • Update graphic map with transportation recommendations. c. Parks and Recreation • Recommend facility improvements, and associated order of magnitude cost, for each recommendation. • Based upon population projections and the future land use scenario, project potential future facility requirements and general geographic areas of need. • Prepare a ten -year summary action plan that prioritizes recreation facility needs. • Recommend changes to the dedication ordinance and to operations as necessary. • Incorporate concept and recommendations for Village Creek. d. Trails Plan • Incorporate the Trails Plan recommendations as part of the Comprehensive Plan Update. e. Zoning, Subdivision and Developer Agreements • Recommend potential code changes to better enable plan implementation. • Identify potential city- initiated re- zonings to better achieve plan compliance. f. Implementation • Recommend updates to current five -year CIP and a twenty -year plan with long -range objectives, based on Plan Update Elements and implementation. • Prepare recommendations regarding revisions to the City's zoning and subdivision ordinances. • Incorporate recommendations regarding enhancing sustainability initiatives within the City. • Identify financial requirements associated with the proposed CIP. • Identify potential funding sources and prepare recommendations regarding use fees and other methods of financing required improvements. • Provide general Citywide recommendations pertaining to rehabilitation and /or preservation of existing neighborhoods. • Prepare a policy and procedure for maintaining and updating the Comprehensive Plan. • Prepare a report and exhibits describing the implementation plan. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 8 of 12 Product by Planning Team — Preliminary draft of plan update; work with Staff to review draft and make necessary modifications. Number of meetings — One (1) Task Components by City of Kennedale Staff— Schedule work session and reserve location; distribute materials; notify attendees; attend if desired. Task 4.3 Final Draft Plan a. Incorporate staff comments and draft a final comprehensive plan document. Submit an electronic copy for review by Staff. Product by Planning Team — Final draft of plan update. Number of meetings — None Task Components by City of Kennedale Staff— Staff to receive and review final draft. PHASE V TRAILS PLAN Task 5.1 Prepare a Trails Plan a. Prepare a Trails Plan to be incorporated into the Comprehensive Master Plan Update. The Trails Plan shall include the following steps: A. Map key destinations including: 1) Key city and civic facilities; 2) Parks; 3) Schools (by classification and type); 4) Major retail /shopping /commercial centers; 5) Key entertainment centers (i.e. Downtown); 6) Key destinations in adjacent cities; and 7) Key regional destinations as applicable. B. Denote opportunities to create connections to key destinations where feasible. C. Utilize natural drainage and riparian corridors and maximize R.O.W. property. D. Map key linkages to trails /key destinations in adjacent cities. E. The information compiled will be combined into a summary chapter of the Comprehensive Plan Update report, suitable for review by City Staff and approval by City Council. 1) Preparation of Report and Submittal of Draft to City Staff for review. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Halff Associates Inc. Draft 06 -30 -2010 . Page 9 of 12 { 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax(214)739 -0095 2) As part of the Comprehensive Plan, conduct a final City Council public hearing. Product by Planning Team — Prepare a draft for staff review. Upon approval, prepare the final Trails Plan. Number of meetings — Concurrently with Comprehensive Plan Update meetings. Task Components by City of Kennedale Staff — Review and comment as appropriate. Task 6.1 Development of a Concept Plan a. Prepare a Draft Concept Plan in sketch plan format that describes the restoration and enhancement opportunities for the Village Creek corridor as it flows through the City of Kennedale. b. Submit one electronic copy for review by Staff. c. Review draft during a conference call with Staff. d. Excluded from this scope is a Hydrology and Hydraulics study and environmental restoration. Product by Planning Team — Preliminary draft of plan update; work with Staff to review draft and make necessary modifications. Number of meetings — One (1) conference call Task Components by City of Kennedale Staff — Participate in conference call to review concept plan. Task 6.2 Final Concept Plan a. Based on comments and input received for the Draft Concept Plan, prepare the Final Concept Plan for Village Creek corridor. Product by Planning Team — Prepare a Concept Plan graphic of the Village Creek Concept Plan as it flows through Kennedale. Number of meetings — Concurrently with Comprehensive Plan Update meetings Task Components by City of Kennedale Staff— Review and approval of the concept plan. Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 10 of 12 1201 N. Bowser Richardson, Texas 75081 (214) 346 -6200 Fax(214)739 -0095 Task 7.1 Planning and Zoning Commission Approval a. Assist City staff to present the final draft plan to the Planning and Zoning Commission for approval. b. Submit one (1) final draft copy on CD for approval. Product by Planning Team — Prepare final draft of plan update; attend commission meeting to answer questions. Number of meetings — One (1) Task Components by City of Kennedale Staff— Present final draft of plan update to Planning and Zoning Commission. Task 7.2 City Council Adoption a. Assist City staff to present the final draft plan to the City Council for adoption. b. Submit one (1) final draft copy on CD for approval. Product by Planning Team — Final draft of Comprehensive Plan Update; attend City Council public hearing. Number of meetings — One (1) Task Components by City of Kennedale Staff — Present final draft of plan update to City Council during a public hearing. Task 7.3 Report Production a. Following the presentation to City Council and adoption, the Planning Team will provide one (1) final copy of the Plan report, five (5) copies on CD ROM. Product by Planning Team — One (1) copy of final Plan; and five (5) CD Rom copies of the report. End of Scope of Services Kennedale Comprehensive Plan Update — Exhibit A - Scope of Services Draft 06 -30 -2010 Halff Associates Inc. Page 11 of 12 City of Kennedale, Texas Fee Summary Consultant fees for this project are based on a lump sum amount for tasks identified as a part of the project. Efforts will be invoiced monthly, on a percent complete basis. In accord with Exhibit A, the Scope of Services, our proposed fees to complete the project are as follows: Base Fees Phases I, II, III, IV and VII: $38,750 Phase V: Trails Plan $5,000 Phase VI: Village Creek Concept Plan $5,000 TOTAL BASE FEE $48,750 Reimbursable Expenses — (estimated, may vary, not to exceed w/o prior approval) $1,000 1. Out of pocket expenses related to travel, mileage, courier expenses, printing, postage and graphic reproduction shall be reimbursed at cost. 2. Reimbursable fee includes printing of one (1) final full color copy and five (5) CD's. Kennedale Comprehensive Plan Update — Exhibit B — Fee Schedule Draft 06 -30 -2010 Halff Associates Inc. Page 12 of 12 Date: October 14, 2010 Workshop Agenda Item No: III -B Subject: Alcohol regulatory ordinance guidelines Originated by: Bob Hart Summary: The Planning and Zoning Commission is preparing amendments tot eh zoning ordinance in anticipation of the upcoming alcohol beverage election. I requested a letter opinion from our attorneys as to what regulatory power the city may have in regard to alcoholic beverages. The letter opinion is included in your packet. Recommendations: This has been placed on the agenda for informational purposes and a general discussion. 3541 MINUTES KENNEDALE CITY COUNCIL SPECIAL SESSION — SEPTEMBER 2, 2010 405 MUNICIPAL DR. — KENNEDALE MUNICIPAL BLDG. COUNCIL CHAMBERS I. CALL TO ORDER Mayor Lankhorst called the meeting to order at 6:30 p.m. II. ROLL CALL Rachel Roberts, Planner called roll with the following persons present/absent: Council Present: Bryan Lankhorst John Clark Liz Carrington Brian Johnson Kelly Turner Jerry Miller Mayor Mayor Pro -Tem, Place 1 Councilmember, Place 2 Councilmember, Place 3 Councilmember, Place 4 Councilmember, Place 5 Staff Present: III. WORK SESSION Bob Hart Rachel Roberts Sakura Moten - Dedrick Tommy Williams Mike McMurray James Cowey A. Ends discussion on transportation. City Manager Planner Director of Finance Chief of Police Fire Chief Dir. Development Services Bob Hart, City Manager continued ends discussion on reconstruction projects with an emphasis placed on street priorities and allocation of funds for such projects. After a brief discussion, there was a consensus to prioritize repairs to Mistletoe Drive, Gilman Road, and Spiller Street. B. Water curtailment. Bob Hart, City Manager indicated that the City started issuing citations to enforce water curtailment. He further reported that the water supply was not the issue it is the treatment of the water mixture of the city's well water with the City of Fort Worth's water, and by next year, there should be no problems. IV. SPECIAL SESSION Mayor Lankhorst called the special session to order at 7:00 p.m. 3542 V. CONSENT AGENDA A. Approval to authorize the City Manager to execute renewal of Interlocal Agreement Court Order No. 107251, for the cooperative funding of improvements to Bowman Springs Road. B. Approval to authorize the City Manager to execute renewal of Interlocal Agreement Court Order No. 108115, for the cooperative funding of improvements to Sublett Road. C. Approval to authorize the City Manager to execute renewal of Interlocal Agreement Court Order No. 108359, for the cooperative funding of improvements to Little School Road. D. Approval of Ordinance No. 461, approving a negotiated resolution between the Atmos Cities Steering Committee ( "ACSC" or "Steering Committee ") and Atmos Energy Corp., Mid -Tex Division ( "Atmos Mid -Tex or "Company ") regarding the company's third Rate Review Mechanism ( "RRM "). Councilmember Turner moved to approve consent agenda items a through d, second by Councilmember Carrington. Motion carried unanimously (5 -0). VI. REGULAR ITEMS E. Public hearing to receive input on the proposed Fiscal Year 2010 -2011 Budget. Staff Presentation Bob Hart, City Manager provided a PowerPoint overview of the 2010/2011 budget including the tax rate, sales tax, road projects, water /sewer systems, replacement of fire equipment, and replacement of water line on Bowman Springs road, waste water flow monitoring, water looping, and the general fund summary. 2. Public Hearing Mayor Lankhorst opened the public hearing for public comments, and there being no persons registered to speak, he closed the public hearing. Staff Response and Summary No addition comments were provided by staff. F. First reading to review and consider action to approve Resolution No. 333, authorizing and approving a loan from the office of the Governor Economic Development and Tourism Division authorizing the execution and delivery of the Loan Agreement and related documents, authorizing the pledge of sales and use tax receipts, and other matters in connection therewith. Councilmember Johnson moved to approve first regarding of Resolution No. 333, authorizing and approving a loan from the office of the Governor Economic Development 3543 and Tourism Division authorizing the execution and delivery of the Loan Agreement and related documents, authorizing the pledge of sales and use tax receipts and other matters in connection therewith. Motion seconded by Councilmember Carrington and motion carried unanimously (5 -0). G. Review and consider action to create a single non - profit health trust and authorize the City Manager to execute the agreement. Councilmember Johnson moved to authorize the City Manager to execute the agreement to create a single non -profit health trust, second by Councilmember Carrington. Motion carried unanimously (5 -0). H. Review and consider action to award bid for health, dental, vision, life, and voluntary life insurance. Councilmember Carrington moved to award bid for health insurance to BCBS PPO and HSA, as well as implement a program for Consult a Doc and supplement health dependent cost for one year, dental and vision insurance to Ameritas, life and voluntary life insurance to Boston Mutual Motion seconded by Councilmember Turner and motion carried unanimously (5 -0). VII. ADJOURNMENT There being no further business to consider, Mayor Lankhorst asked for a motion to adjourn the meeting. Councilmember Johnson so moved and Councilmember Carrington seconded the motion. Meeting adjourned at 8:40 p.m. APPROVED: Mayor, Bryan Lankhorst ATTEST: Kathy Turner, City Secretary 3544 MINUTES KENNEDALE CITY COUNCIL REGULAR MEETING — SEPTEMBER 9, 2010 405 MUNICIPAL DR. — KENNEDALE MUNICIPAL BLDG. COUNCIL CHAMBERS I. CALL TO ORDER Mayor Lankhorst called the work session to order at 5:30 p.m. II. ROLL CALL III. Rachel Roberts, Planner called roll with the following persons present/absent: Council Present: Bryan Lankhorst John Clark Liz Carrington Brian Johnson Kelly Turner Jerry Miller Mayor Mayor Pro -Tem, Place 1 Councilmember, Place 2 Councilmember, Place 3 Councilmember, Place 4 Councilmember, Place 5 Staff Present: Bob Hart Jenny Gravley Rachel Roberts Sakura Moten - Dedrick Amy Owens Tommy Williams Mike McMurray Larry Ledbetter James Cowey WORK SESSION A. Strategic Plan & Project discussion. Bob Hart, City Manager presented Commerce to the Council for review. City Manager Legal Counsel Planner Director of Finance Utility Billing Administrator Chief of Police Fire Chief Director of Public Works Dir. Development Services copy of the Strategic Plan for the Chamber of Next, he addressed Sublett Road project and indicated that the first step of the project would be to clear right -of -way and relocate fences, followed by relocation of water /sewer lines, installation of storm water drainage, and reconstruction of roadway. In addition, Mr. Hart advised that the City of Arlington has pushed back their schedule for bidding road construction in regards to Bowman Springs until November 2011; however, the city needed to decide what steps were going to be taken to relocate the water line and it would require the city picking up an easement. 3545 Furthermore, Mr. Hart said the city was working with North Central Texas Council of Governments and the Core of Engineers on finalizing the project management plan in regards to Village Creels in which project is scheduled to begin in the spring of 2011. Mr. Hart then spoke on the Sustainability Grant for landscaping and sidewalk installation in front of the TownCenter and down New Hope Road to the railroad tracks and indicated that the city was approved for the grant; however, funding would not be available until October 2013. He said he presented his argument against the delay due to closure of sexually oriented businesses, construction of the TownCenter, and other road improvements and monies needed to be accelerated because of how the projects all tie together. Councilmember Johnson inquired about the steel for the 911 Memorial. Mr. Hart replied that the City had received approval and that the next step would be to complete a questionnaire to finalize the size of the steel, and then the city would be required to obtain steel in New York. Also, he indicated that FWT, Inc. would make arrangements to obtain the steel in New York and complete all required welding to finish the project. Mr. Hart then replied all paperwork had been received on the groundwater district, and the city had three weeks to register all wells. Next, Larry Ledbetter, Director of Public Works reported that the heavy rains did take out an eight inch sewer crossing and six inch water line near Village Creek. He said the city took in additional water from Fort Worth to prevent draining the city's system, and that there wasn't really a sewer spill as not much sewer flows through that line. Mr. Ledbetter indicated that valves have been installed to make reconnections. In addition, Mr. Hart said he would be presenting the Comprehensive Land Use Update to the Council within the next 90 days or so, and indicted that the city had applied for grant fiends to assist with the project. In closure, Mr. Hart announced that the city -wide cleanup would be scheduled for October 30` and would be held at 1000 E. Kennedale Parkway, spoke on the quite zone and said channel gates would need to be installed, energy grant work had been completed, provided new drawing depicting the TownCenter included the parking, update on restoration of the Section House. There being no further discussion, Mayor Lankhorst recessed the work session to enter into executive session at 6:32 p.m. B. Governance framework discussion No discussion took place on this item. C. Discuss and review any item on the agenda, if needed. Mayor Pro -Tem Clark questioned the cover letter to the agreement for the Senior Citizen Center and inquired about the language addressing the City of Forest Hill. 3546 *NOTE. Pursuant to Chapter 551, Te-vas Government Code, the City Council reserves the right to adjourn into Executive Session at any time during the work session or the regular session to discuss posted executive session items or to seek legal advice from the City Attorney on any item posted on the agenda. IV. REGULAR SESSION Mayor Lankhorst called the regular session to order at 6:59 p.m. V. INVOCATION Bob Hart, City Manager provided the Invocation. VI. US PLEDGE OF ALLEGIANCE VII. TEXAS PLEDGE OF ALLEGIANCE "Honor the Texas Flag; I Pledge Allegiance to Thee, Texas, One State under God; One and Indivisible." Mayor Bryan Lankhorst led the recital of the US Pledge of Allegiance and the Texas Pledge of Allegiance. VIII. VISITOR/CITIZENS FORUM Pat Doescher, Chairman of the Kennedale Chamber of Commerce announced the Chamber Luncheon scheduled for September 15 ", Golf Tournament scheduled for October l P h , parade scheduled for March 5 and car show schedule for May 2011. Mrs. Doescher also indicated that the Chamber is looking for luncheon sponsors, and are accepting donations for raffle items for the golf tournament and car show. IX. REPORTS /ANNOUNCEMENTS In addition to any specific matters listed below, the city council may receive a report about items of community interest, including but not limited to recognition of individual officials, citizens or departments, information regarding holiday schedules, upcoming or attended events, etc. A. Mayor Mayor Lankhorst indicated he was in charge of a fund raising event to be held at Chili's on September 27 at 6:00 p.m., and would be serving and encouraged everyone to come out and vote for him. B. City Council Councilmember Johnson thanked the Rotary for placement of flags out on the various Flag Days. C. City Manager — No reports /announcements. 