2015_10.26 CC PacketI X
1
KENNEDALE
You're Here, Your Horne
www_c ityofkennedale.com
KENNEDALE CITY COUNCIL AGENDA
REGULAR MEETING
October 26, 2015
CITY HALL COUNCIL CHAMBERS, 405 MUNICIPAL DRIVE
WORK SESSION at 6:30 PM
REGULAR SESSION at 7:00 PM
I. CALL TO ORDER
II. WORK SESSION
*NOTE: Pursuant to Section 551.071, Texas 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.
A. Discuss water delivery and billing /collection issues
B. Discussion of items on regular agenda
III. REGULAR SESSION
IV. ROLL CALL
V. INVOCATION
VI. UNITED STATES PLEDGE
VII. TEXAS PLEDGE
"Honor the Texas Flag; I Pledge Allegiance to Thee, Texas, One State under God; One and Indivisible."
VIII. VISITOR /CITIZENS 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.
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.
405 Municipal Drive, Kennedale, TX 76060 I Telephone: 817-985-2100 I Fax: 817 -478 -7169
A. Updates from City Council
B. Updates from the Mayor
- Monarch Migration Day Proclamation
- Arbor Day Proclamation
C. Updates from the City Manager
X. MONITORING INFORMATION
A. Executive Limitations
B. Ends
- Balanced Scorecard
XI. INCIDENTAL ITEMS (CONSENT)
All matters listed under incidental items (consent) 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 the selection of Halff Associates to prepare a grant application through FEMA for federal
funding of the purchase and removal of flood prone structures under the Hazard Grant Mitigation
Program; and to assist the City of Kennedale in the implementation of a Hazard Grant Mitigation
Program Plan; and to authorize the City Manager to execute a contract
B. Consider approval of contract with Freese and Nichols to conduct an Impact Fee Study
C. Approve Schedule of Investment Activity for quarter ending September 30, 2015
XII. REQUIRED APPROVAL ITEMS
XIII. DECISION ITEMS
A. Consider approval of minutes from September 21, 2015 meeting
B. Consider approval of minutes from October 6, 2015 Special Interview meeting
C. Consider approval of minutes from October 7, 2015 Special Interview meeting
D. Consider approval of minutes from October 19, 2015 meeting
E. City Council to consider making appointments to the Board of Adjustment /Building Board of
Appeals, Keep Kennedale Beautiful Commission, Kennedale Economic Development Corporation,
Parks and Recreation Board, Planning and Zoning Commission and Library Advisory Board
F. Consider appointment of an Impact Fee Advisory Board
G. Consider Resolution 463 authorizing participation in various cooperative purchasing programs
H. Consider Resolution 464 adopting an amended City of Kennedale Financial Management Policy
I. Consider Resolution 465 adopting an amended City of Kennedale Identity Theft Prevention
Program Policy
J. Consider Resolution 466 adopting an amended City of Kennedale Grant Submission & Acceptance
Policy
K. Consider Resolution 467 adopting an amended City of Kennedale Fraud Policy
L. Consider Resolution 468 adopting an amended City of Kennedale Unclaimed Property Policy
M. Consider Resolution 469 adopting an amended City of Kennedale Purchasing Policy
N. Consider Resolution 470 adopting an amended City of Kennedale Procurement Card
Program Policy
O. Consider Resolution 471 adopting an amended City of Kennedale Investment Policy
P. Consider Resolution 472 adopting an amended City of Kennedale Internal Controls & Cash
Handling Policy
Q. Consider Resolution 473 adopting an amended Kennedale Fund Balance Policy
R. Consider approval of an Ordinance 579 amending the city's schedule of administrative fees
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
parking spaces for disabled citizens are available. Requests for sign interpreter services must be made
forty -eight (48) hours prior to the meetings. Please contact the City Secretary at 817.985.2104 or (TDD)
1.800.735.2989
CERTIFICATION
I certify that a copy of the October 26, 2015, 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 at least
72 hours preceding the schedule time of said meeting, in accordance with Chapter 551 of the Texas
Government Code.
Leslie Galloway, City,.'
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: WORK SESSION - A.
I. Subject:
Discuss water delivery and billing /collection issues
11. Originated by:
111. Summary:
Water service delivery and billing /collection issues
Ends Statement
Kennedale is a family- oriented community (1.0) providing a refuge (2.0)
from the hectic pace of the Dallas /Fort Worth Metroplex. Open spaces,
green belts, and trails enhance our serenity (3.0), quality of life (4.0) and
community (5.0). With easy access (6.0) from major roadways, Kennedale
is economically prosperous, business friendly and conveniently located,
providing opportunities to shop, work and play (7.0).
4.0 Kennedale residents receive excellent municipal services with a
staff that is proactive and responsive to residents needs
4.1 The Kennedale municipal government is well - governed
4.2 Residents and stakeholders feel safe at home and at work in Kennedale.
4.3 Fiscal Resources are managed productively, responsibly, and ethically.
4.4 Kennedale has a quality water, sewer, stormwater drainage,
and solid waste utility system
4.5 Residents and visitors receive fair treatment through the municipal
court system
4.6 Buildings are constructed and maintained in compliance with
national codes
4.7 Kennedale city government is financially responsible and sustainable
4.8 City staff maintains cooperative and collaborative working
relationships based on an Integrative work culture consistent with the core
values of integrity, accountability, teamwork, innovation, and commitment
Discussion outline
1. Water issues west of Mississippi
2. Based on the book — Cadillac Desert
3. Water issues in Texas
1. SAWS water supply strategy
2. West Texas reservoirs
3. aquifers
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817-478-7169
4. DFW population growth
5. Water supply to handle growth
6. Ground water over drafting issues
7. Conservation challenges
1. AMI
2. Education
3. Price signals through time of fuse rates
8. Public private partnership with Fathom Water Management
1. Service issues within context of customer v owner /constituent
2. Point of sale (POS) status
3. Kiosk
9. Asset management
10. Water rate structure for conservation and fixed cost recovery
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
VII. Alternative Actions:
VIII. Attachments:
1.
November 2015 Rotarian Article
Article.pdf
2.
Fathom Customer Care Summary
Summary.pdf
3.
Fathom Information Packet
Information.pdf
4.
Kiosk Data
Kiosk.pdf
5.
Water Consumption A
Consumption.pdf
6.
Water Consumption B
Consumption B.pdf
by CHARLES FISHMAN
illustrations by SEBASTIEN THIBAULT
California's drought
may not be your drought,
n June, in the middle of the worst
I
drought in California's settled history, San
Francisco did something bold that got
almost no attention. The city passed an
ordinance requiring all new developments
of a certain size — commercial or residential
— to install water recycling systems right
on -site. Any new development of 250,000
square feet or larger will have to collect
rainwater and gray water, clean it, and
reuse it in the building or development for
toilets, washing machines, and landscaping
irrigation. New buildings with the recycling
systems also will be able to sell this water
to nearby buildings and developments.
With that ordinance — which passed the
board of supervisors unanimously — San
Francisco became the first city in the United
States to make on -site water recycling man-
datory. In the middle of the drought, the
city was getting ready for the next one, the
drought that will come in 2022 or 2052.
The drought in California entered its
fifth year this summer. In April, for the
first time in history, California's governor,
Jerry Brown, imposed mandatory water
restrictions on the state's water utilities,
requiring residents to reduce their water
use by 25 percent over 2013 amounts. In
June, the first month in which this manda-
tory reduction was in force, residents
surpassed that target, lowering municipal
water use by 27 percent statewide, even
though it was the hottest June in Califor-
nia history. In July, Californians did even
better, cutting water use by 31 percent.
"It's a different world," Brown said.
"We have to act differently."
He made the announcement in a
meadow in the Sierra Nevada mountains,
where there would normally be 51/2 feet
of snow on an April day. He was standing
on bare ground. California gets one -third
of its fresh water each year from melting
snow, but in 2015, the snowpack was just
5 percent of the average, the lowest level
ever documented. Ninety -five percent of
the snow was missing — on top of the four
driest years in state history.
California's drought has been extraor-
dinary any way you measure it. And
because California has the largest economy
in the United States, and has the largest
population, and produces the most food
— including half the nation's fruits and veg-
etables — the drought has affected places
far beyond Sacramento and San Diego.
But at the heart of this is an insight,
largely overlooked: California has done
pretty great in this drought.
The state's economy is soaring — it has
grown faster than the national economy
in every year of the drought. California
leads the country in creating new jobs, and
it is attracting new residents faster than at
any time in the last decade. Even its agri-
cultural community — which uses 80
percent of the water the state requires
each year — is increasing production and
sustaining employment.
There are pockets of misery in the
drought — communities where wells have
run dry, where ordinary Americans strug-
gle every day to get enough water, as if
they lived in a developing nation without
a water system instead of in the richest
state in America. But the astonishing
thing is how little impact the drought has
but it will be soon enough.
48 THE ROTARIAN I NOVEMBER 2015
The way to plan for the turbulent future
of water is by changing how people use it -
not by hoping it will rain.
had on the most important economy in
the country. The reason isn't that water
doesn't matter. Water does matter, and
California has spent the last 20 years get-
ting ready for this drought.
If you look closely, what's really hap-
pening is that the state is pioneering a
whole set of strategies and ideas that com-
munities everywhere should grab hold of
for themselves.
WITH THE WATER RECYCLING ORDINANCE,
San Francisco's officials were doing some-
thing rare when it comes to water: They
were acknowledging reality, understanding
that the way to plan for the turbulent fu-
ture of water is by changing how people
use it — not by hoping it will rain.
San Francisco has done this before.
California's last devastating drought
stretched from 1987 to 1992, and once it
ended, the city never relaxed its drought
rules. Instead, it embarked on a deter-
mined effort to get residents and businesses
to use even less water, permanently.
Today, two- thirds of all homes in San
Francisco have low -flow toilets, extraor-
dinary for a city of that age and density.
Half of all homes in San Francisco have
water - efficient washing machines. Since
the last major drought, San Francisco has
cut daily residential water use from 59 gal-
lons per person to 49 gallons per person
— less than half the U.S. average.
Scott Wiener is the city supervisor who
wrote the water recycling law passed in
June. "Water is kind of nuclear in Califor-
nia. We've been fighting about it for 150
years," he says. "This is the time to take
bold policy steps. A crisis has a way of
opening up political opportunities to
make policy changes that would have been
unthinkable 5 or 10 years before."
San Francisco's efforts are mirrored
across the state. California has a famously
convoluted water system — the engineering
is complicated, with river -size volumes of
water moved from the north down to farm-
ers in the Central Valley and the sprawling
metropolises of the south. The state's sys-
tem of water rights and water law is equally
complex, with farmers growing similar
crops entitled to very different quantities of
water at very different prices.
But in the southern cities in the last de-
cade, a new ethic has taken hold: the idea
that the cities need to strive for "water inde-
pendence," that relying on water imported
from Northern California and from the
Colorado River doesn't make them secure,
but dangerously vulnerable.
The Metropolitan Water District of
Southern California is the vast water agency
that stretches from Oxnard, north of Los
Angeles, to the Mexican border 200 miles
south, supplying water for 19 million people
— half the state's population. Since 1990,
the number of people in the MWD has
increased by four million, but the district
uses less water in 2015 than it did in
1990. Southern California has added
enough people to fill Portland and Las Ve-
gas without adding any new water. All the
population and economic growth that's
powered the region in the last 25 years has
been accomplished while conserving water.
Water conservation often gets trivialized
— low -flow showerheads, faucet aerators — in
ways that disguise its power. But Southern
California is just starting to change the wa-
ter culture. Although use of recycled water
in California has doubled in the last 20
years, it still accounts for only an estimated
11 percent of total urban water use in the
state. Even when it comes to rain, Southern
California is just getting started. The
regions sewers collect all the water that falls
on urban areas as rain — often in just a few
storms a year, but in huge volumes — and
rather than saving it for future use, the sys-
tem dumps that water into the Pacific.
But there are signs that people under-
stand that the world has changed, that the
Southern California culture needs to adapt.
This spring, the MWD announced a dra-
matic expansion of a rebate program that
encourages residents to remove their turf
lawns and replace them with drought -
tolerant plants. Las Vegas pioneered such
`cash for grass" programs. Southern Califor-
nia's entire $340 million in rebates was
spoken for in a matter of weeks — with
homeowners committing to remove 170
million square feet of lawn, the same amount
it took Las Vegas 16 years to remove.
CALIFORNIA'S FARMERS are a more compli-
cated story. As a group, they have adapted
with determination and creativity to in-
creasing competition for water. They also
have done real damage to the state's water
resources as they have struggled to survive
the current drought.
In 1980, almost no farmers in California
used micro- or drip- irrigation. Today, one-
third of the state's irrigated acres rely
on these techniques, and the amount of land
that is flood - irrigated — a practice as impre-
cise as it sounds — has been cut in half
Putting water right where the plants
are, as drip irrigation does, means that
although farmers apply 20 to 30 percent
less water overall, individual plants get
more water, and fields with precise irriga-
tion have dramatically higher yields.
Between 2000 and 2010, California farm-
ers increased the value of their harvest by
40 percent for a fixed amount of water —
in part through smarter irrigation, in part
N O V E M B E R 2 0 1 5 I T H E R O T A R I A N 51
Ultimately water problems are local. For people who live
in Chicago or Dallas, not eating California tomatoes and lettuce,
or skipping the California wine, won't help battle the drought.
by switching to higher -value crops like the
almonds and pistachios that have gotten
so much attention during the drought.
But California has a long tradition of
allowing anyone to pump groundwater
from underneath their own land — not
only without paying for it but without even
recording how much they use. In fact, it
is the only state in which groundwater
has been largely unregulated. And in the
drought, farmers are making up for
the water they have lost under carefully
regulated formal irrigation systems by
pumping from wells — replacing about 70
percent of their missing water.
The unregulated pumping is over -
drafting California's aquifers, taking far
more water out than will soon be replaced,
even when rain does return. In some places
in the Central Valley, the land itself is sub-
siding an inch a month or more because of
the pumping, and the wells of towns and
hundreds of homes have gone dry
The farmers have been trading success-
ful harvests in the drought for future
water security. "People are counting on
digging deeper and deeper into the ground,
into the 'water account,' with the assump-
tion that it will never dry up," says David
Orth, general manager of the Kings River
Conservation District, which sits in the
middle of the Central Valley, California's
agricultural heartland. "I'm not sure theres
much more room for resiliency."
But here too, the current drought will
prove to have been a turning point. In the
fall of 2014, the legislature passed a far -
reaching law that will not just regulate
groundwater — it will permanently protect
the state's aquifers. Every aquifer in Cali-
fornia will be mapped and measured, and
farmers and communities will be allowed
to pump out only the amount of water that
will be returned, by nature or with human
help. All groundwater will be managed as
a permanently sustainable resource.
The sweeping groundwater law — con-
sidered the most advanced in the nation — is
an example of how the crisis has opened the
way for policy changes that would have
been unimaginable just a few years ago, in
a state where pumping groundwater has
been considered a matter of personal free-
dom. Although the final rules balancing
pumping and restoration don't take effect
until 2042, California farmers will have to
adapt their practices again. California will
have to pioneer ways to put rain and flood-
water more efficiently back into aquifers.
WATER PROBLEMS CAN BE DRAMATIC, they
can have far - reaching impact, but ulti-
mately water problems are local. For
people who live in Chicago or Dallas, not
eating California tomatoes and lettuce, or
skipping the California wine, won't help
battle the drought.
And while California has weathered the
worst drought in its history with remark-
able resilience, there is a limit to the state's
short -term adaptability. There's no telling
how long the drought will last. Since 2001,
California has had only four wet years, or
even average rainfall years. Californians
may not be living in a drought. They may
be living in their new climate.
Every community in the United States
— indeed, in the developed world — has a
water system, and every one of those water
systems is at risk. But where the water
seems to be flowing fine right now, resi-
dents may not see the risk, or want to — and
that's as true of water professionals as it is
of ordinary people.
Any water utility should be asking
three basic questions: How is the water
52 THE ROTARIAN I NOVEMBER 2015
supply we rely on changing? How would
we cope if our water availability were 10
or 20 or 30 percent less than it is now?
What can we do to build a cushion for our
water supply and our water customers —
can we teach people to use less, or create
a second supply by reusing either waste-
water or storm water?
If the answers to those questions are re-
assuring, then asking them is neither painful
nor expensive. If the answers are scary, then
asking the questions now is much less pain-
ful and expensive than it would be after
waiting even six months or a year.
Those are the blunt lessons from the
California drought that people anywhere
— whether in arid areas like the Southwest
or flush areas like the Great Lakes —
should be taking to heart.
California has held up so well this time
precisely because of all the slow but steady
change in water policy and water attitude
over the last 20 years. The state could be
in crisis if the drought lasts another year
or two — but it would have been in crisis
already if not for the work already done.
And no one in California is waiting
around for the rain to return. From the fu-
ture skyscrapers of San Francisco to the
future farmers of the Central Valley, Cali-
fornians are putting in place innovative
practices that will give their state a wider
measure of resilience for the next drought. ■
INTERESTED IN WATER ISSUES?
Learn more about this area of focus at
www.rotary.org /water. or get involved with
the Water and Sanitation Rotarian Action
Group at www.wasrag.org.
WHAT WATER ISSUES AFFECT YOUR COMMUNITY?
Is your club working to address them?
Tell us about it at rotarian@rotary.org
or at facebook .com /therotarianmagazine.
Month Call Calls To Calls Calls % Service Average Longest Surveys Customer ! Call
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FATHOMTM
Global Water Management LLC - FATHOM
City of Kennedale
Customer Care Information Packet
Client Account Management
7/1/2015
TABLE OF CONTENTS
General Info: PAGE #
Customer Care Contact Information 2
Frequently Used Phone #'s 2
Emergency Hours /Contacts 2
Payment Options 2
Frequently Asked Questions:
Common Customer Inquiries 3
Watering Restrictions 3
Rubbish, Recycling, & Hazardous Waste 4
Service Line Warranties of America 5
Discounts, Exemptions & Adjustments 5
Work Orders 5
Move In /Out Process:
First Things First 6
General Information 6
Deposit Details 7
Transferring Service 7
Commercial Rubbish 8
Required Documentation 8
Billing & Collections:
Billing & Payment Timeline 9
Payment Arrangements 9, 10
Disconnect /Reconnect Procedure 10
Rates:
Residential /Commercial Water Rates 11
Sewer Rates /Winter Average Recalculation 12
Storm Drainage Rates 13
Rubbish Rates 13
Miscellaneous Fees 13
Forms:
Leak Adjustment Request 14 -15
Low Income /Disabled Credit 16 -17
11 Page
ICCity of Kennedale Water & Sewer Utility
KENNEDALE
You're Here,Your Home
Fathom Customer Care: 1 (855) 203 -1318
Fathom Fax Number: (623) 518 -4100
Fathom Web Address: https: / /kennedale.gwfathom.com
Customer Care Email Address: kennedale.support @gwfathom.com
Customer Care Business Hours: Monday- Friday, 8:OOam to 5:30pm (UTC)
City Hall Business Hours: Monday - Friday 8:00am to 5:00pm (UTC)
City Web Address: http: / /www.cityofkennedale.com/
Frequently Used Phone Numbers:
• Arlington Water (817) 459 -6777
• Fort Worth Water (817) 392 -4477
• Progressive Waste Solutions (817) 222 -2221
0 Emergency Hours /Contacts sn
Emergency Examples: Water main break, irrigation line break, sewer back up, emergencyturn -off, water
coming up in street.
8:00 am — 5:00 pm: Fathom to contact Gloria Rangel (Kennedale Public Works) at 817.985.2170.
After 5:00 pm: Fathom (or after -hours service) to contact Kennedale Police Department at 817.478.5416.
Police will then contact the on -call representative.
Payment Options:
• Remittance Address: P.O. Box 52747, Phoenix AZ 85072. Checks, money orders or cashier's checks
should be made payable to "The City of Kennedale ".
• Walk -In payments can be accepted at the local office (Monday- Friday, 8:OOam to 5:OOpm) located
at 405 Municipal Dr. Kennedale, TX 76060. There is also a kiosk located in the lobby for after hour
payments.
• E -Check or credit card online, IVR or live representative. ACH is also available for checking accounts
and credit cards. The City absorbs the 2.8% credit card convenience fee.
21 Page
Frequently Asked Questions
Common Customer Inquiries:
• Fathom began handling Customer Service and billing for the City of Kennedale as of September
1st, 2013.
• Customers need to update their online bill pay with new Fathom account # and remittance
address. Any payments made to the old remittance address will be forwarded to the Phoenix
lockbox but may cause a delay in payment.
• Services Fathom handles for Kennedale include water, wastewater, and storm drainage.
• Fathom handles the billing for rubbish, however, services are provided by Progressive Waste
Solutions.
• Customers still make payments payable to the City of Kennedale, not Fathom.
• Closed accounts with outstanding final balances are sent to Valley Collection Services for final
collections. Once an account status has been changed to "Collection Agency ", the customer must
make payment with VCS by calling (623) 931 -4325.
• All customers received a new meter in October - December 2013. You are able to view their
current water usage in STAR and the customer can view usage by logging into U2You. If you do
not have access to STAR, please see your supervisor.
• All accounts are billed on a monthly basis. Water consumption is billed in gallons.
• Construction, fire hydrant and builder meter requests: Customers should contact the Utility
Billing Administrator at the City of Kennedale at 817.985.2122.
• "Builder" accounts are billed at a flat rate for water only. Once a meter has been set at the
property, bills will be based on actual usage. When a buyer places service in their name, all other
services should be added to the account (Zen Desk ticket should be created to notify RM).
Kennedale Watering Restrictions:
Monday
Tuesday & Friday
Wednesday & Saturday
Thursday & Sunday
No watering with sprinklers or irrigation systems
Non- residential sites
(apartments, businesses, parks, fields, common areas, HOAs) only
Residential addresses ending in 0, 2, 4, 6, 8
Residential addresses ending in 1, 3, 5, 7, 9
*Further information on water rest'riefions and conservation tips ca_n a o' n° at t'p: saveTarrantwa er.com
Wage
Rubbish Inquiries:
Residential rubbish service entails twice a week curbside pickup on Wednesdays and Saturdays. Trash
must be set out on the curb by 6:OOam to ensure pick -up. Each residential customer shall provide and use
containers (disposable or permanent) sufficient in number to hold the acceptable waste accumulating on
premise.
Since Fathom handles the rubbish billing for all residential and some commercial customers, Fathom will
handle any billing questions the customer may have. However, service related requests /complaints
should be directed to Progressive Waste Solutions at 817.222.2221.
Curbside Recycling:
The City of Kennedale recently implemented a curbside recycling program for residential customers only.
All customers received their new recycling bin by April 15Y, 2015 and began to see the new charge on their
statements near the end of that month. Recycling collection occurs every Wednesday and as with regular
rubbish pickup, customers must place bins out by 6:OOam to ensure pick -up.
Since Fathom only handles the billing for this program, customers with concerns regarding missed pick-
ups, broken /missing bins or requests for additional bins should be directed to Progressive Waste
Solutions at 817.222.2221.
For a list of accepted materials, please visit http:// cityofkennedale .com /DocumentCenter /View /1445
Hazardous Household Waste:
City of Kennedale customers must first receive a voucher at City Hall in order to dispose of hazardous
waste at the Environmental Collection Center. Proof of residence (current water bill or valid driver's
license) will required at the time the voucher is requested. This service is free for city residents.
To Obtain Voucher
Business Hours: Monday — Friday 8:OOam — 5:OOpm
Address: 405 Municipal Drive, Kennedale Texas 76060
Phone: (817) 985 -2120
Environmental Collection Center
Business Hours: Thursday - Friday 11:OOam — 7:OOpm & Saturday 9:OOam — 3:OOpm
Address: 6400 Bridge Street, Fort Worth Texas 76112
Phone: (817) 392 -3279
For more info on hazardous waste disposal, please visit http: / /fortworthtexas. pov /env /hazardouswaste /
4IPage
Service Line Warranties of America:
The city is contracted with SLWOA. It is insurance Kennedale residents can purchase on water and service
lines that run from the meter to the house. If they purchase the insurance and they have a leak, they
would contact Service Line Warranties of America. This is not something the city bills, they are billed
directly from SLWOA. Any residents who purchased the warranty and have a leak or inquire about the
warranty should be told to contact SLWOA directly at www.slwofa.com and 866.922.9006.
Discounts, Exemptions & Adjustments:
• The City of Kennedale does not offer tax exemptions on utility bills.
• Low income or permanently disabled customers may be eligible for discounted rates. To apply,
customers must complete an affidavit and provide it back to the City with all required
documentation.
• If a spouse becomes deceased, the surviving spouse may continue to receive the low
income /disabled discount until the end of the fiscal year which spans from October to the
following September.
• The City of Kennedale does offer leak adjustments on eligible accounts. Customer must submit a
completed leak adjustment form to the City with all required documentation within 90 days after
the date of the repair. For further details, refer to the Leak Adjustment Policy on page 15.
• A select few customers have a Senior Rubbish Exemption. New customers are not eligible to
apply for this exemption. Customers who have recently had the exemption removed and are
requesting to have it added back to their account should contact the City of Kennedale directly.
Work Orders:
Effective 6/12/2015, the City of Kennedale manages their work orders through CityWorks instead of
SharePoint. Customer Care leadership and support have the ability to view historic work orders on the
SharePoint website if needed. A few notes on work orders below...
• Field Investigations: If a customer is requesting to meet with a technician for a field investigation,
they must provide a 48 -hour notice and be at the property on the given day between 9:OOam and
3:OOpm (CST).
• Scheduled Vacant Account Reactivation: If a customer would like to be at the property when
service is turned on, they must provide a 24 -hour notice and be at the property on the given day
between 9:OOam and 11:OOam or 1:OOpm and 3:OOpm (CST). Please indicate preference in order.
• Compliance: Create a compliance order that includes the customer's name, phone number, and a
brief description of the problem. Also send email to kennedale.support@gwfathom.com with this
information so that it may be forwarded to the City of Kennedale.
• Backflow: Customers with backflow inquiries or issues should contact Gloria Rangel (Kennedale
Public Works) at grangel@cityofkennedale.com or 817.985.2170.
5IPage
Move -In Process
ediip
First Things First:
• It is imperative to ask the customer if they've ever had services with the City of Kennedale before.
• If the customer states they have, please gather their name, previous address, and last 4 digits of
their social security number or date of birth and search CIS to confirm there are no outstanding
balances to be paid before starting new service. If an outstanding balance does exist, please see
"Deposits" to determine whether or not the customer will be required to pay a double deposit.
• If a customer owes an outstanding balance that was incurred prior to Fathom's involvement with
the City of Kennedale, the City will be notified of their new account (once active) and
communication will be sent to the Customer from the City. Any balances incurred prior to
Fathom's involvement will need to be settled with the City, not Fathom.
• If a customer owes an outstanding balance that was incurred after Fathom go -live and the status
of the closed account is "Collection Agency ", payment for the final balance must be made with
Valley Collection Services by calling (623) 931 -4325.
• If a customer is requesting service at a property that is currently past due or shut off due to non-
payment, they may be required to provide their lease agreement or proof of ownership prior to
starting new service. If it is determined that the new customer is attempting to secure service in
their name in order to avoid payment of a debt for another party, the City of Kennedale reserves
the right to refuse service until the full balance (including a deposit) has been paid. To determine
if the customer must provide documentation, please see guidelines on page 6.
General Information:
• A deposit is required to be paid prior to starting new service. Please see "Deposits" for details.
• Service may not be started (or stopped) more than 7 calendar days in advance.
• All Vacant Account Reactivation work orders are completed the next business day.
• If a move -in is requested for an address that is not up to code, customer should contact the Code
Compliance Office at 817.985.2134.
• The move -in disclaimer must be read for every move -in, regardless of whether or not service is
already on. "In the unlikely event of any property damage associated with .service (re)activation
without you being present, do you agree to accept full responsibility for any possible damage that
may occur due to uncontrolled water flow beyond the meter, inside the home, such as a leaking
faucet, plumbing fixtures or appliances ?"
61 Page
• Deposits:
Deposits are required prior to establishing service on a water /sewer account. The deposit may only be
billed under extenuating circumstances with approval from Fathom Leadership or by request from the
City of Kennedale. There is no instance in which a deposit can be waived.
• Property Owner - residential = $90.00
• Tenant - residential = $150.00
• Commercial Properties = $150.00
Double Deposit Policy:
($60.00 /water & $30.00 /sewer)
($90.00 /water & $60.00 /sewer)
• Previous customers with a final account balance that is past the due date by 30 days or more and
is $45.00 or greater will be required to pay a double deposit to re- establish service in addition to
the outstanding final balance.
• Both deposits and past due balance should be required prior to establishing service. However, in
times of hardship the second deposit can be billed with the first statement.
• Exception: If it can be confirmed by Customer Care that the customer did not receive a final bill
due a Fathom error, customer will not be required to pay a double deposit.
Important Deposit Notes:
• Sewer only customers are only required to pay the appropriate "sewer" portion of the deposit.
• Rubbish only accounts are not required to pay a deposit.
• Deposits are refunded to the final bill only.
• If a customer is transferring service and would like to have service on at both locations past the
10th day, an additional deposit must be paid for the new location.
• A death certificate is required in order to transfer service into the next of kin's name without a
deposit.
4110 Transferrin g Service:
Water transfer from one location to another within 10 calendar days = No Additional Deposit
Water transfer from one location to another within 11 + calendar days = Additional Deposit
Water may only be left on at both properties for 10 days and should be scheduled for turn off on the 11th
day at the original property, unless an earlier date has been specified.
7IPage
Commercial Rubbish:
BEWARE! Of commercial accounts that Fathom bills for rubbish. There aren't many but they require
special handling during the move -in process.
• Advise the new customer how many pick -ups per week the property is currently set up for
(either 1 or 2). If the customer would like to change this preference, they have the option to do
so during the move -in process only and should be advised of the difference in rates. If the
customer does not opt to change the pick -up preference during the move -in process, they will
only have the option to change once per year after receiving the bill insert notification toward the
end of each year. (Insert must be returned to the City with preference change, not Fathom.)
• If the new move in customer requests to make a change to the number of pick -ups per week,
submit a Zen Desk ticket for the multiplier to be changed. The customer should be advised that
the preference change will go into effect with the beginning of the next month.
• After setting up the customer's account, advise them to contact Progressive Waste Solutions at
817.222.2221 to request a "Toter" (90- gallon trash can) be delivered to their property.
Lease Agreement /Proof of Ownership
A lease agreement or proof of ownership will be required for any customer who is requesting service at a
property in which the following conditions exist:
• Property has an active account balance that is past the due date by 30 days or more and is $45.00
or greater.
• Service is currently shut off due to non - payment and a balance is still owed.
Required documentation should be provided to the City of Kennedale for review. Customers may take
this to the City office (405 Municipal Dr., 8am -5pm M /F) or fax to (817.483.0182). If documentation is
provided to Fathom, it will be passed along to the City via SharePoint by a member of the Operations
Support Team.
• If the City of Kennedale determines the new move in is approved, the customer will be contacted
by Fathom to collect deposit and the move -in will be scheduled for the next business day (unless
a later date has been specified).
• If the City of Kennedale determines the move -in cannot be approved, they will provide a reason
why and Fathom will contact the customer with further requirements.
• Every effort will be made to minimize the time it takes to review lease documents but in general,
customers should be quoted a 48 -hour response time after the documents have been provided
to the City of Kennedale.
If it is determined that the new customer is attempting to secure service in their name in order to avoid
payment of a debt for another party, the City of Kennedale reserves the right to refuse service until the
full balance (including a deposit) has been paid.
8!Page
Billing & Collections
Bill DateiMail
01/21/15
Date;jiDu_ej
01/23/15
ate
enalti
- Nabs° iv
IVR Start
02/26/15
Disconnect
03/03/15
Finalization
03/16/15
02/17/15
02/19/15
02/19/15
02/18/15
02/20/15
03/16/15
03/18/15
03/18/15
03/26/15
03/31/15
04/13/15
03/23/15
03/25/15
04/20/15
04/22/15
04/22/15
04/30/15
05/05/15
05/18/15
04/22/15
04/24/15
05/18/15
05/20/15
05/20/15
05/28/15
06/02/15
06/15/15
05/26/15
05/28/15
06/22/15
06/24/15
06/24/15
07/02/15
07/07/15
07/20/15
06/24/15
06/26/15
07/20/15
07/23/15
07/23/15
07/30/15
08/04/15
08/17/15
07/22/15
07/24/15
08/17/15
08/19/15
08/19/15
08/27/15
09/01/15
09/14/15
08/25/15
08/27/15
09/21/15
09/23/15
09/23/15
10/01/15
10/06/15
10/19/15
09/23/15
09/25/15
10/19/15
10/21/15
10/21/15
10/29/15
11/03/15
11/16/15
10/19/15
10/21/15
11/16/15
11/18/15
11/18/15
12/03/15
12/08/15
12/21/15
11/23/15
11/25/15
12/21/15
12/23/15
12/23/15
01/07/16
01/12/16
01/25/16
12/21/15
12/23/15
01/19/16
01/21/16
01/21/16
01/28/16
02/02/16
02/15/16
,Utility Billing Cycle
Description
Read Date
Begins cycle
Bill Date
25 to 35 calendar days from previous bill date
Mail Date
Bill date plus 2 business days
Due Date
Bill date plus 25 calendar days (excludes Fridays,
weekends and City holidays)
Penalty Fee Date /Disconnection Notice Date
Due date plus 2 business days
Payment Deadline Date Before Disconnection
(Must pay by 5:00pm CST)
Penalty fee date plus 10 calendar days (Excludes
Fridays, weekends and City holidays)
Disconnection Date
Payment deadline plus 1 business day
Reconnection Date
Disconnection day plus 1 business day
Account Finalization Date
Disconnection day plus 11 business days
(excludes Fridays, weekends and City holidays)
*This "Billing and Payment Timeline" chart is also visible on the back of each statement.
Payment Arrangements:
• There is no limit to the number of arrangements allowed in a 12 month period. Eligibility for future
arrangements should be based on whether or not previous arrangements have been paid on time.
• If an arrangement is broken, the customer shall not be eligible again for 12 months.*
• A good faith payment of at least 25% of the past due balance is required to set a payment arrangement.*
• Customers should be forewarned that payment arrangements do not protect against penalties. (Check the
penalty date on the 'Billing and Collections" chart to see if the penalty date has already passed.)
• Payment arrangements cannot be made on the day of disconnection.
• A payment arrangement confirmation letter should be sent to confirm payment dates and amounts.
* Exceptions made for extenuating circumstances but must be pre- approved by leadership.
9IPage
Payment /Arrangement Deadline:
In order to avoid disconnection, customers must make payment for the full past due balance or make a
payment arrangement no later than 5pm (CST) on the day prior to the disconnect date.
Payment arrangements will not be granted on the day of disconnection.
Please Note: Accounts with past due balances less than $45.00 will not be disconnected. This information
is not to be shared with customers.
Disconnect /Reconnect Day:
On the disconnection date, the full past due balance + penalties + $20.00 administrative fee must be
paid to reconnect service on the next business day. If the customer is unable to pay the $20.00
administrative fee at the time of reconnect, it can be billed but this option should not be offered
upfront. The City of Kennedale does not offer same -day reconnects.
CSR's (Phone or U2You payments):
• Once full payment has been received and disclaimer is agreed to, process reconnect in CIS and
generate the work order.
• Make sure to notate account in U2You with all pertinent payment and reconnect details.
• There is no need to call out to Public Works to notify them of the reconnect.
City of Kennedale (In office payments):
• Once full payment has been received and disclaimer is agreed to, please notate account in
U2You indicating payment amount and any other pertinent details.
• Create a new reconnection work order in CityWorks.
To Stop Disconnection:
If a customer calls in to make a payment on disconnect day and the disconnect work order has not yet
been completed, customer must make payment for full past due, penalties and $20.00 administrative
fee to stop disconnection. Once the payment has been received, the order must then be cancelled
directly through CitvWorks.
Reconnecting After Finalization:
If a customer is requesting reconnection after the account has been finalized (11 business days or more
after disconnection), a new move in must be processed and a VAR order generated. The move in date
used should be the next business day.
/NOTE: Disclaimer must be read for all reconnects. Please see below.
"In the unlikely event of any property damage associated with service (re)activation without you being present, do
you agree to accept full responsibility for any possible damage that may occur due to uncontrolled water flow
beyond the meter, inside the home, such as a leaking faucet, plumbing fixtures or appliances ?"
J
10 1 Page
CITY OF KENNEDALE
(RATES EFFECTIVE July 1, 2013)
WATER RATES
Service Within The City Limits:
Meter Size
3/4"
1"
1.5"
2"
3"
4"
Residential Base
$13.87
$23.17
$46.19
$73.92
$161.87
$291.29
Senior /Disabled
Base*
$13.87
$23.17
$46.19
$73.92
$161.87
$291.29
Commercial Base
$13.87
$23.17
$46.19
$73.92
$161.87
$291.29
Multiple Res /Comm
Base
$13.87 Per Unit
$13.87 Per Unit
$13.87 Per Unit
$13.87 Per Unit
$13.87 Per Unit
$13.87 Per Unit
Volume
0 -5000 Gallons
5001 -50000
50001+
Residential Rate
$2.79 Per 1000
Gallons
$5.27 Per 1000
Gallons
$6.19 Per 1000
Gallons
Senior /Disabled
Rate
$2.79 Per 1000
Gallons
$5.27 Per 1000
Gallons
$6.19 Per 1000
Gallons
Commercial Rate
$2.79 Per 1000
Gallons
$5.27 Per 1000
Gallons * **
$5.27 Per 1000
Gallons * **
Multiple Res /Comm
Rate **
N/A
N/A
N/A
* For senior /disables rate, a credit of $7.50 per month /billing cycle will apply towards the applicable meter size for water service.
* *For multiple residential units on a single water meter, the volume charge shall be calculated on a per unit basis by dividing the total
volume of water used by the number of residential units.
** *For commercial rate, 2nd and 3rd tier volume
charge is the same.
Service Outside The City Limits:
Meter Size
3/4"
1"
1.5"
2"
3"
4"
Residential Base
$27.75
$46.33
$92.38
$147.85
$323.75
$582.58
Senior /Disabled
Base
N/A
N/A
N/A
N/A
N/A
N/A
Commercial Base
$27.75
$46.33
$92.38
$147.85
$323.75
$582.58
Multiple Res /Comm
Base
$27.75 Per Unit
$27.75 Per Unit
$27.75 Per Unit
$27.75 Per Unit
$27.75 Per Unit
$27.75 Per Unit
Volume
0 -5000 Gallons
5001 -50000
50001+
Residential Rate
$2.79 Per 1000
Gallons
$5.27 Per 1000
Gallons
$6.19 Per 1000
Gallons
Senior /Disabled
Rate
$2.79 Per 1000
Gallons
$5.27 Per 1000
Gallons
$6.19 Per 1000
Gallons
Commercial Rate
$2.79 Per 1000
Gallons
$5.27 Per 1000
Gallons **
$5.27 Per 1000
Gallons **
Multiple Res /Comm
Rate *
N/A
N/A
N/A
Note: Senior /disabled credit does not apply to service outside the city limits
For multiple residential units on a single water meter, the volume charge shall be calculated on a per basis by dividing the total volume of
water used by the number of residential units
* *For commercial rate, 2nd and 3rd tier volume charge is the same.
Gas Well Drilling:
Meter Size
2"
3"
4"
Residential Base
$249.16
$545.58
$981.82
Senior /Disabled
Base
N/A
N/A
N/A
Commercial Base
$249.16
$545.58
$981.82
Multiple Res /Comm
Base
N/A
N/A
N/A
Volume
0 -5000 Gallons
5001 + Gallons
Residential Rate
$7.24 Per 1000
Gallons
$7.24 Per 1000
Gallons
Senior /Disabled
Rate
N/A
N/A
Commercial Rate
$7.24 Per 1000
Gallons
$7.24 Per 1000
Gallons
Multiple Res /Comm
Rate *
N/A
N/A
SEWER RATES
Service Within The City Limits:
Base
Per 1000 Gallons
Residential
$17.19
$4.09
Senior /Disabled
$17.19*
$4.09
Commercial
$28.64
$4.48
Multiple Res /Comm
N/A
N/A
*For senior /disabled rate, a credit of $7.50 per month /billing cycle will apply towards the applicable base for sewer service
Service Outside The City Limits:
Base
Per 1000 Gallons
Residential
$34.37
$8.17
Senior /Disabled
N/A
N/A
Commercial
$57.28
$8.96
Multiple Res /Comm
N/A
N/A
111 Page
Sewer Rates:
Sewer charges are billed based on a winter average that is recalculated on a yearly basis. A "City Average"
is used for customers who do not have enough history at the address to calculate their own average. For
further information on this process, please see below.
2015 City Average = 5,300 gallons / 2014 City Average = 5,900 gallons
Kennedale Annual Sewer Winter Average Recalculation
Recalculating Winter Averages:
Applies to residential accounts that started service PRIOR to 11/15 of the previous year only. (Please see
"City Average" section for accounts moved in after 11/15.)
I. Average each account's individual consumption for the months of December (previous year),
January and February (current year). See example below.
Water Consumption
Account # Dec. 2014 Jan. 2015 Feb. 2015 New Winter Average
1234567 6024 6358 6389 6257
7654321 5351 4992 4612 4985
9101112 5402 4171 4371 4648
II. The new winter average will take effect with the March billing cycle.
Calculating a "City Average ":
Applies to residential accounts that started service AFTER 11/15 only. These accounts will be charged for
the "city average" until the next year when their actual consumption can be used to calculate their own
unique average.
III. After new winter averages have been calculated for all eligible accounts (see steps I & II), obtain
the sum of each account's average and divide by the number of accounts or "average the
averages ". Round your figure to the nearest hundred (Ex. 7245 would be 7200, 7255 would be
7300).
Water Consumption
Account Dec. 2014 Jan. 2015 Feb. 2015 New Winter Average
1234567 6024 6358 6389 6257
7654321 5351 4992 4612 4985
9101112 5402 4171 4371 4648
City Average =
Sum = 15,890
Average = 5,296
5, 300
IV. This number will be the new "City Average" and will take effect with the March billing cycle.
12 )Page
Storm Drainage Rates:
Residential
Impervious Area
Surfaces that do not absorb wate
(i.e. roofs, pavements, sidewalks,
patios, gravel or crushed stone
surfaces)
$2.50 per month
$0.90 per 1000 square feet
Funds are used to finance the Storm Water Management Program
Rubbish Rates:
Residential Rubbish
Effectiveiount Tax (8.25 %)
5/1/2013 $8.78
$0.72
'Total
$9.50
Residential Recycling
Effective
4/1/2015
Amount
$3.60
Tax (8.25 %) Total
$0.30
$3.90
Commercial Accounts
Effective
(Only if billed for rubbish
by Fathom)
Tax (8.25 %) Total
Amount
-
1/1/2015
1 pick -up per week $19.78
2 pick -ups per week $27.50
$1.63
$2.27
$21.41
$29.77
7/1/2014
$19.78
$1.63
$21.39
5/1/2013
$19.55
$1.61
$21.16
*Except for at the time of move -in, commercial customers may only change their
pick -up preference once per year. A bill insert will notify them of option to do so
near the end of each year. Preference changes will take effect each January.
* For questions about rates and service on commercial accounts that Fathom
does NOT bill for rubbish, please advise customers to call Progressive Waste
Solutions at 817.222.2221.
Miscellaneous:
• Establishment Fee
• Administrative (disconnect) Fee
• Late Payment Penalty
• Tampering (Base) Fee
• Returned Check Fee
• Service Call Fee
13 1 Page
$15.00
$ 20.00
10% of past due balance
$200.00 (parts and labor cost will be additional fees)
$30.00 (After two returned payments within a 12 month time
period, account will become CASH only for 12 months)
$100.00 (Assessed to builder accounts if City goes to install
the water meter and the box is not ready for install)
KENNEDA.LE
uduty ei Ii,a
CITY OF KENNEDALE
UTILITY BILLING
405 MUNICIPAL DRIVE
KENNEOALE, TEXAS 76060
(817) 98€'x2122
FAX (817) 483.0182
LEAK ADJUSTMENT REQUEST
Request Date: Account Number:
Customer Name on Account:
Phone Number: Entail:
Mailing Address:
Service Address (If Different From Above):
Date(s) of High Bill(s):
Repair Date:
Describe what was done to fix or correct the water leak problem(s). Proof of repair Is required and must
be submitted with this form (I,e,. plumber itemized invoice, repair parts itemized receipt, or other
documentation supporting any repairs).
Has a water leak adjustment been made for this service address on any previous occasion?
No If Yes, When?
As the customer for the above noted property, I hereby apply for reimbursement under the City of
Kennedale's Water Leak Adjustment Polky. I confirm that the above and attached information are
true and accurate.
Customer's Name:
Customer's Signature:
141 Page
KENNEDALE
4ruriIy BOHN
LEAK ADJUSTMENT REQUEST NOTICE
CITY OF KENNEDALE
UTILITY BILLING
405 MUNICIPAL DRIVE
KENNEDALE, TEXAS 76060
(817) 985.2122
FAX (B 17) 483-0182
182
COMPLETION OF THIS FORM DOES NOT GUARANTEE AN ADJUSTMENT WILL BE MADE TO YOUR BILL.
AS YOUR ACCOUNT MUST REMAIN CURRENT AND TO AVOID ADDITIONAL SERVICE CHARGES,
CUSTOMERS ARE ADVISED TO PAY THE WATER AND /OR WASTEWATER AMOUNTS DUE WI-1ILE YOUR
ADJUSTMENT 15 PENDING, ANY UNPAID AMOUNTS PENDING CONSIDERATION OF A WATER LEAK BILL
ADJUSTMENT WILL BE TREATED IN THE SAME MANNER AS ALL OTHER UNPAID ACCOUNTS.
REIMBURSEMENT WILL ONLY OCCUR ONCE A WATER LEAK ADJUSTMENT REQUEST IS GRANTED. ANY
LEAK ADJUSTMENT MADE WILL DISPLAY AS A CREDIT ON YOUR UTILITY ACCOUNT.
A customer may receive only one adjustment during a twelve month period and only the two highest
bins will be adjusted.
The water consumption iri question (caused by the leak) must have already billed on your account.
Once your leak has been repaired, your leak adjustment request can be processed after the first full
billing period, as long as the water consuniptiort for that meter returns to normal.
If your leak is riot completely repaired, an adjustment will not he offered. For Example: Simply turning
the valve on a toilet or sprinkler system to the off position is not accepted as a repair.
Documentation of repair must be attached to your leak adjustment request form, and both must be
submitted within 90 days after the date of the repair,
Acceptable forms of repair documentation are:
- A copy of a bill of service from a plumber or other service professional
- A copy of a receipt indicating that specific parts were purchased to make repairs
No leak adjustments are considered if the consumption in question was a result of an act of vandalism,
criminal mischief or theft.
There will be no leak adjustments considered for swlrrirning pools for any reason. However, an
adjustment to the Average Winter Consumption (maximum sewer rate) may be considered.
Commercial accounts are considered for adjustment to both water and sewer, the same as Residential
accounts.
Eligibility for a leak adjustment credit is considered on a case -by -case basis. Leak adjustment credits
granted by the City of Kennedale Is not required nor guaranteed to be granted for every request
submitted, but are offered as a courtesy to encourage water conservation.
151Page
KENNEDALE
Utility t iimg
Name
CITY OF KENNEDALE
UTILITY BILLING
21410 N 1 9r" AVE., SUITE 201
PHOENIX, AZ 85027
(855) 203.1318
FAX ( Z3) 5B0 -9659
Senior Citizens (over 60) or Disabled credit Affidavit
Water/Sewer Credit
Address
Inside City Limit YFS No
More than one unit at this address
Account Number
Phone Nwnber
Birth date
YES No
Month Day Year
Proof of age
o Photo Identification
o Birth Certificate
Proof of disability
a Tarrant County Appraisal District Verification
u Social Security Administration Verification
a Veterans Administration
Total Annual Income
o Social Sccuiity Document
❑ Latest Tax Return
o Interest Information from Banking Institution
Proof ofResidency Electric Bill Photo Identification
Signed Acknowledgement Attached VES NO
09/09 /13
161 Page
Age
YES No
I verify the accuracy of all the information provided to the City to obtain the discount and
agree to reimburse the City if any of the submitted information is found to be false,
Signature
Print Natne
Date
Month Day Year
Approved YES No By
Cotntnents
ACKNOWLEDGEMENT
State of Texas
County of Tarrant
Before me, a notary public, on this day personally appeared
Known to me or proved to one through Texas Qrivers i jccnsc to be the person whose name is
subscribed on the foregoing document and, being by rue first duly sworn, declared that the
stateinents therein contained are tntc and correct_
Given under my hand and seal of office this date of , 20
09/09/13
171 Page
Notary Public's Signature
Notary Seal Printed Name
Commission Expires
lxa.7eu:mmara1sc ..
Titel Colutiom 947,802.49
Total Transaction: 914
Graphs for the period April 1, 2014 To October 23, 2015 on KloskI D:1
Hula-at per nuns: 11m bas
19n lane per 04(434e: 37s
Collection
By Lan slaps
110011
5400%
53019:
MON
510101'
Ey'u0 !{aid
•AS x17361
Erp sh
546.046.65
96.33 %
Spar4sh
51,755.84
3.67 %
Total
547,802.49
CC CIA
A977c5Ri1
By RAU g
130001
13
L
SIM.
T 7
SO
+,78e1701
Cash
6941.86
1.97
H
54,236.80
8.165:
Y
542,623.03
69.17 Si
To62,
$47,50L49
Cash
57,141.08
14,94 %
CC
639,261.54
82.13 %
Check
31,399.96
2.93 Si
Raab
$47,802.4
Hourly buts success collections
4
5
7
5 10 11 12 13 14 15
•pd •CC • 11A11
16
11
1I
10
10
31
11
23
4 13.114 14,14 3414 Ass 14 3e714 Oslo 340014 17014 3415 Fa615 31415 74333 16715 MI5 3.113 A7114 34913 030
•Cn3 •CC •1] 3 •Ap
Transaction
By0 yment mode
By Larpuage
all –
EnaO+h
571
93.3 %
n0
342
37.42%
1r
�.
3l'
11.
9wl•13
43
4.7%
47
319.
It
11
C•sh
99
10.72%
39131i
914
—
7
CC
431
47.16%
Choi
43
4.7%
Total
014
LfiO 11rini
s 3cmanentisa
Call CC Ctt3
1 Ta.Ct.Osais1
By Baling
By Transaclb,u statue
e4e
Canna
312
34.14 %
414
45.3 %
4140
l4.1
136
0edm4d
9
998 %
a
H
44
451%
5x341`3
SOT
35.47 %
3y
IX
Y
436
49.89 %
134 t
96
041 %
T•tals
914
Totals
914
2404 rei144 555o, T
°Trn:inmestica
7 T
1- ilmss:+3*4
Hourly basis number of Transactions
5:
43
21
14
3 3 4
6 7 1 0 10 11 12 13 14
*Cub •CC •C1a@ •A0
15
17
11
19
24
11
22
13 24
Monthly basis number of Transactions
AjcH Shyll Smll NIS AvjIl III Ottlt 1svt4 jk14 3sIS jabiS iJx75 ApIS
•tbb .CC •c •An
08/24/2015
11:00:00 PM 186444.6
(CDT)
08/24/2015
10:00:00 P61 286441
(CDT)
08/24/2015
09:00:00 PM 286438.6
(CDT)
1 0804/20/5
108:00:00 P61 286433.5
(CDT)
08/24/2015
07:00:00 PM 286428.7
(CDT)
08924/2515
06:00:00 Phi 286426.3
(CDT)
08/24/2015
05:00:00 P61 286423.4
(CDT)
t 08/24/2015
04:00:00 Phi 286423.5
(CDT)
08/24/2015
03:00:00 PIA 286393
(CDT)
F08/24/2015
0200:00 P61 286392.7
(CDT) _
08/24/2015
01:00:00 P61 286392.4
(CDT)
1 08924/2015
112:0000 PIA 286389.8
(CDT)__
08/24/2015
11:00:00 AM 286170.9
(CDT)
08/240015
10:00:00 All 285446.8
(CDT)
08/24/2015
09:00:00 Ah1 284747.7
(CDT)
1 08/24/2015
08:0090 4861 284743.5
I (C011 _
08/24/2015
07:00:00 Ah1 284737.8
I08:00:00 08:00:00 AM 284737.8
L (CDT)
08/24/2015
05:00:00 Ah1
(CDT
081x920( 16
04:00:00 AM
(CDT)
08/24/2015
03:00:00 AM
(CDT)
1 0812412015
'02:00:00 AI.1
(CDT)
08/24/2015
01:00:00 A81
(CDT)
0892492015
12:00:00 AM
I (CDT)
284735.4
284735.4
284735.4
284733.7
284733.7
284733.7
j 09/27/2015
111:00:00 PM 302611.1
I fCDn
09/27/2015
10:00:00 PM 302606.4
(CDT)
1 09127/2015
09:00:00 PM 302603.9
I
(COT)
09/27/2015
08:00:00 P61 302602.2
(COT)
09/27/1015
07:00:00 PM 302602.2
(CDT)
09/27/2015
06:00:00 Ph1 302602.2
(CDT)
09127(2015
05:0030 PM
(CDT) _
09/27/2015
04:00:00 PM 302602.2
(CDT)
09/2792015
103:00:00 PM 302602.2
(CDT)
09/27/2015
02:0000 PM 302557.6
(CDT)
1 09/27/2015
01:00:00 PM 302555.3
I.._(CDT) __
09/27/2015
12:00:00 PM 302548.4
(con
x0872782015
111:00:00 48/.1 302544.2
(CDT/
09/27/2015
10:0000 AM 302536.5
(CDT)
0951/2015
09:00:00 AM 302533.6
(CDT)
09/27/2015
06:00:00 001 302527.7
(CDT)
302602.2
08/26/2015
11:00:00 PM 288529.8
3.6 (con
08/26/2015
10 :00:00 PM 287780.5
(Con.
08/26/2015
09:00:00 P88 287281.4
5.1 (CDT(
0812612016
287270.9
2.4
4.8
2.4
2.9
-0.1
30.5
03
0.3
2.6
218.9
724.1
699.1
4.2
5.7
0
2.4
0
0
1.7
0
0
4.7
2.5
1.7
0
0
0
0
0
44.6
2.3
6.9
4.2
7.7
2.9
5.9
0
108:00:00 PM
(CDT)
08/26/2015
07:00:00 PM
(CDT)
0812612015
08:00:00 PM
(CDT)
08/26/2015
05:00:00 Ph1
(CDT)
i 08(2892015
04:00:00 PM
(CDT)
08/26/2015
03:00:00 Ph1
(CDT)
08(28/2015
02:00:00 PM
(CDT)
08/26/2015
01:00:00 PM
(CDT)
08/26!2015
12:00:00 PM 287262.6
(CDT)
08/26/2015
11:00:00 AM 287260.1
(CDT)
08/26/2015
1 10:00:00 AM
(CDT)
08/26/2015
09:00:00 All
(CDT)
08/26/2015
08:00:00 AM
(CDT)
00/26/2015
07:00:00 Ah1
(CDT)
08(26/2015
08:00:00 AM
(CDT)
08/26/2015
05:00:00 Alt
(CDT)
08/26/2015
04:00:00 AM
(CDn
08/26/2015
03:00:00 AM
(CDT)
08(26/2015
02:00:00 AM
(CDn_
08/26/2015
01:00:00 A61
(CDT)
08/26(2015
12:00:00 AM
(CDT)
287268.4
287268.4
287266
287266
287266
287265.8
287263.4
287251.1
287248.9
287248.9
287042.9
286555.5
286552.9
286552.9
286552.9
286552.9
286552.9
286552.9
749.3
499.1
10.5
2.5
0
2.4
0
0
0.2
2.4
0.8
2.5
9
2.2
206
487.4
2.6
0842912015
11:00:00 PM 291326.4
CDT(
1084(2992016
10:00:00 PM 290583.6
(CDn-
08/29/2015
09:00:00 Phi 290086.1
(n
081299Co2015
08:00:00 PM 290086.1
(CDT) - --
08/29/2015
07:00:00 PM
(CDT)
08/29/2016
06:00:00 PM
_ (CDT)
08/29/2015
05:00:00 P61
19
09%29((002015
04)00:00 Phi
(CPT)
08129/2015
03:00:00 P51
L on
9/2015
:0M
(0019 0 :00 P
08/29/2015
01:00:00 PM
(CDn
1 10 08(20(20
1200:00 PM
(CDn
08129/2015
11:00:00 AM
(con 015
08129(2
10:00:00 AM
(CDn_
08(29/2015
09:00:00 AM
(CDT)
08/29/2015
08:00:00 AM
(CDT/
08929/2015
07:00:00 AM
(CDT)_
08929/2085
08:00:00 AM
i (CDT)
08/29/2015
05:00:00 061
(CDT)
1 08/29/2015
04:00:00 AM
/CDT)
08/29/2015
03:00:00 AM
290071.7
290063
290063
290058
290051.1
290951.1
290051.1
290051.1
290016
290013.3 1
290010.8
290007.1
289610
289123.3
289123.3
289121
289121
(CDn
00929(2015
0200:00 AM 289121
(CDT) -
08/29/2015
01:00:00 AM 289121
(con
0892912015
12:0000 A61 289121
_ (CDT)
742.8
497.5
14.4
09/02/2015
11:59:00 PM 293122.4
(CDT)
09/0212015
10:69:00 PM 293111
(Curl
0902/2015
09:59:00 P11 293111
(CDT)
09 /0212015
06:59:00 P81 293111 I
(CDT).
09/02/2015
07:59:00 PM 293111
8.7 (CDT)
09 /02/2015
06:59:00 PM 293111
(CDT)
09102/2015
05:59:00 PM 293111
(CDT)
09/02/1016
.04:59:00 PM 293097.7
6.9 (CDT)
09/02/2015
03:59:00 P81 293094.6
(n.
09/029CD2015
0209:00 PM 283094.6
(CDT) _
09/0212015
01:59:00 PM 293094.1
(con
09/02/2015
12:69:00 P51 293091.6
(CDT)
09/02/2015
11:69:00 AM 293089.6
2.7 (CDT)
9902/2016
10:59:00 01,1 293089.6
2.5 I (CDT) _
09/02/2016
09:59:00 AM 293089.6
35.1
11.4
0
0
0
0990112015
11:59:00 PM 291989.3
(CDn
OB /0112016
10:59.00 PM 291989.3
(0019
09101/2015
09:59:00 PM 291979.8
(CDT)
1_ MDT} 09/01/2015
08:59:00 PM 291977.4
1MDT} li
09/01/2015
07:59:00 Phi 291972.7
0
9.5
2.4
4.7
O (CDn 4
09(0112015
06:59:00 PM 291968.7
O (CDT) 10.5
09/01/2015
05:59:00 PM
13.3 (con 21.1
09901(2015
04:59:00 P68 291937.1
3.1 _ (CDn _ 2.4
09/01/2015
03:59:00 P61 291934.7
0.1 (CDn 0
1 0910112015
02:59:00 P1.1 291934.7
0.4 1 (con 5.8
09/01/20(5
01:59:00 Phi 291928.9
2.5 (CDn 0
09101(2015
12159:00 PM 291928.9
2 -(CDT) _- - 5.1
09/0112015
11:59:00 AM 291923.8
O (CDT) 12.4
0
3.7 (CDn 5.2
09/02/2015 1
08 :59:00 AM 293084.4 ; 49/5
397.1 (CDT) _ 7.5
09/02/2015 09/01/2015
07:69:00 AM 293076.9 09:00:00 AM 291905.8
486.7 (CDn 600.5 (CDT)
1 0982/2015 1 09101(2015
06:59:00 AM 292476.4 07:0000 AM
1 (CDT) 485 ( (CDT)
09/02/2015 09/01/2015
05:59:00 AM 291991.4 06:00:00 AM 291899.1
2.3 /con 0 (CDT/
09 /0212015 1 09/0182015
04:59:00 A14 191991.4 05:00:00 AM 291899.1
(CDT) 0 (CDT)
09/02/2015 09/01/2015
03:59:00 AM 291991.4 04:00:00 AM 291897.4
O (CDn 0 (CDT)
09/02/2015 09/01/2015
02:59:00 AM 291991.4 03:00:00 AM 291897.4
O (CDn_ _ 0 (CDT)
09/02/2015 09/01/2015
01:59:00 AM 291991.4 02:00:00 AM 291897.4
O (CDT) 2.1 (CDT)
09102/2016 109 /0112015
12:59:00 AM 291989.3 01:00:00Ah1 291895.6
(CDT) ' (CDT)
291958.2
-CT7i, kon-
'3EF3i41
ra-
09 /0112015
09:59:00AM 291909
(CDn
99_
10 ff145i
291901.5
09/01/2015
12:00:00 AM 291895.6
(CDT)
2.4
0
3.2
4.3
2.4
0
1.7
0
0
1.8
0
08/16/2015
11:00:00 PM 253686.1
(CDT) 0
08/16/2015
10:00:00 PM 253686.1
(CDT) 54.5
08/1612015
09:00:00 PM 253631.6
(CDT) 555.2
08/16/2015 1
108:00:00 PM 253076.4
(CDT) 10.4
08/16/2015
07:00:00 PM 253066
(CDT) 0
,08/16/2015
06:00:00 PM 253066 '
(CDT)
08/16/2015
05:00:00 PM
(CDT)
08/16/2015
;04:00:00 PM
(CDT)
08/16/2015
03:00:00 PM
(CDT)
08/16/2015
02:00:00 PM
(CDT)
08/16/2015
01:00:00 PM
(CDT)
08/16/2015
12:00:00 PM
(CDT)
08/16/2015
11:00:00
AM (CDT)
08/16/2015
10:00:00
AM (CDT)
08/16/2015
09:00:00
AM (CDT)
08/16/2015
08:00:00
AM (CDT)
08/16/2015
07:00:00 250506
AM (CDT)
08/16/2015 T
06:00:00 250506
AM (CDT)
08/16/2015
05:00:00 250504.1
AM (CDT)
08/16/2015
04:00:00 250504.1
AM (CDT)
08/16/2015
03:00:00 250504.1
AM (CDT)
08/16/2015
02:00:00 250504.1
AM (CDT)
08/1612015
01:00:00 250504.1
AM (CDT)
08/16/2015
12:00:00 250504.1
AM (CDT)
06/15/2015
11:00:00 PM 250502
(CDT)
08/15/2015
10:00:00 PM 250483.3
(CDT)
08/15/2015
09:00:00 PM 250483.3
(CDT)
[08/15/2015
.08:00:00 PM 260483
(CDT)
08/15/2015
07:00:00 PM 250463.1
(CDT)
253066
253043.3
253038.8
0
22.7
4.5
8.3
253030.5
0
253030.5
253030.5
252835.9
252459.5
251810.2
251086.1
[08/15/2015
06:00:00 PM
(CDT)
250459
0
194.6
376.4
649.3
724.1
580.1
0
1.9
0
0
0
0
0
2.1
18.7
0
0.3
19.9
4.1
0.1
4000
Daily Consumption, 07/26/2015 to 08/24/2015
3000-
2000-
1000
0
07/26/2
® 41_
11 18 /02/2-0 04vM2iiO4v 08/1I 6 1 14Y'0v �2 /2115
08/15/2015
05:00:00 PM 250458.9
(CDT)
p08/15/2015
04:00:00 PM 250454.4
'_ (CDT)
08/15/2015
03:00:00 PM
(CDT)
108/15/2015
02:00 :00 PM
I_ (CDT)
08/15/2015
01:00:00 PM
(CDT)
08115/2015
12:00:00 PM
(CDT)
08/15/2015
11:00:00
AM (CDT)
08/15/2015
10:00:00 248891.4
AM (CDT)
08/15/2015
09:00:00 248191
AM (CDT)
08/1512015
08:00:00 247502.4
AM (CDT)
08/15/2015
07:00:00 247495.2
AM (CDT)
08/15/2015
06:00:00 247493.4
AM (CDT)
08/1512015
05:00:00 247493.4
AM (CDT)
08/15/2015
04:00:00 247491.6
AM (CDT)
08/15/2015
03:00:00 247491.6
AM (CDT)
08/15/2015
02:00:00 247491.6
AM (CDT)
08/15/2015
01:00:00 247491.6
AM (CDT)
250453.7
250429,5
250407.6
249989
249551.7
08/15/2015
12:00:00 247491.6
AM (CDT)
08/14/2015
11:00:00 PM 247491.6
(CDT)
08/1412015
10:00:00 PM 247491.6
(CDT)
08/14/2015
09:00:00 PM 247471.4
(CDT)
08114/2015
08:00:00 PM 247316.3
(CDT)
08/14/2015
07:00:00 PM 246631.3
(CDT)
1 08/14/2015
06:00:00 PM 246354.8 I
I (CDT)
08/14/2015
05:00:00 PM 246352.3
(CDT)
08/14/2015
04:00:00 PM 246348.3
(CDT)
08/14/2015
03 :00:00 PM 246348.3
(CDT)
08/14/2015
02:00:00 PM 246348.3 I
I (CDT)
08/14/2015
01:00:00 PM 246348.3
(CDT)
4.5
0.7
24.2
21.9
418.6
437.3
660.3
700.4
688.6
7.2
1.8
0
1.8
0
0
0
0
0
0
20.2
155.1
685
276.5
2.5
4
0
0
0
0
08/14/2015
12:00:00 PM 246348.3
(CDT)
212.3
08/14/2015
11:00:00 246136
AM (CDT)
08/1412015
10 :00:00 245480.9
AM (CDT)
08/14/2015
09:00:00 244823.4
AM (CDT)
08/14/2015
08:00:00 244619.2
AM (CDT)
08/1412015
07:00:00 244619.2
AM (CDT)
08/1412015
06:00:00 244602.5
AM (CDT)
08/14/2015
05:00:00 244602.5
AM (CDT)
08/14/2015
04:00:00
AM (CDT)
08/14/2015
03:00:00 244602.5
AM (CDT)
08/14/2015
02:00:00 244602.5
AM (CDT)
08/14/2015
01:00:00 244602.5
AM (CDT)
244602.5 j
655.1
657.5
204.2
08/14/2015
12:00:00 244602.5
AM (CDT)
0
16.7
0
0
0
0
0
0
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: REPORTS /ANNOUNCEMENTS - A.
I. Subject:
Updates from City Council
II. Originated by:
City Council, City Council
III. Summary:
Updates and information.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
None
VII. Alternative Actions:
VIII. Attachments:
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: REPORTS /ANNOUNCEMENTS - B.
I. Subject:
Updates from the Mayor
- Monarch Migration Day Proclamation
- Arbor Day Proclamation
II. Originated by:
III. Summary:
Updates and information from the Mayor.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
None
VII. Alternative Actions:
VIII. Attachments:
1.
Monarch Migration Day Proclamation
Monarch Migration Day Proclamation.pdf
2.
Arbor Day Proclamation
Arbor Day Proclamation.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
PROCLAMATION
MONARCH MIGRATION DAY —
October 19, 2015
WHEREAS, the monarch butterfly is an iconic North American species whose multigenerational
migration and metamorphosis from caterpillar to butterfly has captured the imagination of millions
of Americans; and
WHEREAS, our great state of Texas and City of Kennedale is within the monarch migration route
which begins in Canada and ends in Mexico, a 3,000 mile journey that peaks in October; and
WHEREAS, the North American monarch population has declined by more than 90 percent in the
past two decades due to habitat loss and environmental stress; and
WHEREAS, businesses and residents along with local government have a critical role to play to
help save the monarch butterfly by providing monarch friendly habitat within landscapes, public
parks, medians, community gardens and municipal buildings that serve as community hubs; and
WHEREAS, Texas Parks and Wildlife has partnered with the Texas Department of Transportation,
the National Wildlife Federation and the Lady Bird Johnson Wildflower Center to promote the
expansion of milkweed and nectar - producing pollinator gardens across our state; and
WHEREAS, the Keep Kennedale Beautiful Commission has agreed to lead the charge,
encouraging and educating the community in creating "monarch way stations ", to sustain monarchs
along their annual migration routes and produce habitats so that these magnificent butterflies will
once again flourish.
NOW, THEREFORE, I, BRIAN JOHNSON, MAYOR OF THE CITY OF KENNEDALE, TARRANT
COUNTY, TEXAS, do hereby proclaim October 19, 2015 as Monarch Migration Day in Kennedale,
Texas, and I call upon all businesses and residents to commit to help restore habitat for the
monarch by making simple landscape changes, grow milkweed or other nectar producing plants to
promote the well -being and migration of this beautiful North American species.
IN TESTIMONY, WHEREOF, I have hereunto set my hand and caused the Seal of the City of
Kennedale, Texas to be affixed this 19th day of October 2015.
P
Mayor, Brian Whnson
PROCLAMATION
-ARBOR DAY-
November 7, 2015
WHEREAS, in the state of Texas, February 1889 was the first Arbor Day celebration; and
WHEREAS, in 1989 the legislature passed a resolution moving Texas Arbor Day to the last Friday
in April to align with the traditionally observed national Arbor Day; and
WHEREAS, trees play an important role in the ecosystem in which we live by reducing the erosion
of our precious topsoil by wind and water, cleaning the air we. breathe and the water we drink,
producing oxygen, providing habitat for birds and wildlife, and reducing heating and cooling costs
by moderating temperature; and
WHEREAS, trees in our city increase property values, enhance the economic vitality of business
areas and beautify our community; and
WHEREAS, trees, wherever they are planted are a source of joy and urban and community
forestry is an essential component of a healthy future for the City of Kennedale; and
WHEREAS, the city of Kennedale has planted trees within the medians of Little School Road and
Sublet Road in support of the Arbor Day Foundation and Tree City USA programs; and
WHEREAS, the Keep Kennedale Beautiful Commission is also planting trees within the City Parks
and the community in support of the Arbor Day Foundation and Tree City USA programs.
NOW, THEREFORE, I, BRIAN JOHNSON, MAYOR OF THE CITY OF KENNEDALE, TARRANT
COUNTY, TEXAS, do hereby proclaim November 7, 2015 as Arbor Day in Kennedale, Texas,
and I call upon all residents to support efforts to protect our trees and to plant and care for
trees to promote the well -being of this and future generations.
IN TESTIMONY, WHEREOF, I have hereunto set my hand and caused the Seal of the City of
Kennedale, Texas to be affixed this 19h day of October 2015.
Mayor, Brian Jonson
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: REPORTS /ANNOUNCEMENTS - C.
I. Subject:
Updates from the City Manager
II. Originated by:
Bob Hart
III. Summary:
Updates and information from City Manager, if any.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
VII. Alternative Actions:
VIII. Attachments:
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: MONITORING INFORMATION - A.