3547 X. CONSENT AGENDA All matters listed under consent agenda have been previously discussed, require little or no deliberation, or are considered to be routine by the council. If discussion is desired, then an item will be removed from the consent agenda and considered separately. A. Consider approval of meeting minutes: August 12, 2010. B. Consider authorizing the City Manager to execute a change order with Conatser Construction TX, LP, for additional services including labor and supplies for the construction of the 16" water line "B" project. C. Consider authoring City Manager to execute an Agreement with Sr. Citizen Services of Greater Tarrant County to operate Senior Center in Kennedale in an amount of $22,000.00 D. Consider approval of Fort Worth Wholesale Customer Advisory Committee (WCAC) appointments. E. Consider authorizing the City Manager to execute a change order to the original contract with Gra -Tex Utilities, Inc., for additional services including labor and supplies for the High Ridge Road water and sewer project. F. Consider approval of Change Orders No. 2 & 3 relative to Bowman Springs Road Construction. Mayor Pro -Tem Clark moved to approve consent agenda with corrections to item C as discussed in the work session, second by Councilmember Johnson. Motion carried unanimously (5 -0). XI. REGULAR ITEMS G. Public hearing, review, and consider action on Case #PZ 10 -09, re -plat of approximately 45.696 acres from the Ben Jopling Survey, A -866, Tract 313; James R. Hawkins Survey, A -792, Tract 1B; and Swiney Subdivision, Lot 6A, Lot 4 less SW corner, and W Pt. 5, City of Kennedale, Tarrant County, Texas to that of Lots 1 and 2, Block A, Bowerman Addition, City of Kennedale, Tarrant County, Texas. The property is located at 1257, 1301, and 1409 Swiney Hiett Road, an unaddressed property on N. Joplin Road, and an unaddressed property on Coker Valley Drive. The re -plat is requested by Bowerman Oil & Gas. 1. Staff Presentation Rachel Roberts, Planner addressed Case #PZ 10 -09, re -plat of Lots 1 and 2, Block A, Bowerman Addition. Mrs. Roberts indicated that the Planning and Zoning Commission held a public hearing, and recommended approval on the condition that the re- zoning case be approved. 3548 2. Public Hearing Mayor Lankhorst opened the public hearing for public comments, and with no persons registered to speak for or against Case #PZ 10 -09, he closed the hearing. 3. Staff Response and Summary No additional staff comments were provided. Action on Case #PZ 10 -09 Councilmember Johnson moved to approve Case #PZ 10 -09 on the condition that Case #PZ 10 -10 be approved, seconded by Councilmember Carrington. Motion carried unanimously (5 7 0). H. Public hearing, review, and consider action to approve Ordinance No. 464, Case #PZ 10- 10, rezoning of approximately 0.4 acres more particularly described as Lot 2, Block A, Bowerman Addition from that of "AG" Agriculture District to that of "R -3" Single Family Residential District. Rezoning is requested by Bowerman Oil & Gas. 1. Staff Presentation Rachel Roberts, Planner addressed Case #PZ 10 -10, re- zoning application for Lot 2, Block A, Bowerman Addition. 2. Public Hearing Mayor Lankhorst opened the public hearing for public comments, and with no persons registered to speak for or against Case #PZ 10 -10, closed the hearing. Staff Response and Summary No additional staff comments were provided. Action on Ordinance No. 464, Case #PZ 10 -10. Councilmember Carrington moved to approve Ordinance No, 464, Case #PZ 10- 10, re- zoning Lot 2, Block A, Bowerman Addition to that of "R -3" Single Family Residential, second by Councilmember Turner. Motion carried (5 -0). L Review and consider action to appoint Chairman and Vice - Chairman to the Planning and Zoning Commission. Mayor Pro -Tem Clark moved to re- appoint David Hunn as Chairman and Ernest Harvey as Vice - Chairman to the Planning and Zoning Commission, second by Councilmember Turner. Mayor Pro -Tem Clark, and Councilmember's Turner, Carrington, and Johnson voted aye, with Councilmember Miller voting nay. Motion carried (4 -1 -0). 3549 J. Review and consider action to approve Ordinance No. 462, adopting 2010 -2011 Fiscal Year Budget. Councilmember Johnson moved to approve Ordinance No. 462, adopting the 2010 -2011 Fiscal Year Budget, second by Councilmember Carrington. Motion carried unanimously (5 -0). K. Review and consider action to approve Ordinance No. 463, adopting 2010 Tax Rate of $0.722500 per $100 of taxable value. Councilmember Turner moved to approve Ordinance No. 463, adopting 2010 Tax Rate of $0.722500 per $100 of taxable value, second by Councilmember Miller. Motion carried unanimously (5 -0). L. Review and consider action to ratify property tax increase reflected in the budget for Fiscal Year 2010 -2011. Councilmember Johnson moved that this budget will raise more total property taxes than last year's budget by $38,827 or $0.99 %, and of that amount $467 is tax revenue to be raised from new property added to the tax roll this year, and to ratify a property tax increase in the approved budget. Motion seconded by Councilmember Turner and motion carried unanimously (5 -0). M. Review and consider action to authorize City Manager to execute contract with Benefit Bucks for Section 125 flexible spending account services. Councilmember Carrington moved to authorize the City Manager to execute a contract with Benefit Bucks for Section 125 flexible spending account services, seconded by Councilmember Johnson. Motion carried unanimously (5 -0). N. Second reading to review and consider action to approve Resolution No. 333, authorizing and approving a loan from the office of the Governor Economic Development and Tourism Division authorizing the execution and delivery of the Loan Agreement and related documents authorizing the pledge of sales and use tax receipts and other matters in connection therewith. Councilmember Johnson moved to approve second reading of Resolution No. 333, authorizing and approving a loan from the office of the Governor Economic Development and Tourism Division authorizing the execution and delivery of the Loan Agreement and related documents authorizing the pledge of sales and use tax receipts and other matters in connection therewith, second by Mayor Pro -Tem Clark. Motion carried unanimously (5 -0). XII. EXECUTIVE SESSION A. The City Council will meet in closed session pursuant to Section 551.071 of the Texas Government Code for consultation with the City Attorney pertaining to any matter in which the duty of the City Attorney under the Texas Disciplinary Rules of Professional 3550 Conduct may conflict with the Open Meetings Act, including discussion on any item posted on the agenda. B. The City Council will meeting in closed session pursuant to Section 551.074 of the Texas Government Code to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee. Appointment of Magistrates C. The City Council will meet in closed session pursuant to Section 551.072 of the Texas Government Code to deliberate the purchase, exchange, lease, or value of real property for the following: 1. Little School Road re- alignment properties 2. Bowman Springs Road alignment 3. 1000 E. Kennedale Parkway 4. 1170 E. Kennedale Parkway D. The City Council will meet in closed session pursuant to Section 551.087 of the Texas Government Code to deliberate the offer of a financial or other incentive to a business prospect with which the city is conducting economic development negotiations. XIII. RECONVENE INTO OPEN SESSION, AND TAKE ACTION NECESSARY PURSUANT TO EXECUTIVE SESSION, IF NEEDED. A. Review and consider action to appoint two (2) magistrates. Mayor Pro -Tem Clark moved to appoint Jennifer Bozorgnia and Sakura Moten - Dedrick as volunteers to serve as Magistrates, second by Councilmember Miller. Motion carried unanimously (5 -0). XIV. ADJOURNMENT There being no further business to consider, Mayor Lankhorst asked for a motion to adjourn the meeting. Councilmember Johnson so moved and Councilmember Miller seconded the motion. Meeting adjourned at 7:45p.m. APPROVED: Mayor, Bryan Lankhorst ATTEST: Kathy Turner, City Secretary Date: October 14, 2010 UMMEMMEMM Subject: Approval to authorize the City Manager to execute Interlocal Agreement for participation in Fort Worth's Environmental Collection Center Household Hazardous Waste Program Originated by: Bob Hart Summary: Attached for council consideration in an Interlocal agreement between the City of Kennedale and the City of Fort Worth for continued participation at the Environmental Collection Center. The contract term is October 1, 2010 through September 30, 2011. The rate for next year will remain at the current rate of $47.00 per household regardless of the amount of material that is dropped off. Residents will be encouraged to consolidate items for delivery (using the guidelines for containers) and avoid numerous trips with small loads. Funds to pay for the use of the facility will come from the Solid Waste Enterprise Fund. Recommendations: Staff recommends approval of the attached agreement Date: October 14, 2010 Agenda Item No: X -C Subject: Approval to authorize the City Manager to execute Interlocal Agreement with the City of Fort Worth for rabies control Originated by: Chief Tommy Williams Summary: Each year the Police Department contracts with the city of Fort Worth Animal Shelter for services. These services include housing of stray and impounded animals as well as the quarantine of animals that have been involved in bite incidents. Attached is the contract for fiscal year 2010 -11 for review and approval. There are no changes to the contract from last year. Recommendations: It is the recommendation of staff that the contract be approved and adopted FORT WORTH. September 16, 2010 Police Department City of Kennedale 401 Municipal Drive Kennedale TX 76060 RE: Interlocal Agreement for Rabies Control Dear Sir or Madam: Please find enclosed THREE original documents for the Interlocal Agreement for Rabies Control Services for FY 2011. Please process all three documents with original signatures and return them to us for our city officials' signatures. Also, ensure that Section 8- Consideration, Subsection A has the following statement completed on all three signed contracts (Benbrook will not pay City more than $ in total, for services rendered during the term of this Agreement.) A final signed agreement will then be returned to you. The Animal Care and Control Division is pleased to be able to serve you. If you have any questions, please call me at 817 - 392 -3742. Sincerely, Carola Webber Senior Administrative Assistant Carola.Webber @fortworthgov.org Date: October 14, 2010 Agenda Item No: X -D Subject: Review and consider action to approve Ordinance No. 464 adopting an amended Administrative Fee Schedule to amend fees and charges for certain city services Originated by: Sakura Moten- Dedrick Summary: The purpose of this ordinance is to set forth those fees and charges authorized to be charged by the City of Kennedale pursuant to specific authorization by the City Council. Fees and charges help offset both direct and indirect costs associated with the administration, investigation and implementation of ordinances and regulations applicable to development, as well as numerous other City activities and operations. The City Council last approved revisions to this "schedule" of fees and charges on August 12, 2010 (Oil & Gas Well Permits & Fees section). 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O O o . w www;; wwww �; 0 0 U v n n n n v n N U U A F 33 3 u A a a 0 0 u 0 0 0 0 W 0 0 kn In 0 0 W o s Cl) Ss 6ssCAEA(n 0 W O a a a a a w a a a a a O O a s O fCl O N O O O C� U N O O U N N O O U O U O 0 0 it O O O O O V'1 O O O V) .� 0 0 0 0 0 0 O O /1 Q O O O V1 Vl O N Vi Vi N h -n O 'n " N O O Vi O O - t V1 h U b0 U � N O O ti ry 69 H3 V 69 69 69 69 69 Q E+ i 64 69 64 � V3 H3 Q� 69 H3 Q 69 (!j Qq 64 V3 U d' o H W n N a .x U O ra by o U p U o 0.l o 0 7U 0 U 3 o W U U F a •U ' b o W M b 0 V qp y bA by �-1 w lu W oo W d- 00 0 U a F F o . A F 33 3 C IO 3 A n N a Date: October 14, 2010 Agenda Item No: X -E Subject: Approval of Resolution No. 334, adopting an amended City of Kennedale Fraud Policy Originated by: Sakura Moten- Dedrick Summary: A fraud policy is established to facilitate the development of controls that will aid in the prevention, deterrence and detection of fraud against City of Kennedale. It is the recommendation of our independent auditors that our main policies be reviewed by the Director of Finance for updates in relation to our internal control practices and submitted to Council at least annually. In order to demonstrate our review, it is custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. There are no recommended changes at this time. Recommended Motion: Staff recommends approval. 4 • • i • • iN r A RESOLUTION A DOPTING AN AMENDED , FRAUD PO LICY WHEREAS, on January 13, 2005, City Council adopted the document entitled, "Fraud Policy," a framework in which the aim is to safeguard the reputation and financial viability of the City of Kennedale through improved management of fraud risk; and WHEREAS, a fraud policy is established to facilitate the development of controls that will aid in the prevention, deterrence and detection of fraud against City of Kennedale. It is the intent of City of Kennedale to promote consistent organizational behavior by providing guidelines and assigning responsibility of the development of controls and conduct of investigations; and WHEREAS, the City Council has reviewed the City's Fraud Management Policy. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KENNEDALE, TEXAS: The City Council of the City of Kennedale, Texas hereby approves the Fraud Policy dated October 14, 2010, attached hereto as "Exhibit A." PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale, Texas, this the 14th day of October 2010. APPROVED: �r �� La Xpr Mayor, Bryan Lankhorst copir OFFICIAL SEAL L/ vi vA-u/°iLL • •1 PREFACE The aim of the Fraud Policy is to safeguard the reputation and financial viability of the City of Kennedale through improved management of fraud risk. The fraud policy is established to facilitate the development of controls that will aid in the prevention, deterrence and detection of fraud against City of Kennedale. It is the intent of City of Kennedale to promote consistent organizational behavior by providing guidelines and assigning responsibility of the development of controls and conduct of investigations. It is our intent to bring forth this policy to Council for review at least annually. In order to demonstrate that review, it will be custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. SUBSEQUENT REVIEW & ADOPTION DECEMBER 11, 2008 NOVEMBER 5, 2009 OCTOBER 14, 2010 2 I. BACKGROUND The City of Kennedale fraud policy is established to facilitate the development of controls that will aid in the detection, deterrence and prevention of fraud against City of Kennedale. It is the intent of City of Kennedale to promote consistent organizational behavior by providing guidelines and assigning responsibility of the development of controls and conduct of investigations. II. SCOPE OF POLICY This policy applies to any irregularity, or suspected irregularity, involving employees as well as consultants, vendors, contractors, outside agencies doing business with employees of such agencies, and /or any other parties with a business relationship with City of Kennedale. Any investigative activity required will be conducted with regard to the suspected wrongdoer's length of service, position /title, or relationship to the City of Kennedale. III. POLICY Management is responsible for the detection and prevention of fraud, misappropriations, and other irregularities. Fraud is defined as the intentional, false representation or concealment of a material fact for the purpose of inducing another to act upon it to his or her inquiry. Each member of the management team will be familiar with the types of improprieties that might occur within his or her area of responsibility, and be alert for any indication of irregularity. Any irregularity that is detected or suspected must be confidentially reported immediately to the City Manager, who coordinates all investigations with the legal counsel and other affected areas both internal and external. IV. ACTIONS CONSTITUTING FRAUD The terms defalcation, misappropriation, and other fiscal irregularities refer to, but are not limited to: A. Any dishonest or fraudulent act; B. Misappropriation of funds, securities, supplies, or other assets; C. Impropriety in the handling or reporting of money or financial transactions; D. Profiteering as a result of insider knowledge of City activities; E. Disclosing confidential and proprietary information to outside parties; 3 F. Disclosing to other persons activities engaged in contemplated by the City of Kennedale; G. Accepting or seeking anything of material value from contractors, vendors, or persons providing services /materials to the City of Kennedale. Exception: Gifts less than $25 in value; H. Destruction, removal, or inappropriate use of records, furniture, fixtures, and equipment; and /or I. Any similar or related irregularity. 1 • _ e11IS�i3r>iL�� Irregularities concerning an employee's moral, ethical, or behavioral conduct should be resolved by departmental management and Human Resources. If there is any question as to whether an action constitutes fraud, contact the appropriate department head for guidance. VI. INVESTIGATION RESPONSIBILITIES City Manager has the primary responsibility for the investigation of all suspected fraudulent acts as defined in the policy. Should an investigation substantiates that fraudulent activities have occurred, the City Manager will issue reports to appropriate designated personnel, and if appropriate, to the City Council. Decisions to prosecute or refer the examination results to the appropriate law enforcement and /or regulatory agencies for independent investigation will be made in conjunction with legal counsel and senior management, as will final decisions on disposition of the case. All parties involved will treat all information received confidentially. Any employee who suspects dishonest or fraudulent activity will notify the City Manager Office immediately, and should not attempt to personally conduct investigations or interview /interrogations related to any suspected fraudulent act (see REPORTING PROCEDURE section below). Investigation results will not be disclosed or discussed with anyone other than those who have a legitimate need to know. This is important in order to avoid damaging the reputations of persons suspected but subsequently found innocent of wrongful conduct and to protect the City of Kennedale from potential civil liability. VIII. AUTHORIZATION FOR INVESTIGATING SUSPECTED FRAUD 4 All searches must be authorized in advance by the City Manager and conducted under the direction of the Department Head and /or City Manager. The City Manager or designee will have: A. Free and unrestricted access to all City of Kennedale records and premises at any time, whether owned or rented; and B. The authority to conduct unannounced searches or inspections of the worksite, including, but not limited to, City property used by employees such as lockers, file cabinets, desks, vehicles and offices, whether secured, unsecured or secured by a lock provided by the employee; and C. If reasonable suspicion exists, the authority to conduct unannounced searches or inspection of the employee's personal property located on City premises, included purses, lunch boxes, brief cases and private vehicles or vehicles used to conduct City business located on City property; and D. Employees are not entitled to any expectation of privacy with respect to such or similar items. Employee refusal to cooperate with a search will likely be subject to disciplinary action, up to and including termination. IX. REPORTING PROCEDURES Great care must be taken in the investigation of suspected improprieties or irregularities so as to avoid mistaken accusations or alerting suspected individuals that an investigation is under way. An employee who discovers or suspects fraudulent activity will contact his or her department head immediately. The employee or other complainant may remain anonymous. All inquiries concerning the activity under investigation from the suspected individual, his or her attorney or representative, or any other inquirer should be directed to the City Manager or his designee or the legal counsel. No information concerning the status of an investigation will be given out. The proper response to any inquiries is: "I am not at liberty to discuss this matter." Under no circumstances should any reference be made to "the allegation," "the crime," "the fraud," "the forgery," " the misappropriation" or any other specific reference. The reporting individual should be informed of the following: A. Do not contact the suspected individual in an effort to determine facts or demand restitution. B. Do not discuss the case, facts, suspicions, or allegations with anyone unless specifically asked to do so by the legal counsel or the investigating agency. 5 X. TERMINATION If an investigation results in a recommendation to terminate an individual, the recommendation will be reviewed for approval by the designated representatives from Human Resources and the legal counsel before any such action is taken. Should the employee believe the management decision inappropriate for the facts presented, the facts will be presented to executive level management for a decision through the appropriate appeals process in personnel policy. XI. ADMINSTRATION City Management is responsible for the administration, revision, interpretation, and application of this policy. XII. ANNUAL REVIEW The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the City Council annually. 2 Date: October 14, 2010 Agenda Item No: X -F Subject: Approval of Resolution No. 335, adopting an amended City of Kennedale Identity Theft Program (TPP) Originated by: Sakura Moten - Dedrick Summary: The Federal Trade Commission (FTC) adopted rules on identity theft "red flags" (i.e., warning signs) pursuant to the Fair and Accurate Credit Transactions (FACT) Act of 2003. The new rules require any business with a "covered account" to adopt and implement an identity theft program. Most cities that operate a municipal utility will be affected by these new rules. A covered account is one where an entity (such as a municipal utility) provides a service or good before the consumer pays for it. For example, most municipal water utilities provide water to the customer, then the utility bills the customer later based on consumption. It is the recommendation of our independent auditors that our main policies be reviewed by the Director of Finance for updates in relation to our internal control practices and submitted to Council at least annually. In order to demonstrate our review, it is custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. There are no recommended changes at this time. Recommended Motion: Staff recommends approval. Disposition by Council: /�(Li Sri v«i- -ALL PREFACE The Federal Trade Commission (FTC) recently adopted rules on identity theft "red flags" (i.e., warning signs) pursuant to the Fair and Accurate Credit Transactions (FACT) Act of 2003. The new rules, which mandate action by November 1, 2008 (recently extended to May 1, 2009), require any business with a "covered account" to adopt and implement an identity theft program. Most cities that operate a municipal utility will be affected by these new rules. A covered account is one where an entity (such as a municipal utility) provides a service or good before the consumer pays for it. For example, most municipal water utilities provide water to the customer, then the utility bills the customer later based on consumption. A city with such accounts must adopt and implement a written program that: (1) identifies relevant identity theft "red flags" to the utility or other covered entity; (2) provides for detection of those red flags; (3) provides for appropriate responses to any red flags that are detected; and (4) ensures that the program is updated periodically to address changing risks. Red flags may include unusual account activity, altered identity documents that are used to apply for an account, and a variety of other signs. Appropriate action in response to a red flag might include, among other actions, verification of personal information, contacting the customer, or other action that would prevent identity theft. It is our intent to bring forth this ITPP to Council for review at least annually. In order to demonstrate that review, it will be custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. SUBSEQUENT REVIEW & ADOPTION NOVEMBER 13, 2008 NOVEMBER 5, 2009 OCTOBER 14, 2010 2 I. PROGRAM ADOPTION The City of Kennedale ( "City ") developed this Identity Theft Prevention Program ( "Program ") pursuant to the Federal Trade Commission's Red Flags Rule ( "Rule "), which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003. 16 C. F. R. § 681.2. This Program was developed for the Utility Department of the City ( "Utility ") with oversight and approval of the City Council. After consideration of the size and complexity of the Utility's operations and account systems, and the nature and scope of the Utility's activities, the City Council determined that this Program was appropriate for the City's Utility, and therefore approved this Program on November 13, 2008. II. PURPOSE AND DEFINITIONS A. Establish an Identity Theft Prevention Program To establish an Identity Theft Prevention Program designed to detect, prevent and mitigate identity theft in connection with the opening of a covered account or an existing covered account and to provide for continued administration of the Program in compliance with Part 681 of Title 16 of the Code of Federal Regulations implementing Sections 114 and 315 of the Fair and Accurate Credit Transactions Act (FACTA) of 2003 B. Establishing and Fulfilling Requirements of the Red Flags Rule The Red Flags Rule ( "Rule ") defines "Identity Theft" as "fraud committed using the identifying information of another person" and a "Red Flag" ( "Red Flag ") as a pattern, practice, or specific activity that indicates the possible existence of Identity Theft. Under the Rule, every financial institution and creditor is required to establish an "Identity Theft Prevention Program" tailored to its size, complexity and the nature of its operation. The Program must contain reasonable policies and procedures to: 1) Identify relevant Red Flags for new and existing covered accounts and incorporate those Red Flags into the Program; 2) Detect Red Flags that have been incorporated into the Program; 3) Respond appropriately to any Red Flags that are detected to prevent and mitigate Identity Theft; and 4) Ensure the Program is updated periodically, to reflect changes in risks to customers or to the safety and soundness of the creditor from Identity Theft. C. Red Flags Rule Definitions Used In This Program 1) City: The City of Kennedale, Texas. 2) Covered Account: Under the Rule, a "covered account" is: 3 a) Any account the Utility offers or maintains primarily for personal, family or household purposes, that involves multiple payments or transactions; or b) Any other account the Utility offers or maintains for which there is a reasonably foreseeable risk to customers or to the safety and soundness of the Utility from Identity Theft. 3) Creditors: The Rule defines creditors "to include finance companies, automobile dealers, mortgage brokers, utility companies, and telecommunications companies. Where non - profit and government entities defer payment for goods or services, they, too, are to be considered creditors." 4) Identifying Information is defined under the Rule as "any name or number that may be used, alone or in conjunction with any other information, to identify a specific person," including: name, address, telephone number, social security number, date of birth, government issued driver's license or identification number, alien registration number, government passport number, employer or taxpayer identification number, unique electronic identification number, computer's Internet Protocol address, or routing code. 5) Program: The Identity Theft Prevention Program for the City. 6) Program Administrator: The Director of Finance is the Program Administrator for the Program. 7) Utility: The Utility is the Utility Department for the City. III. IDENTIFICATION OF RED FLAGS In order to identify relevant Red Flags, the Utility considers the types of accounts that it offers and maintains, the methods it provides to open its accounts, the methods it provides to access its accounts, and its previous experiences with Identity Theft. The Utility identifies the following red flags, in each of the listed categories: A. Notifications and Warnings From Consumer Credit Reporting Agencies 1) Red Flags a) Report of fraud accompanying a consumer credit report; b) Notice or report from a consumer credit agency of a credit freeze on a customer or applicant; C) Notice or report from a consumer credit agency of an active duty alert for an applicant; and d) Indication from a consumer credit report of activity that is inconsistent with a customer's usual pattern or activity, including but not limited to: • Recent and significant increase in volume of inquiries ® Unusual number of recent credit applications • A material change in use of credit • Accounts closed for cause or abuse 4 B. Suspicious Documents 1) Red Flags a) Identification document or card that appears to be forged, altered or inauthentic; b) Identification document or card on which a person's photograph or physical description is not consistent with the person presenting the document; C) Other document with information that is not consistent with existing customer information (such as if a person's signature on a check appears forged); and d) Application for service that appears to have been altered or forged. C. Suspicious Personal Identifying Information 1) Red Flags a) Identifying information presented that is inconsistent with other information the customer provides (example: inconsistent birth dates, lack of correlation between Social Security number range and date of birth); b) Identifying information presented that is inconsistent with other sources of information (for instance, Social Security number or an address not matching an address on a credit report); C) Identifying information presented that is the same as information shown on other applications that were found to be fraudulent; d) Identifying information presented that is consistent with fraudulent activity (such as an invalid phone number or fictitious billing address); e) Social Security number presented that is the same as one given by another customer; f) An address or phone number presented that is the same as that of another person; g) A person fails to provide complete personal identifying information on an application when reminded to do so (however, by law social security numbers must not be required) or an applicant cannot provide information requested beyond what could commonly be found in a purse or wallet; and h) A person's identifying information is not consistent with the information that is on file for the customer. D. Suspicious Account Activity or Unusual Use of Account 5 1) Red Flags a) Change of address for an account followed by a request to change the account holder's name; b) Payments stop on an otherwise consistently up -to -date account; C) Account used in a way that is not consistent with prior use (example: very high activity); d) Mail sent to the account holder is repeatedly returned as undeliverable; e) Notice to the Utility that a customer is not receiving mail sent by the Utility; f) Notice to the Utility that an account has unauthorized activity; g) Breach in the Utility's computer system security; and h) Unauthorized access to or use of customer account information. E. Alerts from Others 1) Red Flag a) Notice to the Utility from a customer, identity theft victim, fraud detection service, law enforcement or other person that it has opened or is maintaining a fraudulent account for a person engaged in Identity Theft. IV. DETECTING RED FLAGS A. New Accounts In order to detect any of the Red Flags identified above associated with the opening of a new account, Utility personnel will take the following steps to obtain and verify the identity of the person opening the account: 1) Detect a) Require certain identifying information such as name, date of birth, residential or business address, principal place of business for an entity, driver's license or other identification; b) Verify the customer's identity (for instance, review a driver's license or other identification card); C) Review documentation showing the existence of a business entity; d) Request additional documentation to establish identity; and e) Independently contact the customer or business. B. Existing Accounts D In order to detect any of the Red Flags identified above for an existing account, Utility personnel will take the following steps to monitor transactions with an account: 2) Detect a) Verify the identification of customers if they request information (in person, via telephone, via facsimile, via email); b) Verify the validity of requests to close accounts or change billing addresses; and C) Verify changes in banking information given for billing and payment purposes. �r�lPl'��[�ltil►l�l _7X ►�ii�i'fi�a�� In the event Utility personnel detect any identified Red Flags, such personnel shall take one or more of the following steps, depending on the degree of risk posed by the Red Flag: A. Prevent and Mitigate 1) Continue to monitor an account for evidence of Identity Theft; 2) Contact the customer, sometimes through multiple methods; 3) Change any passwords or other security devices that permit access to accounts; 4) Not open a new account; 5) Close an existing account; 6) Do not close the account, but monitor or contact authorities; 7) Reopen an account with a new number; 8) Notify the Program Administrator for determination of the appropriate step(s) to take; 9) Notify law enforcement; or 10) Determine that no response is warranted under the particular circumstances. B. Protect Customer Identifying Information In order to further prevent the likelihood of identity theft occurring with respect to Utility accounts, the Utility will take the following steps with respect to its internal operating procedures to protect customer identifying information: 1) Ensure that its website is secure or provide clear notice that the website is not secure; 2) Where and when allowed, ensure complete and secure destruction of paper documents and computer files containing customer information; 3) Ensure that office computers are password protected and that computer screens lock after a set period of time; 4) Change passwords on office computers on a regular basis; 6 5) Ensure all computers are backed up properly and any backup information is secured; 6) Keep offices clear of papers containing customer information; 7) Request only the last 4 digits of social security numbers (if any); 8) Ensure computer virus protection is up to date; and 9) Require and keep only the kinds of customer information that are necessary for utility purposes. VI. PROGRAM UPDATES This Program will be periodically reviewed and updated to reflect changes in risks to customers and the soundness of the Utility from Identity Theft. At least annually, the Program Administrator will consider the Utility's experiences with Identity Theft situation, changes in Identity Theft methods, changes in Identity Theft detection and prevention methods, changes in types of accounts the Utility maintains and changes in the Utility's business arrangements with other entities, consult with law enforcement authorities, and consult with other City personnel. After considering these factors, the Program Administrator will determine whether changes to the Program, including the listing of Red Flags, are warranted. If warranted, the Program Administrator will update the Program or present the City Council with his or her recommended changes and the City Council will make a determination of whether to accept, modify or reject those changes to the Program. VII. PROGRAM ADMINISTRATION A. Oversight Responsibility for developing, implementing and updating this Program lies with an Identity Theft Committee for the Utility. The Committee is headed by a Program Administrator who may be the head of the Utility or his or her appointee. Two or more other individuals appointed by the head of the Utility or the Program Administrator comprise the remainder of the committee membership. The Program Administrator will be responsible for the Program administration, for ensuring appropriate training of Utility staff on the Program, for reviewing any staff reports regarding the detection of Red Flags and the steps for preventing and mitigating Identity Theft, determining which steps of prevention and mitigation should be taken in particular circumstances and considering periodic changes to the Program. B. Staff Training and Reports Initially, all Utility staff shall be trained either by or under the direction of the Program Administrator in the detection of Red Flags, and the responsive steps to be taken when a Red Flag is detected. Thereafter, all Utility staff shall undergo update training not less than annually. Additionally, all new Utility employees shall undergo training. All Utility staff shall submit reports as needed concerning the Utility's compliance with the program, the training that has been given and the effectiveness of the policies and procedures in addressing the risk of Identity Theft, including recommendations for changes to the Program. While incidents of Identity Theft are to be reported immediately to the Program Administrator, the reports shall contain a recap of the incident and include the steps taken to assist with resolution of the incident. C. Service Provider Arrangements In the event the Utility engages a service provider to perform an activity in connection with one or more accounts, including but not limited to franchise utility providers, the Utility will take the following steps to ensure the service provider performs its activity in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of Identity Theft. 