I. Subject:
Executive Limitations
B. Ends
- Balanced Scorecard
II. Originated by:
III. Summary:
Reports are attached for review.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
VII. Alternative Actions:
VIII. Attachments:
1.
Executive Limitations
Executive Limitations 10.2015.docx
2.
Balanced Scorecard
Balanced Scorecard.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
POLICY TYPE: EXECUTIVE LIMITATIONS
POLICY TITLE: GLOBAL EXECUTIVE CONSTRAI NT
The City Manager shall not cause or allow any organizational practice, activity, decision, or
circumstance that is either unlawful, imprudent, or in violation of commonly accepted business and
professional ethics.
Overal I , City operations are i n compl i ance with the gl cbal constraint policy. A potential deviation may be i n
how the TxDOT reca vabl es are recorded on the si dewal k project because TxDOT takes longer than 60 days
to rei mburse submi ttal requests. This was di scussed wi th our audi tors and because it is from a state agency
we wi I I record the payment as a current account receivable.
POLICY TYPE: EXECUTIVE LIMITATIONS
POLICY TITLE: TREATM ENT OF CUSTOM ERS OF CITY SERVICES
V14 th respect to interactions with customers, the City Manager shall not cause or allow conditions,
procedures, or decisions that are unsafe, untimely, undignified, or unnecessarily intrusive.
The City Manager wi I I not:
1. Elicit i nformati on for w hi ch there is no cl ear necessity.
2. Use methods of collecting, reviewing, transmitting, or storing customer information that fail to
protect agai nst i mproper access to the material
3. Operate faci I i ti es wi thout appropri ate accessi bi I ity and pri vacy.
4. Operate without establishing with customers a clear understanding of what may be expected and
what may not be expected from the servi ce offered.
5. Operate without i nformi ng customers of this policy or provi di ng a way to be heard for persons
who believe that they have not been accorded a reasonable i nterpretati on of their rights under this
policy.
Cyber security issues area major concern i n compliance with point 2. The city backs up files on a dai I y basis
to avoid more common hacki ng attempts. Limitations have been placed on what websi tes can be accessed.
Both the city manager and IT analyst are members of I of raGard to better understand the risks i nvol ved.
POLICY TYPE: EXECUTIVE LIMITATIONS
POLICY TITLE: TREATM ENT OF STAFF
Wth respect to the treatment of paid and volunteer staff, the City Manager shall not cause or allow
conditions that are unfai r, undignified, disorganized, or unclear.
The City M anager will not
1. Operate without written personnel rules that (a) clarify rules for stair, (b) provide for effective
handling of grievances, and (c) protect agai nst wrongful conditions, such as nepotism and grossl y
preferential treatment for personal reasons.
2. Retal i ate agai nst any staff member for non - disruptive expression of dissent.
3. Allow staff to beunaware of City M wager's interpretations of their protections under this policy.
4. Allow staff to be unprepared to deal with emergency situations.
The city maintains current personnel pol i cy and on entati on booklet. City operations are i n compliance with the
treatment of staff poli cy. Staff was heavi I y i nvol ved i n the preparation of an asset management plan. I n
addition staff is i nvol ved i n the i ntervi env process consistent with our desi red culture.
POLICY TYPE: EXECUTIVE LIMITATIONS
POLICY TITLE: EMERGENCY CITY MANAGER SU CCESSI ON
In order to protect the Council from sudden loss of the City Manager Services, the City Manager shall not
permit there to be Tess than one other person familiar enough with CounciI and City Manager isss,es and
procedures to be able to maintain organization services
Kel I y Cooper i sthe most informed of staff members. Thedepartment heads collectively are aware of
on -goi ng acti vi ti esand projects, and I have been more attentive to this in staff meetings.
1
4,1
■
KENNEDALE
You're Here.Your Home
( Kennedale family oriented, economically prosperous, business friendly and
conveniently located, providing opportunities to live, work and play
KENNEDALE
13 -1
September 2015
S2 Be a Sustainable
& Attractive City
Si Achieve a Thriving
Community
•
7•m►•I_Irc.]►
I1 Provide Excellent
Services
I2 Enhance I3 Expect Operational
■Business Climate Excellence
40.
I4 Ensure Public
Health & Safety
I5 Enhance
Partnerships
E1 Build Exceptional
Talent
F1 Balance the
Tax Base
4,1
E2 Foster Pride in
Ownership
F2 Expect Fiscal
Responsibility
E3 Leverage
Technology
F3 Leverage
Resources
CORE VALUES INTEGRTYACOOUNTABIIJTYTEAM WORK INNOVAIION COMMITMENT
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: INCIDENTAL ITEMS (CONSENT) - A.
I. Subject:
Consider the selection of Halff Associates to prepare a grant application through FEMA for federal
funding of the purchase and removal of flood prone structures under the Hazard Grant Mitigation
Program; and to assist the City of Kennedale in the implementation of a Hazard Grant Mitigation Program
Plan; and to authorize the City Manager to execute a contract
II. Originated by:
Bob Hart
III. Summary:
B. The State of Texas received a presidential declaration following the flooding during the past spring.
The presidential declaration includes flood mitigation grant funds. The grant program following this
declaration is to purchase and remove residential structures from the flood plain. Staff recommends the
city select an engineering firm to prepare an application for the grant cycle. Staff requested Refocus from
firms to prepare an application. The City received two proposals: Halff & Associates and H2O
Engineering. Staff reviewed the proposals and recommends that City Council award a contract to Halff &
Associates because of their familiarity with Village Creek.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Halff Associates Request for Qualifactions
RFQ - Halff Assc.pdf
2.
H2O Partners Inc. Request for Qualifications
RFQ -H2O Partners Inc .pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
city of Kennedale
Statement of Qualifications for Engineering Services
Hazard Mitigation Grant Program and Implementation
Prepared by
Halff Associates
Jeffrey S. Ward & Associates
Tom Kyser, Real Estate Appraiser
October 15, 2015
•• • • HALFF
�1
r
HALFF
1
October 15, 2015
1008 -15 -0085
Ms. Leslie Galloway
City Secretary
Kennedale City Hall
405 Municipal Drive
Kennedale, Texas 76060
RE: Qualifications Statement for Engineering Services: Hazard Mitigation Grant Program
(HMPG) Application and Implementation for the City of Kennedale, Texas
(FEMA- 4223 -DR)
Dear Ms. Galloway:
Halff Associates, Inc. is pleased to present the following Qualification Statements (QS) to provide
engineering and related services required to prepare a Hazard Mitigation Grant Program (HMPG)
Application. If the grant submittal is successful, our team would be available for the
Implementation Phase for the potential buyout and removal of flood prone structures located
within the City of Kennedale, Texas. This QS is in response to your RFQ of October 1, 2015. The
potential HMGP project would be made possible by the Presidential Disaster Declaration (FEMA-
4223-DR).
Our Project Team will consist of Halff Associates, Jeffrey S. Ward & Associates, Inc. (JSWA),
hazard mitigation consultants, with offices in Houston, and Mr.Tom Kyser, real estate appraiser.
JSWA has teamed with Halff Associates on previous successful HMPG projects. The Halff -JSWA
team has vast experience throughout the state of Texas in obtaining and executing federal and state
grants and we are eager to assist the City of Kennedale in procuring funding for the proposed
project. Mr. Kyser has assisted Halff with real estate appraisals for previous Kennedale studies.
Ms. Angela Wright Davidson, P.E., CFM, will be our Project Manager for this project, since she
brings extensive experience and intimate knowledge of the Village Creek project area.
We appreciate the opportunity to be of service to you and look forward to working with you on
this project. We are prepared to begin work immediately on the project if selected. We understand
that the need for the Implementation Phase will be dependent on federal and state agency review
and approval. Please feel free to contact us if you have any questions.
Sincerely,
HALFF ASSOCIATES, INC.
T. Lynn Lovell, PE, CFM, D.WRE
Vice President
HALFF ASSOCIATES, INC.
4000 FOSSIL CREEK BLVD.
TEL (817)847 -1422 WWW.HALFF.COM
FORT WORTH, TX 76137 -2720 FAX (817) 232 -9784
j HALFF'
SECTION I — GENERAL TEAM INFORMATION
• Halff Associates, Inc. 4000 Fossil Creek Blvd, Fort Worth, Texas 76137 (Prime)
• Contact: Mr. Lynn Lovell, PE, CFM, D.WRE, Vice President, (817) 847 -1422, Ilovell @halff.com
• 65 years in business
• 520 employees
Halff Associates Inc., an employee -owned business, provides services throughout Texas from our 13 offices
across the state and new locations in Louisiana and Oklahoma. Halff is ranked #149 in Engineering News - Record
magazine's list of the top 500 design firms in the United States. The firm's staff of 520 includes engineers,
surveyors, architects, landscape architects and scientists. The firm was founded in Dallas in 1950 by Albert H.
Halff, D.Eng., PE. Today Halff preserves Dr. Halff's legacy of integrity, dedication to client service and
commitment to quality. We are a progressive firm committed to providing value with creative solutions to
design challenges. Services provided by Halff include:
• H &H and Floodplain Engineering
• Water Resources
• Street Engineering
• Water & Wastewater Infrastructure Engineering
• Surveying
• Utility Coordination /Relocation
• Traffic Studies /Engineering
• Real Estate /Right -of -Way Acquisition Services
• Structural Engineering
• Planning /Landscape Architecture
• Architecture
• Mechanical /Electrical /Plumbing Engineering
• Environmental Engineering and Science
• Subsurface Utility Engineering
• Construction Management
• Jeffrey S. Ward & Associates, Inc. (JSWA) 2470 Grey Falls Drive, Suite 100, Houston, TX 77077 (Headquarters
in Purcellville, Virginia)
• Mr. Jeffery Ward, CFM, President, (540) 668 -6945, email: jward@rstarmail.com
• 20 +Years in business
• 11 employees (Jeff Ward and specialty contract employees)
Jeffery S. Ward & Associates, Inc., is a hazard mitigation and acquisition firm with over 20 years of experience in
mitigation planning and implementation of mitigation projects for the Federal Emergency Management Agency
and for various states and communities throughout the United States. In addition to the principle of the
company, Jeff Ward, the corporation has more than 10 subconsultants (subject matter experts) that are utilized
on various previous and on -going projects. Mr. Ward has assisted Texas communities to obtain over $660
million in state and federal grants. He has assisted communities nationwide in the acquisition and demolition of
over 4,000 flood damaged and flood prone structures funded under FEMA HMGP, FMA, SRL, PDM, and RFC. He
helps to ensure flood victims get treated fairly and equitably throughout the acquisition process. Many of these
project included relocation assistance.
1
E!! HALFF
• Tom Kyser, SRA, MAI, Real Estate Appraiser 316 Bailey Avenue, Suite 118, Fort Worth, TX 76107
• Tom Kyser, Real Estate Appraiser, (817) 332 -4428
• 38 years as independent appraiser
Tom Kyser has been an independent fee appraiser since 1977. Work assignments have included dwellings,
residential and non - residential subdivisions, commercial, office, retail and industrial improved properties, urban
and rural land. Assignments have been completed for both public and private sector clients. Work generally
includes Tarrant County and surrounding counties in Texas. Example clients include the Cities of Kennedale, Fort
Worth, Arlington, Azle and Burleson as well as Tarrant and Parker counties, numerous banks and lending
institutions, the FDIC and U.S. Army Corps of Engineers.
2
,p; HALFF'
SECTION II - PROJECT ORGANIZATION
Relationship of Team Firms:
Halff will be the prime contractor and will be responsible for organizing and managing the HMGP application
and follow up implementation phase. JSWA will serve as a technical advisor and provide grant application
quality assurance control to Halff. JSWA will specifically provide reviews and guidance in the initial grant
submittal phase, relying on their extensive nation -wide experience and success with similar projects. In the
implementation phase, they will assist Halff in developing a practical and feasible flood prone property buyout
plan, consistent with FEMA and TX DEM policies and criteria. In addition, if supplemental real estate appraisals
are needed, Tom Kyser, a local certified Real Estate Appraiser, will be available to the team.
Key Personnel and Organization
The FEMA /TX DEM HGMP Grant application and follow up Implementation Phase will be prepared in the Fort
Worth office of Halff with assistance from the Jeffrey S. Ward & Associates staff and Tom Kyser (Real Estate
Appraisals). The Project Manager for this project will be Angela Wright Davidson, backed up by Deputy Project
Manager, Ben Pylant. Technical issues and advice will be provide by Cindy Mosier, T. Lynn Lovell (Principal -in-
Charge), and John Ivey. Any GIS- related tasks will be provided by Erin Atkinson. In addition, assistance in the
acquisition of the specific flood prone properties will be overseen by Mark Janicki, the Halff ROW and property
acquisition manager from the Richardson office. Environmental issues will be addressed by two Halff staff
members: Danny Griffith (Fort Worth) and Kent Belaire (Richardson).
See the Organization Chart for specific tasks and team relationships and Appendix A — Resumes, for
qualifications of individual team members.
3
Team Organization Chart
Project Manager
Angela Davidson, PE, CFM
Deputy Project Manager
Ben Pylant, PE, CFM, CPESC
Technical Advisors — QA /QC
John Ivey, PE, CFM
Jeff S. Ward, CFM
Submittal Phase
Technical Issues
Cindy Mosier, PE, CFM
(Floodplain)
Erin Atkinson, PE, CFM, GISP
(Mapping GIS)
E!! •• HALFF
Principal -in- Charge
T. Lynn Lovell, PE, CFM, D.WRE
Application Development
Angela Davidson, PE, CFM
Ben Pylant, PE, CFM
Jeff Ward
Appraisals /ROW Issues
Tom Kyser, SRA, MAI
Mark Janicki, PE, JD, R/W NAC
4
Environmental Issues
Kent Belaire, PG, CAPM
Daniel Griffith
Implementation
Phase
Property Acquisition
Mark Janicki, PE, JD, R/W NAC
Tom Kyser, SRA, MAI
Jeff Ward
Plan Dev /Specs
Angela Davidson, PE, CFM
Cindy Mosier, PE, CFM
Ben Pylant, PE, CFM, CPESC
Jeff Ward
••• HALFF
SECTION III — TEAM EXPERIENCE AND REFERENCES
Halff Associates, Inc.
Halff has extensive experience with various FEMA and TX DEM grant programs in Texas, as listed below. A few
specific projects are described in detail and references provided.
Type of Work
Project Name
Location
HMGP Grants and Applications
East Mustang Creek
Wharton County
HMGP Grants and Applications
Chigger Creek Detention Facility
City of Friendswood
HMGP Grants and Applications
Drainage District #1 Water Pump Station Improve.
Hidalgo County
HMGP Grants and Applications
Skyline Mobile Home Park Buyout Project
Haltom City
See below
FMA Grants and Applications
Tres Palacios Drainage Improvements (SRL)
City of El Campo
FMA Grants and Applications
Valley View Branch Buyout Project
City of Hurst
See below
FMA Grants and Applications
Drainage Improvements
Town of Matagorda
FMA Grants and Applications
Buyout Project
City of Richland Hills
See below
Corps of Engineers Project
SRL Johnson Creek — Floodplain Properties Buyout
Corps and City of Arlington
See below
• Skyline /White Creek HMGP Project, Haltom City, Texas —This project was for the acquisition of 124 parcels
through the HMGP for Haltom City. The city prepared and submitted the grant application after the
disastrous floods of June 2007. After the successful application was approved by FEMA and DEM, the city
contracted with Halff to implement the "buy out" project. This was a FEMA /DEM voluntary acquisition of
residential parcels improved with manufactured housing and relocation of eligible tenants. Services included
project administration, negotiation, title curative, and relocation of residential and non - residential displaces.
Significant coordination and reporting paperwork was required throughout the project. Mark Janicki and his
staff in the Halff Richardson office completed this project.
Contact: Tom Ice, PE, City Engineer
City of Haltom City
4200 Hollis Street
Haltom City, TX 76111
Phone: (817) 222 -7700
Email: tice @haltomcitytx.com
• Johnson Creek Buyout and Recreational Facilities - Corps of Engineers, Fort Worth District - Halff assisted the
Fort Worth District Corps of Engineers in preparing plans and specifications for a three -phase non - structural
(floodplain property buyout) flood control project on Johnson Creek in Arlington. The project was cost
shared between the Corps of Engineers and the City of Arlington, requiring coordination with these two
agencies in the planning, design, and construction of the project. Phase 1 included plans and specifications
for demolition and removal of 70 houses from the Johnson Creek floodplain. Specific issues include tree
preservation, asbestos /lead paint abatement, and customized bid documents for phased contracting with
demolition contractors as individual house acquisitions were finalized. Later phases included park and
recreation improvements and stream environmental restoration.
5
,pp HALFF
Contact: Mr. Elston Eckhardt, PE
Programs and Projects Management Division
Phone: (817) 886 -1378
Email: Elston.D.Eckhardt @usace.army.mil
■ City of Hurst Valley View Buyout HMGP Project - Halff was authorized to prepare the Valley View Buyout
Demolition and Disposal Plan that includes contract documents for acquisition of six flood prone properties
to be acquired by the City of Hurst, utilizing HMGP funding provided by the Federal Emergency Management
Agency (FEMA) and administered by the Governors Division of Emergency Management (TxDEM). The six
properties were located within the floodplain and floodway of Valley View Branch and had suffered flood
losses during several past flood events. Halff prepared the Buyout Demolition and Disposal Plan and
contract documents. During demolition and disposal, Halff assisted the City of Hurst with interpretation of
contract documents and compliance with both TxDEM and FEMA requirements. The structures were
removed, and the site was returned to natural conditions.
Contact: Mr. Ron Haynes, PE
Director of Public Works
City of Hurst
1505 Precinct Line Road
Hurst, TX 76054
Phone: (817) 788 -7075
Email: Rhaynes@ci.hurst.tx.us
• City of Richland Hills - FEMA Flood Mitigation Assistance (FMA) Acquisition Project — Halff assisted the city
in the acquisition and demolition of flood -prone properties located within the Special Flood Hazards Area
and Floodway of Stream BFC -5 in Richland Hills. The project included preparation of a FEMA eGrant
application, coordination with State and Federal agencies, preparation of FEMA Benefit -Cost Analysis to
secure a FEMA project grant administered by the TWDB. The project ended up with only one Severe
Repetitive Loss (SRL) property which was flooded repeatedly and was subject to flooding during a 2 -year
flood event.
Contact: Mr. Michael Barnes, PE
City Engineer
City of Richland Hills, TX,
3200 Diana Drive, Richland Hills, TX 76118
Phone: (817) 616 -3835
Email: mbarnes@richlandhills.com
6
•••
HALFF
JSWA (Subconsultant to Halff)
Jeffery S. Ward & Associates, Inc., has more than 20 years of experience in hazard mitigation and acquisition,
mitigation planning and implementation of mitigation projects for the FEMA and for various states and
communities throughout the United States. The firm has assisted Texas communities to obtain over $660
Million in state and federal grants and has assisted Communities in the acquisition and demolition of over 4,000
flood damaged and flood prone structures funded under HMGP, FMA, SRL, PDM, and RFC. Jeff Ward has served
as Technical Assistant to the State of Texas for FEMA mitigation programs, has facilitated the development of
approved Emergency Operations Plans for the City of Pearland and Hardin County and was the Mitigation
consultant, under long term contract, to the Texas Medical Center (Houston) and all member facilities. He has
assisted communities in Texas, Florida, Louisiana, New Jersey, and South Carolina with the preparation of
successful (awarded) applications for HMGP project grants, Flood Mitigation Assistance (FMA) project grants,
FMA planning grants, and Pre - Disaster Mitigation (PDM) project grants, PDM planning grants, and Engineering
Study Grants. One specific example project and reference for JSWA:
• Travis County Floodplain Properties Acquisitions - JSWA is the lead mitigation consultant to Travis County
for all involuntary and voluntary acquisitions. JSWA has assisted Travis County with the acquisition and
demolition of over 150 flood -prone structures throughout the County. These acquisitions have been a mix
of voluntary (FEMA and County funded) and involuntary (USACE funded) projects. Over 100 homes within
the County fall within a neighborhood that is being acquired for open space preservation and parkland. This
project is funded by the USACE and requires we follow URA for all owner and tenant occupied properties.
This 100 home program is nearing completion and has been very successful. Services provided: Application
development, Grant administration, Voluntary and Involuntary Buyout project execution, Comprehensive
mitigation plan development.
Contact: Ms. Melinda Mallia
PO Box 1748, Austin, TX 78767 -1748
Phone: (512) 854 -4460
General Contact /Reference for Other TX Project:
Mr. Gilbert Ward
Texas Water Development Board
Federal and State Grants Coordinator
Phone: (512) 463 -6418
Email: gilbert.ward @twdb.state.tx.us
7
••• •••
HALFF
SECTION IV - PROJECT APPROACH
PROJECT CONCEPT
The City of Kennedale has approximately fourteen (14) residential properties and two (2) mobile home parks
(approximately thirty -five (35) units) located within the flood plain of Village Creek. The Village Creek watershed
has experienced chronic flooding for decades with major flooding as recently as September 2010. Twenty -two
(22) major flood events have been documented on the Village Creek watershed since 1916. A 2012 Halff study
on Village Creek identified 70 and 133 flood -prone properties within the 10 -year and 100 -year floodplains,
respectively. For several years the city has been gradually acquiring vacant floodplain properties near the
developed tracts within the floodplain in a master plan of eventually removing all flood prone structures and
converting the area to an open space environment.
Therefore, the city desires to submit a grant application through the FEMA HMGP to obtain supplemental
funding for this "Floodplain Evacuation and Removal of Flood Prone Properties" Master Plan. The city
recognizes the requirement for the voluntary agreement to sell specific properties from the citizens owning the
identified tracts. To sell the specific properties. The acquisition and demolition of these properties within the
Village Creek floodplain properties will protect citizens by removing historically flood prone buildings and
thereby reducing future flood damages and risk of life. The removed properties will be deed restricted to open
space uses for perpetuity in order to protect and preserve the restored floodplain.
PROJECT APPROACH
Submittal Phase
The approach in planning, organizing and management of this Phase of the project will be similar to the 2014
submittal performed for Kennedale by Halff:
1. Review the previous grant application submittal and work performed to see if opportunities exist for
including additional properties in the new submittal.
2. Send out letters to potential volunteer property owners and follow up to obtain as many agreements as
possible.
3. Prepare and submit the Grant Application using the current submittal module and related tools.
Communication will include regular updates to the City of Kennedale on project progress. Since it will be such a
short schedule (2 months), most of the communication will be via email, phone calls, or called meetings with city
staff, as needed.
Problem solving will be an ongoing process coordinated by the Project Manager, in consultation with technical
advisors, and including the city staff, as required.
Quality Control will include reviews of draft submittal, computations of benefit /cost analysis, and other work
products needed to complete the Submittal to DEM /FEMA. Jeffrey Ward will provide additional QA /QC for this
application.
Schedule: Fairly straightforward: Two months to complete all needed tasks and submit to TX DEM on December
15, 2015.
8
:II HALFF
Staff Availability — Angela Wright Davidson, the PM, will be available to complete the submittal process. She has
significant support in the Fort Worth office with Ben Pylant, Cindy Mosier and Lynn Lovell.
Implementation Phase
1. Initiate all required tasks that run concurrently such as:
a. Any additional appraisals, if needed;
b. Environmental investigations,
c. Process of contacting property owners and negotiations for acquiring the ROW (i.e. properties)
d. Start plans and specifications for the overall demolition, removal, and restoration plans and
specifications.
2. Assist city with bidding package and contractor selection.
3. Provide follow up and closure documents as needed.
4. Some key considerations /issues /possible tasks that the Halff Team will address include:
Buyout Services:
• Serving as buyout representative, representing the client during the entire buyout process
• Providing review and oversight of all title company activities
• Developing data for and preparing the determination of compensation and offer to sell
• Meeting with each parcel owner to describe the acquisition process
• Reviewing and verifying eligibility for buyout with each parcel owner
Describing relocation assistance program to each parcel owner, where one is offered
• Performing all required grant administration to include reporting and reimbursement request
preparation /processing
• Answering any questions and resolving any concerns that the parcel owner may have throughout all
phases of the buyout
Demolition /Construction Administration:
■ Soliciting interest and bids from local demolition contractors capable of handling and interested in
providing demolitions
• Making recommendations to client on demolition firm(s) to be available on an as needed basis when
demolition is required
• Assisting with the contracting vehicle between client and demolition firm(s)
• Assisting client with the solicitation of demolition bids on a home by home basis
• Providing recommendations to clients based on received demolition bids
• Assisting client in the oversight of demolition contractor to ensure demolitions are completed in a
timely manner
■ Facilitating invoicing and payment processes for all demolitions
Grant Administration:
• Providing support for public meetings (if required)
• Assisting in locating property owners
• Preparing required reports; state quarterly reports, client monthly reports, project status reports,
and project completion reports
• Supporting the reimbursement request process by collecting supporting documentation for
Increased Cost of Compliance (ICC), Public Assistance (PA), and various grants.
• Preparing reimbursement requests for all phases of the grant program to include all administrative
elements, the actual acquisition and demolition of structures.
9
!EE HALFF
Communication will include all required regular status and financial reports to the TX -DEM /FEMA, plus regular
updates to the City of Kennedale on project progress.
Problem solving will be an ongoing process coordinated by the Project Manager, in consultation with technical
advisors, and including the city staff, as required.
Quality Control will include reviews of developed plans, computations of benefit /cost analysis, and related work
products by Halff staff and Jeff Ward and his specialists.
Schedule: A detailed schedule will be prepared if the grant is awarded, based on the preliminary schedule in the
Submittal. The normal time frame for a HGMP grant project is 2 years of less.
Staff Availability — Angela Wright Davidson, the PM, will be available to complete the implementation process.
She has significant back up in the Fort Worth office, with Ben Pylant (Deputy PM) Cindy Mosier, and Lynn Lovell.
Jeff Ward and Tom Kyser have indicated they will be available as needed.
INNOVATIVE STRATEGIES OR TECHNOLOGIES THAT COULD BE APPLIED TO THIS PROJECT
Halff has extensive City of Kennedale hydrologic, hydraulic, geographic, economic, and related analysis datasets
and tools, including state -of- the -art GIS technology that can assist in merging the various components of the
project. Halff uses GIS to automate the hazard analysis process and to visualize the results. In addition to the
traditional tabular summaries associated with hazard mitigation planning, GIS provides the spatial component
for the extent and magnitude of a potential hazard. As needed, Halff can
In addition, Halff has a vast knowledge of the historical flooding issues that have occurred in the Village Creek
watershed within the City of Kennedale. Halff prepared the "Village Creek Flood Study within the City of
Kennedale Texas" dated July 2012. The Flood Study included determining flood plains for the 1 -, 2 -, 5 -, 10 -, 25 -,
50 -, 100 -, and 500 -year frequency storm events. The study estimated that a 100 -year flood event along Village
Creek would damage 133 buildings and cause approximately $6,356,000 damages. Halff also prepared a HMGP
application titled "HMGP Application Package for the City of Kennedale Voluntary Acquisition /Demolition of
Properties Located along Village Creek" for the previous disaster declaration (FEMA- 4159 -DR) in May 2014. The
application was for the acquisition and demolition of 8 properties along Village Creek.
10
• .▪ pp HALFF
SECTION V - SUMMARY
In summary, we believe that with Halff's extensive local Kennedale knowledge, the addition ofJSWA — the
premier hazard mitigation specialty firm in the nation, and Tom Kyser, a highly knowledgeable local appraiser,
the Halff Team is uniquely qualified for this HMGP project!
The reasons for this belief have been defined in this Qualifications Statement:
1. Extensive knowledge of the Village Creek floodplain within Kennedale, including detailed physical and
economic information needed to execute this project. No Team can match the intimate knowledge of
the flooding /floodplain /proposal solutions for this specific floodplain area that we have acquired the
past 5 years.
2. Our Team includes highly qualified personnel, with numerous floodplain acquisition and demolitions
projects, especially within Texas. Jeffrey S. Ward brings a unique set of flood hazard mitigation
qualifications to the table.
3. The practical and state -of- the -art technology combined with the Halff Team experience and local
knowledge assures the City optimum results for this project.
4. A clear understanding of the City's Vision for the projected future open space use of this floodplain
area. This is because of the updated Kennedale Comprehensive Plan, prepared by Halff, which won the
2013 — APA Project Planning Award; awarded by the Texas Chapter of APA (American Planning
Association).
11
APPENDIX A: RESUMES
HALFF ASSOCIATES, INC.
Ei! •• HALFF
Angela Wright Davidson, PE, CFM — Project Manager
Master of Science /Environmental Engineering, Texas Tech University (2004)
Bachelor of Science /Environmental Engineering, Texas Tech University (2004)
Registrations
Professional Engineer, Texas — No. 101339 (2008)
Certified Floodplain Manager —No. 0896 -05N (2005)
Since joining Halff Associates in June 2004, Ms. Wright has participated in hydrologic and hydraulic
studies, flood control planning, erosion studies, floodplain management, grant applications, and TWDB
loan applications. Representative projects include:
• Hazard Mitigation Grant Program (HMGP) Application for the City of Kennedale, Texas - Assisted
the City of Kennedale in the preparation of the Federal Emergency Management Agency's (FEMA)
Hazard Mitigation Grant Program Application (2014) for funding assistance for the acquisition of
certain flood prone properties within the City. This included obtaining signed agreements of
property owners for future purchase of their buildings and land.
■ Village Creek Flood Study Within the City of Kennedale, Texas — Project engineer for a floodplain
assessment of Village Creek within the City of Kennedale, Texas. The project included updating the
existing hydraulic models of Village Creek and preparation of a Flood Damage Analysis (HEC -FDA)
model of the project area. Six non - structural flood reduction alternatives were analyzed to
determine the most effective and economical building buyout alternative. A phased approach,
beginning with the properties impacted by the most frequent flood events, was recommended. This
study is currently being used by the Corps of Engineers as a basis of a possible flood prone
properties buyout plan for Kennedale.
• City of Kennedale /Arlington /Tarrant County /North Central Texas Council of Governments
(NCTCOG) FY13 FEMA Cooperating Technical Partners (CTP) — Project Manager for the detailed
hydrologic and hydraulic models, and floodplain maps for Stream VC -3, a tributary to Village Creek
within the City of Kennedale. These detailed hydrologic and hydraulic models were used to
developed FEMA floodplain and floodway maps of Stream VC -3.
• City of Richland Hills FEMA Community Rating System Initial Application— Assisted the City of
Richland Hills gain entry into the FEMA Community Rating System program. An initial CRS
application was prepared using FEMA's 2013 CRS Coordinator's Manual to document credit for
activities performed by the City, Tarrant County, NCTCOG, TCEQ and others that may benefit the
City of Richland Hills. Coordination with FEMA, the Texas Water Development Board (TWDB) and
Insurance Services Offices (ISO).
1
„p HALFF
Ben Pylant, PE, CFM, CPESC — Deputy Project Manager
Bachelor of Science /Civil Engineering, Louisiana Tech University (2004)
Master of Business Administration, University of Texas at Arlington (2009)
Registrations
Professional Engineer, Texas — No. 105125 (2009)
Certified Floodplain Manager — No. 0891 -05N (2005)
Certified Professional in Erosion and Sediment Control (CPESC) — No. 7022 (2012)
Mr. Pylant, a Team Leader in the Fort Worth office, joined Halff in 2004 and has extensive experience with
grant applications, municipal master drainage plans, studies and design, bank stabilization, erosion
control, water quality BMPs, and complex hydrologic and hydraulics modeling. He played a critical role in
the FEMA Map Modernization program to update floodplain information for numerous counties
throughout Texas. In addition, he has direct experience in preparation of successful flood protection
planning grants and development of Storm Water Utilities. He has excellent communication and client
relationship skills, with federal, municipal, and private clientele. Representative projects include:
• MS4 Stormwater Plan Annual Report, Kennedale, Texarkana, Texas — Prepared the annual report
for the City of Kennedale MS4 storm water plan in 2014 and 2015.
• TWDB, Flood Protection Planning Grant Application, City of Texarkana Master Drainage Plan,
Texarkana, Texas — Prepared the grant application to acquire TWDB funds to complete the Master
Drainage Plan. Grant application required research and documentation of the current flooding
situation and future flood protection planning needs of the city. Grant funds exceeding $200,000
were awarded as a result.
• TWDB, Flood Protection Planning Grant Application, City of Hurst, Fort Worth, and Bedford, Texas
— Prepared the grant application to acquire TWDB funds to complete the Master Drainage Plan.
Grant application required research and documentation of the current flooding situation and future
flood protection planning needs of the city. Grant funds exceeding $64,000 were awarded as a
result.
• Rush Creek Watershed Study, Arlington, Texas — Project Manager responsible for overseeing the
preparation of hydrologic models and finalizing hydraulic models for the project. The Rush Creek
watershed is the largest watershed in Arlington encompassing approximately 35 square miles of
contributing drainage area. Through this project, the City has undertaken a comprehensive
watershed study to updated flooding characteristics, redefine flood hazards, and proposed
alternatives to reduce flood risks. This project required a high level of coordination among
consultants, the City, and stakeholders to successfully complete this high profile study.
2
EEE HALFF
Cindy H. Mosier, PE, CFM — Technical
Bachelor of Science /Civil Engineering, University of Texas at Arlington (1993)
Registrations
Professional Engineer, Texas — No. 85527 (1999)
Certified Floodplain Manager — No. 0888 -05N (2005)
Ms. Mosier is a Team Leader in the Fort Worth office of Halff Associates. Since joining Halff Associates in
December 1993, she has participated, led or supervised the design and analysis of storm drainage systems,
development of hydrologic and hydraulic models, flood control planning, and floodplain management. In
addition she has significant experience in completion of floodplain land development projects and
drainage reviews for land development projects for various municipalities. Representative project
experience includes the following:
Village Creek Flood Study Within the City of Kennedale, Texas — Project Manager for a floodplain
assessment of Village Creek within the City of Kennedale, Texas. Ms. Mosier supervised and did
quality control for this project which included updating the existing hydraulic floodplain model of
Village Creek with 2009 TNRIS LIDAR data. A Flood Damage Analysis model of the project area was
created and used to determine flood damages and benefit to cost ratios for six non - structural flood
reduction alternatives. A phased approach, beginning with the properties impacted by the most
frequent flood events, was recommended. This study is being used by the Corps of Engineers as a
basis of a possible federal floodplain properties buyout plan for Kennedale.
• Hazard Mitigation Grant Program (HMGP) Application for the City of Kennedale, Texas — Served as
Project Manager for this 2014 grant application. Assisted the City of Kennedale in the preparation
of the Federal Emergency Management Agency's (FEMA) Hazard Mitigation Grant Program
Application for funding assistance for the acquisition of certain flood prone properties within the
City.
• City of Fort Worth FEMA Cooperating Technical Partner — FY13 Risk MAP Project — Project
Manager for a FEMA - floodplain mapping project for the city of Fort Worth. The project area
included approximately 25 miles of stream draining a total land area of approximately 18 square
miles. The flood study data served as leverage for the City in receiving FEMA funding as a CTP and
resulted in updated floodplains and floodways for the study area. The study included the
preparation of material for FEMA Physical Map Revisions /Letter of Map Revisions. Tasks also
included contract administration support and coordination with the City and FEMA to ensure all
monthly and quarterly reporting requirements were accomplished.
• City of Richland Hills FEMA Community Rating System Initial Application— Provided technical
guidance and quality control on this application. Assisted the City of Richland Hills gain entry into
the FEMA Community Rating System program. An initial CRS application was prepared using FEMA's
2013 CRS Coordinator's Manual to document credit for activities performed by the City, Tarrant
County, NCTCOG, TCEQ and others that may benefit the City of Richland Hills. Coordination with
FEMA, the Texas Water Development Board (TWDB) and Insurance Services Offices (ISO).