1) Require, by contract or contract amendment, that service providers have such policies and procedures in place; and 2) Require, by contract or contract amendment, that service providers review the Utility's Program and report any Red Flags to the Program Administrator. D. Specific Program Elements and Confidentiality For the effectiveness of Identity Theft prevention Programs, the Red Flag Rule envisions a degree of confidentiality regarding the Utility's specific practices relating to Identity Theft detection, prevention and mitigation. Therefore, under this Program, knowledge of such specific practices is to be limited to the Identity Theft Committee and those employees who need to know them for purposes of preventing Identity Theft. Because this Program is to be adopted by a public body and thus publicly available, it would be counterproductive to list these specific practices here. Therefore, only the Program's general red flag detection, implementation and prevention practices are listed in this document. VIII. ANNUAL REVIEW It is recommended that The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the City Council annually. i:] Date: October 14, 2010 Agenda Item No: X -G Subject: Approval of Resolution 336, adopting an amended City of Kennedale Financial Management Policy Originated by: Sakura Moten - Dedrick Summary: A Financial Management Policy provides guidelines to enable the City staff to achieve a long -term, stable financial condition, while conducting daily operations and providing services that are consistent with the Council- Manager form of government established in the City Charter. It is the recommendation of our independent auditors that our main policies be reviewed by the Director of Finance for updates in relation to our internal control practices and submitted to Council at least annually. In order to demonstrate our review, it is custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. There are no recommended changes at this time. Recommended Motion: Staff recommends approval. 9 ..-.• RESOLUTION NO. 336 �i WHEREAS, on June 10, 2004, City Council adopted the document entitled, "Financial Management Policy," a framework for fiscal decision - making to ensure that financial resources are available to meet the present and future needs of the citizens of Kennedale; and WHEREAS, the benefits of financial management policies are to improve and streamline the decision - making process, enhance credibility, provide a sense of continuity, and provide a means for dealing with fiscal emergencies; and WHEREAS, the City Council has reviewed the City's Financial Management Policy. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KEANNEDALE, TEXAS: The City Council of the City of Kennedale, Texas hereby approves the Financial Management Policy dated October 14, 2010, attached hereto as "Exhibit A." PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale, Texas, this the 14th day of October 2010. APPROVED: Mayor, Bryan Lankhorst OFFICIAL SEAL . 1 b •L � � 1 C COPY A-Z VIF VA-ff-olp"X-A- ADOPTED BY CITY COUNCIL: JUNE 10, 2004 PREFACE A Financial Management Policy provides guidelines to enable the City staff to achieve a long -term, stable financial condition, while conducting daily operations and providing services that are consistent with the Council- Manager form of government established in the City Charter. It is our intent to bring forth this policy to Council for review at least annually. In order to demonstrate that review, it will be custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. SUBSEQUENT REVIEW & ADOPTION DECEMBER 11, 2008 NOVEMBER 5, 2009 OCTOBER 14, 2010 1. PURPOSE The policies set forth below provide guidelines to enable the city staff to achieve a long -term, stable financial condition while conducting daily operations and providing services that are consistent with the Council- Manager form of government established in the City Charter. The budget team follows these policies while developing the annual operating budget. The scope of the policies cover accounting, auditing, financial reporting, internal controls, operating and capital budgeting, revenue management, cash management, expenditure control, asset management, financial condition and reserve and debt management. II. ACCOUNTING, AUDITING AND FINANCIAL REPORTING A. Accounting — The Director of Finance is responsible for establishing the chart of accounts and for properly recording financial transactions. B. External Auditing - The City will be audited annually by outside independent accountants (auditors). The auditors must be a Certified Public Accountant (CPA) firm and must demonstrate significant experience in the field of local government auditing. They must conduct the City's audit in accordance with Generally Accepted Auditing Principals (GAAP) and be knowledgeable in the Government Finance Officers Association (GFOA) Certificate of Achievement program. The auditors' report on City's financial statements will be completed within four months of the City's fiscal year end. C. External Financial Reporting —The City will prepare and publish a Comprehensive Annual Financial Report (CAFR). The CAFR will be prepared in accordance with GAAP and will be presented annually to the Government Finance Officers Association (GFOA) for evaluation and awarding of the Certificate of Achievement for Excellence in Financial Reporting. D. Internal Financial Reporting - The Finance Department will prepare internal financial reports sufficient for management to plan, monitor, and control the City's financial affairs. A. Written Procedures - The Director of Finance is responsible for developing written guidelines on accounting, cash handling, and other financial matters, which will be approved by the City Manager. The Finance Department will assist department heads as needed in tailoring such guidelines to fit each department's requirements. B. Department Heads' Responsibility - Each department head is responsible to the City Manager to ensure that proper internal controls are followed throughout his or her department, that all guidelines on accounting and internal controls are implemented, and that all independent auditor control recommendations are addressed. 3 IV. OPERATING BUDGET A. Preparation - City's annual operating budget will be prepared by a budget team consisting of the City Manager, the Assistant to City Manager, the Director of Finance, and other staff members appointed by the City Manager to participate. A budget preparation calendar and timetable will be established and followed in accordance with State law. B. Balanced Budget - Current operating revenue will be sufficient to support current operating expenditures. Annually recurring revenue will not be less than annually recurring operating budget expenditures (operating budget minus capital outlay). Debt or bond financing will not be used to finance current expenditures. C. Encumbrances - The City will not encumber funds for operating use at year -end. D. Budget Amendments - The Finance Department will monitor all financial operations. The budget team will decide whether to proceed with the budget amendment and, if so, will then present the matter to the City Council. If the City Council decides a budget amendment is necessary, the amendment is adopted in ordinance format and the necessary budgetary changes are then made. E. Reporting - Monthly financial reports will be prepared by the Finance Department and distributed to and reviewed by each department head. Information obtained from financial reports and other operating reports is to be used by department heads to monitor and control the budget as authorized by the City Manager. F. Performance Measures & Productivity Indicators - Where appropriate, performance measures and productivity indicators will be used as guidelines and reviewed for efficiency and effectiveness. This information will be included in the annual budget process. V. CAPITAL BUDGETS A. Preparation - The capital budget will include all capital project funds and capital resources. The capital budget will be prepared annually and presented to the City Council with the operating budget. B. Control - All capital project expenditures will be appropriated in the capital budget. The Director of Finance will certify the availability of such appropriations or the availability of resources so that an appropriation may be made before a capital project is approved by the City Council. 4 C. Encumbrances - Funds for capital projects will be encumbered until the project is complete. D. Alternate Resources - Where applicable, assessments, impact fees, or other user -based fees will be appropriated to fund capital projects that have a primary benefit to specific property owners. E. Debt Financing - If and when debt is issued, the proceeds will be used to acquire major assets with expected lives which equal or exceed the term of the debt issue. The exception to this requirement is the traditional costs of marketing and issuing the debt, capitalized labor for design and construction of capital projects, and small component parts that are attached to major equipment purchases. VI. REVENUE MANAGEMENT A. Simplicity —The City will strive to keep the revenue system simple, which will result in a decrease of compliance costs for the taxpayer or service recipient and a corresponding decrease in avoidance to pay. B. Certainty — The City will strive to understand its revenue sources and predict the reliability of revenue streams. City will enact consistent collection policies so that management may reasonably rely upon the certainty that revenues will materialize according to budgets, plans, and programs. C. Eauity —The City will strive to maintain equity in the revenue system structure. That is, City will seek to minimize or eliminate all forms of subsidization among entities, funds, services, utilities, and customers. D. Administration — The benefits of a revenue will exceed the cost of producing the revenue, except in cases approved by the City Council. The cost of collection will be reviewed periodically for cost effectiveness and efficiency. E. Non - Recurring Revenues - One -time revenues will not be used for ongoing operations. Non - recurring revenues will be used only for non - recurring expenditures. Care will be taken not to use such revenues for budget balancing purposes. F. Property Tax - Property shall be assessed at 100% of the fair market value as appraised by Tarrant Central Appraisal District. Reappraisal and reassessment will be done regularly as required by State law. A 99% collection rate orr current assessments and a 1% collection rate on delinquent assessments and penalties will serve as the goal for tax collections. G. User -Based Fees - For services associated with a user fee or charge, the direct and indirect costs of that service will be offset by a fee where possible. There will be 5 periodic reviews of fees and charges to ensure that fees provide adequate coverage of costs of services. H. Inter -fund Administrative Charges - Enterprise funds and certain special revenue funds will pay the general fund for direct services rendered. I. Utility Rates — The City will review and adopt utility rates annually that will generate revenues required to fully cover operating expenditures, meet the legal restriction of all applicable bond covenants, and provide for an adequate level of working capital needs. The rates will allow the Water & Sewer Fund to meet the fund balance (working capital) requirements of 25% of operations. J. Interest Income - Interest earned from investment of available monies, whether pooled or not, will be in accordance with the equity balance of the fund from which monies were provided to be invested. . K. Revenue Monitoring - Revenues actually received will be compared to budgeted revenues and variances will be investigated on a monthly basis. VII. EXPENDITURE CONTROL A. Appropriations - The City Manager's level of budgetary control is at the fund level for all operating funds. The Department Heads' level of budgetary control is at the department level. When a budget adjustment or amendment among funds is necessary, it must be approved by the City Council. B. Contingency Reserve - The general fund will maintain an undesignated balance of at least 25% of budgeted expenditures. C. Purchasing - All purchases shall be in accordance with City's Purchasing Policy and in accordance with State law. D. Prompt Payment - All invoices will be paid within thirty (30) days of receipt in accordance with State law. Procedures will be used to take advantage of all purchase discounts where considered cost effective. Payments will be processed in order to maximize the city's investable cash. AJII1 _ ld4191TIYALfilciViIV11 A. Investments —The City's investment practices will be conducted in accordance with the Investment Policy approved by the City Council. B. Cash Management — The City's cash flow will be managed to maximize the cash available to invest. C. Investment Performance - As per state law, the Director of Finance will issue quarterly reports on investment activity to the City Council. Each report will be issued within thirty (30) days from the end of the quarter. D. Fixed Assets and Inventory - Such assets will be reasonably safeguarded and properly accounted for and prudently insured. The fixed asset inventory will be updated regularly. IX. FINANCIAL CONDITION AND RESERVE A. No Operating Deficits - Current expenditures will be paid with current revenues. Deferrals, short -terms loans or one -time sources will be avoided as budget balancing techniques. B. Operating Reserves - The General Fund will maintain an undesignated fund balance of at least 25% of budgeted expenditures. The Water & Sewer Fund will maintain working capital of at least 25% of estimated expenditures. The Debt Service Fund will maintain a fund balance of at least 10% of budgeted expenditures. C. Risk Management — The City will pursue every opportunity to provide for the public's and City employees' safety. Health insurance coverage and property and casualty insurance coverage will be reviewed annually as to amount of coverage provided and cost effectiveness. D. Loss Financing — The City will maintain property, liability and workman's compensation coverage through participation in the Texas Municipal League's (TML) Intergovernmental Risk Pool. The Pool maintains reinsurance coverage to protect the Pool in the event of excessive losses. X. DEBT MANAGEMENT A. Long -Term Debt - For operating purposes, long -term debt will not be used. The life of the bonds will not exceed the useful life of the projects financed. B. Self - Supporting Debt - When appropriate, self- supporting revenues will pay debt service in lieu of tax revenues. C. Ratings - Full disclosure of operations will be made to the bond rating agencies. The City staff, with the assistance of financial advisors and bond counsel, will prepare the necessary materials for and presentation to the rating agencies. D. Water & Wastewater Bond Coverage Ratios —The City will maintain a coverage rate of 1.50 times in the Water and Sewer Utility Fund. 7 E. Federal Requirements — The City will maintain procedures that comply with arbitrage rebate and other federal requirements. City will attempt, within legal bounds, to adopt strategies, which will minimize the arbitrage rebate of interest earnings on unspent bond proceeds it must pay to the federal government. F. Legal Debt Limit — The City will limit general obligation debt expenditures to 50% of General Fund expenditures. G. Debt Service Reserves — The City will maintain a fund balance of at least 10% of budgeted expenditures in the Debt Service Fund. H. Competitive Bidding — The City will use a competitive bidding process in the sale of bonds, unless the nature of the issue warrants a negotiated bid. In situations where a competitive bidding process is not elected, the City will publicly present the reasons and will participate with the financial advisor in the selection of the underwriter or direct purchaser. XI. ANNUAL REVIEW The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the City Council annually. �3 Date: October 14, 2010 Agenda Item No: X -H Subject: A Resolution Adopting City Of Kennedale Cooperative Purchasing Programs Originated by: Sakura Moten - Dedrick Summary: In an effort to streamline purchasing efforts and remain in compliance with State law, it is our intent to bring forth this policy to Council for review at least annually. Any new programs or changes will be recommended at that time. The Purchasing Policy recently adopted by the Council allows the City to utilize cooperative purchasing programs with the approval of City Council. Purchases made through an approved Cooperative Purchasing Program satisfy state law competitive bid requirements, as well any internal quote process. Attached is a resolution approving participation in those programs specifically listed in the resolution. Council has previously approved the City's participation in several programs below, such as the Texas Building & Procurement Commission, City of Fort Worth and Tarrant County. However, below is a listing that incorporates all programs, as well as a brief description of each program for which staff seeks Council approval. This list remains the same as last year's submission J47:17_1 US General Services Administration (GSA) GSA Advantage has been the most reliable and proven source for thousands of Federal purchasers worldwide. GSA Advantage offers the most comprehensive selection of approved products and services from GSA/VA Schedules, as well as all GSA Global Supply products. http: / /www.gsp.gov STATE OF TEXAS Department of Information Resources (DIR) Primary responsibility is to negotiate volume purchase agreements for quality products and services available to all Texas state agencies. http://www.dir.state.tx.us Texas Building and Procurement Commission (TBPC) Primary responsibility is to provide goods, services and facilities to the State of Texas. One part of fulfilling this responsibility is to establish term contracts available to all Texas state agencies. httr): / /www.tbpc.state.tx.us Texas Multiple Award Schedules ( TXMAS) Established by TPASS. Adapts existing contracts that have been competitively awarded by the federal government or any other governmental entity of any state. The vast majority of TXMAS Contracts are adapted from GSA Federal Supply Service contracts. http: / /www. window. state .tx.us /procurement /proq /txmas/ Texas Procurement and Support Services (TPASS) Awards and manages hundreds of statewide contracts on behalf of more than 200 state agencies and 1,700 local government agencies. http: / /www.window.statp.tx.us /procurement/ MUNICIPALITY & COUNTY & SCHOOL City of Fort Worth, Texas. http: / /fortworthgov.org Tarrant County, Texas. http: / /tarrantcounty.com Parker County, Texas. http: / /www.co.parker.tx.us Texas Interlocal Purchasing System (TIPS) Sponsored by the Region VIII Education Service Center (ESC) and is available for use by all public and private schools, colleges, universities, cities, counties, and other government entities in the State of Texas. TIPS has competitively bid their contracts and has followed the HUB guidelines of the State of Texas. http://www.tips- texas.com OTHER PUBLIC & PRIVATE ENTITIES Houston - Galveston Area Council (H -GAC) Region -wide voluntary association of local governments in the 13- county Gulf Coast Planning region of Texas. Includes 1,600+ local governments, state agencies and qualifying non - profit corporations that provide one or more governmental functions and services. The program was established pursuant to the Texas' " Interlocal Cooperation Act" that allows governmental and qualifying non - profit entities to use the Act to obtain commonly needed services, including purchasing. https: / /hclacbuy.com Local Government Purchasing Cooperative (BuyBoard) Created to increase the purchasing power of government entities and to simplify their purchasing by using a customized electronic purchasing system, called the BuyBoard. The Cooperative is administered by the Texas Association of School Boards (TASB) and is endorsed by the Texas Municipal League (TML) and the Texas Association of Counties (TAC). http: / /buyboard.com The Cooperative Purchasing Network (TCPN) Provides quality contracts and services that are compliant with bid laws, convenient to use, and always competitively priced. TCPN is available for use by all public and private schools, colleges, universities, cities, counties, and other government entities in the State of Texas. http: / /www.tcpn.org US Communities Nonprofit instrumentality of government that assists public agencies in reducing the cost of purchased goods through pooling the purchasing power of public agencies nationwide. This is accomplished through competitively solicited contracts for quality products through lead public agencies. They focus on high use, high volume items. http: / /www.uscommunities.oLq Western States Contracting Alliance Alliance of 15 states joining forces to get the quality goods and services at cost effective prices. This program focuses on state governments. Although Texas is not one of the original states forming WSCA, we are eligible for WSCA pricing. http://www.aboutwsca.org Recommended Motion: Staff recommends approval. Disposition by Council: WHEREAS, Chapter 271 of the Texas Local Government Code authorizes a local government to participate in a cooperative purchasing program and provides that purchases made pursuant to an agreement with a local cooperative organization satisfy state laws requiring the local government to seek competitive bids for the purchase of the goods or services; and WHEREAS, the Purchasing Policy of the City of Kennedale authorize purchases from a cooperative purchasing program or other approved state program provided that the City Council has approved participation; and WHEREAS, City's participation in the cooperative purchasing programs and other approved state programs will improve efficiency in the purchasing process by allowing the City to meet competitive bid requirements, to identify and purchase goods and services from qualified vendors of commodities, to relieve the burdens of the governmental purchasing function, and to realize the various potential economies, including administrative cost savings that such programs provide; and WHEREAS, upon consideration of the cooperative purchasing programs specified in this Resolution, and all matters attendant and related thereto, the City Council is of the opinion that the City's participation in these programs is beneficial and should be approved, that this Resolution be adopted, and that the City Manager or his designee is appointed as the Program Coordinator for the City's membership in such cooperative programs; and WHEREAS, in the event that participation in any of the cooperative purchasing programs approved by this Resolution requires the execution of an Agreement and / or the payment of a fee, the City Manager or his designee is hereby authorized to execute any necessary Agreements for participation in such program(s) and the Program Coordinator is authorized to approve the payment of applicable fees provided that funds are budgeted and available for such participation. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KENNEDALE, TEXAS: Section 1. The foregoing premises, which are hereby found to be true and to be in the best interest of the City of Kennedale and its citizens, are hereby adopted. Section 2. The City's participation in the following cooperative purchasing programs is hereby authorized and approved in accordance with the terms of this Resolution: US General Services Administration (GSA) Department of Information Resources (DIR) Texas Building and Procurement Commission (TBPC) Texas Multiple Award Schedules (TXMAS) Texas Procurement and Support Services (TPASS) Fort Worth Cooperative Purchasing Program Parker County Cooperative Purchasing Program Tarrant County Cooperative Purchasing Program Texas Interlocal Purchasing System (TIPS) Houston - Galveston Area Council (H -GAC) Local Government Purchasing Cooperative (BuyBoard) The Cooperative Purchasing Network (TCPN) US Communities Western States Contracting Alliance PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale, Texas, this the 14 day of October, 2010. APPROVED: g, '' Ma or, Bryan Lankhorst OFFICIAL SEAL Date: October 14, 2010 Agenda Item No: X -I Subject: Approval of Resolution No. 338 adopting an amended City of Kennedale Grant Submission & Acceptance Policy Originated by: Sakura Moten - Dedrick Summary: From time to time, various city departments have the opportunity to seek, apply for and receive grant funding for, but not limited to federal, state and local sources. In an effort to support and advance the mission, goals and objectives of the City of Kennedale, this newly created policy establishes standard practices and procedures to create uniformity, economy, efficiency and effectiveness in the proper management and accounting of such grants. It is the recommendation of our independent auditors that our main policies be reviewed by the Director of Finance for updates in relation to our internal control practices and submitted to Council at least annually. In order to demonstrate our review, it is custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. There are no recommended changes at this time. Recommended Motion: Staff recommends approval. Disposition by Council: 1 �L/ r/ PREFACE From time to time, various city departments have the opportunity to seek, apply for and receive grant funding for, but not limited to federal, state and local sources. In an effort to support and advance the mission, goals and objectives of the City of Kennedale, this policy establishes standard practices and procedures to create uniformity, economy, efficiency and effectiveness in the proper management and accounting of such grants. It is the recommendation of our independent auditors that our main policies be reviewed by the Director of Finance for updates in relation to our internal control practices and submitted to Council at least annually. In order to demonstrate our review, it is custom practice for the governing board of a municipality to adopt a resolution to make the review an official public record. SUBSEQUENT REVIEW & ADOPTION OCTOBER 14, 2010 2 I. PURPOSE To establish standard practices and procedures to create uniformity, economy, efficiency and effectiveness in the proper management and accounting of grants including, but not limited to federal, state and local sources. II. POLICY In an effort to support and advance the missions, goals and objectives of the City of Kennedale, city departments shall from time to time have the opportunity to seek, apply for and receive grant funding. All solicitations for external funding, whether they require or make promise of matching funds from the City, must receive the appropriate Department Director, City Manager and /or City Council, and then Finance Department approval prior to application submission. III. GRANT OFFICIALS It is the policy of each Department Director to designate a Project Manager to maintain stringent control over all monies administered by their department and to ensure that all funds are used only for authorized purposes and managed in accordance with the city's budget and Finance Department. It is also the responsibility of the Project Manager within each department to maintain control over all documentation necessary to facilitate and manage the awarded grant. All grants are required to have three different grant officials. A. Authorized Official 1) Only the City Manager, or an authorized designee, shall be authorized to sign all grant documents and be listed as the authorized official on behalf of the City of Kennedale. B. Project Manager 1) The Project Manager shall be responsible for the day -to -day operations of the project. Each department within the city may have a different project manager per grant. The Project Manager must be a city employee and will have sole responsibility for program reporting. C. Financial Officer 1) The Financial Officer is required to be the Chief Financial Officer (CFO) or Director of Finance for the City of Kennedale. This person shall be responsible for maintaining financial records, account for all grant funds, supplying required 3 financial reports as deemed necessary and providing all information during any and all grant funding audits. III. GRANT SEARCH A. Each department within the city is responsible for monitoring grant announcements to identify new grant opportunities and actively pursue specific grants for existing or potential projects and /or programs and disseminating that information throughout the department. B. Each department shall be responsible in developing its project, program and research ideas. C. Each department shall be responsible to review funding agencies, compare the types of proposals and the amount of funding awarded with the goals of your project. IV. GRANT SUBMISSION A. There may be several application processes each year depending on funding. When grant opportunities are discovered, each department shall be responsible for preparing a calendar for the grant application process. Special attention should be made to application deadlines. B. Once grant opportunities are identified, project managers must obtain the appropriate Department Director, City Manager and /or City Council, and then Finance Department approval prior to application submission. In the event that the City Manager deems it necessary to seek City Council approval, each department is responsible for the preparation and submission of a Staff Memo and supporting resolution to Council for the consideration of funding. C. The Finance Department aids Project Managers in the financial structure of the proposed projects. In order to successfully do such, the Project Manager must be knowledgeable of the financial and administrative requirements of the grantor agency, application instruction, and all other financial aspects of the proposed grant. Project managers and /or grant writers may submit applications to the Finance Department for review and analysis for accuracy and compliance with all applicable financial rules and regulations, including any applicable cash match requirement. The applications may be returned to the Project Manager as necessary for any revisions. D. The Project Manager will obtain all appropriate signatures and submit the grant applications, as well as any supporting documentation to the grantor agency by the submission deadline. The Project Manager shall also coordinate with other city departments should their involvement be required upon grant award and acceptance. 4 V. GRANT ACCEPTANCE A. Should funds be awarded, each grant must be scheduled for City Council acceptance and /or acknowledgement. In the event the City Manager deems acceptance necessary, the Project Manager shall prepare a packet and place the grant on the appropriate City Council agenda. The city shall officially accept each grant by completing all administrative requirements and obtaining appropriate signatures as specified in the Statement of Award. Each grant awarded outlines acceptance deadlines. Special care must be met to meet these deadlines. B. In cases where a local or other match is required by the city, the City Manager and Finance Department must work closely together with the Project Manager in order to meet the financial requirements of the grant. VI. ESTABLISHING & MAINTAINING BUDGETS A. Once grants have been accepted and /or acknowledged by the City Council, the Finance Department shall set up the appropriate accounting /budget requirements, which will allow the city department to properly manage grant funds. Special care must be taken in that each grant has its own specific terms and conditions of expending funds. B. Expenditure and revenue reports shall be monitored by the Project Manager and Finance Department on a monthly basis for problems or errors. Necessary adjustments to the accounting system should be made at that time by the appropriate personnel. VII. PAYMENT AUTHORIZATIONS A. All expensed funds, to include invoices, travel requests, purchase requests, etc., will be reviewed by the Project Manager to ensure that the appropriate line items are utilized according to grant application budget. B. The Finance Department shall have exclusive authority to deposit all grant funding received into appropriate accounts designated by Finance Department personnel. C. The Finance Department shall ensure that appropriate accounting measures are met to provide payments for each expense within the grant process and according to the city's Purchasing Policy. D. The Finance Department will assign general ledger numbers to segregate revenues and expenses unique to each project and budget category. E. As deemed necessary, the Finance Department shall produce monthly accounting reports in accordance with grant requirements. 5 F. The Finance Department will shall have exclusive authority to schedule, attend and monitor outside auditing of grant funds. All appropriate financial documents will be produced by finance department for audits. VIII. GRANT REIMBURSEMENT Grant funds cannot be obligated before the beginning or after the end of the grant period. Furthermore, each granting authority will provide specific requirements for the entity requesting reimbursement of funds. However, in an effort to ensure funds are reimbursed and received in a timely manner, please note the items below in reference to the following areas: A. Travel Costs 1) Reimbursement is based on a cost for reasonable and allowable expenditures. Special attention should be made to the terms and conditions of your grant. Travel expenses to include mileage, per diem and lodging must comply with state and Internal Revenue Service (IRS) travel requirements, unless otherwise stated in your grant requirements. 2) Should travel be required for training, proof of attendance and /or training certificates must be maintained. 3) Records and supporting data must be documented for travel expenditures. B. Salaries 1) Contact the Finance Department in order to calculate appropriate salary and /or benefits for the grant budget. 2) Maintain accurate record of timecards, including name of personnel, hours worked, assignments processed and signature of personnel and supervisor for each grant funding expended. 3) Maintain accurate records for volunteers, including name of volunteer, hours worked, assignments processed and signature of volunteer and supervisor for each grant project. 4) Maintain log of daily activities performed for all hours worked. 5) Clear distinction must be made for all personnel to accurately differentiate between time spent on grant activities and time spent on other activities. 6) Overtime compensation to any personnel must be budgeted and /or approved prior to payment. C. Purchasing 1) While each grant may have specific guidelines, any and all purchases must also comply with the city's Purchasing Policy. 2) An inventory of all items purchased through external funding must be updated and maintained by the Finance Department, with particular attention paid to the categorization of fixed assets. IX. GRANT REPORTING A. Project Managers must report their progress in meeting goals, objectives and measures stated in their application. These progress reports are used to comply with local, state and federal requirements. B. Each grant will outline the necessary reporting requirements. The Project Manager will take every precaution to meet these deadlines. C. The Project Manager will prepare and provide the necessary reports to each department in order to obtain the appropriate information and signatures as required by the grant. A. Closure is initiated by the Project Manager as outlined by the grant. The following steps shall be monitored by the Project Manager: 1) Ensure that all grant funds have been properly recorded and a final Financial Status Report submitted. 2) Ensure that all grant funds have been properly recorded and any other reports submitted as required. 3) Demonstrate that all • budgeted expenditures have been captured and grant funds have been used appropriately. 4) Ensure that the grantor has accepted all required reports. This includes completion of final expenditure report and inventory reports for any equipment purchased with grant funds. The inventory total must equal the total equipment as reported on the final expenditure report. Any unused funds disbursed from the grantor agency must be returned with the final report. ►A 5) All expenditure reports for the granting agency have been reconciled to the city's accounting system. 6) Request disposition of equipment purchased with grant funds, following grant requirements and city's disposition policy. B. Once these items are complete, the Project Manager should notify the Finance Department that the grant should be closed within the city's accounting system. It is also the Finance Department's responsibility to closely monitor the overall status of all grants and work with each city department to ensure appropriate closure. XI. RECORDKEEPING A. Each department must maintain all grant records, supporting documents, statistical records, and all other records pertinent to your grant for at least three (3) years following the closure of the most recent audit report or submission of the final expenditure if the audit report requirement has been waived. Records should be retained in their original format. B. While each department is responsible for maintaining the aforementioned items, the Finance Department will maintain any and all grant documents related to the reimbursement of funds, as well as other basic documentation for auditing purposes (e.g., copy of grant application, award letter, other supporting documentation, etc.). C. If any litigation, claim, negotiation, audit, or other action involving grant records has been stared before the expiration of three years, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular three (3) year period, whichever is later. D. Grantors may require retention periods in excess of three (3) years. Departments must ensure they comply with retention requirements specified by each grantor. E. Retention requirements extend to books of original entry, source documents supporting accounting transactions, the general ledger, subsidiary ledgers, personnel and payroll records, cancelled checks, and related documents and records. G�_I?IZ01e1 HATINAT1 It is recommended that The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the City Council annually. !? Date: October 14, 2010 Agenda Item No: X -J Subject: Review and consider action to approve Contract with Teague Nall and Perkins for 12" water line along the west side of Bowman Springs Road from Pennsylvania Avenue to Bolen Drive and west along Bolen Drive to IH -20 service road. Originated by: Bob Hart Summary: The reconstruction of Bowman Springs Road will necessitate the relocation of the City's water line. The line is currently a 2" line. The city's water master plan calls for a 12" line to be constructed in that area. The project consists of preparation of construction plans and specifications for approximately 3400 linear feet of 12" water line to be constructed along the west side of Bowman Springs Road from Pennsylvania Avenue to Bolen Drive and west along Bolen Drive to the frontage road of IH -20. Estimated cost is $326,000. Recommendation: authorize the city manager to sign an agreement with Teague Nall and Perkins, Inc. for the engineering design for a 12" water line in an easement along the west side of Bowman Springs Road from Pennsylvania Avenue to Bolen Drive and west along Bolen Drive to the frontage road of IH -20 service Road in accordance with the applicable city codes, regulations, and standards. Recommendations: Staff recommends approval of the attached contract Date: October 14, 2010 Agenda Item No: X -K Subject: Consider authorizing the Mayor to sign a Licensing Agreement with Barnett Gathering, L.P. for use of a portion of the right -of -way along New Hope Road Originated by: Bob Hart Summary: Barnett Gathering, L.P. is a pipeline company that transports gas from the wellhead to the market place. Barnett Gathering, L.P. is a subsidiary of Exxon /Mobile created for transporting natural gas. The routing of gas lines typically covers private property, public property, and public right -of -way. Using right -of -way is often preferable so that property is not encumbered with pipelines that may later serve as deterrents to development. Thus, Barnett Gatherings, L.P. approached city staff about creating a license agreement for placement of gas lines within the right -of -way. The proposed agreement is premised upon the same concept as franchise agreements, in that the city will regulate the placement and depth of the line with a permit required at the time of construction, requires the relocation of the line in the event of street widening, the submission of as -built plans in a digital format, and payment for use of the right -of -way. The agreement has a duration of 25 years. Recommendations: Staff recommends authorizing the mayor to execute the licensing agreement with Barnett Gathering, L.P. Date: October 14, 2010 Agenda Item No: XI -L Subject: Approval of Resolution No. 339 designating as the official newspaper, Fort Worth Star Telegram Originated by: Bob Hart Summary: In accordance to the Local Government Code, Section 52.004 Official Newspaper, as soon as practicable after the beginning of each municipal year, the governing body of the municipality shall contract, as determined by ordinance or resolution, with a public newspaper of the municipality to be the municipality's official newspaper until another newspaper is selected. The statutory requirements for an official city newspaper in which a notice is published must: (1) devote not less than 25% of its total column lineage to general interest items; (2) be published at least once per week; (3) be entered as second -class postal matter in the county where published; and (4) have been published regularly and continuously for at least 12 months before the governmental entity or representative published notice. The Kennedale News does not currently meet provision (3). Rather than being mailed under the Periodicals (formerly Second -Class Mail) provision, the Kennedale News is published under Standard (A) Class Bulk Rate Mail. These distinctions are listed below: E. Periodicals (formerly Second -Class Mail) Periodicals is a class of mail consisting of magazines, newspapers, or other publications formed of printed sheets that are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals usually must have a legitimate list of subscribers and requesters. For more information, contact OF Mail Services. G. Standard (A) Class Sulk Rate Mail To qualify, there must be a minimum of 200 pieces, or a mailing of 50 lbs. and all items must be presorted. No personal correspondence may be sent this way. In addition, all pieces must: • be printed or duplicated • be identical in size, weight, and number of enclosures • show the complete address of sender and receiver • be sorted by ZIP Code in ascending numerical order Consequently, staff recommends that the Fort Worth Star - Telegram be designated the official newspaper for the City of Kennedale. Recommendations: Staff recommends approval of Resolution No. 340 designating the Fort Worth Star Telegram as the official newspaper for the City of Kennedale Date: October 14, 2010 Agenda Item No: XI -M Subject: Review and consider action to approve Ordinance No. 465, relative to the naming /renaming of Dick Price Road and Bowman Springs Road. Originated by: Bob Hart Summary: The postal service requires street name changes be done as an ordinance as opposed to minute action. Consequently, it is necessary to revote on the street name changes done several months ago. The following map depicts the name changes. Recommendations: Staff - re;coMffiends approval of the ordinance as submitted. Ordinance No. 465 WHEREAS, the City of Kennedale is a home rule city acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, the City of Kennedale is constructing a new road to connect Bowman Springs Road to Dick Price Road and; WHEREAS, the City Council of the City of Kennedale deems it necessary and in the best interests of the public to rename the various roadways and remaining segments. 11OW, THERE FORE, BE D. CITY OF KENNEDALE, TEXAS: SECTION 1. A. That a portion of Dick Price Road between Kennedale Parkway (U.S. Business Highway 287), a public street located within the city limits of the City of Kennedale, is hereby renamed Valley Lane. The City Manager is hereby directed to post appropriate signs noting the change in name. B. That portion of Bowman Springs Road from the current address of 1022 Bowman Springs Road to Third Street, a public street located within the city limits of the City of Kennedale, is hereby renamed Corry A. Edwards Drive. The City Manager is hereby directed to post appropriate signs noting the name change. C. That portion of Bowman Springs Road from the current address of 1022 Bowman Springs Road to Third Street, a public street located within the city limits of the City of Kennedale, is hereby renamed Corry A. Edwards Drive. The City Manager is hereby directed to post appropriate signs noting the name change. D. That portion of a new street extension between Kennedale parkway (U S Business 287) and the Union Pacific Railroad, a public street located within the city limits of the City of Kennedale, is hereby named Dick Price Road. The City Manager is hereby directed to post appropriate signs noting the change in name. E. That portion of a new street extension between Kennedale parkway (U S Business 287) and Winding Creek Road, a public street located within the city limits of the City of Kennedale, is hereby named Bowman Springs Road. The City Manager is hereby directed to post appropriate signs noting the change in name. This ordinance shall be cumulative of all provisions of ordinances and of the code of the City of Kennedale, Texas as amended, except where the provisions of this ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event the conflicting provisions of such ordinances and such Code, in which event the conflicting provisions of such ordinances and such Code are hereby repealed. This ordinance shall be in full force and effect from and after its passage and it is so ordained. PASSED AND APPROVED this 14 day of October, 2010. P 1041� ��kkorSt MAYOR ATTEST: � k CITY SECRETARY APPROVED AS TO FORM AND LEGALITY: City Attorney Date: October 14, 2010 Agenda Item No: XI -N Subject: Review And Consider Action Authorizing The City Manager To Execute A Contract For The Purchase Of One New 2011 Pierce Puc Custom Fire Pumper With Martin Apparatus Inc., The Licensed And Authorized Dealer For Pierce Manufacturing Originated by: Fire Chief Mike McMurray Summary: During the 2010 -11 budget retreat staff addressed our need to replace the 1999 American LaFrance Quint. Frequent mechanical breakdowns render the Quint unreliable for emergency response and fire operations. Staff recommended issuing Contractual Obligation bonds in mid FY2010 -11 to finance the purchase. Council did not include the pumper purchase in the adopted budget. By ordering the new pumper now we will be able to acquire one of the few remaining 2007 Cummins 425 engines which will save $15,000 initially and recurring maintenance costs resulting from stringent emission control requirements for 2010 diesel engines. State laws governing purchases over $50K require competitive bids unless cooperative purchasing agreements are in place, and prior approved by the city council. Pierce Manufacturing quotes prices for fire pumpers on "BuyBoard" which is on our approved list. Therefore we need only satisfy internal purchasing policy requirements which are: a PO for purchases over $3,000, along with 3 simple price quotes, and approval by Council for any items costing over $25K. State Law generally requires that an item can only be purchased after the issuance of a CO. We cannot issue a CO for reimbursement of purchase costs. Mark Mcliney, our Financial Advisor at Southwest Securities confirmed to staff our ability under the law to issue a purchase order for the pumper now. The anticipated order date is 10/15/10. The projected delivery date is sometime in June or July of 2011. We will not pay for the pumper until delivery. Staff will prepare CO documents and Council can approve the debt financing before payment is due on the new fire pumper. Recommended Motion: Staff recommends approval. Disposition by Council: Proposal Option List 10/7/2010 Customer: Kennedale Fire Department Bid Number: 232 Representative : Ownby Travis DB Version: 02.00.0046.0000 Organization : Martin Apparatus & Equipment Bid Date : 08119/2010 Requirements Manager: Job Number : Description : Impel Pumper Body: Pumper, PUC, Alum Chassis : Impel Chassis, PUC Line Option Code Type Option Description Qty 1 0581836 Boiler Plates, PUC Pumper 1 2 0018007 Single Source Compliance 1 3 0584456 Manufacture Location: Appleton, Wisconsin 1 4 0584452 RFP Location: Appleton, Wisconsin 1 5 0533316 Comply NFPA 1901 Changes Effective Jan 1, 2009, With Exceptions 1 6 0008036 Career /Paid Department 1 7 0533347 Pumper /Pumper with Aerial Device Fire Apparatus 1 8 0588609 Vehicle Destination, US 1 9 0588611 Vehicle Certification, Pumper 1 10 0588621 Agency, Apparatus Certification, Pumper /Tanker, U.L. 1 11 0536644 Customer Service Website 1 12 0537375 Unit of Measure, US Gallons 1 13 0000007 Approval Drawing 1 14 0595245 (No Pick Required) 1 15 0529326 Bid Bond, 10 %, Pierce Built Chassis 1 16 0540326 Performance Bond, Not Requested 1 17 0517120 Impel Chassis, PUC 1 18 0000109 Seating Capacity, Cab 4 Qty, - 04 19 0000110 Wheelbase 1 Wheelbase - 210" 20 0000070 GVW Rating 1 GVW rating - 46,500 21 0000203 Frame Rails, 13.38 x 3.50 x.375, DLX/Qtm /Enf /AXT /ImpNel 1 22 0020018 Frame Liner not Req'd 1 23 0508848 Axle, Front, Oshkosh TAK-4, Non Drive, 19,500 lb, ImpNel 1 24 0000322 Oil Seals, Front Axle 1 25 0087572 Shock Absorbers, KONI, on TAK -4 DLX /Qtm /AXT /Enf /ImpNel 1 26 0530466 Axle, Rear, Meritor RS26 -185, 27,000 lb, ImpNel 1 27 0544250 Top Speed of Vehicle, 65 MPH 1 28 0000485 Oil Seals, Rear Axle 1 29 0030264 Suspension, Front TAK -4, 19,500 lb, DLX/Enf /Qtm /AXT /ImpNel 1 30 0122075 Suspen, Rear, Standens, Spring, 27,000 lb, ImpNel, Non - Rescue 1 31 0010670 ABS Wabco Brake System, Single rear axle 1 32 0030185 Brakes, Knorr /Bendix 17 ", Disc, Fri, TAK -4, DLX/Enf /Qtm /AXT /Imp/Vel 1 33 0000730 Brakes, Meritor, Cam, Rear, 16.50 x 7.00" 1 34 0001220 Engine Brake, Jacobs 1 Switch, Engine Brake - d) ISM /ISL /ISL9 /ISX, Hi Lo 35 0020784 Air Compressor, Brake, Cummins/Wabco 18.7 CFM 1 36 0000785 Brake Reservoirs, Three 1 37 0568012 Air Dryer, Wabco System Saver 1200, 2010 1 38 0000790 Brake Lines, Nylon 1 39 0000858 Inlet/Outlet, Air, w /Disconnect Fitting 1 Location, Air Coupling(s) - a) DS Step Well Qty, Air Coupling (s) - 1 40 0562188 Engine, Cummins ISL 425 hp, 1200 Torque, W /REPTO, ImpNel, 2007 Transition 1 41 0550517 Engine Installation Certification, Velocity ISL /ISC 1 42 0123135 Air Intake, w /Ember separator, Imp/Vel 1 43 0521987 Exhaust System, 4 ", ISC /ISL 2007 engine, Vertical, PUC 1 44 0001244 High Idle w /Electronic Engine, Custom 1 10/7/2010 1:10:25PM Page 1 Line Option Code Type Option Description Qty 45 0511426 Cooling Hoses, Silicone 1 46 0557543 Radiator, ImpNel 1 47 0552334 Clutch, Fan, Air Actuated, Horton Drive Master 1 48 0122516 Fluid Check Access, ImpNel, AXT 1 49 0001125 Fuel Tank, 65 gal 1 50 0001129 Lines, Fuel 1 51 0552793 Not Required, Fuel Priming Pump 1 52 0552607 Shutoff Valves (2), Fuel Line @ Filter 1 53 0553019 Cooler, Engine Fuel, ImpNel, AXT,Qtm 1 54 0510120 Trans, Allison Gen IV 3000 EVS P, ImpNel 1 55 0011477 Transmission, Shifter, 5 -Spd, Push Button 1 Trans, ratio - 3000 EVS, 5Spd 56 0517604 Transmission Programming, Park to Neutral, PUC 1 57 0507303 Transmission Oil Cooler, Champ 1 58 0046369 Warranty, 5 -year EVS Transmission, Standard Custom 1 59 0001370 Driveline, Spicer 1710 1 60 0123392 Steering, Sheppard M110 w /tilt, TAK -4, 3 Line Pump 1 61 0509230 Steering Wheel, 4 Spoke without Controls 1 62 0594822 Tires, Goodyear, 385/65R22.50 18 ply G296 MSA SS tread 1 63 0001656 Wheels, Frt, Steel 22.50" x 12.25" (385/425) 1 64 0587216 Tires, (4) Goodyear, 12R22.50 16ply, G622 RSD 1 65 0001904 Wheels, Rr, Steel 22.50" x 9.00" (315/80R22.50) 1 66 0568081 Tire Balancing, Counteract Beads 1 67 0532930 Chocks, Wheel, Pumper, Provided by Fire Department 1 68 0544690 Mounting Brackets, Chocks, Provided by Fire Department 1 69 0003245 Axle Hub Covers w /center hole, S /S, Front Axle 1 70 0003240 Axle Hub Covers, Rear, S/S Baby Moon (Pair) 1 71 0002045 Mud Flaps, w /logo front & rear 1 72 0545391 Tire Pressure Monitoring Valve Cap 1 Qty, Tire Pressure Ind - 6 73 0199062 Cab, Impel, 70" w /10" Raised Roof 1 74 0555485 Steps, 4 -Door Full Tilt Cab, Std, ImpNel 1 75 0543945 Cab Integrity Certification, Impel 1 76 0548950 Cab Door Durability, Velocity /Impel 1 77 0546585 Cab Pump Enclosure, PUC 1 78 0509532 Floor, Rubber Padded Cab & Crew Cab, ImpNel 1 79 0592071 No Windows, Side of Crew Cab, Velocity /Impel 1 80 0568605 Not Required, Interior Trim, No Cab Side Windows 1 81 0012090 Not Required, Windows, Front/Side of raised roof 1 82 0509286 Not Required, Windows Rear of Crew Cab, ImpNel 1 83 0558334 Not Required, Trim, Cab Rear Windows, No Rear Windows 1 84 0525760 Door, Standard Height, Raised Roof Cab, Brushed Stainless Panel 1 85 0528167 Not Required, Scuffplates, Cab Door, ImpNel 1 86 0510218 Controls, Electric Windows, All Cab Doors, Impel & Velocity 1 87 0548951 Electric Window Durability, Velocity /Impel 1 88 0550144 Logo /Emblem, on Horn Button 1 Text, Row One - . Text, Row Three - Fire /Rescue Text, Row Two - Kennedale 89 0123176 Grille, Bright Finished, Front of Cab, Impel/Velocity 1 90 0002140 Fenders, S/S on cab 1 91 0527034 Trim, S/S Band Across Cab Face, Rect Lights, Impel 1 Material Trim / Scuffplate - b) S /S, Brushed 92 0087357 Molding, Chrome on side of cab 1 93 0122465 Cab Lift, Elec /Hyd, ImpNel 1 94 0022188 Mirrors, Velvac, 2025 w /bolt on convex, hid & Rem 1 95 0592801 Bumper, 26" Extended Steel Painted, ImpNel 1 96 0510226 Lift & Tow Package, ImpNel, AXT 1 97 0511001 Tray, Hose center, 26" bumper w /outside Air Horns, Imp/Vel 1 Capacity, Bumper Tray - 21) 150' of 1.75 10/7/2010 1:10:25PM Page 2 Line Option Code Type Option Description Qty Grating, Bumper extension - Grating, Rubber 98 0072354 Cover, Alum Treadplate, (notched), Hose Tray, D -Ring 1 Location - center Qty, Hose Tray Covers - 1 Stay arm, Tray Cover - a) Mech stay arm 99 0042352 Partition, Alum in Hose Tray 1 Location - forward going across the tray 100 0002270 Tow Hooks, Chrome 1 101 0199688 Cab Interior, ABS Console, Painted Side Walls, ImpNel 1 Color, Cab Interior Paint - a) gray Color, Cab Interior Vinyl - a) Silver /Gray 102 0509492 Cab Interior, paint color, Imp/Vel 1 Color, Cab Interior Paint - a) gray 103 0550229 Storage Pockets w/ Elastic Cover, Recessed, Rotomolded, ImpNel 1 104 0543257 Grab Handles, Driver Door Post & Passenger Dash panel, ImpNel 1 105 0121848 Seat, Driver, Pierce PS6, Premium, Safety, Air Ride Hi -Back 1 106 0122114 Seat, Officer, Pierce PS6, Premium Safety, Air Ride Hi -Back 1 107 0199547 Cabinet, EMS, Rear Facing, PS, 24.50 W x 40.50 H x 26.50 D, Ext Access, Lt Featu 1 Door, EMS Cabinet -Vertically hinged dr, no lock Light, Short EMS Compt - Amdor, Left Side 108 0199544 Cabinet, EMS, Rear Facing, DS, 26.75 W x 40.50 H x 30.50 D, Ext Access, Lt Featu 1 Door, EMS Cabinet - Vertically hinged dr, no lock Light, Short EMS Compt - Amdor, Right Side 109 0199326 Seat, Forward Facing C /C, PS Outboard, Pierce PS6, Base Safety, SCBA, Foldup 1 110 0102783 Not Required, Seat, Rr Facing C /C, Center 1 111 0596789 SP Cabinet, EMS, Forward Facing, Ctr /DS, 42 Wide x 48 High x 16 Deep, Lt Feature 1 Door, EMS Cabinet - Gortite Roll Up Dr, no lock Light, Tall EMS Compt - Amdor, Left Side 112 0122745 Seat, Forward Facing C /C, Center, (1) Pierce PS6, Premium Safety, SCBA 1 113 0042264 Shelf, Adjustable, EMS Compt, 1.25" Lip 1 Location - centered Qty, Shelf - 01 114 0510038 Radio Compt, Behind Frt Passenger Seat, ImpNel 1 115 0511300 Upholstery, Seats In Cab, All Imperial 1200, Pierce PS6 1 Color, Cab Interior Vinyl - h) Gray /Black 116 0543991 Bracket, Air Bottle, Hands -Free II, Cab Seats 3 Qty, - 03 117 0547293 Seat Belts, Red 1 118 0553393 Seat Belt Height Adjustment, ImpNel 4 Qty, - 04 119 0549273 Seat Belt Anchors and Mounting Certification, Velocity /Impel /CBBC 1 120 0542388 Seat Belt Monitoring System 1 121 0543917 Helmet Storage, Provided by Fire Department 1 122 0518633 Frontal Impact Protection, Cab 1 123 0509333 Side Roll Protection Package, Cab, ImpNel 1 124 0002526 Light, Engine Compt, All Custom Chassis 1 125 0509978 Lights, Dome, Weldon, LED, Two (2) Lights, Dual Light and Lens 1 126 0582829 