3
Inmi.
HALFF
T. Lynn Lovell, PE, CFM, D. WRE — Principal -in- Charge
Master of Science /Civil Engineering /Water Resources, Texas Tech University (1969)
Bachelor of Science /Civil Engineering, Texas Tech University (1968)
Registrations
Professional Engineer, Texas — No. 34319 (1972)
Certified Floodplain Manager — No. 0352 -01N (2001)
Mr. Lovell is a Vice President of Halff Associates, Inc., and has 45 years of experience in civil engineering
and water resources planning and management. He spent thirteen years with the Fort Worth District,
Corps of Engineers in water resources, where he was responsible for the preparation, coordination, and
presentation of engineering studies for floodplain information, flood insurance reports, and portions of
planning feasibility studies for flood control. Since joining Halff Associates in 1981, his duties have
included water resources planning, water supply, storm water management, drainage criteria manual
development, master drainage studies, hydraulic design, floodplain land reclamation, Representative
projects include:
• NCTCOG FEMA Cooperating Technical Partner (CTP), FY15 — Assisted the NCTCOG in coordination
with the cities of Colleyville and Southlake on the FY 15 CTP efforts with FEMA Region VI. FY15
Projects will include detailed Hydrology and Hydraulics and related updated mapping and other non -
regulatory products for tributaries within the Little Bear Creek Watershed. Assisted in obtaining the
federal portion and matching funds for the project.
• Kennedale /Arlington /Tarrant County /NCTCOG FEMA Cooperating Technical Partner (CTP), FY13 —
Assisted the NCTCOG in coordination with Tarrant County and the cities of Kennedale and Arlington
on the FY 13 CTP efforts with FEMA Region VI. FY13 Project included detailed Hydrology and
Hydraulics for tributaries within the Village Creek Watershed. Over 7 miles of stream were studied
with detailed methods utilizing HEC -HMS and HEC -RAS and ArcGIS. Floodplain Mapping and Flood
Depth Grids were developed for all streams.
• FEMA Map Modernization Projects — Principal -in- Charge of Halff's flood insurance study re-
mapping program. Mapping projects for 52 counties including, Travis, Wharton, Bastrop, Bexar,
Dallas, Tarrant, Williamson, Bell, McClennan, Cooke, Parker, and Rockwall counties.
• Village Creek Flood Study - City of Kennedale, Texas — Principal -in- Charge for a floodplain damage
assessment of Village Creek. Provided technical advice and guidance for this project which included
updating the existing floodplains and developing a "buyout" strategy for flood prone buildings.
4
!EE HALFF
John P. Ivey, PE, CFM — Advisory
Bachelor of Science /Civil Engineering, Texas Tech University (1963)
Registrations
Professional Engineer, Texas — No. 35404 (1973)
Certified Floodplain Manager — No. 0004 -96N (2001)
Mr. Ivey started his engineering with the US Department of Housing and Urban Development (HUD)
Region VI before transferring to the Federal Insurance Administration (FIA) which is now the Federal
Emergency Management Agency (FEMA). Mr. Ivey served as FIA's Deputy Engineer in Washington, D.C.,
as manager of the National Flood Mapping Program, and then served as the Regional Engineer for FEMA
Region VI, located in Denton, Texas. Since joining Halff Associates in 1981 he has served as a Project
Manager, managed Halff's Environmental Division, opened and managed Halff's Houston Office, served
on over 20 national disaster recovery teams, and performed the first mitigation planning effort in Texas.
He has direct experience with HMGP projects in Texas. Representative projects include:
• FEMA Flood Mitigation Assistance (FMA) Acquisition Project, Richland Hills, Texas — Project
Manager for the acquisition and demolition of flood -prone properties located within the Special
Flood Hazards Area and Floodway of Stream BFC -5 in Richland Hills, Texas. The project included
preparation of a FEMA eGrant application, coordination with State and Federal agencies,
preparation of FEMA Benefit -Cost Analysis to secure a FEMA project grant administered by the
TWDB.
• Skyline /White Creek HMGP Project, Haltom City, Texas — Assisted the city in the acquisition of 124
parcels for Hazard Mitigation Grant Program (HMGP) for Haltom City. This was a FEMA /GDEM
voluntary floodplain buyout project. Project includes voluntary acquisition of residential parcels
improved with manufactured housing and relocation of eligible tenants.
• City of Hurst Valley View Buyout HMGP Project — Mr. Ivey was the Halff Associates Project
Manager. Halff was authorized to prepare the Valley View Buyout Demolition and Disposal Plan that
includes contract documents for acquisition of six flood prone properties to be acquired by the City
of Hurst, utilizing Hazard Mitigation Grant Program (HMGP) funding provided by the Federal
Emergency Management Agency (FEMA) and administered by the Governors Division of Emergency
Management (TxDEM). The six properties were located within the floodplain and floodway of Valley
Branch and had suffered flood losses during several past flood events. During demolition and
disposal, Halff Associates assisted the City of Hurst with interpretation of contract documents and
compliance with both TxDEM and FEMA requirements. The structures were removed, and the site
was returned to natural conditions.
5
!!E HALFF
Mark M. Janicki, PE, JD, R/W NAC — ROW /Property Acquisition
Juris Doctor, Texas Wesleyan University (1994)
Bachelor of Science /Civil Engineering, Texas A &M University (1982)
Registrations
Professional Engineer, Texas — No. 65016 (1989)
Licensed Attorney, State Bar of Texas — No. 00790041 (1994)
Mr. Janicki is a professional civil engineer and a lawyer with 33 years of experience including 20 years of
extensive ROW acquisition experience gained since 1994 and 12 years of engineering experience. He can
assist communities and /or landowners during the negotiation process by explaining the proposed plan to
the landowners. He has assisted cities in the DFW Metroplex in the acquisition of flood prone properties,
both residential, commercial, and mobile homes. Representative projects include:
• Little Fossil Creek, Haltom City, Texas — Principal -in- Charge for acquisition of 64 ROW parcels and 15
relocations for flood protection and recreation facilities project for Haltom City, for a Corps of
Engineers' project. Project includes acquisition and relocation of residential and non - residential
businesses. Services include: project administration, negotiation, and preparation of relocation 1)
replacement housing supplements, 2) rental assistance, 3) move reimbursement and subsequent
claim forms.
• Skyline /White Creek HMGP Project, Haltom City, Texas — Principal -in- Charge for acquisition of 124
parcels for Hazard Mitigation Grant Program for Haltom City. This was a FEMA /GDEM voluntary
floodplain buyout project. Project includes voluntary acquisition of residential parcels improved
with manufactured housing and relocation of eligible tenants. Services included project
administration, negotiation, title curative, and relocation of residential and non - residential
displaces.
• SH 365, Hidalgo County Regional Mobility Authority McAIIen, Texas — Principal -in- Charge of project
consisting of the acquisition of 50 parcels and 4 relocations. Services included: Project
Administration, Negotiation, Title Curative, Closing, and Eminent Domain support. (Current)
• SH 183 Design -Build Project in Irving, Texas — Right of Way Principal -in- Charge of easement
acquisitions consisting of 68 parcels for utility relocations associated with the roadway project.
Services include, Project Management, Project Administration, Negotiation, Title Curative, Closing
and Eminent Domain support. (Current)
• IH 35, TxDOT North Region, Waco, Texas — Principal -in- Charge of project consisting of the
acquisition of 62 right of way parcels for the expansion of the existing IH 35 facility. Services
included: project management, project administration, negotiation assistance, title curative and
condemnation support. (10/2014 — Present)
• IBTC, Hidalgo County Regional Mobility Authority McAIIen, Texas — Principal -in- Charge of project
consisting of the acquisition of 63 parcels and 43 relocations. Services included: Project
Management, Project Administration, Negotiation, Title Curative and Closing (Current)
6
HALFF
Kent Belaire, PG, CAPM — Environmental
Bachelor of Science /Geology, University of Texas at Austin (1979)
Registrations
Registered Professional Geologist, Texas — No. 398 (2002)
Registered TCEQ Corrective Action Project Manager CAPM — No. 00052
Mr. Belaire, is a Vice President and Team Leader, for Halff Associates' Environmental Services Group. His
experience is in environmental consulting, site investigations, remedial alternatives analysis, demolition,
remedial design, and remedial construction. His responsibilities include all phases of project development
and management for remediation of environmentally impacted sites. He has served as project manager
where the work has involved scope, budget, and schedule development, project controls, subcontractor
procurement, technical and quality control management, agency interaction support, and project technical
and financial reporting. Representative projects include:
• Comprehensive Asbestos Surveys, Dallas, Texas — Completed Comprehensive Asbestos Surveys
required for the demolition of structures. Asbestos surveys were completed at bridges, retail
properties, commercial office buildings, and warehouse facilities.
• City of Dallas, Trinity Parkway EIS /Environmental Due Diligence Services, Dallas, Texas — Project
Manager for environmental due diligence task order required to support the construction of the
proposed Trinity Parkway (toll road). Acquisition of approximately 128 parcels outside the Dallas
Floodway will be acquired, ranging from small undeveloped tracts to large industrial properties. The
environmental site assessment tasks are being performed for these properties prior to /during ROW
acquisition to identify the risks and liabilities related to the environment and hazardous or other
regulated substances.
■ The University of Texas System, Environmental Due Diligence Services, Multiple Locations, Texas —
Project Manager for multiple projects for The University of Texas System (UT) involving
environmental services required for the acquisition of real estate to support expansion. Services
were provided at several UT campuses located in Houston, San Antonio, Tyler, Palestine, Harlingen,
and McAllen. Services included: the preparation of environmental site assessments, completion of
subsurface investigations, and remedial alternative evaluations in accordance with TRRP
requirements. The projects were performed in compliance with TCEQ, EPA, and other regulatory
agency guidelines. Surface and subsurface investigations involving the installation of soil borings and
monitor wells were completed to evaluate potential impacts associated with releases of organic and
inorganic contaminants. Data developed during site investigations were utilized to evaluate
remedial alternatives, develop remedial plans, prepare cost analyses, and prepare TCEQ regulatory
submittals required for closure of affected sites. Twenty six projects were performed for UT System.
(Currently in progress)
7
Ei!;; HALFF
Daniel C. Griffith — Environmental
Bachelor of Science /Renewable Natural Resource Policy, Texas A &M University (2002)
Mr. Griffith joined Halff Associates in October 2003. He has an education in renewable natural resource
policy and he has extensive experience in the Section 404 of the Clean Water Act permitting process,
including jurisdiction determinations, permitting, mitigation planning, and mitigation monitoring.
Additional project experience includes threatened and endangered species surveys, Section 7
coordination, NEPA projects, pipeline, and storm water projects. Project experience has recently
expanded to corridor surveys and environmental assessments for water transmission pipeline projects,
which includes evaluating route alternatives and selection of preferred alternatives. Mr. Griffith is
experienced in project management in a corporate environment for clients that include multiple
commercial and residential developers, city and county governments, state agencies, and utility
companies.
Mr. Griffith coordinates and conducts tree inventories, develops urban forestry management plans, and
develops tree mitigation plans for all tree removal projects. Mr. Griffith has current knowledge and field
expertise in plant, bird, and animal species identification and population surveys; utilization of Trimble
GPS equipment for field studies through the use of TerraSync; and interpretation of GPS data within
Pathfinder Office, Microstation, and ESRI GIS products. Representative projects include:
• City of Richland Hills Detention Ponds, Richland Hills, Texas — As Environmental Scientist,
conducted jurisdiction determination and obtained NWP 43 for construction of detention ponds for
flood control.
• City of Grand Prairie Central Park — As Environmental Scientist, conducted jurisdictional
determination and Section 404 permitting assessment for a proposed city park site in Grand Prairie,
Texas. A NWP 39 was issued for the project.
• City of Arlington Collins Street Expansion — As Environmental Scientist, jurisdictional determination
and Section 404 permitting assessment for the proposed Collins Street Expansion including crossings
of Lynn Creek and Bowman Branch in Arlington, Texas. A NWP 14 was issued for the project in
summer.
• City of Wichita Falls McGrath Creek Drainage Improvements and Wichita Count Sikes Lake — As
Environmental Scientist, obtained NWP 3, NWP 7, and conducted jurisdictional determination for a
two -mile stretch of McGrath Creek and Sikes Lake in Wichita Falls.
• Union Pacific Intermodal Rail Facility — As Environmental Scientist, conducted jurisdictional
determination, NWP 39, and compensatory mitigation plan for 425 -acre site for Dallas County
(March 2004). In August 2010, assisted the permittee with resolving compensatory mitigation
compliance for the issued NWP.
• CMC Saginaw Property , Saginaw, Texas — As Environmental Scientist, conducted wetland
delineation, jurisdictional determination, and NWP 39 for a 20+ acre property (06/2011)
8
EEE HALFF
Erin Atkinson, PE, CFM, GISP - GIS /Mapping
Master of Science /Civil Engineering /Water Resources, Texas Tech University (2001)
Master of Science /Environmental Technology /Water Quality, Texas Tech University (1997)
Bachelor of Science /Wildlife Management, Texas Tech University (1995)
Registrations:
Licensed Professional Engineer, State of Texas — No. 97353 (2006)
Certified Floodplain Manager (CFM) — No. 0481 -03 (2003)
Certified GIS Professional (GISP) — No. 48766 (2004)
Since joining Halff Associates in 2001, Mr. Atkinson has been involved with a variety of projects using
Geographic Information System (GIS) technology to assist with the engineering process through spatial
analysis. He is a Team Leader at Halff Associates and has extensive experience integrating GIS with
floodplain management, storm water modeling, storm water utility, mitigation planning, GPS field
assessment, asset inventory, environmental analysis, LIDAR analysis, web map development, project
management with web -based mapping, and custom GIS training. Prior to joining Halff Associates, Mr.
Atkinson was the director of the Geo- Spatial Technologies Laboratory at Texas Tech University.
Representative projects include:
• Flood Inundation Mapping, Grapevine, Texas — Project manager for the mapping of multiple flood
inundation levels for Grapevine Lake to support the infrastructure impact analysis associated with
the floods of May 2015. Flood inundation extents were determined at one foot increments for a
range of forty feet starting at the normal pool elevation
• Imagery Comparison, North Central Texas Council of Governments, Arlington Texas — Project
manager for the NCTCOG /Google imagery comparison project. Preformed a visual and accuracy
comparison of NCTCOG 2013 imagery to available Google imagery for 13 predetermined locations.
Documented image acquisition methods, positional accuracy, image quality, orthometric correction
and end user capabilities for both imagery sources.
• GIS Data Hosting and Web Map Development, Haslet, Texas — Project manager for the City of
Haslet enterprise GIS system. Designed and developed the GIS database schema and developed
public and secured web maps using.
• Storm Water GIS Development, Richland Hills, Texas — Project Manager for the development of a
storm water GIS geodatabase. Phase 1 of this project was to design and populate a geodatabase
from existing source features saved in a variety of formats.
9
•
E!EHALFF
Tom Kyser, Real Estate Appraiser, SRA, MAI
Bachelor of Science, Southwest Texas State University (1970)
Registrations
General Real Estate Appraiser, Texas — No. TX- 1320755 -G
Affiliations
Appraisal Institute, Senior Residential Appraiser (SRA) — (1974)
Appraisal Institute Member (MAI) — (1983)
Greater Fort Worth Board of Realtors
Texas Association of Realtors
National Association of Realtors
Mr. Kyser has been self - employed as an independent fee appraiser since 1977. Work assignments have
included dwellings, residential and non - residential subdivisions, commercial, office, retail, and industrial
improved properties, urban and rural land. Assignments have been completed for both public and
private sector clients. Mr. Kyser has over ten years of experience in appraising for eminent domain in all
property types. He has been qualified as an expert witness and testified numerous times in special
commissions, state courts, and bankruptcy court. Mr. Kyser's work area generally includes Tarrant
County and surrounding counties in Texas.
Past Appraisals:
• City of Kennedale
• Fort Worth Independent School District
• City of Arlington
• City of Azle
• City of Burleson
• Parker County Appraisal District
• U.S. Army Corps of Engineers
• Tarrant County Water Board
10
EE;; HALFF
JEFFERY S. WARD AND ASSOCIATES, INC.
Jeffrey S. Ward
Master of Business Administration, Georgetown University (Honors Graduate, Beta Gamma Sigma)
(2000)
Internal Corporate Master Degree, Lockheed Martin Program Management Development Program
(1997)
Bachelor of Science /Business Management and Finance, Salisbury State University (1984)
Experienced project manager of large, complex mitigation projects, funded under Federal, State, and Local
programs. Proven facilitator of FEMA mitigation plans for Cities, Counties, Districts, and States.
Unparalleled track record of successful mitigation project identification, grant application development,
and grant implementation including; FMA, HMGP, PDM, SRL, and RFC. Flood damaged and flooded
property acquisition, demolition, and elevation expert. Certified Floodplain Manager and nationally
recognized expert in FEMA's Benefit Cost Analysis software.
• Assisted Communities throughout the Country in the acquisition and demolition of over 5,000 flood
damaged and flood prone structures funded under HMGP, FMA, SRL, PDM, CDBG, and RFC. Ensure
flood victims get treated fairly and equitably throughout the mitigation process. Many of the
acquisitions included relocation assistance.
• Assisted Communities in Texas and Florida in the elevation of 100 flood prone structures funded
under HMGP, FMA, and SRL. Ensure homeowners and displaced tenants get treated fairly and
equitably throughout the mitigation process. Many of the acquisitions included relocation
assistance.
■ Completed an assignment for the Texas Water Development Board (State management of FEMA's
FMA and SRL mitigation programs) to include the analysis and prioritization of 16,123 Repetitive
Loss properties within the State of Texas. Analysis included data collection of building specific data
for 75% of the RL properties in the State and the calculation of Benefit Cost Analysis (BCA) for all
16,123 properties listed on FEMA's Repetitive Loss (RL) and Sever Repetitive Loss (SRL) list using the
Limited Data Module Software. This data was used to prioritize a list of Texas communities most
likely to benefit from access to FMA and SRL mitigation funds.
11
CITY OF
KENNENDALE
REQUEST FOR QUALIFICATIONS
is i N E Dq .
. EST 1887 �.
.
YOU'RE HERE ® YOUR HOME
HMGP GRANT DEVELOPMENT AND IMPLEMNTATION FOR THE PURCHASE AND
REMOVAL OF FLOOD RONE STRUCTURE
City of Kennendale
Leslie Galloway
City Secretary
405 Municipal Drive
Kennendale, TX 76060
H2O Partners, Inc.
260 Addie Roy, Suite 150
Austin, TX 78746
info@h2opartnersusa.com
800 - 328 -4151
H2O PARTNERS
PLAN YOUR RECOVERY
4,
GI
UP
October 15, 2015
H2O PARTNERS, INC.
RESPONSE TO CITY OF KENNENDALE
REQUEST FOR QUALIFICATIONS
TO PREPARE A GRANT APPLICATION FOR FEDERAL FUNDING
OF THE PURCHASE AND REMOVAL OF FLOOD PRONE
STRUCTURES UNDER THE FEMA HMGP AND ASSIST THE
CITY IN THE IMPLEMENTATION OF THE HMGP PLAN
TABLE OF CONTENTS
I. GENERAL INFORMATION 2
II. PROJECT ORGANIZATION 4
ORGANIZATIONAL STRUCTURE 4
111. EXPERIENCE AND REFRENCES 7
IV. PROJECT APPROACH 11
HMGP APPLICATION DEVELOPMENT 11
Developing Narrative, Scope of Work, and Hazard Identification 11
Conducting a Benefit -Cost Analysis (BCA) 12
Conducting Environmental and Historical Reviews 12
Project Budget and Implementation Schedule 12
HMGP MANAGEMENT 13
Project Reporting and Tracking 13
Review of Requests for Reimbursement 13
PROJECT IMPLEMENTATION 14
Preparing Final Inspections and Close -Out Activities 14
V. SUMMARY 15
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
I. GENERAL INFORMATION
H2O Partners, Inc.
H2O Partners, Inc. (H2O Partners) is an industry trusted corporation with expertise in hazard mitigation
planning and grant development. H2O Partners qualifies as a small business, a Women's Business
Enterprise (WBE), and a Historically Underutilized Business (HUB). H2O Partners was formed in 2001. by
Jo Ann Howard, former National Flood Insurance Program (NFIP) Administrator at the Federal Emergency
Management Agency (FEMA).
Our mission is to build and improve the capability to prepare, respond, recover and mitigate natural
disasters with a tailored, flexible and cost - effective approach. Comprised of 35 full -time employees and
30 contractor staff, H2O Partners has worked with cities, counties, schools and hospital systems,
universities, councils of government, river authorities, and stakeholder groups nationwide in the
development of Hazard Mitigation Assistance (HMA) structural and non - structural grants, including,
Flood Mitigation Assistance (FMA) applications, Pre - Disaster Mitigation (PDM) Grant Program
applications, and Hazard Mitigation Grant Program (HMGP) applications for acquisition and elevation
projects.
In completing HMA projects, H2O Partners develops detailed scopes of work, reviews and completes all
environmental and historical considerations, conducts Benefit Cost Analysis (BCA), coordinates with
engineers and architects to develop budgets, and conducts correspondence and technical assistance.
Currently, H2O Partners is responsible for managing and
monitoring Hazard Mitigation Assistance (HMA) applications
on behalf of grantees such as the Texas Division of Emergency
Management (TDEM), the New Mexico Department of
Homeland Security and Emergency Preparedness
(NMDHSEM), and New York State Governor's Office of Storm
Recovery (GOSR). This work includes the review, management,
and closeout of projects totaling in excess of $600 million
dollars.
Additionally, H2O Partners' experience covers extensive FEMA and state program areas, including:
Developing and managing PDM and HMGP applications for school districts, hospitals, cities, and
counties;
Developing approved Hazard Mitigation Plans and Plan Updates for over 900 jurisdictions;
Administering HUD Community Development Block Grants for Disaster Recovery (CDBG -DR) and
HMA grants for sub - grantees;
Managing FEMA HMA and Public Assistance (PA) grants for multiple states;
Developing nationwide training on the National Flood Insurance Program (NFIP) to agents,
lenders and claims adjusters, requiring subject matter expertise and program management;
Providing guidance on NFIP compliance for Community Rating System (CRS) participation;
Outreach for Risk Mapping, Assessment, and Planning (Risk MAP) Production and Technical
Services (PTS) and Program Management (PM) Teams in FEMA Region II and VI;
Response to RFQ City of Kennendale 1 October 15, 2015 Page 2
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
Assisting Hazard Mitigation Technical Assistance Program (HMTAP) to develop enhanced
floodplain management standards, and review of HMGP Applications; and
Providing high level policy guidance, technical assistance, training, and workflow improvements
for the states of New York, Texas, Louisiana and Mississippi.
Hunt, Guillot & Associates, LLC (HGA)
r Hunt, Guillot & Associates, LLC. (HGA), established in 1997, is a multi - disciplined
project management and engineering services company providing professional, cost
effective services throughout numerous industries. Over the last 18 years, founding
partners, Trott Hunt and Jay Guillot, have led the company through its sustained growth to a staff of over
375 employees providing services in 30 states and several foreign countries. HGA provides project
management, design, consulting, and on -site staffing solutions to ensure clients' success. HGA's
corporate headquarters is located in Ruston, Louisiana with additional offices in state including
Shreveport, Baton Rouge, New Orleans, and Lake Charles. HGA also has offices in Pittsburgh,
Pennsylvania; Houston, Texas; New York City, New York; and Birmingham, Alabama.
HGA has provided grant and construction management services for some of the nation's costliest
disasters. HGA's hazard mitigation projects include wind retrofit, hardening, road elevations, drainage,
reconstruction, elevation, acquisition, pump stations, and safe rooms. HGA's staff of Grant Managers and
Certified Floodplain Managers is currently managing over $112 million in hazard mitigation funded
projects at the local level in Louisiana for five parishes ( "counties ") and meeting onsite with homeowners
on a daily basis. HGA has managed 364 elevations, 20 reconstructions, and 10 acquisitions under the
FEMA HMA Program. Through the HUD Housing Rehabilitation Program, HGA is managing over 200
homes including minor and major rehabilitation with elevations. HGA also provided professional
technical assistance to the Louisiana Department of Health & Hospitals pertaining to the $32 million
HMGP to provide generators. Additionally, HGA provides construction management services on the
parish grant- funded projects, from the development of construction packages to inspecting
reconstruction for compliance. HGA is currently providing construction management services such as
change order management and inspections to the $1B New York Rising Housing Recovery Program
comprising 10,000 structures.
Contract Contact
H2O Partners principal place of business is located at 260 Addie Roy Road, Suite 150, Austin, TX 78746.
Our website can be found at www.h2opartnersusa.com. The point of contact and person authorized to
make representations, negotiations, and sign any contract for H2O is: Erin Capps, Vice President of
Operations, 512 - 769 -5483 (work), 512 - 329 -6612 (fax), ecapps @h2opartnersusa.com.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 3
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
11. PROJECT ORGANIZATION
Organizational Structure
Project Executive
(H20 Partners)
Grant Development
Manager
(H20 Partners)
Heather Ferrara
Grant
Specialist
(H20 Partners)
Grant Specialist
(H20 Partners)
Aaron Sines Rachel Andrews
Grant Management
Director (HGA)
Billy Poche!,
Senior Grant
Manager (HGA)
Grant Manager
(HGA)
Suzie Sumpter Melonie Ellzey
Prime Contractor H2O Partners, Inc. and Subcontractor Hunt, Guillot & Associates, LLC (Consulting Team)
will provide experienced professional staff to develop a grant application for federal funding of the
purchase and removal of flood prone structures in the floodplain of Village Creek under the FEMA Hazard
Mitigation Grant Program (HMGP), including 14 residential properties and two mobile home parks
consisting of 35 units. H2O Partners will operate as the prime contractor, with staff managing at the
executive level and managing the grant development portion of the contract including reporting on
project deliverables. Subcontractor HGA will provide grant implementation and engineering oversight
services and oversee the grant management portion. While the Consulting Team will work together for
each phase of the acquisition project, H2O Partners will primarily be responsible for application
development, while Subcontractor HGA will provide management and oversight of project
implementation. As Project Executive, Erin Capps of H2O Partners, will be responsible for the executive
management of HMGP development and implementation. Resumes for the Consulting Team are included
in Appendix A.
Erin Capps, J.D. — Project Executive
Erin Capps is a licensed attorney with in -depth Stafford Act expertise. She has hands -on experience in
developing and managing HMGP acquisition and elevation projects for communities in addition to the
oversight of implementation of HMA grants on behalf of local jurisdictions and state and federal agencies.
Ms. Capps' project management expertise successfully coordinating stakeholders, improving processes,
and consistently monitoring the achievement of key program deliverables to produce high - quality,
timely, efficient, and innovative results. She is proficient in presenting detailed performance reports that
identify operational objectives, budget requirements, and financial estimates. Ms. Capps has managed
projects on behalf of H2O Partners since 2008, including: overseeing all local HMA development and
management projects totaling more than $40 million; managing H20's effort on the FEMA RiskMAP and
HMTAP national contracts; establishing a team and implementing a project for New York State,
responsible for overseeing more than $200 million in acquisition projects; and acting as project manager
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City of Kennendale HMGP Grant Development and Implementation
for the management of over 30 subrecipients, spanning a range of HMA projects from planning to safe
rooms and acquisitions on behalf of the Texas Division of Emergency Management (TDEM).
Heather Ferrara, B.A., M.C.P. — Grant Development Manager
Heather Ferrara holds a Master's degree in Community Planning from Auburn University and is certified
in ArcGIS. She has assisted with the development of HMGP and PDM grants, and hazard mitigation plans
and updates in Alabama, Texas, and New York. She has performed multiple risk assessments through the
use of HAZUS -MH, ArcGIS, and other statistical analysis tools. Ms. Ferrara has developed HMGP, PDM,
and FMA applications on behalf of local communities in Texas and New York for planning and structural
projects, including the acquisition of over 20 homes, the elevation of over 10 homes, and the
development of community safe rooms for school districts. In addition to the development of HMA grant
applications, Ms. Ferrara has managed over $10 million in structural projects. Ms. Ferrara is adept at
managing multiple facets of the HMA process from development to implementation and closeout, and
has an excellent report with TDEM and FEMA Region VI mitigation staff.
Aaron Sines — Senior Grant Specialist
Aaron Sines has considerable expertise in FEMA HMA grant programs, particularly the Hazard Mitigation
Grant Program, under which he has assisted states, cities, towns, private nonprofits, and homeowners.
He is an expert in application development, including cost - effectiveness determinations, benefit -cost
analysis, HMA guidance, and 44 CFR. Mr. Sines has developed Benefit -Cost Analyses for subrecipients and
has provided technical assistance to communities on behalf of states and FEMA. He is an expert in the
FEMA Benefit -Cost Tool, and has directly assisted hundreds of individual homeowners in the
development and implementation of acquisition grants, including providing detailed training on the
National Flood Insurance Program (NFIP) and Increased Cost of Compliance (ICC), determining duplication
of benefits, reviewing and matching HMGP funding with other grant awards such as SBA and CDBG -DR,
and identifying cost - saving methodologies for subrecipients. In his role overseeing the acquisition project
on behalf of the New York State Governor's Office of Storm Recovery (GOSR), Mr. Sines manages more
than $50 million in HMGP acquisition applications.
Rachel Andrews, P.E., C.F.M. — Grant Specialist
As a Certified Floodplain Manager and Professional Engineer, Ms. Andrews has extensive experience with
44 CFR Section 404 Mitigation, floodplain management, and procurement standards. She successfully
coordinates between various stakeholders and government entities to ensure compliance with the
HMGP. Ms. Andrews utilizes her engineering background to assist local jurisdictions with HMGP and PDM
compliance, and perform field inspections and site visits for home acquisition projects throughout
Texas. Ms. Andrews has developed HMA applications on behalf of subrecipients and is currently
responsible for the oversight and management of over $80 million in home acquisition projects on behalf
of TDEM. As a Grant Specialist, she produces detailed reports documenting inspection findings, reviews
technical and non - technical documentation, coordinates with homeowners, conducts correspondence
with project engineers and architects, and provides technical assistance to subrecipients and
homeowners on cost reimbursement and management for acquisition projects.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 5
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
Billy Poche — Project Manager
Billy Poche is a Homeland Security and Emergency Management expert with decades of "boots on the
ground" experience. Mr. Poche served as the Team Lead and Liaison between prime and subcontractors
for the multi - billion dollar mitigation grant program for the LA Office of Community Development
following Hurricanes Katrina and Rita. This included the development of $1.4 billion HMGP Elevation,
Reconstruction Pilot and Individual Mitigation Measure grant application and assistance and outreach to
over 100,000 residents. Mr. Poche also trained and oversaw 40 mitigation counselors in five statewide
assistance call centers. As a member of the East Feliciana Parish Hazard Mitigation Committee, Mr. Poche
assisted in the identification of critical infrastructure and prioritized projects within the Parish. During
this time, he also served as Fire Chief for the Town of Slaughter and Slaughter Fire District, fulfilling the
role of Operations Section Chief in the Parish EOC during multiple incidents. As Fire Chief, he developed
proposals resulting in awards in excess of $2.5 million in grants from Federal, State, and local
organizations. He is currently serving as the Project Manager for multiple HMA projects across south
Louisiana.
Suzie Sumpter, CFM — Senior Grant Manager
Suzie Sumpter has over 25 years of management experience including nine years in emergency
management and disaster recovery. As a Senior Grant Manager, Ms. Sumpter works with engineers,
architects, contractors, homeowners and local, state and federal staffs to ensure the successful
administration of HMA and CDBG programs. Ms. Sumpter successfully manages all aspects of the grants
to include application development, BCA reports, implementation, financial management and closeout
of numerous elevation, reconstruction and infrastructure projects. Previously, as the Hazard Mitigation
Specialist for St. Tammany Parish Government, Ms. Sumpter secured program funding, administered all
aspects of the individual projects, and managed the overall grant. She was responsible for effectively
completing the audit and closeout of the first PDM in the State of Louisiana and the elevation of the
oldest known structure in St. Tammany Parish. Ms. Sumpter has managed, solely, up to 20 different
mitigation grants for housing, totaling over $75 million in funding while assisting with infrastructure grant
awards totaling near $100 million. With her hazard mitigation background and dedication to serving the
public, she has successfully secured funding for over 900 homes and numerous infrastructure projects.
Melonie Ellzey, CFM — Grant Manager
Melonie Ellzey is the lead Grant Manager for the parish -wide hazard mitigation projects involving
residential acquisitions and elevations for St. Tammany Parish and Lafayette Parish, Louisiana. Previously,
Ms. Ellzey served as a Disaster Recovery Specialist for the Louisiana Governor's Office of Homeland
Security and Emergency Preparedness (GOHSEP), managing 44 awarded Hazard Mitigation grants totaling
over $111 million. She was responsible for overseeing correct accounting procedures, project monitoring,
procurement contracting, project scoping, project milestones, Benefit Cost Analyses, grant budgets, cost
reasonableness, grant application development, homeowner consultation, and public outreach. Her
Hazard Mitigation background includes over $100 million in approved funding for over 500 home
elevations, 15 housing reconstructions, and 90 home acquisitions.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 6
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
III. EXPERIENCE AND REFRENCES
The Consulting Team has been providing comprehensive, reliable support in the ongoing disaster
recovery efforts across the States of Texas, Louisiana, and New York. Our Team has experience with
HMGP projects and programs of varying sizes. Our experience encompasses small to large projects in
mitigation and recovery, with much of the work in local jurisdictions. Projects and references specific to
HMA acquisition and elevation experience are included below.
Villa a of Owe: o New York
Services Provided:
Period of Performance:
Geographic Locations:
Contract Value:
Client Point of Contact:
Name: Kevin Millar
Position: Mayor
Public Assistance (PA) and Hazard Mitigation Grant Program (HMGP) grant
development and management
August 2011 -2015
Owego, NY
$500,000
Office Phone: (607) 687 -3261
Email: kjmilow @yahoo.com
H2O Partners provided disaster recovery services on behalf of the Village of Owego including both Public
Assistance and Hazard Mitigation technical assistance. H2O Partners' Hazard Mitigation Grant Program
services included: preparing HMGP Grant Applications for Acquisition and Structural Elevation, including
Scope of Work, budget, technical data, Cost - Benefit Analysis, and environmental and historical
compliance review; tracking status of applications; monitoring of compliance of grant award; assisting
agencies with the management and reporting requirements of the grant funds received; assisting with
NFIP compliance activities; and conducting project closeout activities. H2O Partners' Public Assistance
services for the Village included: assisting with the preparation and review of PA Project Worksheets
(PWs); identifying alternative and improved projects; identifying and facilitating resolution of special
consideration; providing compliance support and guidance on FEMA PA policies; reviewing eligibility of
contracts and force account labor; identifying Stafford Act 406 mitigation funding opportunities; and
completing quarterly and closeout reports.
Texas Division of Emergency Management
Services Provided:
Period of Performance:
Geographic Locations:
Contract Value:
Client Point of Contact:
Name: Mike Ku
Position: Grants Administrator
Hazard Mitigation and Public Assistance technical support, grant
monitoring, and closeout
August 2013 — Present
State of Texas
$1,000,000 annually
Office Phone: (512) 424 -2397
Email: Michael.ku @dps.texas.gov
H2O Partners provides oversight and administration of FEMA grants awarded by TDEM to sub - recipients.