Lights, Dome CC, (2) Weldon, 8080 - 8000 -13 LED, Red /Clear, Blk Bezel 1 127 0509649 Lights, Cab and Crew Cab Access Steps, RI-Tar, LED w /Bezel, 1 Light Per Step 1 128 0122520 Heater /defroster, ImpNel 1 129 0548947 Cab Heater and Defroster Certification, Velocity /Impel 1 130 0559378 Air Conditioning, Imp/Vel /CBBC 1 131 0548940 Cab Air Conditioning Performance, Velocity /Impel 1 132 0012485 Air conditioning, Coleman Mach III, 120V, Cab Roof 1 133 0554594 Cab Instruments, Black Gauges w/ Black Bezels, Impel 1 134 0509511 Air Restriction Indicator, ImpNel, AXT 1 135 0555915 Wiper control, 2 -speed with intermittent, ImpelNelocity 1 136 0548967 Windshield Wiper Durability, Impel/Velocity 1 137 0022853 Antenna, Mount Only, For 2 -way Radio Std, DLX /Enf /AXT /IMPNEL 1 138 0509921 Switching, Cab, Membrane, ImpelNelocity /Quantum, AXT MUX 1 10/7/2010 1:10:25PM Page 3 Line Option Code Type Option Description Qty 1 1 1 1 1 1 1 1 I K 10/7/2010 1:10:25PM Page 4 Location, Emerg Sw Pnls - Driver's Side Overhead 139 0509967 Pierce Command Zone, Advanced Electronics and Control System 140 0511422 Vehicle Information Center, LCD On Gauge Cluster Only 141 0543930 Vehicle Data Recorder, Dual Module 142 0568681 SP Vehicle Information Center, 7" Color Display, MUX, Additional, Impel Location - driver side 143 0079166 Batteries, (4) Exide Grp 31, 950 CCA each, Threaded Stud 144 0008621 Battery System, Single Start, All Custom Chassis 145 0123174 Battery Compartment, Imp/Vel 146 0531307 Charger, Sngl Sys, Dual Bank, Dual Pro Charger 147 0520227 Location, Charger, Pump Plumbing Area, PUC 148 0530954 Location, Battery Charger Indicator, DS Pump Panel 149 0037591 Alternator, 320 amp, Leece - Neville 4890JB, Sgl Sys 150 0548004 Wiring, Spare, 15 A 12V DC, First 12vdc power from - a) battery direct Location - in reach of officer Qty, - 01 Wire termination - p) 15 amp power point plug 151 0092582 Load Manager /Sequencer, MUX Enable /Disable Hi -Idle - d)High Idle disable 152 0545073 Amp Draw Report, NFPA 2009 Edition 153 0002758 Amp Draw, NFPA Radio Allowance 154 0511224 Lighting, FMVSS, Cab, Ri -Tar LED Clearance /ID, Impel/Velocity 155 0540440 Light, Front Zone, Whelen M6 *C, LED, Clear Lens Color, Lt DS Front - r) red Color, Lt PS Front - r) red 156 0589905 Alarm, Back -up Warning, PRECO 1040 157 0031972 Manuals, Two (2), Fire Apparatus Parts, Custom Chassis 158 0002905 Manuals, Two (2) Chassis Service, Custom 159 0032433 Manuals, Two (2) Chassis Operation, Custom 160 0002928 Electrical Diagrams 161 0518282 Pumper, PUC, Alum 162 0554271 Body Skirt Height, 20" 163 0501271 Tank, Water, 750 Gallon, Poly, Rectangular Form Fitting, PUC 164 0003405 Overflow, 4" Water Tank, Poly 165 0028104 Foam Cell Required 166 0044431 Sleeve through Tank - Up to 3" Plumbing Qty, Sleeve - 2 167 0553729 Not Required, Restraint, Water Tank, Heavy Duty 168 0003429 No Direct Tank Fill Req'd 169 0003424 (No Dump Valve required) 170 0048710 Jet Assist Not Req'd 171 0030007 (No Dump Chute Required) 172 0514778 Not Required, Switch, Tank Dump Master 173 0597043 Body Height, PUC Body Height - 92.00" 174 0199241 Hose Bed, Alum, Pumper, PUC 175 0003482 Hose bed Capacity, Additional Capacity, Hosebed - 1000' of 5" and 600' of 3" 176 0003488 Divider, Unpainted Hose Bed Qty, Hosebed Dividers - 2 177 0087562 Cover, Hose Bed, Roller Shutter, Pumper Color, Vinyl Cover - c) black 178 0587696 Hose Restraint, Hosebed, One Piece Vinyl Flap, Hosebed Frame, Rear Color, Vinyl Cover - a) red Type of fastener - spring clip and hook - bottom of hosebed Type of fastener, Rear - quarter turn - Rear of Hosebed Vinyl flap weight - not weighted 179 0515525 Not Required, Runningboard, PUC 180 0545026 Tailboard, Folding, Space Saver - Treadplate, PUC, Smooth Aluminum Rear Wall 1 1 1 1 1 1 1 1 I K 10/7/2010 1:10:25PM Page 4 Line Option Code Type Option Description Qty 181 0003531 Tow Bar, Under Tailboard 182 0518286 Construction, Compt, Alum, Pumper, PUC 183 0503804 DS 189" Rollup, (1) 62" Fwd, (1) 52" RR, Full Hght &Dpth, Ft &Rr, PUC 184 0503803 PS 189" Rollup, (1) 62" Fwd, (1) 52" RR, Full Hght &Dpth, Ft &Rr, PUC 185 0041121 Doors, Roll -up, Gortite, Satin Finish, Side Compartments 186 0515271 Rear - Rollup Dr/39.50" FF - PUC 187 0515445 Door(s), Swing Tailboard /Roll -up, Gortite, Satin Finish, Rear Compt, PUC Latch, Gortite, Roll -up - Non - locking, rear 188 0515679 189" Hatch, (2) Lift -up, 21" Wide, Both Sides, PUC Size, Hatch Compt, Height - 19.00" 189 0003982 Tray, 500 lb Slide -out, 2" Sides - Floor Mounted Location - as directed Qty, Tray (slide -out) - 02 190 0544614 Toolboard, Swing -out, Alum, .188 ", Peg Board, 3G Finish - DA finish location - D2 Location, Pivot - Front Mounting, Toolboard - Adjustable Frt-back Qty - 1 191 0034160 Compt, Backboard Storage, (2) Over Pump and Rearward, Access Both Sides Size - as directed 192 0009729 Pac Trac, Installed on Compt Wall Location - 5 compartments as determined at preconstruction Qty, Comp. Accessory - 05 193 0553396 Shelf Tracks, Recessed, PUC 194 0553538 Shelves, Adjustable, 500 lb Capacity, Brushed Aluminum, 3rd Gen Location, Shelf - TBD Qty, Shelf - 05 195 0063064 Rubrail, Aluminum Extruded, Side of Body, 3rd Gen Body 196 0515441 Fender Crowns, Rear, S /S, W /Removable Fender Liner, Pumper, 3rd Gen 197 0519849 Not Required, Hose, Hard Suction 198 0022041 No Handrails Req'd @ Side Pump Panel, No Pump Module 199 0521763 No Handrail, Req'd, Beavertail, PUC 200 0000941 No Handrail, Rear Above Hose Bed Req'd. 201 0518611 Compt, Air Bottle in Fender Panel, S /S, PUC Location, Bracket/comp. - passenger side front and rear and driver side forward Qty, Air Bottle Comp - 3 202 0062640 Insert, Air Bottle Compt, "W" Shaped Qty, - 02 203 0553878 SP Compt, Fire Extinguisher, Single in Rear Fender Panel, S /S,PUC Location, Bracket/comp. - driver side rear Qty, - 1 204 0004225 Ladder, 24' Duo - Safety 900A 2 -Sect 205 0004230 Ladder, 14' Duo - Safety 775A Roof 206 0568383 Rack, Ladders, in DS Full Depth Body, PUC, Smooth Aluminum Door 207 0014245 Ladder, Folding, 10'585A, Duo - Safety, w /Mtg Location, Fold Ladder - d) Ladder comp 208 0533377 Pole, Pike 8', Pumper, Provided by Fire Department 209 0533375 Pike Pole, 6', Pumper, Provided by Fire Department 210 0521734 No Steps Required, Front Of Body, PUC 211 0515519 Ladder, Top Access, Alum, RH Rear, PUC 212 0515695 Pump, Pierce, 1500 Single Stage, PUC 213 0515822 Mechanical Seals, Silicon Carbide 214 0091446 Pump Setup Charges N/A 215 0515705 Gearcase, Pierce Pump, REPTO - Clutch Drive 216 0521309 Pumping Mode, Pump and Roll /Stationary, Basic, PUC 217 0515829 Pump Shift, Sure -Shift 218 0515833 Transmission Lock -up, Not Req'd, Park to Neutral, Pump, PUC 219 0515835 Auxiliary Cooling System, PUC 220 0014486 (No Transfer Valve Required on 1 Stage Pump) 1 1 1 1 1 1 1 2 1 5 1 5 1 1 1 1 1 1 3 `a 10/7/2010 1:10:25PM Page 5 Line Option Code Type Option Description Qty 221 0013050 Valve, Relief Intake, Akron 1 222 0515838 Controller, Pressure, Pierce, PUC 1 223 0516742 Primer, Pierce, for PUC 1 224 0516694 Manuals, Pump (2), CD, Pierce Pump 1 225 0519952 Plumbing, Stainless Steel & Hose, PUC 1 226 0064656 Not Required, Black Iron Pipe with S/S Plumbing 1 227 0032998 Warranty, 10 Year S/S Pumbing, WA0035 1 228 0517852 Inlets, 6.00" - 1500 GPM, Pierce Pump 1 229 0519393 Side Inlet Caps, Both Provided by Fire Department 1 230 0084610 Valves, Akron 8000 series- All 1 231 0004660 Inlet, LH Side, 2.50" gated 1 232 0029147 No Aux. Inlet on RH Side 1 233 0520002 Valve, Inlet(s) Recessed, Side Cntrl, PUC 1 Qty, Inlets - 1 234 0004700 Inlet Control At Valve 1 235 0544974 Inlet, Rear, 4 " -6" w /5" Plmb, Tailboard Height, w /Bleeder Valve, PUC 1 Inlet, Size - Five Location - driver side 236 0520267 Cap, Rocker Lug, Rear Suction - VLH 1 237 0024831 Control, Electric, Rear Lrg Inlet, w /ID lights 1 238 0009662 Intake Relief Valve, Rear Inlet 1 239 0092568 No Rear Inlet (auxiliary) Requested 1 240 0563738 Valve, .75 Bleeder, Aux. Side Inlet, Swing Handle 1 241 0520277 Line, (1) 3.00" Valve/ 4" PlbTank to Pump, PUC 1 242 0595508 Outlet, 1.50" Tank Fill, PUC 1 243 0516755 Outlet(s), LH Side, 2.50" (2), PUC 1 244 0556669 Outlet(s), RH Side, 2.50 ", (1), Electric Control, PUC 1 245 0556677 Outlet, 4" w /4" Valve, Right Side, Akron valve, Electric, PUC 1 246 0005000 Outlet, Front, 2.50" w/2.50" plumbing, Top of Bumper 1 Location, Outlet - a) passenger's side 247 0092575 No Rear Outlet Requested 1 248 0516815 Outlet, Rear, 2.50" W/2.50" Vlv, 3.00 "Plm, Through Tank, Additional, PUC 2 Location, Outlet - c) one (1) each side Qty, Discharges - 02 249 0085076 Caps for 1.50" - 3.00" Discharges - VLH 1 250 0563739 Valve, .75 Bleeder, Discharges, Swing Handle 1 251 0055095 Not Required, 2.5" Elbows, LH 1 252 0021134 Not Required, Elbows, RH 1 253 0045099 No Elbows Req'd, Rear Outlets 1 254 0536635 Elbows, Added Rear, 45 Degree - 2.50" Outlets - VLH, PUC 1 255 0527969 Cap, 4.00 ", IPO Elbow, Large Diameter Discharge 1 256 0552943 Control, Outlets, Swing Handle, Elect PS Outlets, Akron 9315, Press Display, PUC 1 257 0516865 Outlet, 3.00" Deluge w /Elkhart Extender, Elec Extension (18 "), 2.50" Valve, PUC 1 258 0543587 Monitor, Elkhart, Vulcan RF, Electric, Radio remote control 1 Monitor Finish - Unpainted 259 0058724 Nozzle, Elkhart SM- 1250E, 1,250 GPM - Electric 1 260 0075964 Deluge Mount, Elkhart Vulcan when an Extender is used 1 261 0516873 Crosslays, Low Mount, (2) 1.50 ", Std. Cap, W /Poly Trays, PUC 1 262 0516878 Crosslay, (1) 2.50" Std Cap, W/ Poly Tray, PUC 1 263 0588430 Hose Restraint, Crosslay /Deadlay, Bar and Hook, Heavy Nylon Web, Each Side, PUC 1 Nylon Web Color - Black Qty, - 01 Type of fastener - spring clip and hook 264 0535062 Deadlay (1) No Plumbing, Std Capacity, W /Poly Tray, PUC 1 265 0039605 Tray(s), Poly, Additional, Speedlays 2 Qty, - 02 266 0589475 Foam Sys, Husky 3, Single Agent, PUC 1 Discharge, Foam - 3CL, Rr, Frt 267 0012126 Not Required, CAF Compressor 1 268 0592527 Refill, Foam Tank, Integral, Husky 3 1 10/7/2010 1:10:25PM Page 6 Line Option Code Type Option Description Qty 269 0031896 Demonstration, Foam System, Dealer Provided 270 0020148 Foam Cell, 30 Gallon, Reduce Water Foam, Brand Name - Chemguard Type of Foam - Class "A" 271 0091036 Drain, 1.00" Foam Tank #1 272 0091079 Not Required, Foam Tank #2 273 0091112 Not Required, Foam Tank Drain 274 0515692 Pump Operators Panel, 31 ", " Control Zone ", PLC 275 0032479 Pump Panel Configuration, Control Zone 276 0516975 Panel, Pump, Gauge, Operators, Brushed S /S, PLC 277 0516978 Pump and Plumbing Access, Simple Tilt Service, PUC 278 0520016 Not Required, Pumphouse Structure, PLC 279 0516983 Engine Indicators, Included With Pierce Pressure Controller, PLC 280 0005601 Throttle Included w/ Pressure Controller 281 0549333 Indicators, Engine, Included with Pressure Controller 282 0511078 Gauges, 4" Master - Class 1, 30 "- 0- 600psi 283 0511100 Gauge, 2.0" Pressure - Class 1, 30 "- 0- 400psi 284 0517009 Gauge, Water Level, Pierce, In pressure Controller, W/ Mini Slave, PUC 285 0062992 Gauge, Foam Level, (1) Tank, Class 1 286 0520243 Light, Pump Operator /Pump Panel, Side Ctrl, PUC 287 0509732 Electrical, Impel/Velocity /Contender Big Block 288 0556337 Lights, Step, Ri -Tar Model M27HW2 Super LED at Rear Tailboard 289 0564683 Lights, Tail, Whelen M6BTT Red LED Stop /Tail, M6T Am LED, Arw Dir, For TI Lt Hsg 290 0561471 Lights, Backup, Whelen M6BUW, LED, For Tail Lt Housing 291 0088869 Lights, Identification /Clearance, Rear, Truck -Lite, 26251 LED 292 0556842 Bezels, Whelen, (2) M6 chrome Pierce, For mtg (4) Whelen M6 lights 293 0521285 Light, Directional /Marker, Intermediate Light, Truck -Lite Model 60115Y LED 294 0543751 Light, Do Not Move Apparatus Alarm, Do Not Move Truck - a)alarm 295 0509042 Messages, Open Door /Do Not Move Truck, Imp/Vel, AXT, CBBC MUX 296 0545066 Lights, Compt, Amdor, LED, NFPA 2009 Minimum { Location - all roll ups Qty, - 06 297 0538215 Lights, Hatch Compt, Amdor, Luma, PUC 298 0520326 Light, Pump Compt, PUC 299 0057865 Lights, Perimeter Scene Cab Exits, Truck -Lite, Model 60 Cab, Perimeter Scene - Cab, 4dr Custom 300 0057863 Lights, Perimeter Scene, Truck -Lite 60 (4) Us, Pump Panel /Rear Step Area Switch, Location, Perim - cab rocker switch 301 0569107 SP Light,Havis,Whelen, I 2V PFP2B Pioneer LED,Side Mount,Top Raise Pole,Black Housing Location, lights - one each side back of cab Qty, Lights - 02 Switch, 1 Scene Cntrl - a)driver side cab sw panel Switch, 2 Scene Cntrl - b) pump panel To Do Not Move Truck Lt - b)not connected to 302 0590009 Light, Visor, Whelen, 12V PCP2B Pioneer LED Spot/Floodlt, Blk 1st Location, driver's /passen - center Qty, - 01 Switch, Lt Control 1 DC,1 - a) DS Switch Panel Switch, Lt Control 2 DC,2 - e) No Control Switch, Lt Control 3 DC,3 - d) No Control 303 0589768 Light, Whelen, 12V PFP1 Pioneer LED Floodlt, Recessed 15 Deg 1st Location, lights - one on each side of the cab Qty, - 02 Switch, Lt Control 1 DC,1 - a) DS Switch Panel Switch, Lt Control 2 DC,2 - g) PS Switch Panel Switch, Lt Control 3 DC,3 - b) DS Cab Doors Switch, Lt Control 4 DC,4 - g) PS Cab Doors 304 0589796 Light, Whelen, 12V PCP2 Pioneer LED Spot/Floodit, Recessed 15 Deg 1st Location, lights - rear body at hatch compartments, non ladder side 1 6 1 1 1 E , K 10/7/2010 1:10:25PM Page 7 Line Option Code Type Option Description Qty 10/7/2010 1:10:25PM Page 8 Qty, - 01 Switch, Lt Control 1 DC,1 - a) DS Switch Panel Switch, Lt Control 2 DC,2 - c) DS Rear of Apparatus Switch, Lt Control 3 DC,3 - d) No Control Switch, Lt Control 4 DC,4 - d) No Control 305 0517032 Lights, Work, Code -3, (2) 41 *15, PUC Flange Kit - w /o) with out flange Switch, Scene Lt Cntrl - a)driver sw panel 306 0544332 Portable Hand Light, Provided by Fire Department, Pumper NFPA Classification 307 0564138 Camera System, Zone Defense, Rear Camera & 7" LCD Display Location, Camera Monitor - Driver Side Dash 308 0066052 Air Horns, (2) Grover in Bumper Outside Frame Location, Air Horn (bmpr) - one each side 309 0046064 Control, Air Horn, Horn Ring Only 310 0525667 Siren, Whelen 295SLSA1, 100 or 200 Watt 311 0510206 Location, Elect Siren, Recessed Overhead in Console Location, Elec Siren - Overhead, Above Eng Tunnel DS 312 0006145 Control, Elec Siren, Horn Ring, PS Foot Sw 313 0561882 Speaker, Whelen SA315P, 100 watt Connection, Speaker - siren head Qty, Speakers - 1 314 0548352 Location, Recessed in the Front Bumper, Driver Side 315 0063286 Lightbar, Whelen, Freedom, FN * *QLED, 4 -R, 2 -C, 2 -RC Length, Wln Lightbar - 77" 316 0540679 Lights, Side Zone Lower, Whelen M6 *C LED, Clear Lens 2pr Color, Lt Side Front - r) Side Front Lt Red Color, Lt Side Rear - r) Side Rear Lt Red Location, lights frt side - b)each side bumper Location, lights rear - centered 317 0076758 Lights, Rear Zone Lower, Whelen Super 600 LED Color,Whin Sup600 LED - b) rd /cl Flange Kit - w /o) with out flange 318 0524792 Light, Rear /Side Upper Zone, Whelen 4- 40RR5S *R LED, Red Color, Lens, LED's - c)clear 319 0006551 Not Required, Lights, Rear Upper Zone Blocking 320 0016610 Mtg, Rear Warn Lts, Std Mount, S/S Brkts 321 0016794 Receptacle Strip, 15A 120V Outlet, 6- Place, Shoreline Location, Receptacles - in PS EMS compartment Qty, Receptacles - 01 322 0016857 Shoreline, 20A 120V, Kussmaul Auto Eject, "Super" Color, Kussmaul Cover - b) red Connection, Shoreline - battery charger on one and Coleman on other Qty, Shoreline - 2 323 0026800 Shoreline Location Location, Shoreline (s) - 05) DS Rear bulkhead 324 0519934 Not Required, Brand, Hydraulic Tool System 325 0007150 Bag of Nuts and Bolts Qty, Bag Nuts and Bolts - 1 326 0532883 NFPA Required Loose Equipment, Pumper, Provided by Fire Department 327 0540114 Soft Suction Hose, Provided by Fire Department, Pumper NFPA Classification 328 0027023 No Strainer Required 329 0533269 Extinguisher, Dry Chemical, Pumper, Provided by Fire Department 330 0533278 Extinguisher, 2.5 Gal. Pressurized Water, Pumper, Provided by Fire Department 331 0532921 Axe, Flathead, Pumper, Provided by Fire Department 332 0532924 Axe, Pickhead, Pumper, Provided by Fire Department 333 0559690 Paint, Two Tone, Cab and Body, w /shield, Custom Cab Paint Color, Upper Area - Black Paint, Color - red #90 334 0017241 Paint Chassis Frame Assy. Black, Std. 335 0516417 Wheels, Accent Stripe on Outer Edge, Single Axle 10/7/2010 1:10:25PM Page 8 Line Option Code Typ Option Description Qty Color, Paint - gold 336 0516412 Wheels, Painted Job Color, Outer Wheel Surface 1 Color, Paint - red #90 337 0007230 Compartment paint, Spatter gray 1 338 0544129 Reflective Band, 1 " -6 " -1" 1 Color, Reflect Band - A - i) gold Color, Reflect Band - B - p) black Color, Reflect Band - C - ze) gold 339 0510041 Reflective across Cab Face, ImpNel 1 340 0536952 Stripe, Chevron, Rear, Diamond Grade, Pumper, PUC w/ Space Saver - Uncovered 1 Color, Rear Chevron DG - fluorescent yellow green 341 0065687 Stripe, Reflective, Cab Doors Interior 1 Color, Reflective - a) white 342 0017773 Stripe, Gold Leaf (1) Ea. Body Side, Over Fender, Single Axle 1 343 0010197 Stripe, Gold Leaf, (1) Side of Cab, Over Fender Only 1 344 0027372 Lettering Specifications, (GOLD STAR Process) 1 345 0007246 Lettering, Gold Leaf 3" w /outline & shade (41 -60) 1 346 0560389 Lettering, Reflective 8" w /Outline 16 Color, Outline /Shadow - a) black Color, Reflective - a) white Location, Lettering - TBD Qty, Lettering - 16 347 0516710 Emblem, Texas Flag Painted on Cab Grille, All Custom Chassis 1 348 0030008 Warranty, Basic, 1 Year, Apparatus, WA0008 1 349 0553301 Warranty, Chassis, 3 Year, Velocity /Impel, WA0037 1 350 0595767 Warranty, Frame, 50 Year, Velocity /Impel, WA0038 1 351 0595698 Warranty, Axle, 3 Year, TAK -4, WA0050 1 352 0530524 Warranty, Axle, 2 Year, Meritor, General Service, WA0046 1 353 0019914 Warranty, Structure, 10 Year, Custom Cab, WA0012 1 354 0003401 Warranty, Water Tank, Lifetime, UPF, Poly Tank, WA0036 1 355 0596025 Warranty, Structure, 10 Year, Body, WA0009 1 356 0516693 Warranty, Pump, 6 Year, PUC, WA0039 1 357 0595813 Warranty, Paint, 10 Year, Cab, Pro -Rate, WA0055 1 358 0595820 Warranty, Paint, 10 Year, Body, Pro -Rate, WA0057 1 359 0595421 Warranty, Goldstar, 3 Year, Apparatus, WA0018 1 360 0596346 Warranty, Extended, 2 Year, Custom Chassis, Class M, WA0060 1 361 0000048 Engineering Attribute - PUMPER /TANKER, 3rd Gen 1 362 0000012 PIERCE CHASSIS 1 363 0004713 ENGINE, OTHER 1 364 0046395 EVS 3000 Series TRANSMISSION 1 365 0520324 PIERCE PUMP 1 366 0020009 POLY TANK 1 367 0028048 FOAM SYSTEM 1 368 0020006 SIDE CONTROL 1 369 0020007 AKRON VALVES 1 370 0020015 ABS SYSTEM 1 10/7/2010 1:10:25PM Page 9 1 1VAIARTIN APPARATUS, INC. 3500 Shelby Lane Denton, TX 76207 October 7, 2010 Chief Mike McMurray Kennedale Fire Rescue 100 Clover Lane Kennedale, TX 76060 Re: Proposal for One (1) new Pierce Custom PUC Pumper Martin Apparatus, Inc., the licensed and authorized dealer for Pierce Manufacturing Inc. in the State of Texas and in the State of Louisiana, is pleased to provide the following proposal for one (1) new Pierce Custom Pumper. This proposal, EP300204 -232, is based on the accompanying proposal specifications, which are tailored to meet your needs. The proposal pricing is based on current Buy Board proposal pricing and includes the fees associated with Buy Board. One (1) new Pierce Custom PUC Pumper $ 450 Pricing is based on a 2007 Cuinmins 425 engine which is available only on a first come first serve basis. Additional charges will apply if there is no quantity of 2007 engines available at time ofpurchase order and a 2010 engine is required. The proposal pricing includes the delivery cost from Appleton, Wisconsin. Travel expenses for your personnel (2 trips, 3 personnel) travel to our factory are included in this proposal. Delivery time for the proposed unit will be within 7 to 8 months from the date of order which will be the date that a Purchase Order is received by Martin Apparatus Inc. This proposal is valid for 30 days from the above date.* Subject to engine availability. Tax is not included in this proposal. In the event that the purchasing organization is not exempt from Sales Taxes or any other applicable taxes and /or the proposed apparatus does not qualify for exempt status, it is the duty of the purchasing organization to pay any and all taxes due. Payment is due to Martin Apparatus Inc. upon acceptance of the apparatus at the factory. Payment must be remitted to: Payment Mailing Address Payment Wiring Information Martin Apparatus Inc., JP Morgan Chase Bank, N.A. P.O. Box 975262 Dallas, TX 75201 Dallas, TX 75397 -5262 Account # 724367016 Routing #: 111000614 26- 1557803 Fed Tax ID Page 1 of 2 MARTIN APPARATUS 3600 Shelby Lane Denton, TX 76207 Any changes to the original specification will be invoiced or credited as a separate transaction from the original proposal. A late fee of .033% per day will be charged for overdue payments for the first 30 days and a fee of .044% per day thereafter. In the event that the purchase order is cancelled or terminated before completion, Martin Apparatus Inc. may charge a cancellation fee. The following charge schedule based on costs incurred may be applied: (a) 10% of the Purchase Price after order is accepted and entered by Pierce; (b) 20% of the Purchase Price after completion of the approval drawings, and; (c) 30% of the Purchase Price upon any material requisition. The cancellation fee will increase accordingly as costs are incurred as the order progresses through engineering and into manufacturing. Martin Apparatus Inc. endeavors to mitigate any such costs through the sale of such product to another purchaser; however, the customer shall remain liable for the difference between the purchase price and, if applicable, the sale price obtained by Martin Apparatus Inc. upon sale of the product to another purchaser, plus any costs incurred by Martin Apparatus Inc. to conduct any such sale." In an effort to ensure that the above stated terms and conditions are understood and adhered to, Martin Apparatus Inc. requires that an authorized individual from the purchasing organization sign and date this proposal cover letter and include it will any purchase orders or contracts. In the event that the purchasing organization has regulations or procedures that do not coincide with the terms and conditions of this proposal, any and all deviations must be submitted to Martin Apparatus Inc. for written approval. An authorized representative of Martin Apparatus Inc. must agree to each and every deviation, in writing, via an amended copy of this proposal cover letter which will then, in turn, require a dated signature from the purchasing organization. Sincerely, 817 454 5394 - cell townb�(a�martinapparatus.com 800 784 6806 — Houston Office 281 442 8050 — Houston Fax I, , representing , desire to purchase the equipment listed on this proposal cover letter and agree to the terms of this proposal. Signature Page 2 of 2 Date Date: October 14, 2010 Agenda Item No: XI -O Subject: Review and consider action to appoint /re- appoint members to the Kennedale Economic Development Corporation Originated by: Bob Hart Summary: Three positions on the EDC require action for appointment/re- appointment: Place 2, 4, and 6. Place 2 is vacant due to the resignation of Doug Parker. His resignation letter is shown below. Place 4 and 6 are filled as shown. Place 2 — Vacant Place 4 — Robert Mundy Place 6 — Mark Yeary Please accept my resignation as a member of the Kennedale Economic Development Board of Directors. Time constraints and work currently make it impossible for me to give what I feel is necessary to be an effective board member. Since I am stepping down from my Place 2 position on EDC, I will also be vacating my role with the Keep Kennedale Beautiful Committee. It is with sadness and trepidation 1 withdraw from both positions. My contributions have been small, but the experiences with wonderful people making positive and groundbreaking decisions for the future of Kennedale have made my involvement these last four years something to be proud of. Thank you for your understanding. I pray the Economic Development Corporation and Kennedale will continue to move forward always doing what is best for the citizens of this great community. Sincerely, /s/ Doug Parker Recommendation: Council will need to identify an individual to fill place 2. You may wish to consider appointment from a local industry or a council member. Date: October 14, 2010 Agenda Item No: XI -P Subject: Review and consider action to approve Resolution No. 340 designating 4.542 acres in Sonora Park as Parkland Originated by: Bob Hart Summary: The city recently received a grant for the Texas Parks and Wildlife Department for the expansion and renovation of Sonora Park. The city acquired tracts of land from the Fincher family, the Love family, and Oncor Electric totaling 4.542 acres. Grant regulations require the property be dedicated as parkland and cannot be converted to other usages without consent of the Texas Parks and Wildlife Department and replaced with like or similar property. The resolution agrees to the grant stipulations and dedicates the 4.542 acres as parkland Recommendations: Staff recommends approval of the resolution as submitted Resolution No. 340 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF KENNEDALE, TEXAS, DEDICATING 4.542 ACRES OF PARKLAND LOCATED IN SONORA PARK AS DESCRIBED IN EXHIBITS (A) (B) (C) & (D) ATTACHED AS OPEN SPACE FOR PERPETUITY, AS REQUIRED BY THE TEXAS PARKS AND WILDLIFE DEPARTMENT; APPROVING THE TERMS AND CONDITIONS OF THE AGREEMENT; AUTHORIZING ITS EXECUTION BY THE CITY MANAGER AND MAYOR; REPEALING ALL RESOLUTIONS IN. CONFLICT; PROVIDING A SEVERABILITY CLAUSE; AND APPROVING AN EFFECTIVE DATE. WHERAS, the City of Kennedale City Council desires to provide quality park facilities for the residents of Kennedale; and WHERAS, the City of Kennedale has obtained a grant from the Texas Parks and Wildlife Department for the development of a community park and desires to comply with all of the requirements set forth in the grant. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KENNEDALE, TEXAS THAT; SECTION 3. Any prior Resolution of the City Council in conflict with the provisions contained in this Resolution are hereby repealed and revolted. SECTION 4. Should any part of this Resolution be held to be invalid for any reason, the remainder shall not be affected thereby, and such remaining portions are hereby declared to be severable. SECTION 5. This resolution shall tape effect immediately from and after its passage and it is so duly resolved. DULY PASSED AND ADOPTED by the City Council of the City of Kennedale, Texas, on this the 14 day of October, 2010. Bryan Lankhorst Mayor Wayne Olson, City Attorney Exhibit "A" Being 2.206 acres of land located in the M.F. Scott Survey, Abstract No. 1450, Tarrant County, Texas, being a portion of the tract of land described in the deed to S.M. Love, recorded in Volume 1740, Page, 554. Deed records, Tarrant County, Texas. Said 2.206 acres of land being more particularly described as follows: BEGINNING at an '/2'- iron rod stamped BEASLEY RPLS 4050 set In the North Line of said Love tract being the South line of a tract of land described in the deed to the City of Kennedale, Texas recorded in Volume 6003, Page 710, Deed Records, Tarrant County, Texas, lying N89'12'22 "E, a distance of 1.080.18 feet from a 7/8" iron rod found at the Northwest corner of said Love tract being the Southwest corner of said City of Kennedale tract; THENCE N89'12'22 "E, a distance of 239.26 feet along the common line of said Love tract and City of Kennedale tract to an '/2" Iron rod stamped BEASLEY RPLS 4050 set at the Northeast corner of said Love tract, from which a 3/8" iron rod found at the Northwest corner of a tract of land described in the deed to C. D. Fincher and Mary Lane Fincher recorded in Volume 6928, Page 119, Deed Records, Tarrant County, Texas bears N87'1 1'03"E a distance of 30.12 feet and an 1 /2 " iron rod found at an ell corner in the South line of said City of Kennedale tract bears N89'12'22 "E a distance of 172.76 feet; THENCE S00'08'25 "E, along the East line of said Love tract at a distance of 590.91 feet passing a point In the North line of a tract of land described in the deed to Texas Electric Service Company recorded in Volume 3953, Page 36, Deed Records, Tarrant County, Texas From which a 3/8 iron rod found at the Northwest corner of said Texas Electric tract recorded In Volume 3953, Page 36, bears S89'54'30 "W a distance of 0.96 feet, in all a distance or 639.01 feet to an' /" iron rod stamped BEASLEY RPLS 4050 set at the Northeast comer of a tract of land described in the deed to Texas Electric Service Company recorded in Volume 3957, Page 554, Deed Records, Tarrant County, Texas; THENCE S89'22'49 "W. a distance of 76.30 feet along said Electric Service Company tract to an %" iron rod stamped BEASLEY RPLS 4050 set, from which an 1" iron rod found at the Northwest comer of said Electric Service Company tract bears S89'22'49 "W a distance of 1241,68 feet; THENCE N68'07'37 "W, a distance of 13.84 feet to an '/2' iron rod stamped BEASLEY RPLS 4050 set: THENCE N47'37'27 "W, a distance of 52.38 feet to an W iron rod stamped BEASLEY RPLS 4050 set THENCE N1 1'49'48"W, a distance of 99.13 feet to an %" iron rod stamped BEASLEY RPLS 4050 set THENCE N27'57'39 "W, a distance of 57.33 feet to an 1 / " iron rod stamped BEASLEY RPLS 4050 set THENCE N14'18'41 "W, a distance of 21.19 feet to an %" iron rod stamped BEASLEY RPLS 4050 set THENCE N17'38'36 "E, a distance of 65.86 feet to an W iron rod stamped BEASLEY RPLS 4050 set THENCE N76'10'48 "E, a distance of 42.55 feet to an 1 /2" iron rod stamped BEASLEY RPLS 4050 set THENCE N55'10'02 "E, a distance of 32.21 feet to an 1 /2 ' iron rod stamped BEASLEY RPLS 4050 set THENCE N05'34'46 "E, a distance of 32.63 feet to an %" iron rod stamped BEASLEY RPLS 4050 set THENCE N22'1 0'43"W, a distance of 53.93 feet to an 1 /2" iron rod stamped BEASLEY RPLS 4050 set THENCE N50'19'38 "W, a distance of 16.13 feet to an %" iron rod stamped BEASLEY RPLS 4050 set THENCE N20'36'02 "W, a distance of 53.38 feet to an %2" iron rod stamped BEASLEY RPLS 4050 set THENCE N27'15'40 "W, a distance of 217.86 feet to an'/" iron rod stamped BEASLEY RPLS 4050 set Exhibit "B" Being 1.381 acres of land located in the M.F. Scott Survey, Abstract No. 1450, and the C.B. Teague Survey, Abstract No. 1506, Tarrant County, Texas, being a portion of the tracts of land described in the deed to Texas Electric Service Company, recorded in Volume 3957, Page, 554, and Volume 3953, Page 36, Deed Records, Tarrant County, Texas. Said 1.381 acres of land being more particularly described as follows: BEGINNING at an Y2" iron rod stamped BEASLEY RPLS 4050 set in the North line of said Electric Service Company tract recorded in Volume 3957, Page 554, lying N89 °22'49 "E a distance of 1241.68 feet from an 1" iron rod found at the Northwest corner of said Electric Service Company tract recorded in Volume 3957, Page 554; THENCE N89 0 22'49 "E, a distance of 76.30 feet along said North line of said Electric Service Company tract recorded in Volume 3957, Page 554, to an %" iron rod stamped BEASLEY RPLS 4050 set in the West line of said Electric Service Company tract recorded in Volume 3953, Page 36; THENCE N01 0 16'38 "W, a distance of 48.11 feet along said West line 3/8" iron rod found at the Northwest corner of said Electric Service Company tract recorded in Volume 3953, Page 36, and an Y2" bent iron rod found at the approximate Southwest corner of a tract of land described in the deed to C.D. Fincher and Mary Lane Fincher recorded in Volume 6928, Page 119, Deeds Records, Tarrant County, Texas bears N89 °23'59 "E a distance of 32.86 feet; THENCE S89 0 54'30 "E. a distance of 222.41 feet along the North line of said Electric Service Company tract recorded in volume 3953, Page 36, to an Y2" iron rod Stamped BEASLEY RPLS 4050 set; THENCE S43 0 43'57 "E, a distance of 28.20 feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S41 0 31'51 "E, a distance of 124.40 feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S36 0 28'24 "E, a distance of 76.88feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S28 0 18'19 "E, a distance of 64.60 feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S42 0 29'08 "E, a distance of 37.57 feet to an %" iron rod stamped BEASLEY RPLS 4050 set in the South line of said Electric Service Company tract recorded in volume 3953, Page 36; THENCE N88 0 15'59 "W, a distance of 199.18 feet along said South line to an %" iron rod stamped BEASLEY RPLS 4050 set from which an %" iron rod found at the Southwest corner of said Electric Service Company tract recorded in Volume 3953, Page 36, lies N88'15'59 "W a distance of 221.61 feet; THENCE N35 0 41'22 "W, a distance of 90.06 feet to an 1/2" iron rod stamped BEASLEY RPLS 4050 set; THENCE N52 0 20'50 "W, a distance of 106.54 feet to an 1/2" iron rod stamped BEASLEY RPLS 4050 set; THENCE N68 °27'37 "W, a distance of 178.16 feet to the point of beginning, containing 1.353 acres in the C.B. Teague Survey and 0.028 acres in the M.F. Scott survey for a total of 1.381 acres of land. The bearings recited hereon are oriented to NAD 83 North Central Texas Grid Bearings Exhibit "C" Tract 1: Being 0.565 acres of land located in the C.B. Teague Survey, Abstract No. 1506, Tarrant County, Texas, being a portion of the tracts of land described in the deed to C.D. Fincher and Mary Lane Fincher, recorded in Volume 6928, Page 119, Deed Records, Tarrant County, Texas. Said 0.565 acres of land being more particularly described as follows: BEGINNING at a point lying in the North line of a tract of land described in the deed to Texas Electric Service Company, recorded in Volume 3953, Page 36, Deed Records, Tarrant County, Texas, at the Southwest corner of said Fincher tract, from which a 3/8" iron rod found at the Northwest corner of said Electric Company tract bears S89'54'30 "W a distance of 32.86 feet and an 1 / " iron rod found bears S00; 18'59 "E, a distance of 0.40 feet; THENCE N00 0 18'59 "W, a distance of 521.14 feet along the west line of said Fincher tract to an %" iron rod stamped BEASLEY RPLS 4050 set from which a 3/8" iron rod found at the Northwest corner of said Fincher tract, bears N00'1 8'59 "W a distance of 71.21 feet; THENCE S31 0 13'03 "E, a distance of 58.62 feet to an W iron rod stamped BEASLEY RPLS 4050 set; THENCE S14 0 56'08 "E, a distance of 77.83 feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S17 0 18'39 "W, a distance of 153.16 feet to an'/" iron rod stamped BEASLEY RPLS 4050 set; THENCE South, a distance of 93.25 feet to an W iron rod stamped BEASLEY RPLS 4050 set; THENCE S57 0 13'55 "E, a distance of 102.11 feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S46 0 41'59 "E, a distance of 74.26 feet to an %" iron rod stamped BEASLEY RPLS 4050 set; THENCE S43 0 43'57 "E, a distance of 68.95 feet to an %2' iron rod stamped BEASLEY RPLS 4050 set in the south line of said Fincher tract; THENCE N68 0 27'37 "W, a distance of 189.55 feet along said south line to the point of beginning, containing 0.565 acres of land. NOTE: THE COMPANY DOES NOT REPRESENT THAT THE ABOVE ACREAGE OR SQUARE FOOTAGE CALCULATIONS ARE CORRECT. Exhibit "D" Tract 2: Being 0.390 acres of land located in the C.B. Teague Survey, Abstract No. 1506, Tarrant County, Texas, being a portion of the tract of land described in the deed to Oliver S. Kennedy and John D. Hudson, recorded in Volume 37, Page 270, Deed Records, Tarrant County, Texas. Said 0.390 acres of land being more particularly described by metes and bounds as follows: BEGINNING at an Y2" iron rod stamped BEASLEY RPLS 4050 set in the most Easterly West line of said Teague Survey, lying S00'08'25 "E, a distance of 19.52 feet from an 1 /2" iron rod stamped BEASLEY RPLS 4050 set at the Northeast corner of a tract of land described in the deed to S.M, Love, recorded in Volume 1740, Page 554, Deed Records, Tarrant County, Texas, said Northeast corner being the Northeast corner of the M.F. Scott Survey, Abstract No. 1450, Tarrant County, Texas THENCE S31 0 13'03 "E, a distance of 58.70 feet to an 1 /2" iron rod stamped BEASLEY RPLS 4050 set in the West line of parcel No.1 described in the deed to C.D. Fincher and Mary Lane Fincher recorded in Volume 6928, Page 119, Deed Records, Tarrant County, Texas from which a 3/8" iron rod found at the Northwest corner of said Fincher tract bears N00'1 8'59"W a distance of 71.21 feet; THENCE S00 0 18'59 "E, a distance of 521.14 feet along said West line of the Fincher tract to a point in the North line of a tract of land described in the deed to Texas Electric Service Company, recorded in Volume 3953, Page 36, Deed Records, Tarrant County, Texas at the Southwest corner of said Fincher tract from which an Y2" iron rod found bears S00'18'59 "E, a distance of 0.40 feet; THENCE S89 0 54'30 "W, a distance of 31.90 feet to along the said North line of the Texas Electric tract to a point in the West line of said Kennedy tract, said point lying N89'54'30 "E a distance of 0.95 feet from 3/8" iron rod found at the northwest corner of said Texas Electric tract; THENCE N00 0 08'25 "W, a distance of 571.39 feet along said west line of the Kennedy tract to the point of beginning, containing 0.390 acres of land. Date: October 14, 2010 Agenda Item No: XI -Q Subject: Consider authorizing the City Manager to execute an Interlocal Agreement with Tarrant County for the reconstruction of Gilman Road Originated by: Bob Hart Summary: Tarrant County has awarded an economic development grant in the amount of $382,700 to the City of Kennedale for the reconstruction of Gilman Road. The grant is for material to reconstruct Gilman Road with the county paying for equipment and labor costs. The County requires the approval of an Interlocal agreement for the work. The agreement is typical of all county Interlocal agreements in that it is a reimbursing contract. The district attorney had not completed his review of the contract prior to preparation of the agenda; however, it has been placed on the agenda in order to meet the county's needs for timely action. I anticipate receiving the proposed contract prior to the meeting. Recommendation: authorize the city manager to sign the agreement subject to the review and approval of the city attorney.