H2O Partners conducts highly technical reviews of over 3,500 Public Assistance and Hazard Mitigation
Response to RFQ City of Kennendale 1 October 15, 2015 Page 7
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
projects. H2O Partners' responsibilities include conducting technical assistance and training for
jurisdictions throughout the state; coordinating with state and federal agencies on behalf of sub -
recipients for project administration; drafting and reviewing Project Worksheets (PW) and coordinating
with engineers, and FEMA Region VI; providing subject matter expertise in floodplain management, flood
insurance, engineering and environmental permitting compliance; reviewing HMGP applications for
eligibility, including procurement, engineering and architectures plans, insurance policies, environmental
reviews, and Benefit -Cost Analysis; performing site inspections throughout the state; assisting sub -
recipients in reporting details of cost and scope of work amendments to FEMA; and developing detailed
weekly, monthly and quarterly reports to TDEM.
As part of this effort, H2O Partners is responsible for one of the largest applicants in the state, the Harris
County Flood Control District (HCFCD). The HCFCD's acquisition program consists of over 60 properties.
H2O Partners reviewed reimbursement requests for eligibility and accounting. The requests involved
review of acquisition, demolition, and administrative costs. Post demolition, H2O Partners ensured that
a warranty deed with restrictive covenant language was generated. This language identifies that the
property will forever remain open space land.
Services Provided:
Period of Performance:
Geographic Locations:
Contract Value:
Client Point of Contact:
Name: Matt Goldstein
Position: Policy Manager
Hazard Mitigation, Public Assistance, and Community Development Block
Grant (CDBG) Consulting Services
January 2014— Present
State of New York
$2,000,000 annually
Office Phone: (212) 480 -2663
Email: Matthew .Goldstein @stormrecovery.ny.gov
H2O Partners provides FEMA subject matter expertise to New York State, through the Governor's Office
of Storm Recovery. H2O Partners was selected to review PA and HMGP projects for eligibility for CDBG
Disaster Recovery funding, using knowledge of FEMA programs and experience in program management
to help the State determine which projects are best suited for funding by both agencies. H2O Partners
aids the State in the administration of a Global Match program, determining which projects may be
eligible for a local match funded primarily by the State's available CDBG -DR dollars.
H2O Partners is responsible for reviewing over 16,000 Project Worksheets (PW) to determine eligibility
with CDBG. This includes working with sub - recipients to collect documents that are not required in a
FEMA PA PW, but are necessary for a HUD review. H2O Partners works directly with applicants in
providing technical assistance and training. To date, H2O Partners has reviewed over 5,000 PWs and
provided application development and technical assistance for over $890 million in infrastructure
projects. Additionally, H2O Partners has developed policies and procedures for the CDBG buyout process
and applying CDBG -DR funds to HMGP applications, and reviewed and managed acquisition grants for
over 765 properties and buyout properties for $243,293,375.00.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 8
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
Plaquemines Parish Goyernmeni
Services Provided:
Period of Performance:
Geographic Locations:
Project Value:
Client Point of Contact:
Name: Hilda Lott
Position: Grant Administrator
Administrative Support and Consulting Services for Parish -wide HMGP
November 2012— Present
Plaquemines Parish, Louisiana
$31,824,256
Office Phone: (504) 297 -5000
Email: hlott @ppgov.net
Working with key officials from Plaquemines Parish Government, HGA is providing consulting services in
the areas of administrative support and the execution of the parish -wide Hazard Mitigation Grant
Program. FEMA awarded Plaquemines Parish an excess of $31 million in federal monies to implement
successful hazard mitigation measures for critical infrastructure and homes affected by Hurricanes
Katrina, Gustav, and Isaac.
HGA is successfully managing and administering all facets of the hazard mitigation program to include
retrofitting governmental complexes, water treatment facilities, and the elevation of public roadways in
addition to the acquisition, elevation, and reconstruction of homes. This is being achieved by assisting
with the development of the parish's HMGP processes; interfacing with local, state and federal
representatives; storing and monitoring amendments and documents; and overall HMGP grant
management throughout all phases of each project.
Lafayette Consolidated Government
Services Provided:
Period of Performance:
Geographic Locations:
Project Value:
Client Point of Contact:
Name: Melanie Jumonville
Position: Project Manager
HMA Application Development
June 2014— Present
Lafayette, Louisiana
$2,400,000
Office Phone: (337) 291 -7177
Email: mjumonville @lafayettela.gov
HGA is working with Lafayette Parish Officials, and municipal representatives to identify and develop
applications for eligible projects for submission to GOHSEP and FEMA for approval. HGA assisted the
LCG, GOHSEP, and FEMA to identify and eliminate potential issues that would delay application
approval. HGA also assisted with the development of a non -bias ranking system to identify which
projects would be considered. The ranking system criteria included insured properties, BCA, owner
occupied, and SRL and RL properties. HGA has helped to identify the number and type of eligible
projects to be developed to assist in parish -wide mitigation efforts regarding elevation and
acquisition projects. HGA has been tasked with the following:
• Conduct individual and public meetings to educate homeowners and contractors with
program requirements and mandates;
• Review plans and specifications, constructions details, and elevation certificates;
Response to RFQ City of Kennendale 1 October 15, 2015 Page 9
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
• Conduct pre- mitigation planning to ensure projects are compliant with local building codes;
• Interview contractors /subcontractors for proper insurance, qualifications, and financial stability;
• Develop a construction package to include a milestone inspection check sheet;
• Conduct onsite milestone inspections to ensure necessary compliances regarding program
mandates and contractor payment request for reimbursement; and
• Develop and submit quarterly reports to the LCG and GOHSEP.
The HGA Team has compiled an extensive checklist used for all elevations and acquisitions that
GOHSEP has reviewed for completeness. Upon completion of the mitigation program, HGA will work in
coordination with the LCG and its municipalities to prepare and submit all closeout documents and to
deliver all records. This will include the reconciliation and closeout of all project files, the preparation
and submission of all financial reports and requests for reimbursement, and submission of all final
progress reports.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 10
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
IV. PROJECT APPROACH
Hazard Mitigation planning serves as a vital foundation for saving lives and protecting property from
natural and technological or human - caused hazards. H2O Partners Inc., along with teaming partner Hunt
Guillot & Associates, LLC (Consulting Team or Team) will provide experienced, professional staff to
develop and manage Hazard Mitigation Assistance (HMA) grant projects for the City of Kennendale (City)
through each step of the acquisition process.
Pre - Acquisition > City Approval
Closing Acquisition Management Closeout
HMGP Application Development
The FEMA HMA program is composed of several grant programs including the Hazard Mitigation Grant
Program (HMGP). HMGP provides grants to local jurisdictions to implement Tong -term hazard mitigation
measures after a major disaster declaration. The goals of HMGP are to prevent or reduce future losses to
lives and property through the identification and funding of cost - effective mitigation measures, and
minimize the costs of future disaster response and recovery. The Consulting Team has extensive
experience in developing HMGP grant applications, has assisted communities in the review and
management of HMGP applications on behalf of the State and FEMA, and has the experience and capacity
to provide comprehensive project management to include all tasks from application to closeout.
In completing the HMGP applications, the Team will complete all elements of the applications, and
provide technical assistance to the City of Kennendale including:
Developing detailed narrative statement and scope of work;
Performing Benefit Cost Analysis (BCA);
Conducting the required environmental and historical considerations and reviews;
Identifying hazards and historical occurrences;
Completing detailed budget, including architectural and engineering estimates;
Working with the City of Kennendale and any consultants hired by the City to solicit data;
Detailing the proposed work schedule;
Completing State and Federal assurance forms;
Conducting correspondence with TDEM and FEMA; and
Revising the applications if requested by TDEM or FEMA.
Developing Narrative, Scope of Work, and Hazard Identification
HMGP applications require a narrative statement or synopsis of the project and a scope of work. The
narrative statement should be clear enough so that in processing the application, a State or FEMA
reviewer will know exactly what the City is proposing. At a minimum, the narrative statement will include
the project title, brief description, project amount, and general implementation schedule or period of
performance. The Consulting Team will coordinate with the City of Kennedale officials in the
Response to RFQ City of Kennendale 1 October 15, 2015 Page 11
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
development and design of projects to confirm feasibility and aid in the cost estimation process. Then a
scope of work for each project will be developed to determine cost reasonableness.
Conducting a Benefit -Cost Analysis (BCA)
Members of the Consulting Team have completed the FEMA Benefit -Cost Analysis (BCA) training and
have the latest BCA software, version 5.2.1. The Team is highly experienced in both conducting and
reviewing BCAs, and in the development and review of HMGP and PDM applications on behalf of states,
FEMA Region VI, and FEMA Headquarters. Further the Team has conducted BCA training and provided
technical assistance to sub - recipients in responding to Requests for Information.
The Consulting Team develops BCAs for HMA applications throughout the state and reviews BCAs in
providing technical assistance to applicants on the following projects:
FEMA HMTAP. H2O Partners conducted detailed reviews of BCAs for each application.
New York State Governor's Office of Storm Recovery (GOSR). The Team is responsible for the
review and prioritization of HMGP projects which includes conducting detailed BCA reviews and
creating Requests for Information to applicants where required.
Texas Division of Emergency Management (TDEM). Associate Consultant Rachel Andrews has
reviewed and created BCAs on behalf of applicants.
Local Applications. The Team has created detailed BCAs in developing HMGP and PDM
applications for local jurisdictions in completing acquisition, elevation, and safe room
construction projects.
Conducting Environmental and Historical Reviews
The Consulting Team will complete the required Environmental and Historical Preservation (EHP) reviews
including any historical property that may be potentially affected by the grant, and any environmentally
protected species, flora, and fauna. This review is separate from the completion of an environmental
assessment, which may be necessary if FEMA predicates a grant award on the completion of a detailed
assessment.
Project Budget and Implementation Schedule
The Consulting Team will follow FEMA guidance for HMA project development to ensure eligible project
costs are included. The Team will also leverage experience in managing previous acquisition and elevation
HMGP projects to develop a realistic timeline for completion. We will work with City officials in the
development and design of projects to confirm feasibility and put in place a scope of work for each project
to determine cost reasonableness.
Project schedules are essential and utilized from planning through project completion. The Consulting
Team will use Primavera P6 project scheduling platform to create project schedules for each project. The
Team will work closely with the City of Kennendale to develop and implement the work breakdown
structure into the project schedule to best allocate resources and track progress. The Team will balance
resource capacities and work to keep projects within budget and schedule.
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H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
HMGP Management
The Consulting Team will ensure all provisions of the Stafford Act and 44 CFR are followed throughout
the management of the project and in the event of an audit. Through the Team's contract with TDEM,
personnel are familiar with the common mistakes and shortfalls sub - recipients may encounter and have
developed best practices and lessons learned to ensure the budget, schedule, and process are carefully
managed in conjunction with all applicable state and federal guidelines and regulations.
The Consulting Team will assist the City in the management of any HMA grant projects including:
Completing quarterly reports and conducting grant monitoring activities
Reviewing requests for reimbursement
Monitoring project budget and reports
Conducting correspondence with State and FEMA
Developing any amendments or change requests
Assisting with interim and final site inspections
Preparing grant close -out activities
Project Reporting and Tracking
The Consulting Team develops tracking and reporting tools on a contract -by- contract basis, tailoring each
to the uniqueness of the contract and the client. Our reporting and tracking tools focus on enhancing
data availability, reporting, and client strategy. Working at the local, state, and federal levels, the
Consulting Team has built tracking databases and spreadsheets to:
Track 763 acquisition properties, including documentation requirements and project costs;
Manage application development for over $1 billion worth of HMGP and CDBG infrastructure
projects for a single client;
Track reimbursement requests and remaining match dollars for HMGP projects for the State of
Texas;
Manage time against labor type and categories to track indirect, State Management Costs, and
Direct Administrative Costs on behalf of states;
Track local match requirement for up to seven disasters at a time, analyzing the value of individual
projects in a global match scenario and ensuring that over $439 million in local match was met;
and,
Report on all grants or sub - grants for a given sub - recipient or state, demonstrating type of
project, project costs, percent complete, and more.
Review of Requests for Reimbursement
The Consulting Team has in -depth experience managing the financial functions of both small and large -
scale disaster construction. Effective financial management, including expenditure tracking, budgetary
management, and ensuring that procurement procedures are compliant with all state and federal
regulations are critical to project success. For most federal grant programs construction prior to obtaining
approval from FEMA or improper procurement can result in a projects total ineligibility. It is necessary to
understand a project's budgetary constraints prior to putting a project out for bid, then to ensure that
Response to RFQ, City of Kennendale 1 October 15, 2015 Page 13
H2O PARTNERS
City of Kennendale HMGP Grant Development and Implementation
proper procurement and bid processes are followed, and finally track expenditures including any cost
over- or under -runs, costs outside the eligible scope of work, and reimbursement request.
Reimbursement requests and payment processing are a significant factor for the completion of a large -
scale project since a majority of sub - recipients may lack the budgetary capacity to implement a project
without a quick return of federal funding.
The Consulting Team will be responsible for overseeing each reimbursement request, and conducting a
detailed review of construction management, architecture, and engineering invoices. The Team has
established a detailed tracking mechanism to monitor costs against the total budget and the budget for
each scope area. This includes the careful review and analysis of matching funds such as voluntary
resources, in -kind labor, and any additional grant funding.
Project Implementation
Assisting property owners and guiding them through the HMGP process is a significant step in assuring
the successful development and implementation of a grant. The Consulting Team will conduct site visits
to meet with property owners to resolve any issues. Acquisitions in particular can be an emotional
process for property owners. Through our vast experience, we understand the recovery environment and
have the compassion to work with our neighbors to provide the best solution available to them. Many
property owners consider the HMGP application process to be difficult. The Consulting Team will
interface with property owners in a professional manner and provide them with timely and accurate
information to help guide them through the process.
Preparing Final Inspections and Close -Out Activities
The Consulting Team will conduct all closeout activities, which occur post- construction and involve
satisfying multiple state and federal requirements, including a final Site Inspection. Consulting Team
members have conducted thousands of site inspections for projects throughout the states of Texas, New
York, and Louisiana, and will assist the City in the completion of the final inspection with TDEM and FEMA.
The Consulting Team will also provide a checklist prior to the State or FEMA inspection to ensure all
project elements and regulatory requirements have been reviewed and met.
Scope of work changes, expenditures, completion dates, and any special considerations that could delay
project completion will be verified. All project work and documentation is reviewed for eligibility and
submitted in a report for final inspection or review. The Team will also develop time extension requests
if necessary, and prepare all requests and forms for close -out. The closeout process will include the
reconciliation and closeout of all project files, the preparation and submission of all financial reports and
requests for reimbursement, and submission of all final progress reports. Additionally, hard copies and
electronic versions of all documents will be provided to TDEM, FEMA, and the City to retain.
The Team is experienced in utilizing TDEM's new grant management software which will be required of
all sub - recipients for DR -4223. The Consulting Team has processed project reimbursement requests and
close -outs through TDEM's grant management system (GMS). Upon completing the program, our Team
will work in coordination with the City to prepare and submit all closeout documents.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 14
H2O PARTNERS
V. SUMMARY
City of Kennendale HMGP Grant Development and Implementation
H2O Partners and Hunt, Guillot & Associates, LLC have the experience and capacity to provide
comprehensive project management for projects in the floodplain of Village Creek including elevations,
acquisitions, and drainage projects to include all tasks from application to closeout. We have been
providing comprehensive, reliable support in the ongoing disaster recovery efforts across the States of
Texas, New York, and Louisiana. In addition to overseeing the implementation of home acquisitions and
final inspections of homes following Superstorm Sandy, the Consulting Team has developed and managed
more than 500 acquisition and elevation projects, including the oversight and management of more than
$800 million in buyout programs for states.
We will monitor the projects to ensure construction work performed is observed as outlined in the design
mitigation and construction plans. Consulting team member HGA, currently provides construction
management services on grant- funded project from developing construction packages to inspecting
reconstruction for compliance. In addition, HGA provides final inspections on homes in New York to
ensure building codes, in addition to program requirements, were adhered to during reconstruction
following Superstorm Sandy.
Our Team has experience with HMGP projects and programs of varying sizes. Our experience
encompasses small to large projects in mitigation and recovery. Together the Team brings together a
wealth of experience in assisting communities prepare, respond, recover and mitigate natural disasters
with a tailored, flexible and cost - effective approach. The Consulting Team is well- versed in FEMA
regulations and provides expertise in HMA grant development and implementation.
Response to RFQ City of Kennendale 1 October 15, 2015 Page 15
Erin Capps, J.D.
Project Executive
J.D., Baylor University Law School, 2007
B.S., Advertising /Business, University of Texas Austin, 2002, Magna cum Laude
H2O PARTNERS
H2O Partners, Inc.,
Project Manager, Texas Division of Emergency Management (2013- Present)
Ms. Capps is the project manager for Disaster Compliance Professional Services for the Texas Division of Emergency
Management (TDEM) of five teams covering over 3500 projects. Ms. Capps oversees, administers, and monitors FEMA
Public Assistance (PA) and Hazard Mitigation Grant Program (HMGP) projects stemming from hurricanes Ike, Dolly,
the West Gas Explosion, and Memorial Day Flood events. She also directs teams conducting highly technical reviews
of projects, in addition to providing subject matter expertise to sub - recipients, TDEM, and FEMA.
Hazard Mitigation Assistance, Planning and Grant Development Manager (2004 - Present)
Ms. Capps coordinates meetings and workshops, and oversees a team of technical writers to complete a plan within
budget, scope, and timeline. Ms. Capps provides technical assistance to sub - recipients and edits risk and vulnerability
assessments, including the review of detailed flood maps. Additionally, Ms. Capps supervises the development of
Hazard Mitigation Grant Program (HMGP) and Pre - Disaster Mitigation (PDM) applications and grant projects. She
reviews each application, including hazard history, previous flood data, repetitive loss data, benefit -cost analysis, and
environmental compliance. Ms. Capps ensures quarterly reports are completed accurately and timely, verifies
contractor compliance, oversees budgets, and verifies project schedules.
Senior Associate, Risk Assessment Mapping and Planning Partners (RAMPP) (2009 -2012)
Ms. Capps provided assistance to FEMA under the Risk MAP program by conducting outreach, training, and
technical assistance to communicate flood risk effectively to states, tribes, regional and local communities, and
stakeholders. She also directed the coastal outreach group, reviewed project reports, and developed an
outreach program on levee safety.
Senior Manager, Technical Assistance, Governor's Office of Homeland Security and Emergency
Preparedness (GOHSEP), Baton Rouge, Louisiana (2005 - 2006, 2010 -2012)
Ms. Capps provided Stafford Act policy development, subject matter expertise, and training to GOHSEP staff and
sub - recipients. She was responsible for the development of internal procedures for managing the Public
Assistance (PA) and Hazard Mitigation Assistance (HMA) grant programs. Ms. Capps conducted legislative and
policy analysis regarding the application of state management funds and direct administrative costs and
developed guidance, training, and testing curriculum for staff on the HMA grant life cycle.
Project Manager, Public Assistance and HMA, Village of Owego, New York (2012 -2012)
Ms. Capps oversaw the development of grants, including reviewing and revising the scope of work (SOW),
budget, and environmental and historical compliance. She reviewed and revised hazard mitigation buyout and
elevation grants, ensured the timely, accurate completion of project reports, including quarterly reports. She
also assisted in reviewing projects for fraud and duplication of efforts and directed closeout activities.
Project Manager, Public Assistance Technical Assistance Contract (PATAC) (2009 -2012)
Ms. Capps was responsible for PATAC surge response and support, including compliance with background
checks for quick deployment for areas in need of PATAC support. Her duties included reviewing and approving
project schedules, budget, and scope; identifying training needs; initiating development of objectives and
procedures for responses; and directing, monitoring, and appraising performance of subordinates' responses
to review and development of PA Project Worksheets.
Project Lead, Hazard Mitigation Technical Assistance Program (HMTAP) Contract (2009 -2012)
Ms. Capps provided programmatic support to FEMA headquarters' Mitigation Directorate and FEMA regions.
She established teams for HMTAP grant- monitoring support; reviewed current floodplain management guides
and provided edits to a national review team; developed higher standards for floodplain management; and
performed technical review of Hazard Mitigation Grant Program (HMGP) applications for scope, budget, and
conformance to 44 CFR.
Heather Ferrara, M.C.P.
Grant Development Manager
M.C.P., Community Planning, Auburn University, 2011
B.A., Studio Art, University of Alabama at Birmingham, 2008
H2O PARTNERS
1120 Partners, Inc.
Risk Assessment Coordinator and Lead Writer, Hazard Mitigation Planning, Multiple Projects (2011 -
Present)
As a Risk Assessment Coordinator and technical writer for H20, Ms. Ferrara's responsibilities include:
• Creating hazard mitigation plan and plan updates.
• Preparing risk and vulnerability assessments for communities.
• Developing detailed GIS mapping tools for risk identification.
• Conducting community outreach and assisting communities with identifying and prioritizing risks.
• Performing updates to risk atlas tools in the U.S. and Mexico.
• Analyzing new development through RiskMAP and incorporating into GIS distribution tool.
• Authoring plan sections and handling all revisions for multi - jurisdictional plans, including updates for:
Lubbock County, the West Central Texas Council of Governments (WCTCOG), the Concho Valley
Council of Governments (CVCOG), Kaufman County, Houston County, and the City of Round Rock.
Development and management HMGP Project, Crockett ISD - DR 1791, (2012 - Present)
• Complete and draft scope, budget, timeline, and all necessary forms for a successful Hazard Mitigation
Grant Program (HMGP) structural project totaling $4 million dollars to develop a community safe
room shelter for Crockett ISD.
• Perform all reviews and checks for NEPA /FEMA compliance in completing assessment.
• Oversee and submit quarterly reports, reimbursement requests, amendments and change requests,
and all other requirements in the administration of the project.
• Conduct correspondence with FEMA Region VI and the Texas Division of Emergency Management
(TDEM).
Grant Manager, Latexo ISD, (2011 - 2013)
H2O developed a Pre - Disaster Mitigation (PDM) and Hazard Mitigation Grant Program (HMGP) application for
the ISD in conjunction with the City of Latexo for an approximately $1,000,000.00 project. Ms. Ferrara's
responsibilities included:
• Assisting with eligibility for subgrantee.
• Developing narrative description and Scope of Work (SOW)
• Compiling and reviewing budgets.
• Developing and reviewing Cost - Benefit Analysis (CBA).
• Writing and developing application.
• Conducting correspondence with TDEM and FEMA.
• Coordinating with environmental agencies.
• Identifying and examining special considerations, such as NFIP compliance.
Grant Manager, Woodsboro, ISD, (2011 - 2012)
H2O developed an HMGP application for the ISD to complete retrofits on school buildings in order to prevent
damage from hurricane, tornado, and other high wind hazards. Ms. Ferrara's responsibilities included:
• Assisting with eligibility for subgrantee.
• Developing narrative description and Scope of Work (SOW).
• Compiling and reviewing budgets.
• Developing and reviewing Cost - Benefit Analysis (CBA).
• Writing and developing application.
• Conducting correspondence with TDEM and FEMA.
• Coordinating with environmental agencies.
• Identifying and examining special considerations, such as NFIP compliance.
Aaron M. Sines
Senior Grant Specialist
B.A., Philosophy, Minor Business Administration, University of Maine - Orono, 2007
H2O PARTNERS
1120 Partners, Project Manager, Hazard Mitigation Grant Program (HMGP) and Community
Development Block Grant (CDBG), New York Governor's Office of Storm Recovery (April 2014 - Present)
20 Sub - Applicants, over 400 properties, over $50 Million in HMGP applications submitted to FEMA.
Provided complete range of technical assistance to all 20 sub applicants for Benefit Cost Analysis,
application development, selecting a property list, eligible costs, post award management, and HMA
rules and regulations governing the Acquisition /Demolition Program.
Hosted 7 Homeowner Meetings
Hosted 20 Community Meetings
Coordinated Buyout Program between the Governor's Office of Storm Recovery and the Division of
Homeland Security and Emergency Services.
Responded to congressional and press inquiries about the Hazard Mitigation Grant Program
Trained local community leaders how to administer an HMGP Buyout Program.
Developed master budgets for 19 Acquisition/ Demolition applications.
U.S. Dept. of Homeland Security -FEMA. Flood Mitigation & Insurance Branch. (March 2006- April 2014)
Hazard Mitigation Grants (HMA) Specialist (404 Mitigation)
Provided technical assistance in 6 different states including multiple deployments in Maine. Have
worked on HMGP in all phases of the process from project identification to close -out.
Acquisition /elevations, drainage improvements, planning, 5% initiative, flood proofing, bank
stabilization, minor flood control projects.
Project Specialist (406 Mitigation)
Identified dozens of 406 mitigation projects as alternatives to 404 mitigation projects.
Benefit Cost Analysis (BCA) Analyst
Performed over 100 BCA's and trained dozens of fellow employees and public officials.
Hazard Mitigation Community Planner
Assisted MEMA in the identification of projects for plan updates. Provided planning technical
assistance in 3 different states.
Floodplain Management Specialist
Performed hundreds of Substantial Damage determinations in Vermont during the response to
Hurricane Irene.
Community Education and Outreach Specialist
Hazard Mitigation Advisor Specialist
2006 to present: Counseled thousands of disaster assistance applicants, providing information
about all areas of mitigation from flood insurance to common mitigation practices and personal
preparedness.
Risk Analysis
Data and Records Management
Rachel Andrews, PE, CFM
Grant Specialist
B.S., Civil Engineering, University of Texas, 1999
B.A., Spanish, University of Texas, 1999
H2O PARTNERS
H2O Partners, Inc.
Grant Monitor, Disaster Compliance Professional Services, Texas Division of Emergency Management
(2013- Present)
Ms. Andrews assists with grant monitoring of FEMA Hazard Mitigation Grant Program (HMGP) projects from
Hurricanes Ike and Dolly. Her responsibilities include:
• Assisting local jurisdictions with Hazard Mitigation Grant Program compliance
• Performing field inspections and site visits
• Conducting pre- construction, interim, and closeout meetings
• Providing hazard mitigation subject matter expertise and technical assistance including conducting
environmental and Benefit -Cost Analysis (BCA) reviews
• Verifying compliance with state and federal regulations
• Producing and reviewing programmatic documents for project monitoring and closeout
• Developing weekly status reports for TDEM on project progress, budget, and compliance issues
Grant Specialist, Mitigation Planning Services, City of Austin (2015- Present)
• Provide HM subject matter expertise
• Conduct kick -off meeting
• Review mitigation plan for edits
• Conduct outreach to members of the public and stakeholders
National Flood Insurance Program Field Representative, Texas Water Development Board (2007-
2012)
• Conduct pre- construction, interim, and closeout meetings
• Managed National Flood Insurance Program compliance in Texas
• Provided technical assistance to local officials and residents
• Ensured engineering compliance with Federal floodplain management regulations
• Conducted audits of regulatory programs by floodplain inspection
• Reviewed technical permitting documentation
• Delivered technical training and outreach to assist local floodplain managers, elected officials, and
residents
• Performed written and verbal outreach in Spanish- speaking regions (Colonias) regarding flood risks
Nonpoint- Source Pollution Coordinator, Lower Colorado River Authority (2002 -2007)
• Led meetings for cities and stakeholders of LCRA Watershed Management Ordinance compliance
• Conducted inspections; reviewed plans and permit applications
• Ensured compliance with nonpoint- source pollution control requirements
• Investigated pollution complaints per the Ordinance
• Produced technical and non - technical reports
• Developed educational materials on nonpoint- source pollution permitting and related issues
• Managed lake -wide lowerings per the U.S. Army Corps of Engineers Permit
EGA
Billy Poche
Project Manager
Career Highlights
❖ Subject Matter Expert in local hazard mitigation planning — currently serves as the lead
over $14.7M in hazard mitigation funds for multiple parishes.
❖ Served as Team Lead for mitigation support for the LA Office of Community
Development following Hurricanes Katrina and Rita
❖ Served as Fire Chief of Slaughter, LA— supervised fire suppression, search and
rescue, emergency medical, and HazMat response for a 36- square -mile rural area
❖ Designed & facilitated over 50 HSEEP tabletop, functional, and full -scale exercises
and delivered over 100 training courses
Education, Training, Certifications, Awards & Affiliations
❖ Top Secret Clearance
❖ Train the Trainer Incident Command System (ICS) 300 and 400, GOHSEP, 2008
• Homeland Security Exercise & Evaluation Program (HSEEP) Train the Trainer,
Department of Homeland Security, 2007
Relevant Experience
HGA, Project Manager, 2013 - Present,
Serves as the lead over a team of grant managers responsible for $14.7M in infrastructure
and housing hazard mitigation funds for multiple parishes. Oversees multiple projects
across all phases; monitors workflow; implements and maintains grant management best
practices; and ensures program compliance. Meets with Parish, State, and Federal
stakeholders regularly to provide technical assistance on policy and program
requirements through the administration and closeout of the grant projects.
CRA, Inc., Project Manager, 2011 -2012
Responsible for delivering hazardous materials instruction and delivering lectures and
practical exercises involving emergency response and mitigation measures used during
hazardous materials incidents. Served as HSEEP exercise planner, including providing
oversight for the execution of the $2.5M GOHSEP statewide exercise contract.
IEM, Inc., Exercise Planner, 2006 -2010
Mitigation Support to LA OCD —Team Lead for a multi - billion dollar hazard mitigation
grant program for the Louisiana Office of Community Development following Hurricanes
Katrina and Rita. Oversaw 20 -40 mitigation counselors in the assistance call center.
Alabama Emergency Management Agency Exercise Support Program— Designed and
facilitated over 20 HSEEP tabletop, functional, and full -scale exercises.
FEMA National Preparedness Directorate Technical Assistance Program— Assisted in
the design and development of a hurricane tabletop exercise (TTX) for Natchez,
Mississippi. Provided facilitation support to the DHS Capability Assessment Pilot in
Florida. As lead facilitator, presented ICS 100, 200, 700, and 800 to multiple agencies
and jurisdictions. Presented training materials that covered ICS 100, 200, 700, and 800
and Hospital Incident Command System for Region 2 hospitals located in Louisiana.
EGA
Suzie Sumpter, CFM
Senior Grant Manager
Career Highlights
❖ Over 25 years of management experience including 11 years in hazard mitigation
❖ Extensive experience writing and administering federal disaster and non - disaster grants to
include research and implementation of federal, state, and local compliance regulations
❖ Senior Grant Manager over $120M dollars in funding to elevate or reconstruction qualified
structures including several historic structures
❖ Senior Grant Manager over 15 various infrastructure projects with grant funds totaling near
$100M dollars
❖ Successfully secured funding for 900+ homes and numerous infrastructure projects
throughout Louisiana
Education, Training, Certifications, Awards & Affiliations
• Certified Floodplain Manager
❖ Completed 24 courses through FEMA Emergency Management Institute
Relevant Experience
HGA
Senior Grant Manager
Ms. Sumpter works with engineers, architects, contractors, homeowners and local, state and
federal staffs to ensure the successful administration of Hazard Mitigation Assistance (HMA)
and Community Development Block Grant (CDBG) programs. She develops policies and
procedures for local governments to insure compliance with all guidance and regulations. Ms.
Sumpter successfully manages all aspects of the grants to include application development,
BCA reports, implementation, financial management and closeout of numerous elevation,
reconstruction and infrastructure projects.
St. Tammany Parish Government
Hazard Mitigation Specialist
Ms. Sumpter worked to reduce the impact of disasters on homeowners affected by repetitive
flooding or excessive damage from declared disasters by writing grant applications, securing
program funding and administering all aspects of the individual projects as well as the
management of the overall grant. Her skill set ensured that projects and funds complied with
all local, state and federal guidelines and regulations. Ms. Sumpter assisted with the
development of the local Hazard Mitigation Plan, led public outreach sessions, wrote policy and
procedures, created and implemented forms to expedite the mitigation process. While
maintaining project files, she reviewed engineering plans and contractor quotes for eligibility,
monitored each project on site, preformed milestone inspections, prepared and processed
payments and filed quarterly reports. She was responsible for effectively completing the audit
and closeout of the first PDM in the State of Louisiana. Ms. Sumpter successfully completed
the elevation of the oldest known structure in St. Tammany Parish.
Prior Professional Experience
All American Medical & Chiropractic, Office Supervisor and Case Manager
Bella Dia, Owner
Covington Institute of Driving, Owner
RSA
Melonie Ellzey, CFM
Grant Manager
Career Highlights
❖ Has managed 44 awarded hazard mitigation grants totaling over $111M
❖ Subject Matter Expert in accounting and grant management, including benefit cost
analyses, budgets, cost reasonableness, writing applications, homeowner
consultations, public outreach, payment processing, payment tracking, and
reimbursement documentation.
Education, Training, Certifications, Awards & Affiliations
❖ Registered Certified Floodplain Manager
❖ Member of Association of Certified Floodplain Managers
Relevant Experience
HGA, 2013 - Present
Grant Manager
Assisting in the administration of $14.7M in hazard mitigation funds for multiple parishes.
Duties include interfacing with homeowners to explain program guidelines; conducting
BCAs; obtaining GPS coordinates and photos of identified eligible properties; meeting
with Parish /State /Federal personnel; generating data for Hazard Mitigation Assistance
program applications; and conducting quality control on VPAs.
GOHSEP, 2009 -2013
Grant Manager
Provided guidance, oversight, and generally assisted sub - grantees for preparation of
documentation, invoices, and information necessary to request reimbursement for
approved federally funded FEMA Hazard Mitigation grants. Monitored the progress of
sub - grantees assigned to ensure that all federal and state grant requirements were met
and that files were closed in a timely manner.
Prior Professional Experience
Ruston Properties, Accounts Payable
Blue Rock Partners, Accounts Payable
Donnie Jarreau Real Estate /Construction, Accounts Payable /Receivable
Drusilla Seafood, Accounts Payable
1
i
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: INCIDENTAL ITEMS (CONSENT) - B.
I. Subject:
Consider approval of contract with Freese and Nichols to conduct an Impact Fee Study
II. Originated by:
III. Summary:
Contract — Cities are permitted under state law to impose impact fees on new development provided the
city has conducted a study to justify these fees. In order to be valid, the study must have been done
within a five year time period and based on a city's water, wastewater, and transportation master plans.
The statute does permit a city to extend the application period for an additional three year period provided
no significant changes have been completed within the five year study period. The City Council extended
the prior study for a period of three years in 2013. Thus, in order to impose an impact fee in the future, an
impact fee study must be done. Because the impact fee revenue is significant for the capital development
of the utility and street system, staff recommends the study be initiated for future development. The study
will be based on the utility system master plan completed by Freese & Nichols Engineering firm in 2014.
Staff recommends Freese & Nichols Engineering Firm be engaged to complete the Impact Fee Study for
a lump sum fee of $98,000. The contract is attached.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1. (Contract with Freese and Nichols for Impact Fee Study
(Impact Fee Study.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
Rev 12/12
AGREEMENT FOR PROFESSIONAL SERVICES
STATE OF TEXAS
COUNTY OF TARRANT
This AGREEMENT is entered into by the City of Kennedale, Texas hereinafter called "Owner" and Freese and
Nichols, Inc., hereinafter called "FNI." In consideration of the AGREEMENTS herein, the parties agree as
follows:
1. EMPLOYMENT OF FNI: In accordance with the terms of this AGREEMENT: Owner agrees to employ
FNI; FN1 agrees to perform professional services in connection with the Project; Owner agrees to pay to
FNI compensation. The Project is described as follows: Water, Wastewater & Roadway Impact Fee Study
11. SCOPE OF SERVICES: FNI shall provide professional services in connection with Project as set forth
in Attachment SC - Scope of Services and Responsibilities of Owner which is attached to and made a part
of this AGREEMENT.
111. COMPENSATION: Owner agrees to pay FNI for all professional services rendered under this
AGREEMENT in accordance with Attachment CO - Compensation which is attached hereto and made a
part of this AGREEMENT. FN1 shall perform professional services as outlined in the "Scope of Services"
for a lump sum fee of $98,000. Details concerning the fee are included in Attachment CO.
If FNI's services are delayed or suspended by Owner, or if FNI's services are extended for more than 60
days through no fault of FNI, FNI shall be entitled to equitable adjustment of rates and amounts of
compensation to reflect reasonable costs incurred by FN1 in connection with such delay or suspension and
reactivation and the fact that the time for performance under this AGREEMENT has been revised.
IV. TERMS AND CONDITIONS OF AGREEMENT: The Terms and Conditions of Agreement as set forth
as Attachment TC shall govern the relationship between the Owner and FNI.
Nothing under this AGREEMENT shall be construed to give any rights or benefits in this AGREEMENT to
anyone other than Owner and FNI, and all duties and responsibilities undertaken pursuant to this AGREEMENT
will be for the sole and exclusive benefit of Owner and FNI and not for the benefit of any other party.
This AGREEMENT constitutes the entire AGREEMENT between Owner and FNI and supersedes all prior written
or oral understandings.
This contract is executed in two counterparts.
IN TESTIMONY HEREOF, they have executed this AGREEMENT, the day of , 2015.
ATTEST: City of Kennedale, Texas
(OWNER)
By:
Print or Type Name and Title
ATTEST: Freese and Nichols Inc.
(FNI
L Resources\OLCR'KIKenedale'•WWW & Roadway Impact Fee Study
By:
l�Ll�Y1
Print or Type Name and Title
ATTACHMENT SC
SCOPE OF SERVICES AND RESPONSIBILITIES OF OWNER
ARTICLE I
Project Understanding
Freese and Nichols, Inc. (FNI) understands that the City of Kennedale is seeking to update the existing water,
wastewater, and roadway impact fee system, consistent with the requirements of Chapter 395 of the Texas
Local Government Codes. The City seeks to do this by updating study areas, updating an existing conditions
analysis, determining the growth in water demands and wastewater flows for the 10 -year planning period,
reviewing and updating the water and wastewater impact fee capital improvements program, determining
projected vehicle -miles of growth for 10 -year planning period, reviewing and updating the roadway impact
fee capital improvements program, updating the land -use equivalency table and calculating the maximum fee
per service -unit for service areas within Kennedale, updating the service unit equivalency table and
calculating the maximum fee per service -unit for the water and wastewater systems within Kennedale. The
study will be coordinated through a Capital Improvements Advisory Committee (appointed by the City) and
culminate with adoption through a public hearing process.
Phase A. Kickoff Meeting, Data Collection & Land Use Assumptions
A.1 Project Kick -Off Meeting: Freese and Nichols, Inc. (FNI) will meet with the City to review scope,
project team, schedule of the project, and present a data request memorandum.
A.2 Water and Wastewater Data Collection: FNI will compile information from the City including GIS
files, facility sizing, recently completed or under construction system improvements, water
production data, and wastewater flow data. FNI will utilize information from the Water /Wastewater
Master Plan to develop future population projections and the Land Use Assumptions.
A.3 Roadway Data Collection: FNI will coordinate with the City to obtain updated information including
GIS files, demographic information, recently completed system improvements, and existing traffic
count data. To support this study update, traffic count data will be collected at up to ten (10) locations
throughout the city. This task effort will be facilitated through the use of a sub - consultant. A review
of existing traffic count data will be made to determine optimal traffic count locations. Following
completion of the data collection effort, data will be compiled into a database for use in subsequent
analysis. FNI will provide the City with a Data Request Memorandum identifying any additional
data needs for the impact fee study.
A.4 Develop Land Use Assumptions: FNI will utilize available data on impending developments and
available lots to develop 5 -year, 10 -year, and Buildout land use assumptions by service area. CCN,
ETJ, and proposed annexation boundaries will be evaluated to define future water and wastewater
service areas. Employment demographics will be derived from data by the North Central Texas
Council of Governments (NCTCOG).
A.5 Progress Meeting #1: FNI will meet with the City to discuss the land use assumptions, and load
projections. FNI will address comments from City staff and make revisions as necessary.
L Resources.OLCR K Kenedale WWW & Roadway Impact Fee Study
SC -1
FN
OWNER
Phase B. Water and Wastewater Impact Fee Analysis
B.1
Review Historical Water Demands and Wastewater Flows: FNI will obtain and evaluate historical
water usage and wastewater flow data to develop trends and calculate peaking factors. This data will
be used to determine expected per- capita loads for future projections.
B.2 Develop Water Demand and Wastewater Flow Projections: FNI will develop water demand and
wastewater flow projections for 5 -year, 10 -year, and Buildout conditions using the future land use
assumptions and historical usage trends. The projections will be used to evaluate the sizing and
timing of the capital improvement projects.
B.3 Identify Existing Projects Eligible for Impact Fee Cost Recovery: FNI will review recently
completed water and wastewater improvements and determine which projects are eligible for future
cost recovery from growth.
B.4 Develop Water and Wastewater Impact Fee CIP: FNI will develop an impact fee CIP based on the
improvements recommended as part of the capacity analysis. Impact fee eligible improvements are
intended to serve growth within the next 10 years. Maps will be prepared showing the proposed water
and wastewater capital improvement plan projects included in the impact fee calculation.
B.5 Conduct Water and Wastewater Impact Fee Capacity Analysis for CIP Projects: FNI will utilize the
water and wastewater capital improvements plan and land use assumptions to analyze the capacity
for impact fee cost recovery for 10 -year projected growth. FNI will utilize the capacity analysis and
capital project costs to calculate the percentage of project cost eligible for impact fee cost recovery.
B.6 Develop Service Unit Equivalents (SUEs) for Water and Wastewater Systems: FNI will utilize
equivalent capacity of water meters to establish the service unit equivalents (SUEs) required in
Chapter 395 of the Local Government Code for both existing and 10 -year growth conditions.
B.7 Calculate Maximum Allowable Impact Fees: FNI will develop maximum allowable water and
wastewater impact fees in accordance with Chapter 395 of the Local Government Code using the
50% credit method based on the existing and proposed capital improvement costs to support 10 -year
growth based on projected increase in SUEs.
Phase C. Roadway Impact Fee Analysis, Report, and Presentations
C.1
Update Roadway Impact Fee Service Areas: FNI will review and update, as necessary, the roadway
service area structure to incorporate any recent municipal annexations. FNI will also review any
revised changes to the service area structure to ensure compliance with state legislation (six -mile
maximum). Following the completion of this task, City Staff will review and approve the service
area structure prior to commencement of supplemental tasks. It is anticipated that minimal changes
will be made to the service area structure.
C.2 Existing Roadway Inventory and Analysis: FNI will assemble an inventory and analysis of existing
major roadways, by service area (Task C.1) in the city. The inventory will contain the following
information of existing major collector and arterial status roadways; roadway segment name and
limits, length (in miles), number of lanes, facility type (divided, undivided), and functional
classification (arterial, collector).
L \Resources OLCR K Kenedale' W WW & Roadway Impact Fee Study
SC-2
FNI ■i
OWNER
Existing conditions analyses will be prepared to calculate capacity provided and utilized of existing
capital improvements within the city. Any roadway deficiencies identified will be summarized by
service area for use in the capital improvements cost per service unit analysis. The existing conditions
analysis will be based on PM peak hour directional traffic volume data collected in Task A.3.
C.3 Determination of Projected Roadway Demand: Determination of projected roadway demand over
the 10 -year planning period will be based on socio- demographic data developed in the land use
assumptions report prepared as part of the study process. The service unit equivalency table, updated
in Task C.6, will serve as the basis for determination of the number of service units generated within
individual service areas over the ten -year planning period.
C.4 Prepare Roadway Capital Improvements Program: The impact fee capital improvements program
(CIP) will be updated incorporating growth considerations from the LUA, the City Thoroughfare
Plan, fiscal constraints, and City Staff input. This process will include the identification and
recommendation of specific roadway projects for inclusion into the impact fee CIP list. Cost
information of both existing and proposed capital projects will be collected and developed for
inclusion into an updated CIP database. For completed projects (identified as part of the previous
impact fee system CIP), incorporation of actual cost data will be included as per legislative
requirements. The City will provide cost data for completed projects and will include costs incurred
for construction, engineering right -of -way, and debt service. For project additions to the CIP,
appropriate historic unit cost data will be collected from the City and used as a basis for cost estimates
by FNI. We have assumed that (1) impact fee CIP scenario will be prepared as part of this study
effort. Traffic count data collected in Task A.3 will be used to conduct an evaluation of existing
impact fee CIP projects. This analysis will be used to ensure that excess capacity remains for projects
to be retained in the impact fee program.
The initial roadway impact fee, credited the cost of the impact fee CIP by 50 %. For scoping purposes,
it is assumed that a financial analysis determining the maximum that could be charged (in excess of
50 %) will not be conducted. Should such study be desired, a separate scope and fee will be provided.
C.5 Roadway CIP Database Update and Maximum Fee Calculation: Impact Fee CIP project data will be
compiled and input into a roadway projects database. This database will be prepared by service area
and include the following information:
a. Roadway segment name and limits
b. Number of lanes, length and facility type
c. Project cost information (construction, engineering, ROW, debt service)
d. Capacity provided by CIP projects, utilized and percent attributable to new development
e. Project cost attributable to new development
Based on data compiled into the CIP database, an updated maximum cost per service unit will be
calculated for service areas within the City.
C.6 Update Land Use Equivalency Table: The land use equivalency table will be updated /expanded based
on City Staff input. Traffic data will be based on information presented in the Institute of
Transportation Engineers, Trip Generation Manual, 9th Edition and any supplemental information
of trip type activity. Subject to availability of data, up to three (3) land uses land uses not listed in
ITE's Trip Generation will be researched and incorporated. Trip length information will be derived
from the latest work place data compiled by the North Central Texas Council of Governments.
L \Resources OLCR K Kenedale WWW & Roadway Impact Fee Study
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FNIJej
OWNER
Phase D. Impact Fee Report Development and Meeting Attendance
D.1
Develop Draft Waste and Wastewater CIP Update and Impact Fee Report: FNI will prepare a Draft
Water and Wastewater CIP Update and Impact Fee Report showing land use assumptions, water and
wastewater impact fee eligible capital improvement costs, and maximum allowable water and
wastewater impact fees. An electronic PDF copy and three hard copies of the draft report will be
delivered to City.
D.2 Develop Draft Roadway Impact Fee Report: FNI will prepare and deliver one (1) Draft Roadway
Impact Fee Report documenting analyses, the CIP, cost calculations, and associated maximum cost
per service unit. An electronic PDF copy and three hard copies of the draft report will be delivered
to the City. The City will provide a consolidated list of comments of the draft report to FNI.
D.3 Meetings with City Staff: FNI will meet with the City Staff up to three (3) times throughout the
impact fee update process to discuss the findings, impact fee calculations, and recommendations for
setting the water, wastewater and roadway impact fees for the City.
D.4 Finalize Impact Fee Study Report: FNI will revise the Draft Impact Fee report to incorporate City
Staff and CIAC comments. FNI will prepare and deliver ten (10) copies of the Final Water,
Wastewater and Roadway Impact Fee Report. An electronic version of the final report (PDF format)
will also be provided.
D.5 Citizen Advisory Committee Presentations: FNI will conduct up to two (2) presentations to the
Citizen Advisory Committee and/or the City Council. Topics may include impact fee program
overview, summary of land use assumptions and capital improvements plan, or impact fee analysis
and results. FNI will prepare presentation materials and exhibits for the Citizen Advisory Committee
presentations.
D.6 Attend City Council Public Hearing: FNI will attend one (1) Public Hearing to present and address
questions about the land use assumptions, capital improvements plan, and impact fee calculations.
ARTICLE II
ADDITIONAL SERVICES: Additional Services to be performed by FNI, if authorized by Owner, which
are not included in the above described basic services, are described as follows:
A. Field surveying required for the preparation of designs and drawings.
B. GIS mapping services outside of the scope of this project or assistance with these services.
C. Providing services to investigate existing conditions or facilities, or to make measured drawings
thereof, or to verify the accuracy of drawings or other information furnished by Owner.
D. Providing renderings, model, and mock -ups requested by the Owner.
E. Making revisions to drawings or other documents when such revisions are 1) not consistent with
approvals or instructions previously given by Owner or 2) due to other causes not solely within the
control of FNI.
L Resources OLCR K Kenedale WWW & Roadway Impact Fee Study
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FNI4
OWNER
F. Investigations involving consideration of operation, maintenance and overhead expenses, and the
preparation of rate schedules, earnings and expense statements, feasibility studies, appraisals,
evaluations, assessment schedules, and material audits or inventories required for certification of
force account construction performed by Owner.
G. Preparing applications and supporting documents for government grants, loans, or planning advances
and providing data for detailed applications.
H. Conducting pilot plant studies or tests.
I. Preparing data and reports for assistance to Owner in preparation for hearings before regulatory
agencies, courts, arbitration panels or any mediator, giving testimony, personally or by deposition,
and preparations therefore before any regulatory agency, court, arbitration panel or mediator.
J. Assisting Owner in the defense or prosecution of litigation in connection with or in addition to those
services contemplated by this AGREEMENT. Such services, if any, shall be furnished by FNI on a
fee basis negotiated by the respective parties outside of and in addition to this AGREEMENT.
K. Design, contract modifications, studies or analysis required to comply with local, State, Federal or
other regulatory agencies that become effective after the date of this agreement.
L. Meetings in excess of the number of trips included in Article 1 for periodic site visits or coordination
meetings.
M. Providing basic or additional services on an accelerated time schedule. The scope of this service
include cost for overtime wages of employees and consultants, inefficiencies in work sequence and
plotting or reproduction costs directly attributable to an accelerated time schedule directed by the
Owner.
N. Preparing statements for invoicing or other documentation for billing other than for the standard
invoice for services attached to this professional services agreement.
ARTICLE III
TIME OF COMPLETION: FNI is authorized to commence work on the Project upon execution of this
AGREEMENT and agrees to complete the services in accordance with the following schedule:
Complete Phases A through D within 10 months from Notice to Proceed
If FNI's services are delayed through no fault of FNI, FNI shall be entitled to adjust contract schedule
consistent with the number of days of delay. These delays may include but are not limited to delays in Owner
or regulatory reviews, delays on the flow of information to be provided to FNI, governmental approvals, etc.
These delays may result in an adjustment to compensation as outlined on the face of this AGREEMENT and
in Attachment CO.
L Resources OLCR K Kenedale W W W & Roadway Impact Fee Study
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FNL
OWNER
ARTICLE IV
RESPONSIBILITIES OF OWNER: Owner shall perform the following in a timely manner so as not to
delay the services of FNI:
A. Designate in writing a person to act as Owner's representative with respect to the services to be
rendered under this AGREEMENT. Such person shall have contract authority to transmit
instructions, receive information, interpret and define Owner's policies and decisions with respect to
FNI's services for the Project.
B. Provide all criteria and full information as to Owner's requirements for the Project, including design
objectives and constraints, space, capacity and performance requirements, flexibility and
expandability, and any budgetary limitations; and furnish copies of all design and construction
standards which Owner will require to be included in the drawings and specifications.
C. Assist FNI by placing at FNI's disposal all available information pertinent to the Project including
previous reports and any other data relative to the Project.
D. Arrange for access to and make all provisions for FNI to enter upon public and private property as
required for FNI to perform services under this AGREEMENT.
E. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents
presented by FNI, obtain advice of an attorney, insurance counselor and other consultants as Owner
deems appropriate for such examination and render in writing decisions pertaining thereto within a
reasonable time so as not to delay the services of FNI.
F. Furnish approvals and permits from all governmental authorities having jurisdiction over the Project
and such approvals and consents from others as may be necessary for completion of the Project.
G. Attend all project related meetings.
H. Give prompt written notice to FNI whenever Owner observes or otherwise becomes aware of any
development that affects the scope or timing of FNI's services.
1. Furnish, or direct FN1 to provide, Additional Services as stipulated in Attachment SC, Article II of
this AGREEMENT or other services as required.
J. Bear all costs incident to compliance with the requirements of this Article IV.
L Resources OLCR K Kenedale WWW & Roadway Impact Fee Study
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FNIJs3
OWNER
ARTICLE V
DESIGNATED REPRESENTATIVES: FNI and Owner designate the following representatives:
Owner's Designated Representative — Bob Hart, 923 E. Kennedale Parkway, Kennedale, TX 76060;
Phone: 817 -985 -2102; bhart@cityofkennedale.com
FNI's Designated Representative — Mazen Kawasmi, P.E.; 4055 International Plaza, Suite 200, Fort Worth,
TX 76109; Phone 817- 735 -7432; Fax 817- 735 -7492; email mazen.kawsmi @freese.com
FNI's Accounting Representative — Jana Collier; 4055 International Plaza, Suite 200, Fort Worth, TX
76109; Phone 817 - 735 -7354; Fax 817- 735 -7496; email jvc @freese.com
L 1 Resources \OLCR'.K\Kenedale',WWW & Roadway Impact Fee Study
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FNIJ 8
OWNER
ATTACHMENT CO
COMPENSATION
Compensation to FNI shall be the lump sum fee of Ninety Eight Thousand Dollars ($98,000). If FNI sees the Scope of Services
changing so that additional services are needed, including but not limited to those services described as Additional Services in
Attachment SC, FNI will notify OWNER for OWNERS approval before proceeding. Additional Services shall be computed
based on the Schedule of Charges.
Schedule of Charges:
Position
Professional - 1
Professional - 2
Professional - 3
Professional - 4
Professional - 5
Professional - 6
Construction Manager - 1
Construction Manager - 2
Construction Manager - 3
Construction Manager - 4
CAD Technician /Designer - 1
CAD Technician /Designer - 2
CAD Technician /Designer - 3
Corporate Project Support - 1
Corporate Project Support - 2
Corporate Project Support - 3
Intern/ Coop
Rates for In -House Services
Travel
Standard IRS Rates
Min Max
67 114
87 146
93 178
136 217
173 239
164 435
84 195
103 148
127 158
160 216
56 98
89 127
114 163
41 95
69 170
75 330
34 63
Bulk Printing and Reproduction
B &W Color
$0.10 $0.25
Small Format (per copy)
Large Format (per sq ft )
Bond
Glossy / Mylar
Vinyl / Adhesive
$0.25
$0.75
$1.50
Mounting (per sq. it.) $2.00
Binding (per binding) $0.25
$0.75
$1.25
$2.00
OTHER DIRECT EXPENSES:
Other direct expenses are reimbursed at actual cost times a multiplier of 1.10. They include outside printing and reproduction
expense, communication expense, travel, transportation and subsistence away from the FNI office and other miscellaneous
expenses directly related to the work, including costs of laboratory analysis, test, and other work required to be done by
independent persons other than staff members. For Resident Representative services performed by non -FNI employees and
CAD services performed In -house by non -FNI employees where FNI provides workspace and equipment to perform such
services, these services will be billed at cost times a multiplier of 2.0. This markup approximates the cost to FNI if an FNI
employee was performing the same or similar services.
These ranges and rates will be adjusted annually in February.
335- 22`15
L. 1ResourceslOLCR \MIKennedale' W WW & Roadway Impact Fee Study
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FNI )B
OWNER
10 -25 -07 ATTACHMENT TC
TERMS AND CONDITIONS OF AGREEMENT
1 DEFINITIONS: The term Owner as used herein refers to the City of Kennedale, Texas . The term FNI as used
herein refers to Freese and Nichols, Inc., its employees and agents; also its subcontractors and their employees and agents. As
used herein, Services refers to the professional services performed by Freese and Nichols pursuant to the AGREEMENT.
2. CHANGES: Owner, without invalidating the AGREEMENT, may order changes within the general scope of the WORK
required by the AGREEMENT by altering, adding to and or deducting from the WORK to be performed. If any change under
this clause causes an increase or decrease in FNI's cost of, or the time required for, the performance of any part of the Services
under the AGREEMENT, an equitable adjustment will be made by mutual agreement and the AGREEMENT modified in
writing accordingly.
3. TERMINATION: The obligation to provide services under this AGREEMENT may be terminated by either party upon ten
days' written notice. In the event of termination, FNI will be paid for all services rendered and reimbursable expenses incurred
to the date of termination and, in addition, all reimbursable expenses directly attributable to termination.
4. CONSEQUENTIAL DAMAGES: In no event shall FNI or its subcontractors be liable in contract, tort, strict liability,
warranty, or otherwise for any special, indirect, incidental or consequential damages, such as loss of product, loss of use of the
equipment or system, loss of anticipated profits or revenue, non - operation or increased expense of operation or other
equipment or systems.
5. INFORMATION FURNISHED BY OWNER: Owner will assist FNI by placing at FNI's disposal all available information
pertinent to the Project including previous reports and any other data relative to design or construction of the Project. FNI
shall have no liability for defects or negligence in the Services attributable to FNI's reliance upon or use of data, design
criteria, drawings, specifications or other information furnished by Owner and Owner agrees to indemnify and hold FNI
harmless from any and all claims and judgments, and all losses, costs and expenses arising therefrom. FNI shall disclose to
Owner, prior to use thereof, defects or omissions in the data, design criteria, drawings, specifications or other information
furnished by Owner to FNI that FNI may reasonably discover in its review and inspection thereof.
6. INSURANCE: FNI shall provide to Owner certificates of insurance which shall contain the following minimum coverage
(All limits in thousands):
Commercial General Liability
General Aggregate $2,000
Automobile Liability (Any Auto)
CSL $1,000
Workers' Compensation
Each Accident $500
Professional Liability
$3,000 Annual Aggregate
7. SUBCONTRACTS: If, for any reason, at any time during the progress of providing Services, Owner determines that any
subcontractor for FNI is incompetent or undesirable, Owner will notify FNI accordingly and FNI shall take immediate steps for
cancellation of such subcontract. Subletting by subcontractors shall be subject to the same regulations. Nothing contained in
the AGREEMENT shall create any contractual relation between any subcontractor and Owner.
8. OWNERSHIP OF DOCUMENTS: All drawings, reports data and other project information developed in the execution of
the Services provided under this AGREEMENT shall be the property of the Owner upon payment of FNI's fees for services.
FNI may retain copies for record purposes. Owner agrees such documents are not intended or represented to be suitable for
reuse by Owner or others. Any reuse by Owner or by those who obtained said documents from Owner without written
verification or adaptation by FNI will be at Owner's sole risk and without liability or legal exposure to FNI, or to FNI's
independent associates or consultants, and Owner shall indemnify and hold harmless FNI and FNI's independent associates and
consultants from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. Any
such verification or adaptation will entitle FNI to further reasonable compensation. FNI may reuse all drawings, report data
and other project information in the execution of the Services provided under this AGREEMENT in FNI's other activities.
Any reuse by FNI will be at FNI's sole risk and without liability or legal exposure to Owner, and FNI shall indemnify and hold
harmless Owner from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom.
Page l of 2
FNI l�
OWNER
9. POLLUTANTS AND HAZARDOUS WASTES: It is understood and agreed that FNI has neither created nor contributed to
the creation or existence of any hazardous, radioactive, toxic, irritant, pollutant, or otherwise dangerous substance or condition
at the site, if any, and its compensation hereunder is in no way commensurate with the potential risk of injury or loss that may
be caused by exposures to such substances or conditions. The parties agree that in performing the Services required by this
AGREEMENT, FNI does not take possession or control of the subject site, but acts as an invitee in performing the services,
and is not therefore responsible for the existence of any pollutant present on or migrating from the site. Further, FNI shall have
no responsibility for any pollutant during clean -up, transportation, storage or disposal activities.
10. OPINION OF PROBABLE COSTS: FNI will furnish an opinion of probable project development cost based on present
day cost, but does not guarantee the accuracy of such estimates. Opinions of probable cost, financial evaluations, feasibility
studies, economic analyses of alternate solutions and utilitarian considerations of operations and maintenance costs prepared
by FN1 hereunder will be made on the basis of FNI's experience and qualifications and represent FNI's judgment as an
experienced and qualified design professional. 1t is recognized, however, that FN1 does not have control over the cost of labor,
material, equipment or services furnished by others or over market conditions or contractors' methods of determining their
prices.
11. CONSTRUCTION REPRESENTATION: If required by the AGREEMENT, FNI will furnish Construction Representation
according to the defined scope for these services. FNI will observe the progress and the quality of work to determine in
general if the work is proceeding in accordance with the Contract Documents. In performing these services, FNI will endeavor
to protect Owner against defects and deficiencies in the work of Contractors; FNI will report any observed deficiencies to
Owner, however, it is understood that FNI does not guarantee the Contractor's performance, nor is FNI responsible for the
supervision of the Contractor's operation and employees. FNI shall not be responsible for the means, methods, techniques,
sequences or procedures of construction selected by the Contractor, or the safety precautions and programs incident to the
work of the Contractor. FNI shall not be responsible for the acts or omissions of any person (except his own employees or
agent) at the Project site or otherwise performing any of the work of the Project. If Owner designates a person to serve in the
capacity of Resident Project Representative who is not a FNI's employee or FNI's agent, the duties, responsibilities and
limitations of authority of such Resident Project Representative(s) will be set forth in writing and made a part of this
AGREEMENT before the Construction Phase of the Project begins.
12. PAYMENT: Progress payments may be requested by FNI based on the amount of services completed. Payment for the
services of FNI shall be due and payable upon submission of a statement for services to OWNER and in acceptance of the
services as satisfactory by the OWNER. Statements for services shall not be submitted more frequently than monthly. Any
applicable new taxes imposed upon services, expenses, and charges by any governmental body after the execution of this
AGREEMENT will be added to FNI's compensation.
If OWNER fails to make any payment due FNI for services and expenses within thirty (30) days after receipt of FNI's
statement for services therefore, the amounts due FNI will be increased at the rate of one percent (1%) per month from said
thirtieth (30th) day, and, in addition, FNI may, after giving seven (7) days' written notice to OWNER, suspend services under
this AGREEMENT until FNI has been paid in full, all amounts due for services, expenses and charges.
13. ARBITRATION: No arbitration arising out of, or relating to, this AGREEMENT involving one party to this AGREEMENT
may include the other party to this AGREEMENT without their approval.
14. SUCCESSORS AND ASSIGNMENTS: OWNER and FNI each are hereby bound and the partners, successors, executors,
administrators and legal representatives of OWNER and FNI are hereby bound to the other party to this AGREEMENT and to
the partners, successors, executors, administrators and legal representatives (and said assigns) of such other party, in respect of
all covenants, agreements and obligations of this AGREEMENT.
Neither OWNER nor FNI shall assign, sublet or transfer any rights under or interest in (including, but without limitation,
moneys that may become due or moneys that are due) this AGREEMENT without the written consent of the other, except to
the extent that any assignment, subletting or transfer is mandated by law or the effect of this limitation may be restricted by
law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge
the assignor from any duty or responsibility under this AGREEMENT. Nothing contained in this paragraph shall prevent FNI
from employing such independent associates and consultants as FNI may deem appropriate to assist in the performance of
services hereunder.
15. PURCHASE ORDERS: If a Purchase Order is used to authorize FNI's Services, only the terms, conditions /instructions typed
on the face of the Purchase Order shall apply to this AGREEMENT. Should there be any conflict between the Purchase Order
and the terms of this AGREEMENT, then this AGREEMENT shall prevail and shall be determinative of the conflict.
Page 2of 2
FNI Je
OWNER
1. ISeptember 30, 2015 Quarterly. Investment Report'September 30 2015 Qtrly Investment Report.pd fl
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: INCIDENTAL ITEMS (CONSENT) - C.
I. Subject:
Approve Schedule of Investment Activity for quarter ending September 30, 2015
II. Originated by:
III. Summary:
In accordance with Public Funds Investment Act (PFIA), the investments should be reported quarterly.
This is for the 4th quarter for FY 15 and subsequently will be presented for each quarter to Council to stay
current with PFIA.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
City of Kennedale, Texas
SCHEDULE OF INVESTMENT ACTIVITY
For The Quarter Ending September 30, 2015
aTYOF K '1NE)AL , TEXAS
INVES"fM ENT REPORT
FOR QUARTER EV DI N G SEPTEN BER 30, 2015
The Quarterly Investment Fbport provides the City's investment portfolio position as of the report period indicated above. Rind of the Oty are invested in
accordance with the Oty of Kennedale Investment Policy as originally adopted on September 13, 2001 and subsequently reviewed on October 19, 2015.
SJM MARY OF I NVESTM BUTS FORTHE QUARTER
94% of the Oty of Kennedale's investments are owned by the Pooled Cash Fund. The remaining 6% goes to the $2.0M 2010 OD Bond Rind, $1.7M TX
Leverage Rind, and Dearing Funds. As of the reporting quarter, 50.34% of the Oty's investments are in investment pools, and 49.66% are invested in
money market savingsaccounts.
I NVESTM ENT STRATEGI ES
The Oty's main objectives in managing the portfolio are as follows: suitability, preservation & safety of principal, liquidity, marketability, diversification,
and yield (91 Day Treasury Bill benchmark- earned .01 -.03 %during applicable quarter).
I NVESTM ENT FORTFOU O ALLOWABLE BREAKDOJVN
Certificates of Deposit (25 %), Investment Pools(100 %)* , Money Market Mutual Funds(100 %) *, Fepurchase Agreements(50 %) *, Government Obligations
(25 %), US Treasury & US Agency Callables (25 %), US Government Agencies & Instrumentalities (100 %), and US Treasury Notes/Bills (100 %)
*(no more than 50 %in any individual pool, fund, or repurchase agreement)
MONTHLY BALANCE I NVESTM BVTS
Investment Pool
Texas Daily
Tex Bar
TeXPoOI
TexFbol
TexPool
TexFbol
Account Name
Consolidated Cash
Consolidated Cash
$1.7M TX Leverage
$2.0M CO Bond
Dick Rice Fat
Central Deposit
TOTAL I NVESTM ENT POOLS
MONTHLY BALANCE WELLSARGO
Bank
VVellsfargo
VVellsfargo
VVellsfargo
VVellsfargo
Account Name
Consolidated Cash
Payroll Dearing
Section 125 Rex
B-nployee Health Benefit Trust
TOTAL VVBISARGO
Interest Rate
0.09%
0.07%
0.062%
0.004%
0.005%
0.005%
Interest Fate
N/A
0.04%0.05%
0.04 %0.05%
N/A
lily 2015
$ 31,372.92
326,978.57
19.25
29,440.42
7.39
1,369,208.53
$ 1,757,027.08
August 2015 September 2015 Interest Earned
$ 31, 375.87 $ 31, 379.22 $ 8.94
327,001.42 327,028.14 69.63
19.25 19.25
29,442.18 29,444.21 5.34
7.39 7.39
990,291.72 965,235.93 227.05
$ 1,378,137.83 $ 1,353,114.14 $ 310.96
lily 2015 August 2015 September 2015 Interest Earned
$ 1,415,136.53 $ 1,435,966.03 $ 1,241,562.43 $
(25.94) (25.45) 130,261.97 1.63
25.93 25.76 25.76
10.76 10.90 11.20 0.60
$ 1,415,147.28 $ 1,435,977.24 $ 1,371,861.36 $ 2.23
TOTAL MONTHLY BALANCES- ALL
$ 3,172,174.36 $ 2,814,115.07 $ 2,724,975.50 $
313.19
TRANSACT1 ON ACT1VI1Y- I NVESTM BUTS
Investment Pool
Texas Daily
Texaar
TexFbol
Account Name
Consolidated Cash
Consolidated Cash
$1.7M TX Leverage
TexRool $2.0M OD Bond
TexFbol Dick Price RI
TexFbol Central Deposit
TOTAL I NVESTM ENT POOLS
TRANSAC11 ON ACT1VITY- VVBISARGO
Bank Account Name
VVellsfargo Consolidated Cash
VVellsfargo Payroll Clearing
VVellsfargo Section 125 Rex
VVellsfargo Employee Health Benefit Trust
TOTAL VVHLSARGO
Balance
7/1/2015
$ 31,370.28 $
326,958.51
19.25
29,438.87
7.39
1,680,250.26
$ 2,068,044.56 $
Deposits Wthdrawls
- $
797,965.24
797,965.24
(1,513,206.62)
$ (1,513,206.62) $
Balance
Interest 9/30/2015
8.94 $ 31, 379.22
69.63 327,028.14
19.25
5.34 29,444.21
7.39
227.05 965,235.93
310.96 $ 1,353,114.14
Balance
7/1/2015 Deposits Wthdrawls
$ 1,441,108.44 $ 3,426,441.44 $ (3,625,987.45) $
1,450.99 1,016,737.84 (887,928.49)
25.93 3,395.29 (3,395.46)
10.60 119,433.05 (119,433.05)
$ 1,442,595.96 $ 4,566,007.62 $ (4,636,744.45) $
Interest
Balance
9/30/2015
- $ 1,241,562.43
1.63 130,261.97
25.76
0.60 11.20
2.23 $ 1,371,861.36
CAS-- BREAKDOWN BY FUND
01- General Rind
02- Debt Service Fund
04- Capital Project Rind
05- Capital Fbplacement Fund
07- 3orm Drainage Utility Fund
10- Water / Sewer Rind
12- Cburt Security Fund
13- Capital Bond Rind
14- Park Dedication Fund
15- Economic Development Rind
16- Cburt Technology Fund
17- 3reets Improvement Rind
18- livenile Case Manager Fund
19- ®CAB Capital Bond Fund
21 -11F #1 New Hope Fund
31- Fblice Seizure Rind
32- Library Building Rind
34- LEON Fund
41- Park Development Fund
45- Fbadway Impact Fee Rind
61- Water Impact Fee Fund
62- Sewer Impact Fee Fund
65- Water Improvement Fund
83- Tree Fbforestation Fund
85- Undaimed Property Fund
95- EDC Fb rve Rind
TOTAL ALL FUNDS
1,600,000.00
1,400,000.00
1,200,000.00
1,000,000.00
800,000.00
600,000.00
400,000.00
200,000.00
Main Amounts
ti °y' ti °tip' boys'
\J \J JSn, ,Qet
PJ� �e�
cae9'
o Central Deposit
■ Wellsfargo
30.00
25.00
20.00
15.00
10.00
5.00
Holding Amounts
$1.7M TX Leverage
Section 125 Rex
tio' . oyh 5 u Employee Health xe
,A yeti tioti Benefit Trust
Po'J ,met
<0e9-
lily 2015 August 2015 September 2015
$ 1,574,736.89 $ 1,467,284.49 $ 1,359,749.82
92,370.71 13,815.00 14,374.82
54,303.69 9,881.99 31,971.23
13,964.87 29,408.03 32,322.45
79,393.34 88,193.70 74,850.87
(40,521.82) 80,330.40 43,352.22
(30,023.29) (35,116.51) (34,862.13)
(318,364.09) (372,748.32) (305,273.27)
34,283.62 34,284.65 31,285.68
153,629.04 140,187.13 90,294.82
10,625.08 11,133.30 7,922.12
586,408.42 578,838.04 610,351.11
29,534.33 28,849.97 28,107.72
29,440.42 29,442.18 29,444.21
1,129.89 (2,360.86) (25,439.90)
5,285.64 5,285.80 5,285.97
10,220.17 9,910.04 10,146.65
228.47 -
39,202.37 36,142.10 33,845.71
337,886.96 341,575.92 346,601.78
254,908.59 87,659.89 104,311.14
63,773.74 42,355.17 46,563.80
0.16 0.16 -
67,793.44 67,795.47 67,797.59
1,990.24 1,990.24 1,990.24
119,973.48 119,977.09 119,980.85
$ 3,172,174.36 $ 2,814,115.07 $ 2,724,975.50
350,000.00 -
300,000.00
250,000.00
200,000.00
150,000.00
100,000.00
50,000.00
(50,000.00)
Other Amounts
P&,, l� •0¢t L
�e
he'
El $2.0M CO Bond
u Payroll Dearing
® Texas Daily
Tex3ar
Distribution of Money
36.50%
• Texas Daily
• Tex3ar
TexPool
• Wellsfargo
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - A.
I. Subject:
Consider approval of minutes from September 21, 2015 meeting
II. Originated by:
III. Summary:
Please see the attached minutes for your approval.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1. (City Council Meeting Minutes - September 21, 2015
ISeptember 21, 2015.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
KENNEDALE
You're Here, Your Home
www.cityofkertneclale.com
KENNEDALE CITY COUNCIL
MINUTES
REGULAR MEETING
September 21, 2015
CITY HALL COUNCIL CHAMBERS, 405 MUNICIPAL DRIVE
WORK SESSION - 5:30 PM
REGULAR SESSION - 7:00 PM
I. CALL TO ORDER
Mayor Johnson called the meeting to order at 5:36 p.m.
II. WORK SESSION
*NOTE= Pursuant to Section 551.071, Texas Government Code, the City Cbundl reserves the right to
adjourn into Execrative Session at any time during the work session or the regular session to discuss
posted execrative session items or to seek legal advice from the City Attorney on any item posted on the
agenda.
A. Ibview Governance Training and Agenda Format
City Manager Bob Hart informed Council that Brian .bhnson and Charles Overstreet had attended a
Policy Governance Workshop in Atlanta, he stated that the information obtained from the workshop was
used to prepare the new agenda format. Bob provided a brief explanation on the format changes in
relation to policy governance; adding that we will try the new format and if we need to change it we can.
B. Discuss establishing a Water Rate Committee
Public Works Director Larry Ledbetter stated that it had been three (3) years since the last review of the
water rates; therefore, we need to establish a Committee for a review. He added that city consultant
Carolyn Marshall will be working with the committee on this project. Mayor Johnson stated that we
need to get citizens from different neighborhoods and possibly someone from the school board to sit on
the Committee.
C Discuss Smple Recycling
A presentation was provided by HR Director Kelly Cooper for Smple Ibcyding. Sie explained that Smple
Recycling offers Kennedale residents another option to recycle textiles and home goods with no cost to
residents or the City. Kelly added that only about 5% of the donated items end up in a landfill. Sie
conduded stating that references have been checked, with all positive feedback; the aty Attorney has
review the contract; and the Keep Kennedale Beautiful (KKB) Committee is in full support of the
program.
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817 -985 -2100 1 Fax: 817- 478 -7169
It was noted that Keep Kennedale Beautiful Committee members were in attendance to show support
for the Smple Iecyding program; and that the item is listed later in the agenda for approval.
D. Discuss establishing a Charter Ibview Committee
City Manager Bob Hart reminded Council that at their budget workshop in May, they talked about
updating the Qty Charter which was adopted in 1997. Bob stated that sties typically review their
Charter every five (5) years. He noted that Kennedale's Charter was very well written, but a
few areas need to be reviewed. Bob stated that a Charter Review Committee will need to be established
and will meet for approximately ninety (90) days to formalize recommendations for the updates.
Updates are due to Qty Council by January 2016, and will need to be finalized and added to the ballot by
March for the May 2016 election.
Mayor Johnson stated that we would like to appoint a mix of the original Committee members with
some suggested new members. Bob stated that this item is listed under Decision Items to be voted on
later in the agenda.
E Discussion of items on regular agenda
No items were discussed at this time. Council moved into executive session.
III. REGULAR SES9 ON
Mayor . bhnson opened the regular session at 7:00 p.m.
IV. ROLLCALL
Present: Frank Fernandez, Brian Johnson , Kelly Turner, Liz Carrington, Charles Overstreet, Michael Walker
Absent: None
V. INVOCATION
VI. UNITED STATES PLEDGE
VII. TEXAS PLEDGE
"Honor the Texas Rag; I Pledge Allegiance to Thee, Texas, One State under God; One and Indivisible."
VIII. VI9TORIa1IZBVSFORUM
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.
Paula Kitchen, 4808 Andalusia Trail, Arlington, Texas 76017, spoke as a representative for the Cub Scout Day
Camp Program. She thanked the Qty for the use of Sonora Park and requested the use of the park pavilion
and ballfields for next year's event, to be held on June 13 -17, 2016 from 8:00 a.m. to 5:00 p.m. The Cub
Scouts presented Council members with ball caps from the camp as a show of thanks.
Chris Sunderman, 2200 Chrisman Trail, Mansfield, Texas 76063 is the incoming Cub Safe Shoot Event
Coordinator for the Tejas District. He stated that the event is held every year, where Scouts bring BB guns
Page 2of6
and do target shooting. The program teaches them to handle guns properly and safe technics. The group
has used Sonora Park in the past and are requesting use of the facility on Sanday, November 1, 2015.
IX RIB°ORTS► ANNOUNCBVI EN TS
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. Updates from Qty Council
Liz Carrington stated that she, along with city employees Rachel Robert and Larry Hoover, the Army
Corps of Engineers, and a member of the Texas Commission on Environmental Quality (TCEQ) conducted
a day -long survey of Village Creek. They were looking at the habitats in the area to remediate Village
Oreekand bring it back to its natural wetland status.
Charles Overstreet stated that he, along with the Mayor and Bob Hart went to the Carver Institute in
Atlanta for a governance workshop. He added that they learned how to make our Council more efficient,
and looks forward to implementing the strategies they learned.
B. Updates from the Mayor
Mayor Johnson reported that he gave the Sate of the Qty address at the Chamber of Commerce
luncheon this past week and it was well received.
C Updates from the Qty Manager
There were no reports or announcements from the Qty Manager.
X M ONI TORI NG INFORM AMON
A. Executive Limitations
B. Ends
- Balanced Scorecard
Bob Hart stated that the updated information was in the agenda packet for review.
XI. I Na DENTAL ITI3VI S (CONSENT)
All matters listed under incidental items (consent) 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 agreement between the Qty of Kennedale and Alluvium Development for The
Vineyard Phase 2.
B. Approve S:hedule of Investment Activity for quarter ending June 30, 2015
C Discuss and approve acontract with Smple I3✓cyding and authorize the Qty Manager to sign the
agreement
D. Discuss and consider approval of Ordinance 578 amending the FY2014 -15 budget
Page 3of6
Motion To approve Incidental Items (Consent) agenda. Action Approve, Moved By Liz Carrington,
Seconded By Charles Overstreet.
Motion passed Unanimously
XI I . REQUIRED APPROVAL ITBVI S
A. DISCUSS AND CONS DER AN ORDINANCE 574 OF THE CITY OF KENNEDALE, TEXAS ADOPTING THE
BUDGET FOR THE RSCAL YEAR BEGINNING OCTOBER 1, 2015, AND ENDING SEPTEM BBR 30, 2016;
AM B\JDI NG BUDGET FIGURES FOR THE PRIOR R SAL YEAR BEGI NNI NG OCTOBER 1, 2014, AND ENDING
3E1:TBVI BBR 30, 2015; APPROPRIATING RESOURCES FOR EACH DEPARTM B'sJT, PFdO,JECT, OPERATION,
ACTIVITY, PURCHASE, ACCOUNT AND OTTER EXFB\JDITURES PROVIDING FOR BVJERGB\CY
EXPB\JDITURES AND EXPB\JDITURES AS ALLOVVED BY APPIJCABLE STATE LAW; PROVIDING FOR THE
RUNG OF THE BUDGET AS REQUI FED BY STATE LAW; PROVIDING THAT THIS ORDINANCE SHALL BE
CUM ULAIIVEOF ALL ORDINANCES PROM DING A ffiVERABIUTY CLAU AND PR MDINGANEFFECTIVE
DATE
Qty Manager Bob Hart provided a short overview of the budget process, stating that Council has
completed a planning session, the review process and the two required public hearings. Baff is now
bringing the recommended FY2015 -16 Budget forward for Qty Council approval.
Frank Fernandez questioned if the recommended budget included salary increases for all city employees.
Bob Hart replies, yes, most employees.
Motion To approve Ordinance 574, adoption of the FY 2015 -16 Budget. Action Approve, Moved
By Charles Overstreet, Seconded By Liz Carrington.
Motion passed Unanimously
B. DI SCUSS AND CONS DER ORDI NANCE 577 MI NG AND LEVYING M UNI a PAL AD VALOREM TAXES FOR
THE QTY OF IB"NEDALE, TEXAS FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2015 AND ENDING
STEM BER 30, 2016; DI FEC11 NG THE ASEESSM ENT AND COLLECTION THEfEOF; PROVIDING A
SE1/BRABI U TY C LAUSE AND AN EFFECTIVE DATE CLAUSE
Oty Manager Bob Hart provided an overview of the tax increase, stating that the Ordinance for adoption
recommends a tax rate of 76.75 cents. This isa 2 cent increase over the current fiscal year, and
represents an increase of 3.24 %. He noted that 100% of the increase will be taken to the fund balance,
which will give the Qty a 17 %general fund balance.
Mayor Johnson questioned what the 2 cent increase represented annually for the average household?
Bob stated it was approximately $30.
Councilman Fernandez questioned what is considered an average household? Bob replied $174K
There were lengthy discussions regarding the proposed increase and the need to increase the fund
balance to position the Oty for emergencies and to increase our bond rating. Liz Carrington noted that
most households will not notice the increase because the school district tax rate will see a 3 %decrease.
Motion To approve Ordinance 577 fixing and levying Municipal Ad Valorem Taxes. Action Approve,
Moved By Charles Overstreet, Seconded By M ichael Walker.
Page4of6
M otion passed with a vote of 4 -1; with Frank Fernandez voting against approval.
C Discuss and consider approval for ratification of property tax increase in FY2015 -2016 Adopted Budget
Bob Hart explained the calculations for the property tax increase. Mayor Johnson darified that
the vote is saying that this is an accurate number; noting that we have already approved the tax rate.
M otion To move that this budget will raise more revenue from property taxes than last year's budget by
an amount of $210,372, which is a4.89 percent increase from last year's budget. The property tax
revenue to be raised from property added to the tax roll this year is$192,830. Action Approve, Moved
By Kelly Turner, Seconded By Charles Overstreet.
Motion passed with a vote of 4 -1; with Frank Fernandez voting against approval.
XIII. DBJSON ITI3VI S
A. Consider establishing a Charter Review Committee and making appointments
Bob Hart stated that this was discussed during the work session. He added that the current Charter was
adopted in 1997 and this will be the first review in 18 years. There are some legal issues that have arisen
over the years and we may want to have discussions about better alignment with policy governance.
Mayor Johnson stated that items for review includes the role of the mayor to serve as chief governing
officer; qualifications of the city manager to be consistent with the requisite organization
principles; appointment of the city secretary; City Council terms from two years to three years; other
areas consistent with policy governance; and technical areas based on law changes.
Mayor Johnson read the list of suggested individuals to serve on the Charter review committee: Frank
Fernandez, Charles Overstreet, Earnest Harvey, Fbbert Mundy, John dark, and Ray Cowan if he would
consider it.
Motion To approve, as presented, with the addition that if any of the individuals identified cannot serve,
the mayor can appoint others to the Committee. Action Approve, Moved By Michael Walker, Seconded
By Kelly Turner.
M otion passed with a vote of 4 -0; Frank Fernandez abstained.
B. Discuss and consider action related to nominations to the 2015 -2016 Tarrant Appraisal District Board
of Directors.
Oty Manager Hart stated that as a taxing jurisdiction within Tarrant County we have the ability to
nominate someone to serve on the board of directors for the county -wide appraisal district. He noted
t hat the Oty currently has seven (7) votes.
No nominations were made.
C Consider approval of minutes from August 17, 2015 regular meeting
Motion To approve the August 17, 2015 regular meeting minutes. Action Approve, Moved By Kelly
Turner, Seconded By Liz Carrington.
Motion passed Unanimously
Page 5of6
D. Consider approval of minutes from ptember 9, 2015 Special Meeting
Motion To approve the ptember 9, 2015 special meeting minutes. Action Approve, Moved By Kelly
Turner, Seconded By Charles Overstreet.
Motion passed Unanimously
E Consider approval of minutes from ptember 17, 2015 Special Meeting
Motion To approve the ptember 17, 2015 special meeting minutes. Action Approve, Moved By Kelly
Turner, Seconded ®y Charles Overstreet.
Motion passed with a vote of 4 -0; Mike Walker abstained.
XIV. EXECUl1VESES9ON
Mayor .bhnson recessed into executive session at 6:00 p.m.
A. The City Council will meet in closed session pursuant to fiction 551.072 of the Texas Government
Code to deliberate the purchase, exchange, lease, or value of real property for the following:
1. 213 Valley Lane
2. 1201 Bowman Springs FdDad
XV. RECONVENE INTO OPEN SESSION, AND TAKE AC11 ON NECESS4RY PU R9JAN T TO EXECUl1 VE SI SS ON,
IF NEEDED
Mayor .bhnson reconvened into open session at 6:30 p.m.
No action required.
XVI. AD.JDURNM ENT
Motion To adjourn. Action Adjourn, Moved By Kelly Turner, Seconded By Liz Carrington.
Motion passed Unanimously
The meeting was adjourned at 7:48 p.m.
APPROVED: ATTEST:
Brian .bhnson, Mayor Leslie Galloway, City Secretary
Page 6of6
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - B.
I. Subject:
Consider approval of minutes from October 6, 2015 Special Interview meeting
II. Originated by:
III. Summary:
Please see the attached minutes for your approval.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
VII. Alternative Actions:
VIII. Attachments:
1. (City Council Meeting Minutes - October 6, 2015
(October 6, 2015 Interviews.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
1
J.(
KENNEDALE
Y
mire Mnre.YourH me
vtirwva. €wtyorkcnnrdaIc cam
KENNEDALE CITY COUNCIL AGENDA
SPECIAL MEETING
MINUTES
October 6, 2015 - 5:30 p.m.
CITY HALL CONFERENCE ROOM
405 MUNICIPAL DRIVE
I. CALL TO ORDER
Council Members met in City Hall Conference Room at 5:30 p.m. to conduct Board interviews.
Present: Brian Johnson, Frank Fernandez, Kelly Turner, Liz Carrington, Charles Overstreet,
Michael Walker
Absent: None
II. BOARD APPLICANT INTERVIEWS
A. At this time, City Council will begin interviews for all board applicants. Interviews will be
conducted tonight (Tuesday, October 6th), tomorrow (Wednesday, October 7th), and at the
next Regular Meeting (Monday, October 19th).
Mayor and Council members interviewed potential candidates for placement or reappointment
to various Boards within the City. The following individuals were scheduled to be interviewed:
Mike Johnson, Fred Winters, Carolyn Williamson, Michael Chandler, Vickie Chandler, David
Cassady, Shirley Jackson, Becky Mowell, Adrienne Kay, and Ron Whitley.
III. ADJOURNMENT
Council completed interviews at 8:00 p.m.
APPROVED: ATTEST:
Brian Johnson, Mayor Leslie Galloway, City Secretary
405 Municipal Drive, Kennedate➢ TX 76060 1 Telephone: 817 -985 -2100 1 Fax: 817 -478 -7169
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - C.
I. Subject:
Consider approval of minutes from October 7, 2015 Special Interview meeting
II. Originated by:
III. Summary:
Please see the attached minutes for your approval.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
VII. Alternative Actions:
VIII. Attachments:
1. (City Council Meeting Minutes - October 7, 2015
(October 7, 2015 Interviews.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
KENNEDALE
You're Hcrc, Your Horne
www_c i tyoflc enn ed a l e. c o m
KENNEDALE CITY COUNCIL AGENDA
SPECIAL MEETING
MINUTES
October 7, 2015 - 5:30 p.m.
CITY HALL CONFERENCE ROOM
405 MUNICIPAL DRIVE
I. CALL TO ORDER
Council Members met in City Hall Conference Room at 5:30 p.m. to conduct Board interviews.
Present: Brian Johnson, Frank Fernandez, Kelly Turner, Liz Carrington, Charles Overstreet,
Michael Walker
Absent: None
II. BOARD APPLICANT INTERVIEWS
A. At this time, City Council will continue interviewing the board applicants. Interviews
began yesterday (Tuesday, October 6th), and will be completed at the next Regular
Meeting (Monday, October 19th).
Mayor and Council members interviewed potential candidates for placement or reappointment
to various Boards within the City. The following individuals were scheduled to be interviewed:
Pat Vader, John Clark, Wilda Turner, Stephen Brim, Cesar Guerra, David Deaver, and Lana
Sather.
B. Council Discussion and Review
Council evaluated the applicants and considered appointments at the conclusion of the
interviews.
III. ADJOURNMENT
Council completed interviews and evaluations at 8:00 p.m.
APPROVED: ATTEST:
Brian Johnson, Mayor Leslie Galloway, City Secretary
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817 -985 -2100 1 Fax: 817- 478 -7169
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - D.
I. Subject:
Consider approval of minutes from October 19, 2015 meeting
II. Originated by:
III. Summary:
Please see the attached minutes for your approval.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
VII. Alternative Actions:
VIII. Attachments:
1. (City Council Meeting Minutes - October 19, 2015
lOctober 19, 2015.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
KENNEDALE
You're Here, Your Home
www.cityofkertneclale.com
KENNEDALE CITY COUNCIL
MINUTES
REGULAR MEETING
October 19, 2015
CITY HALL COUNCIL CHAMBERS, 405 MUNICIPAL DRIVE
WORK SESSION - 5:30 PM
REGULAR SESSION - 7:00 PM
I . ROLL CALL
Present: Frank Fernandez, Brian Johnson, and Charles Overstreet
Absent: Kelly Turner, Liz Carrington, and Michael Walker
The Kennedale City Council regular session was canceled due to a lack of quorum.
II. WORK SES9ON
Mayor Johnson called to order at 5:29 p.m.
A. Interview two applicants for Board appointments (Conference Room)
B. Discuss placement of candidates on the various advisory boards
Mayor Johnson and Council members Frank Fernandez and Charles Overstreet continued with the
scheduled interviews for two (2) potential Board candidates and discussed placement of thecandidates.
C Discussion of items on regular agenda
Council members and staff discussed upcoming items on the agenda. It this time it was concluded that
there was not a quorum and the work session was adjourned. The meeting was rescheduled for Monday,
October 26, 2015 with awork session at 6:30 p.m., and the regular session at 7:00 p.m.
Mayor Johnson adjourned the meeting at 6:20 p.m.
APPFJV®: ATTEST:
Brian Johnson, Mayor Leslie Galloway, City Secretary
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817 -985 -2100 1 Fax: 817- 478 -7169
1
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - E.
I. Subject:
City Council to consider making appointments to the Board of Adjustment /Building Board of Appeals,
Keep Kennedale Beautiful Commission, Kennedale Economic Development Corporation, Parks and
Recreation Board, Planning and Zoning Commission and Library Advisory Board
II. Originated by:
City Council, City Council
III. Summary:
Consider making the following appointments:
To the Board of Adjustment /Building Board of Appeals (BOA /BBA):
Reappoint Brian Cassady to Place 1
Reappoint Patrick Vader to Place 3
Reappoint Jeff Madrid to Place 5
Newly appointed John Clark to Place 7
Reappoint Lana Sather to Place 9 (Alternate)
To the Planning & Zoning Commission (P &Z):
Reappoint Carolyn Williamson to Place 1
Reappoint Stephen Brim to Place 3
Jeffrey Whitacre will remain in Place 5 (Appointed earlier this year to fill a vacancy)
Place 7 (formerly held by Donald Rawe) is now vacant
Place 9 (Alternate) will remain vacant
To the Parks & Recreation Board:
Reappoint David Deaver to Place 1
Reappoint Michael Chandler to Place 3
Newly appointed Azam Shaikh to Place 5
Place 7 (formerly held by Jill Turner) is now vacant
Place 9 will remain vacant
To the Keep Kennedale Beautiful Commission (KKB):
Newly appointed Cesar Guerra to Place 1
Place 3 will remain vacant
Reappoint Wilda Turner to Place 5
Reappoint Vickie Chandler to Place 7
Reappoint Fred Winters to Place 9
To the Library Advisory Board:
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
Reappoint Shirley Jackson to Place 1
Place 3 (formerly Elaine Brower) is now vacant
Reappoint Donald Rawe to Place 5
To the Economic Development Corporation Board (EDC):
Reappoint Michael Johnson to Place 1
Reappoint Ronald Whitley to Place 3
Reappoint Adrienne Kay to Place 5
Reappoint Rebecca Mowell to Place 7
To the TownCenter Development District (TDD):
Reappoint Robert Mundy to Place 1
Reappoint Brian Johnson to Place 3
Reappoint Frank Fernandez to Place 5
To the Tax Increment Reinvestment Zone (TIRZ):
Reappoint Robert Mundy (Chair) to Place 1
Reappoint Pat Turner (Vice Chair) to Place 3
Reappoint Jeni McGarry to Place 5
Reappoint Mark McClendon to Place 7
New Applicants:
John Clark applied for BOA /BBA
Cesar Guerra applied for P &Z, BOA, and EDC
Azam Shaikh applied, but did not select a specific board of interest
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1
i
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - F.
I. Subject:
Consider appointment of an Impact Fee Advisory Board
II. Originated by:
III. Summary:
State law requires a city to prepare an impact fee study using an advisory committee. Moreover, if the city
desires to recover any costs outside the city limits and in the Extraterritorial Jurisdiction (ETJ), the
committee must include a property owner from the ETJ. Staff recommends the City Council consider
appointing the Planning & Zoning Commission as the Impact Fee Advisory Committee and include either
the owner of Steagall Nursery or Delbert Raines as the ETJ representative. Further, staff will request
Freese & Nichols present to the City Council and P &Z an "Impact Fee 101" at a joint meeting during the
November City Council workshop meeting time.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - G.
I. Subject:
Consider Resolution 463 authorizing participation in various cooperative purchasing programs
11. Originated by:
Finance Director, Director of Finance & IT
111. 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 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.
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.
FEDERAL
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.gsa.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. http: / /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/prog/txmas/
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
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.state.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: / /hgacbuy.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.org
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
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 463
Resolution 463.doc
2.
State of Texas CO -OP Program Application
Application & Documents to Sign.pdf
RESOLUTION NO.463
A RESOLUTION OF THE CITY OF KENNEDALE, TEXAS,
AUTHOR! ZI NG PARTI CI PATI ON I N VARI OUS COOPERATI VE
PURCHASING PROGRAM S
WHEREAS, Chapter 271 of the Texas Local Government Code authorizes a local
government to partici pate 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
WH EREAS, the Purchasi ng Pol icy 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 purchasi ng 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 foregoi ng 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 ServicesAdministration (GSA)
Department of I nformation Resources (DI R)
Texas Building and Procurement Commission (TBPC)
Texas M ulti pleAward Schedules (TXMAS)
Texas Procurement and Support Services (TPASS)
City of Fort Worth Cooperative Purchasing Program
Parker County Cooperative Purchasing Program
Tarrant County Cooperative Purchasing Program
Texas I nterl oval Purchasi ng System (TI PS)
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 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTTEST:
City Secretary, Leslie Galloway
State of Texas CO-OP Application
Name of A thorized Individual
(NOTE: This person is authorized to sign for purchases and will receive all correspondence from CPA. Additional authorized
signers or Agents of Record may be listed on the resolution with the signatures documented at the bottom of the resolution.)
Gt \\Qr f\P c\oV (e\Lc
Organiz t' n /Qualified Entity Name
V 1�/N e A)
Address
tt1t) c Gc,1J, e % Y"
City, State, Zip Code
Y-C Nrvl Pd C» Y.Q° \ , ctc .C°w
Email Address (More than o e may be listed.)
QVl■CigC- Z 110
Phone Number
? 1i LW-5 - 0-17 °
Fax Number
The annual membership fee for participation in the State ofTexas CO -OP is: $100.00 - FEE 15 NON - REFUNDABLE
Please make checks payable to:
Texas Comptroller of Public Accounts
Please mail to:
Texas Comptroller of Public Accounts
P.O. Box 13186
Austin, TX 78711
PLEASE RETURN THIS FORM WITH PAYMENT
AND ALL REQUIRED DOCUMENTS AND SIGNATURES
Questions? Contact the CO -OP at (512) 463 -3368 or at coop @cpa.state.tx.us.
State of Texas
County of v ckn'NA
Whereas, the Texas Comptroller of Public Accounts is authorized to provide purchasing services for local governments
pursuant to §§ 271.082 and 271.083 of the Local Government Code;
and WHEREAS, the
°33 \c O
(e.g., Commissioner's Court, City Council, School Board, Board of Directors)
of G% CIS \CP ny\ cl at, , is a: (Check one of the following.)
(Nav'ne of Qualified Entity)
Q County
® Municipality
O Political Subdivision (Special Districts, Other)
O ' Assistance Organization
Q Independent School District
O, Junior College District
O Mental Health and Mental Retardation Community Center
Texas Rising Star Provider
(certified by theTexas Workforce Commission)
defined as an entity qualified to participate in the Cooperative Purchasing Program of the Texas Comptroller of Public
Accounts pursuant to § 271.081 of the Local Government Code; and
WHEREAS, in accordance with the requirements of 34 TAC §20.85 administrative rules, the Agent(s) of Record,
X1 NVAA\ QJi
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - H.
I. Subject:
Consider Resolution 464 adopting an amended City of Kennedale Financial Management Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. 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.
The only change recommended is to add a capitalization threshold of $5,000 which is consistent with the
state recommended threshold. Currently we do not have a threshold in place.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 464
Resolution 464.doc
2.
Exhibit "A" - Financial Management Policy
20151019 Financial Management Policy.docx
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.464
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
FINANCIAL M ANAGEM ENT POLICY
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 -maki ng process, enhance credi bi I ity, provide a sense of conti nuity, and provide a means
for dealing with fiscal emergencies; and
WHEREAS, the City Council has reviewed the City' s Fi nanci al M anagement 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 amended Financial
Management Policy dated October 19, 2014, attached hereto as " Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale, Texas,
this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KENNEDALE
KENNEDALE
Finance Department
FINANCIAL MANAGM ENT POIJCY
ORIGINALLYADOPTED BYaTYcouNaL• JUNE 10, 2004
PREFACE
A Financial Management Policy provides guidelines to enable the Oty 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 Oty 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.
SUBSBQU ENT REVIEW & ADOPTION
DECBVI BBR 11, 2008
NOVBVI BBR 5, 2009
OCTOBER 14, 2010
NOVBVI BBR 17, 2011
OCTOBER 3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
I. PURPOSE
The Oty of Kennedale's financial policies set forth the basic framework for the fiscal
management of the City. These policies were developed within the parameters established by
applicable provisions of the Texas Local Government Code and the Oty of Kennedale Charter.
The policies are intended to assist the Oty Council and Oty staff in evaluating current activities
and proposals for future programs. The policies are to be reviewed on an annual basis and
modified to accommodate changing circumstances or conditions.
11. ANNUAL BUDGET (CHARTER RBQUI RBA ENT• )
A. Fiscal Year — The fiscal year shall begin on the first day of October (1st) and end on the
last day of the following ptember (30th). The fiscal year will also be established as
both the accounting and budget year.
B. — The Oty Manager, on or before the first day of August (1st) of each year,
shall prepare and submit to the Oty Council an annual proposed budget (generally
during an workshop or retreat) for the ensuing fiscal year designed to meet the goals
and objectives of the Oty Council. It must contain the following:
1) Budget Message shall explain the budget both in fiscal terms and in terms of work
programs for the ensuing fiscal year. It shall outline the proposed financial policies
of the Oty and shall indude a forecast of a five -year estimate of revenues and
expenditures, as well as an effect on taxation;
2) Comparative figures for the estimated income and expenditures for the ensuing
fiscal year compared to the combination of: actual income and expenditures
through, the latest complete accounting period that information is available for at
the commencement of budget preparation, and the estimated income and
expenditures for the incomplete portion of the current fiscal year. FOREXAMPLE
for upcoming FY15/16 budget, comparative should display FY13/14 actual,
FY14/15 through May (assuming budget is prepared at this time), FY14/15 year-
end estimate, and FY15 -16 proposed budget;
3) Proposed Expenditures of each office, department or function;
4) ,hedule of debt service requirements due on all outstanding indebtedness and on
any proposed debt;
5) Source or basis of the estimates;
6) Balanced budget in which the total of the proposed expenditures shall not exceed
the total estimated income and the balance of available funds; and
3
7) Other information as may be required by the Council or deemed desirable by the
Oty Manager.
C Public Hearing — Shall be conducted by the Council, allowing interested citizens to
expresstheir opinions concerning items of expenditures and /or revenues. The notice of
hearing shall be published in the official newspaper of the Oty of Kennedale not less
than ten (10) or more than 30 days before the hearing.
D. Adoption — Following the public hearing, the Council shall further analyze the proposed
budget, making any additions or deletions which it feels appropriate, and shall by
ordinance, with or without amendment, adopt the budget before the first (Oct 1st) day
of the ensuing fiscal year by a majority vote. On final adoption, the budget shall be in
effect for the budget year and shall constitute the official appropriations for the current
year and the basis of the official levy of the property tax. Should the Council take no
final action before the first (1st) day of the ensuing fiscal year, the amounts
appropriated for the current fiscal year shall be deemed adopted on a month to month
basis.
III . MSS OF ACCOU Nl1 NG & BU DGEI1 NG
A. Accounting — The Oty of Kennedale finances shall be accounted for in accordance with
generally accepted accounting principles as established by industry practice and
applicable governing Accounting Standards Boards.
1) The financial transactions of the Oty of Kennedale are accounted for and recorded
in individual funds. These funds account for revenues and expenditures according
to their intended purpose and are used to aid management in demonstrating
compliance with finance- related legal and contractual provisions. The minimum
number of funds is maintained consistent with legal and managerial requirements.
Governmental funds are used to account for the Oty's general government
activities and indude the General, Special Revenue, Internal, Debt Service and
Capital Project funds.
2) Governmental fund types use the flow of current financial resources measurement
focus and the modified accrual basis of accounting. Under the modified accrual
basis of accounting, revenues are recognized when susceptible to accrual (i.e.,
when they are "measurable and available "). "Measurable" means the amount of
the transaction can be determined and "available" means collectable within the
current period or soon enough thereafter to pay liabilities of the current period.
Substantially all material revenues are considered to be susceptible to accrual. A
thirty -day availability period is used for revenue recognition for all governmental
fund type revenues, to indude fines and forfeitures. Expenditures are recognized
when the related fund liability is incurred, if measurable, except for un- matured
principal and interest on general long -term debt, which are recorded when due.
4
Compensated absences, daims, and judgments are recorded when the obligations
are expected to be paid with current available finandal resources.
3) The Qty of Kennedale does not utilize encumbrance accounting for operating use
at year -end.
4) The Proprietary fund types are accounted for on a flow of economic resources
measurement focus and use the accrual basis of accounting. Under this method,
revenues are recorded when earned and expenses are recorded at the time
liabilities are incurred.
B. The budgets shall be prepared and adopted on a cash basis for all governmental funds
and modified accrual basis for proprietary funds. The capital projects funds adopt
project - length budgets at the time of their presentation. Annual appropriations lapse at
fiscal year -end for operating and debt service funds.
IV. BUDGET ADM INISTRAl1ON
A. All expenditures of the Oty of Kennedale shall be made in accordance with the annual
budget. Budgetary control is maintained at the individual expenditure account level by
each department head through the review of all requisitions.
B. The following represents the Oty of Kennedale budget amendment policy delineating
responsibility and authority for the amendment process. Transfers between
expenditure accounts in one department may occur with the approval of the
Department Head and Director of Finance. Transfers between operating departments
may occur with the approval of the City Manager's Office. Transfers between funds
must be accomplished by budget amendment approved by the Oty Council. Budget
amendments calling for new fund appropriations must also be approved by the City
Council. could the Oty Council deride a budget amendment is necessary, the
amendment is adopted in ordinance format, and the necessary budgetary changes are
then made.
C As a matter of course, continuous budget monitoring requires that deviations from
expected amounts of revenue and /or expenditures be noted and estimates revised, if
necessary, to avoid finandal distress. Budget amendments are thus considered prudent
finandal management techniques and are deemed to fulfill the requirements of City
Charter.
V. R NANCIAL REPORTING
A. Following the condusion of the fiscal year, the Director of Finance shall cause to be
prepared a Comprehensive Annual Financial Report (GAFF) in accordance with generally
accepted accounting and finandal reporting principles established by industry practice
5
and statements issued by the Governmental Accounting Standards Board (GASB). The
document shall also satisfy all criteria of the Government Finance Officers Association's
(GFOA) Certificate of Achievement for Excellence in Financial Reporting Program.
B. The CAFRshall show the status of the city's finances on the basis of generally accepted
accounting principles (GAAP). The CAFRshall show fund revenues and expenditures on
both a GAAP basis and budget basis for comparison purposes. In most cases, this
reporting conforms to the way the city prepares its budget. Differences in format are
acknowledged through reconciliations. Liabilities for post- employment benefits and
compensated absences (accrued but unused sick and vacation leave) are not reflected in
the budget, but are accounted for in the CAFRs government -wide financial statements.
The government -wide financial statements modify the presentation of the
governmental funds by presenting their results in the same manner as proprietary
funds.
C Included as part of the CAFR shall be the results of the annual audit prepared by
independent certified public accountants designated by the Oty Council.
D. Each fiscal year, the Director of Finance will analyze accounts receivable balances and, if
necessary, write off uncollectible accounts in accordance with applicable statutes after
review by the Oty Manager or his designee.
E The
Oty Manager shall present a monthly financial report and such additional
information as may be required by the Oty Council. All income and expenses for the
preceding month and for the year to date shall be shown and compared to the fiscal
budget. These 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 Oty Manager.
F. The auditor's report on City's financial statements shall be completed and submitted to
the Oty Council within one hundred twenty (120) days after the City's fiscal year end.
VI. REVENUES
A. To protect the Oty of Kennedale's financial integrity, the Oty will maintain a diversified
and stable revenue system to shelter it from fluctuations in any particular revenue
source.
1) 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.
6
2) The Oty will strive to understand its revenue sources and predict the reliability of
revenue streams. Oty will enact consistent collection policies so that management
may reasonably rely upon the certainty that revenues will materialize according to
budgets, plans, and programs.
B. For every annual budget, the Oty of Kennedale shall levy two property tax rates:
operation /maintenance and debt service. The debt service levy shall be sufficient for
meeting all principal and interest payments associated with the City's outstanding debt
for that budget year. The debt service levy and related debt service expenditures shall
be accounted for in the General Debt Service fund. The operation and maintenance levy
shall be accounted for in the General Fund.
1) The Oty of Kennedale will maintain a policy of levying the lowest tax rate on the
broadest tax base. Mandated exemptions will be provided to home owners,
senior citizens and disabled citizens. On an annual basis during the budget
process, City Council will review the exemption for senior citizens and disabled
persons with a goal to maintain a tax benefit of approximately 30 %of the average
home value.
2) 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 on current assessments and a 1%
collection rate on delinquent assessments and penalties will serve as "the goal" for
tax collections.
C The Oty of Kennedale will establish user charges and fees at a level that attempts to
recover the full cost of providing the service.
1) User fees, particularly utility rates, should identify the relative costs of serving
different dasses of customers.
2) The City will make every reasonable attempt to ensure accurate measurement of
variables impacting taxes and fees (e.g. verification of business sales tax payments,
verification of appraisal district property values, accuracy of water meters, etc.)
3) The Oty will strive to maintain equity in the revenue system structure. That is, the
Oty will seek to minimize or eliminate all forms of subsidization among entities,
funds, services, utilities, and customers.
D. The Oty of Kennedale will attempt to maximize the application of its financial resources
by obtaining supplementary funding through agreements with other public and private
agencies for the provision of public services or the construction of capital
improvements. The Oty of Kennedale will consider market rates and charges levied by
7
other public and private organizations for similar services in establishing tax rates, fees
and charges.
E When developing the annual budget, the Qty Manager shall project revenues from
every source based on actual collections from the preceding year and estimated
collections of the current fiscal year, while considering known circumstances, which will
impact revenues for the new fiscal year. The revenue projections for each fund should
be made conservatively so that total actual fund revenues exceed budgeted projections.
VII. OPERATING IXPBVDITURES
A. Operating expenditures shall be accounted, reported, and budgeted for in the following
major categories:
1) Personnel
2) Spplies
3) Maintenance
4) Sundry
5) Debt
6) Transfers
7) Capital
8) Grants
B. The annual budget shall appropriate sufficient funds for operating, recurring
expenditures necessary to maintain established quality and scope of city services.
C The City of Kennedale will constantly examine the methods for providing public services
in order to reduce operating, recurring expenditures and /or enhance quality and scope
of publicserviceswith no increase to cost.
D. Personnel expenditures will reflect the minimum staffing needed to provide established
quality and scope of city services. To attract and retain employees necessary for
providing high - quality service, the City shall maintain a compensation and benefit
package competitive with the public and, when quantifiable, private service industries.
E Spplies expenditures shall be sufficient for ensuring the optimal productivity of Oty
employees.
F. Maintenance expenditures shall be sufficient for addressing the deterioration of the
City's capital assets to ensure the optimal productivity of the capital assets.
Maintenance should be conducted to ensure a relatively stable level of maintenance
expenditures for every budget year.
8
G. Sundry expenditures indude fees for attorneys, auditors, consultants and other services
that require specialized expertise.
H. The Oty of Kennedale will utilize contracted labor for the provision of city services
whenever private contractors can perform the established level of service at less
expense to the Oty. The City will regularly evaluate its agreements with private
contractors to ensure the established levels of service are performed at the lowest
possible cost.
Existing capital equipment shall be replaced when needed to ensure the optimal
productivity of Oty of Kennedale employees. New capital purchases shall be made only
to enhance employee productivity, improve quality of service, or expand scope of
service.
J. To assist in controlling the growth of operating expenditures, operating departments
will submit their annual budgets to the Oty Manager within fiscal parameters provided
by the Oty Manager's Office.
K All purchases shall be in accordance with Oty's Purchasing Policy and in accordance with
State law.
L 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.
M. The Oty will pursue every opportunity to provide for the public's and Oty employees'
safety. Health insurance coverage and property and casualty insurance coverage will be
reviewed annually as to amount of coverage provided and cost effectiveness.
N. The Oty will maintain property, liability and workman's compensation coverage through
participation in the Texas Municipal League's (TM L) Intergovernmental Ask Pool. The
Pool maintains reinsurance coverage to protect the Pool in the event of excessive losses.
XIII. DEBT EXPBVDITURES
A. The Oty of Kennedale will issue debt only to fund capital projects, which cannot be
supported by current, annual revenues.
B. The Oty will strive to maintain a bond coverage ratio of 1.50 times in the Water / Sewer
Fund.
C To minimize interest payments on issued debt, the Oty will maintain a rapid debt
retirement policy by issuing debt with maximum maturities not exceeding 20 years (i.e.,
9
the life of the bonds will not exceed the useful life of the projects financed). Retirement
of debt principal will be structured to ensure constant annual debt payments.
D. The Oty of Kennedale will attempt to maintain unenhanced, underlying base bond
ratings (prior to insurance) of A+ (Standard & Poor's) on its general obligation debt. The
City shall continue to seek to enhance its credit quality by frequent contact and visits
with the rating agencies and monitoring the current trends and guidance from the
agencies.
E When needed to minimize annual debt payments, the Oty of Kennedale will obtain
insurance for new debt issues.
F. In order to minimize the impact of debt issuance on the property tax rate and to assist
the Oty in meeting its arbitrage requirements, the Oty will consider the sequential sale
of bonds for the purpose of financing capital projects.
G. The Oty will maintain procedures that comply with arbitrage rebate and other federal
requirements. Oty 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.
IX. CAPI TAL !EXPEND! TURES
A. The Oty of Kennedale will develop a multi -year plan for capital projects, which identifies
all projects likely to be constructed within a five year horizon. The multi -year plan will
reflect for each project the likely source of funding and attempt to quantify the project's
impact to future operating expenditures.
B. Capital projectswill be constructed to:
a. Protect or improve the community's quality of life;
b. Protect or enhance the community's economic vitality;
c. Support new development; and /or
d. Provide significant rehabilitation of Oty infrastructure for sustained service.
C Capital project expenditures will not be authorized by the City Council without
identification and commitment of revenue sources sufficient to fund the improvement.
Potential funding sources indude, but are not limited to, reserve funds, debt issuances,
matching fund revenues, user fees, grants, or reallocation of existing capital funds with
the recognition that construction of previously authorized capital projects may be
delayed or postponed.
10
D. Capital Improvement Planning and Programming shall indude the following categories
for the determination of funding for individual projects: design costs, right -of -way
costs, utility construction /adjustment costs, construction costs, appropriate contingency
funds, furnishings and equipment, and direct project administration services provided
by City employees or outside forces.
E Cost incurred for advanced planning of capital projects may be funded from
reimbursement of appropriate debt or operating funds.
F The
Oty will intend to maintain adequate funding levels in the developer partidpation
fund to ensure that no Oty obligation for partidpation goes unfunded for a period of
more than one (1) year.
G. The Oty will utilize $5,000 as itsthreshold for capital purchases.
H. To minimize the issuance of debt, the Oty of Kennedale will attempt to support capital
projects with appropriations from operating revenues or excess fund balances (i.e.
"pay-as-you-go").
X. UllUTYCAPITALBCPBVDITURES
A. The Oty of Kennedale uses three funding sources for Utility Capital expenditures.
1) Utility rates are designed to provide for a depredation reserve, which accumulates
resources to replace or rehabilitate aging infrastructure.
2) The multi -year financial plan provides debt strategies to finance needed capital
items.
3) Annual transfers may be made from utility operations to maintain adequate
funding for capital items.
XI. FUND TRANSFERS
A. Fund transfers may occur when surplus fund balances are used to support non - recurring
capital expenses or when needed to satisfy debt service obligations.
B. Fund transfers are used to pay for the following types of costs:
1) Administrative - Transfer from Water / mower Fund (Proprietary Fund) and
Economic Development Corporation Fund (Component Unit) to reimburse the
General Fund for recurring support costs, such as personnel, materials, etc.
11
2) Payment In Lieu Of Taxes (PILOT) — Transfer from Water / Sewer Fund (Proprietary
Fund) to the Street Improvement Fund (General Fund) to pay franchise fees.
These are otherwise known as right -of -way fees.
XII. FUND BALANCE
A. The annual budget shall be presented to Council, with each fund reflecting minimum
ending fund balances as follows:
B.
C
1) General Fund
2) General Debt Service Fund
3) Water / Sewer Fund (Working Capital)
4) Water / Sewer Debt Service Fund
5) Economic Development Corporation Fund
25 %of Expenditures
10 %of Expenditures
25 %of Expenditures
Compliance With Bond Covenants
25 %of Expenditures
Fund balances, which exceed the minimum level established for each fund, may be
appropriated for non - recurring capital projects or programs.
The Oty of Kennedale will exercise diligence in avoiding the appropriation of fund
balance for recurring operating expenditures. In the event that fund balance is
appropriated for recurring operating expenditures to meet the needs of the community,
the budget document shall indude an explanation of the circumstances requiring the
appropriation, and the methods to be used to arrest the future use of fund balance for
operating expenditures.
D. For financial statement purposes, all governmental fund balances will be classified as
follows:
1) Non - spendable - Amounts that cannot be spent; legally or contractually required
to be maintained.
2) Restricted - Amountsthat have external enforceable legal restrictions.
3) Committed - Amounts that can only be used for spedfic purposes as directed
through formal action of the Oty Council. Amounts can only be changed or
revoked through similar formal action of the Council.
4) Assigned - Amounts intended to be used for spedfic purposes as designated by
management.
5) Unassigned - Remaining amounts that have not met the criteria for non -
spendable, restricted, committed or assigned.
12
E When both restricted and unrestricted resources are available for use, it is the City's
policy to use restricted resources first, and then unrestricted resources as they are
needed.
XIII. LONG -TERM RNANCIALRAN
The
Oty of Kennedale will adopt the annual budget in the context of a long -term financial plan,
or other multi -year budget analysis. The long -term financial plans will establish assumptions for
revenues, expenditures and changes to fund balances over a five year horizon. The assumptions
will be evaluated periodically as part of the budget development process.
XIV. CASH M ANAGBVI ENT & INTERNAL CONTROLS
A. Written Procedures - The Director of Finance is responsible for developing written
guidelines on accounting, cash handling, segregation of duties, and other financial
matters, which will be approved by the Oty Manager. The Finance Department will
assist department heads as needed in tailoring such guidelines to fit each department's
requirements, as well as periodically review staffing and training to ensure adequacy.
B. Department Heads' Responsibility - Each department head is responsible to the Oty
Manager to ensure that proper internal controls are followed throughout his or her
department to safeguard City funds, that all guidelines on accounting and internal
controls are implemented, and that all independent auditor control recommendations
are addressed.
C Cash — Oty cash shall be deposited on a daily basis in all instances. At no time shall cash
be collected and warrant less frequent deposits.
D. Investments - The City's investment portfolio shall be managed in accordance with the
Public Funds Investment Act and the City's Investment Policy. The timing and amount of
cash needs and availability shall be systematically projected in order to maximize
interest earnings from investments. 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.
E Capital Assets and Inventory - Such assets will be reasonably safeguarded and properly
accounted for and prudently insured. The capital asset inventory will be updated
regularly.
XV. ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
Oty Council annually.
13
1
i
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - I.
I. Subject:
Consider Resolution 465 adopting an amended City of Kennedale Identity Theft Prevention Program
Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. 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 requires 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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 465
Resolution 465.doc
2.
Exhibit "A" - Identity Theft Policy
20151019 Identity Theft Prevention Program Policy.doc
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.465
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
IDENTITY TH EFT PREVENTION PROGRAM (I TPP) POLICY
WHEREAS, on November 13, 2008, City Council adopted the document entitled,
"Identity Theft Prevention Program Policy," the Fair and Accurate Credit Transactions Act of
2003, Pub. L. 108 -159, ( "Red Flags Rule ") requires certain financial institutions and creditors
with "covered accounts" to prepare, adopt, and implement an identity theft prevention program to
identify, detect, respond to and mitigate patterns, practices or specific activities which could
indicate identity theft; and
WHEREAS, the City of Kennedale maintains certain continuing accounts with utility
service customers and for other purposes which involve multiple payments or transactions, and
such accounts are "covered accounts" within the meaning of the Red Flags Rule; and
WHEREAS, the City Council has reviewed the City's Identity Theft Prevention Program
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 amended Identify Theft
Prevention Program Policy dated October 19, 2015, attached hereto as "Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KEN NEDALE
J4:
KENNEDALE
Finance Department
iDeuT1nrTHEFT PREVevT1oN PROGRAM
PoucY
ORI GI NALLY ADOPTED BY CITY COUNCIL.: NOVBVI BBR 13, 2008
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 the 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 billsthe 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.
Fed flags may indude 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 indude,
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 ITPPto 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 REVI EW & ADOPTION
NOVBVI BBR 5, 2009
OCTOBER 14, 2010
OCTOBER 13, 2011
OCTOBER3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
I. PROGRAM ADOPTION
The Oty of Kennedale ( "Oty ") developed this Identity Theft Prevention Program ( "Program ")
pursuant to the Federal Trade Commission's Fed Rags Rule ( "R le "), which implements fiction
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 Oty ( "Utility") with oversight and approval of
the Oty 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 Oty Council
determined that this Program was appropriate for the Oty's Utility, and therefore approved this
Program on November 13, 2008.
11. PURPOSE AND DERNIl1ONS
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
fictions 114 and 315 of the Fair and Accurate Credit Transactions Act (FACTA) of 2003
B. Establishing and Fulfilling Requirements of the Fed Rags Rule
The Fed Rags Rile ( "Rule ") defines "Identity Theft" as "fraud committed using the
identifying information of another person" and a "Fed Rag" ( "Red Rag ") as a pattern,
practice, or specific activity that indicatesthe 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 Fed Rags for new and existing covered accounts and
incorporate those Fed Rags into the Program;
2) Detect Fed Flags that have been incorporated into the Program;
3) Respond appropriately to any Fed Rags 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 Fed Rags Rule Definitions Used In This Program
1) Oty: The Oty 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 indude 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," induding: 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 Oty.
6) Program Administrator: The Director of Finance is the Program Administrator
for the Program.
7) Utility: The Utility is the Utility Department for the Oty.
111. I DBVl1 R CAl1 ON OF FED FLAGS
In order to identify relevant Fed 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) Fed 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, induding 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 dosed for cause or abuse
4
B. S spicious Documents
1) Fed Rags
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 S spicious Personal Identifying Information
1) Fed Rags
a) Identifying information presented that is inconsistent with other
information the customer provides (example: inconsistent birth dates,
lack of correlation between Social S✓curity number range and date of
birth);
b) Identifying information presented that is inconsistent with other sources
of information (for instance, Social S✓curity 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 S✓curity 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.
5
D. Suspicious Account Activity or Unusual Use of Account
1) Fed Rags
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) Fed Rag
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 RAGS
A. New Accounts
In order to detect any of the Fed Rags 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.
6
B. Existing Accounts
In order to detect any of the Fed Rags 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 dose accounts or change billing
addresses; and
c) Verify changes in banking information given for billing and payment
purposes.
V. PREVENTING AND MIl1GAl1NG !DENIM TFIEFT
In the event Utility personnel detect any identified Fed Rags, such personnel shall take one or
more of the following steps, depending on the degree of risk posed by the Fed Rag:
A. Prevent and Mitigate
1) Continue to monitor an account for evidence of Identity Theft;
2) Contact the customer, sometimesthrough 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 dose 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 dear 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;
7
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;
5) Ensure all computers are backed up properly and any backup information is
secured;
6) Keep offices dear of paperscontaining 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 the factors, the Program Administrator will determine whether
changes to the Program, induding the listing of Fed Rags, are warranted. If warranted, the
Rogram Administrator will update the Rogram 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
Fed Rags 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.
8
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 Fed Rags, and the responsive steps to be taken when
a Fed 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, induding 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
inddent and indude the steps taken to assist with resolution of the inddent.
C Service Provider Arrangements
In the event the Utility engages a service provider to perform an activity in connection
with one or more accounts, induding 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 Fed Flags to the Program Administrator.
D. qoedfic Program Elements and Confidentiality
For the effectiveness of Identity Theft prevention Programs, the Fed Flag Rule envisions
a degree of confidentiality regarding the Utility's spedfic practices relating to Identity
Theft detection, prevention and mitigation. Therefore, under this Program, knowledge
of such spedfic 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 the spedfic 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.
9
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - J.
I. Subject:
Consider Resolution 466 adopting an amended City of Kennedale Grant Submission & Acceptance Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. 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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 466
Resolution 466.doc
2.
Exhibit "A" - Grant Submission & Acceptance
20151019 Grant Submission & Acceptance
Policy
Policy.doc
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.466
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
GRANT SUBMISSION AND ACCEPTANCE POLICY
WHEREAS, on March 11, 2010, City Council adopted the document entitled, "Grant
Submission & Acceptance Policy," which establishes standard practices and procedures to create
uniformity, economy, efficiency and effectiveness in the proper management and accounting of
such grants, and
WHEREAS, the City Council has reviewed the City's Grant Submission & Acceptance
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 amended Grant
Submission and Acceptance Policy dated October 19, 2015, attached hereto as " Ex hi bit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KEN NEDALE
KENNEDALE
Finance Department
GRANT SU BM !SS ON & ACCEPTANCE POLJCY
ORI GI NALLY ADOPTED BY aTY �u Na L MARCH 11, 2010
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.
SUBSBQU ENT REVIEW & ADOPTION
OCTOBER 14, 2010
OCTOBER 13, 2011
OCTOBER 3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
I. PURPOSE
To establish standard practices and procedures to create uniformity, economy, efficiency and
effectiveness in the proper management and accounting of grants induding, but not limited to
federal, state and local sources.
11. POLICY
In an effort to support and advance the missions, goals and objectives of the Oty of Kennedale,
dty 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 Oty, must receive the appropriate Department Director, Oty Manager and /or Oty
Council, and then Finance Department approval prior to application submission.
111. GRANT OFRaALS
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 Oty Manager, or an authorized designee, shall be authorized to sign all
grant documents and be listed as the authorized official on behalf of the Oty 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 dty may have a different project manager
per grant. The Project Manager must be a dty 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 Oty 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 SUBM IS9 ON
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. edal attention should be made to
application deadlines.
B. Once grant opportunities are identified, project managers must obtain the appropriate
Department Director, Oty Manager and /or Oty 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, induding 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 Oty Council acceptance
and /or acknowledgement. In the event the Oty Manager deems acceptance necessary,
the Project Manager shall prepare a packet and place the grant on the appropriate Oty
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 Oty Manager and
Finance Department must work dosely together with the Project Manager in order to
meet the financial requirements of the grant.
VI. ESTABUSHING& MAINTAININGBUDGETS
A. Once grants have been accepted and /or acknowledged by the Oty 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. PAYM ENT AUTHORIZATIONS
A. All expensed funds, to indude 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 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 RB M BUI?SBVI ENT
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 indude mileage, per diem and lodging must comply with
state and Internal Revenue rvice (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, induding name of personnel, hours
worked, assignments processed and signature of personnel and supervisor for
each grant funding expended.
3) Maintain accurate records for volunteers, induding 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
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 REPORI1NG
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 the 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.
X. GRANT (O9NG
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 indudes
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.
7
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 the items are complete, the Project Manager should notify the Finance
Department that the grant should be dosed within the city's accounting system. It is
also the Finance Department's responsibility to dosely monitor the overall status of all
grants and work with each city department to ensure appropriate dosure.
XI. REOORDKEEPING
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 dosure 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, daim, 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.
XI I. 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.
8
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - K.
I. Subject:
Consider Resolution 467 adopting an amended City of Kennedale Fraud Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. 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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 467
Resolution 467.doc
2.
Exhibit "A" - Fraud Policy
20151019 Fraud Policy.docx
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.467
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
FRAUD POLICY
WHEREAS, on January 13, 2005, City Council adopted the document entitled, "Fraud
Policy," aframework in which the aim isto 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 Pol icy.
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 amended Fraud Policy
dated October 19, 2015, attached hereto as "Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KEN NEDALE
KENNEDALE
Finance Department
FRAU D PoucY
ORI GI NALLY ADOPTED BY a TY ( u a L JANUARY 13, 2005
PREFACE
The aim of the Fraud Policy is to safeguard the reputation and financial viability of the Oty of
Kennedale through improved management of fraud risk.
The fraud policy is established to facilitate the development of controlsthat 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 REVI EW & ADOPTION
DECEMBER 11, 2008
NOVEM BER 5, 2009
OCTOBER 14, 2010
OCTOBER 13, 2011
OCTOBER3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
1. 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 Oty of Kennedale to promote consistent organizational behavior by providing
guidelines and assigning responsibility of the development of controls and conduct of
investigations.
11. SCOPE OF POU CY
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 partieswith a business relationship with Oty 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.
111. POU CY
Management is responsible for the detection and prevention of fraud, misappropriations, and
other irregularities. Fraud is defined asthe 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 Oty Manager, who coordinates all investigations with the legal counsel and other affected
areas both internal and external.
IV. ACIIONSCONS11TU11NGFRAUD
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 asa result of insider knowledge of Oty activities;
E Disdosing confidential and proprietary information to outside parties;
3
F. Disdosing to other persons activities engaged in contemplated by the Oty of Kennedale;
G. Accepting or seeking anything of material value from contractors, vendors, or persons
providing services materials to the Oty 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.
V. OTHER I RREGIJLAR111 ES
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. I NVES11 GA11 ON RESPONS BU 11 ES
Oty Manager has the primary responsibility for the investigation of all suspected fraudulent
acts as defined in the policy. could an investigation substantiates that fraudulent activities
have occurred, the Oty Manager will issue reports to appropriate designated personnel, and if
appropriate, to the Oty 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.
VII. CONRDBVIIALI Y
All parties involved will treat all information received confidentially. Any employee who
suspects dishonest or fraudulent activity will notify the Oty Manager Office immediately, and
should not attempt to personally conduct investigations or interview/ interrogations related
to any suspected fraudulent act (see REFORI1NG PROCEDURE sect ion below).
Investigation results will not be disdosed 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
Oty of Kennedale from potential civil liability.
4
VIII. AUTHORIZATION FOR I NVE511 GAl1 NG SUSPECTED FRAUD
All searches must be authorized in advance by the City Manager and conducted under the
direction of the Department Head and /or Qty Manager. The Oty Manager or designee will
have:
A. Free and unrestricted access to all Oty 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, induding,
but not limited to, City property used by employees such as lockers, file cabinets, desks,
vehides 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 Oty premises, induded purses, lunch boxes,
brief cases and private vehides or vehides used to conduct Oty 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 induding 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 Oty 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.
5
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.
X. TERM I NAZI ON
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. could 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. ADM I NSTRAII ON
City Management is responsible for the administration, revision, interpretation, and application
of this policy.
XI I. ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
City Council annually.
6
1
i
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - L.
I. Subject:
Consider Resolution 468 adopting an amended City of Kennedale Unclaimed Property Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. Summary:
All financial institutions, businesses, government entities, and organizations that are holding abandoned
property belonging to Texas residents should file a report with the Texas Comptroller's office. Title 6 of
the Texas Property Code governs the State of Texas Unclaimed Property Program. Chapters 72 through
75 apply to the reporting, delivery and claims process for abandoned property. Chapter 76 applies
specifically to unclaimed property held and reported by Texas counties, municipalities, independent
school districts and junior colleges.
The aim of the Unclaimed Property Policy is to guide the City of Kennedale in the required annual review
of its records and reporting of all tangible and intangible property presumed abandoned that is held or is
owed in the ordinary course of Kennedale's business and remained unclaimed by the owner for more
than a specified period of time after it became payable or distributable.
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.
There are were only minor corrections to language made in policy this year.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 468
Resolution 468.doc
2.
Exhibit "A" - Unclaimed Property Policy
20151019 Unclaimed Property Policy.docx
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.468
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
UNCLAIMED PROPERTY POLICY
WHEREAS, on November 17, 2011, City Council adopted the document entitled,
"Unclaimed Property Policy," a framework to guide the City of Kennedale in the required annual
review of its records and reporting of all tangible and intangible property presumed abandoned
that is held or is owed in the ordinary course of Kennedal e' s business and remained unclaimed
by the owner for more than a specified period of time after it became payable or distributable;
and
WHEREAS, the City of Kennedale recognizes its responsibility to make a good faith
effort to determine the whereabouts of the owner of property, and also recognizes that there are
I i mits to what can be done to locate the rightful owner of property; and
WHEREAS, the City Council has reviewed the City' s Unclai med Property 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 amended Unclaimed
Property Policy dated October 19, 2015, attached hereto as" Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KEN NEDALE
1'Z
KENNEDALE
Finance Department
uNCxAInn ED PROPERTY PoucY
ORIGINALLY ADOPTED BY aTY COUNa L• NOV EM B817, 2011
PREFACE
The aim of the Undaimed Property Policy is to guide the Oty of Kennedale in the required annual
review of its records and reporting of all tangible and intangible property presumed abandoned that is
held or is owed in the ordinary course of Kennedale's business and remained unclaimed by the owner
for more than a specified period of time after it became payable or distributable.
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
OCTOBER 3, 2012
OCTOBER 10, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
1. BACKGROUND
All financial institutions, businesses, government entities, and organizations that are holding
abandoned property belonging to Texas residents should file a report with the Texas
Comptroller's office. Title 6 of the Texas Property Code governs the State of Texas Undaimed
Property Program. Chapters 72 through 75 apply to the reporting, delivery and daims process
for abandoned property. Chapter 76 applies specifically to unclaimed property held and
reported by Texas counties, municipalities, independent school districts and junior colleges.
Undaimed property can be any financial asset that appears to have been abandoned by the
owner, such asthefollowing:
• Uncashed dividends, payroll, cashier's checks;
• Stocks, bonds, mutual fund accounts;
• Utility deposits and other refunds;
• Bank accounts and safe deposit box contents;
• Insurance proceeds;
• Mineral interest or royalty payments; and /or
• Court deposits, trust funds, escrow accounts.
The abandonment period is the number of years that an entity holds the property before
sending it to the state Comptroller's office. The property type determines the length of the
abandonment period.
The
Oty of Kennedale recognizes its responsibility to make a good faith effort to determine the
whereabouts of the owner of property, and also recognizes that there are limits to what can be
done to locate the rightful owner of property.
11. POU CY
On an annual basis, the City of Kennedale is required to review its records and determine
whether it is holding any funds, securities or other property that has been unclaimed for the
required dormancy period, and to report and remit these unclaimed funds to the State of
Texas.
1 1 1 . LB AL RBQUI REM BUTS
A. Property is classified as unclaimed if it has reached the required abandonment period as
of March 1st each year. The Oty must hold property until the appropriate
abandonment period has run, and if property is determined to be unclaimed after this
date, it must be induded in the next annual remittance to the State.
1) The abandonment period is determined by the property type. For more specific
detail, refer directly to the Texas Comptroller of Public Accounts: Undaimed
3
Property Reporting Instructions. Instructions are subject to change due to new or
revised requirements, so annual review of this manual is required.
B. Prior to remitting property to the Comptroller's Office as described below, the City must
mail a written notice to the owner on property valued at more than $250.00 no later
than May 1st of the year in which the property is dassified as unclaimed per Section
74.1011 of the Texas Property Code. This notice requirement does not apply if a letter
has already been mailed to the missing owner earlier in the abandonment period. For
sample letter, refer directly to the Texas Comptroller of Public Accounts: Undaimed
Property Reporting Instructions. Instructions are subject to change due to new or
revised requirements, so annual review of this manual is required.
C Property that is valued at more than $100.00 will be delivered, along with the required
report form(s), to the State Comptroller's Office by July 1st following the date the
property is dassified as unclaimed. Should the City not have unclaimed property
individually valued at more than $100, there is no report required.
1) Property that is due July 1st may be remitted anytime after the annual cut -off date
of March 1st and before July 1st.
D. Per Chapter 74 of the Texas Property Code, property that is valued at less than $100.00
will be retained by the City.
1) Per Title 6, Chapter 76 of the Texas Property Code, the Oty shall publish a notice in
its offidal newspaper (general circulation in the jurisdiction of the holder) on or
before July 1st in the calendar year immediately following the year in which the
property report is filed. For example: Notices for property classified as unclaimed
on March 1, 2015 must be published by July 1, 2015.
2) At a minimum, the owner's name and last known address must be listed.
3) If at all possible, the City will also indude this notice on its offidal website.
4) While the City is required to publish a notice, it may elect to advertise only those
properties with a value greater than a specified amount of its choosing (i.e,.
greater than $50.00 but less than $100.00). For the City's purposes, the Finance
Department will indude all property valued at $50.00 to $99.99.
IV. CLAIMS PROCESS
A. There is no statute of limitation on filing a claim.
B. Claimants must fill out a daim form and present proof of ownership.
4
C Within 90 days from the date of receiving the returned daim form, the Finance
Department will determine in good faith if the claim is valid. If the claim is valid, the City
will pay the full amount of the claim.
D. If the daim is determined to be invalid, it will be rejected. The daimant may appeal this
derision in accordance with fiction 76.504 of the Texas Property Code.
V. ACCOUNTING
A. For property, which is valued at less than $100.00 and retained by the Oty, the Finance
Department will transfer funds from the City's operating funds to the Undaimed
Property Fund on or before March 1st for property classified as unclaimed.
1) Finance Department must void account payable entries code to a liability account in
Undaimed Property Fund versus hitting an expense line item.
B. The Finance Department will transfer all funds retained by the City on an annual basis
This transfer will be conducted from the Undaimed Property Fund to the General Fund.
The General Fund will then become responsible for paying a valid daim should a valid
claim be submitted.
1) This action will dear out the liability account in the Undaimed Property Fund and
provide revenue to the General Fund.
C All publication and postage expenditures will be charged to Finance Department within
the General Fund. These items are budgeted annually.
D. For the purpose of simplicity, the Undaimed Property Fund is not allocated earned
interest. The Oty is not obligated to pay interest to a daimant. Only the original
amount of the unclaimed property will be paid to the claimant.
VI. ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
Oty Council annually.
5
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - M.
I. Subject:
Consider Resolution 469 adopting an amended City of Kennedale Purchasing Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. Summary:
State law (Local Government Code, Chapter 252: Purchasing and Contracting Authority of Municipalities)
serves as the primary purchasing authority for the City of Kennedale. This Policy establishes standard
practices and procedures to create uniformity, economy, efficiency and effectiveness in our purchasing
program.
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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 469
Resolution 469.doc
2.
Exhibit "A" - Purchasing Policy
20151019 Purchasing Policy.docx
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.469
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
PURCHASING POLICY
WHEREAS, on November 13, 2008, the City Council adopted the document entitled,
" Purchasi ng Policy," as gui del i nes for future City procurement; and
WHEREAS, a Purchasing Policy establishes standard practices and procedures to create
uniformity, economy, efficiency and effectiveness in our purchasing program, and
WHEREAS, the City Council has reviewed the City' s Purchasi ng 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 Purchasing Pol icy dated
October 19, 2015, attached hereto as " Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KEN NEDALE
KENNEDALE
Finance Department
PURCHASI NG PoucY
ORI GI NALLY ADOPTED BY a TY COU N a L NOV EM B813, 2008
PREFACE
State law (Local Government Code, Chapter 252: Purchasing and Contracting Authority of
Municipalities) serves as the primary purchasing authority for the Oty of Kennedale. In addition to
several administrative updates, which further establish standard practices and procedures to create
uniformity, economy, efficiency and effectiveness in our purchasing program, Staff incorporated a
major revision due to a change in statute. Specifically, the expenditure threshold increased from
$25,000 to $50,000 in reference to competitive bidding and proposal requirements per Senate Bill
1765.
This policy was formally adopted by the Council on November 13, 2008. However, prior to this date, it
was created on May 16, 2005 and reviewed administratively.
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.
SUBSBQU ENT REVIEW & ADOPTION
NOVBVI BHR 5, 2009
NOVBVI BHR 17, 2011
OCTOBER3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
I. PURPOSE
The purpose of this policy is to establish standard practices and procedures to create a
uniformity, economy, efficient and effective purchasing program for the Qty of Kennedale.
II. POU CY
It is the policy of the Oty of Kennedale to authorize purchases at time and place needed in the
proper quantity and of the proper quality, all goods and services required for City operations.
Goods and services shall be procured at the lowest possible cost consistent with prevailing
economic conditions while establishing and maintaining a reputation for fairness and integrity,
with the express intent to promote open and fair conduct in all aspects of the purchasing
process.
III. GOVERNING AUTHORITY
The primary governing authority for the City of Kennedale's Purchasing Policy shall be the City's
Charter, in conjunction with Chapter 252 of the Local Government Code:rchasing and
Contracting Authority of Municipalities. All procurement activity shall be governed in
accordance with applicable federal, state, and local statues, ordinances, and codes.
IV. CODE OF ETHICS
Every time items are purchased, city funds are committed. Therefore, this is a responsibility
that should not be taken lightly. By participating in the purchasing process, employees of the
Oty of Kennedale agree to:
A. Make purchases in the conduct of the City's business only. To acquire or purchase
goods and services for other than official use of the City is fraudulent use and may
subject the employee to disciplinary action, up to and induding dismissal as specified
in the City's Personnel Policy and/ or criminal prosecution.
B. Avoid the intent and appearance of unethical or compromising practice in relationships,
actions, and communications.
C Demonstrate loyalty to the Oty of Kennedale by diligently following the lawful
instructions of the employer, using reasonable care, and only authority granted.
D. Refrain from any private business or professional activity that would create a conflict
between personal interests and the interest of the Oty of Kennedale.
E Refrain from soliciting or accepting money, loans, credits, or prejudicial discounts, and
the acceptance of gifts, entertainment, favors, or services from present or potential
suppliersthat might influence, or appear to influence purchasing decisions.
3
F. Never discriminate unfairly by the dispensing of special favors or privileges to anyone,
whether as payment for services or not; and never accept for himself or herself or for
family members, favors or benefits under circumstance which might be construed by
reasonable persons as influencing the performance of Governmental duties.
G. Engage in no business with the Qty of Kennedale, directly or indirectly, which is
inconsistent with the conscientious performance of Governmental duties.
H. Handle confidential or proprietary information belonging to employer or suppliers with
due care and proper consideration of ethical and legal ramifications and governmental
regulations.
Never use any information gained confidentially in the performance of Governmental
dutiesasa means of making private profit.
J. Promote positive supplier relationships through courtesy and impartiality in all phases
of the purchasing cyde.
K Know and obey the letter and spirit of laws governing the purchasing function and
remain alert to the legal ramifications of purchasing decisions.
L Expose corruption and fraud wherever discovered.
M. Uphold the principles, ever consdousthat public office isa publictrust.
V. FUND AVAI LABI U TY & PAYM ENT AUTHORIZATION
A. Verification of fund availability is the responsibility of the User Department.
B. Finance Department shall verify available funds through the Oty's financial reporting
system during requisition entry. If funds are not available at the time, no purchase will
be made until funds are made available with approval from City Manager.
C At a minimum, payment approval is required from Department Head to pay for all
products and /or services.
D. As a tax- exempt government agency, the City of Kennedale does not pay sales tax on
applicable items. The cardholders can request a copy of the Oty's tax exemption
certificate from Accounts Payable Oty's. Furthermore, a sales tax identification number
is provided on the face of the Oty's Procurement Card should it be utilized. Employees
are responsible for ensuring that the vendor does not indude sales tax in the
transaction, unless an item is subject to sales tax. If tax is induded in error, the
employee may be responsible for reimbursing the tax to the City if it is not recovered
4
from the vendor. Contact Accounts Payable for questions in regards to which purchases
are subject to tax.
E Approved invoices are forwarded directly to the Finance Department with the
appropriate supporting documentation and signatures. If an employee misplaces or
loses a receipt or is unable to provide adequate details concerning a purchase, a
Missing Or Lost Rboeipt Form must accompany the employer's request for payment.
Recurring instances of misplaced or lost receipts may result in the revocation of
employee purchasing privileges Furthermore, the employee will be responsible for
reimbursing the City of Kennedale for all applicable charges and the aty is authorized
to deduct any applicable charges from the payroll of the employee if not otherwise
reimbursed.
F Payments for goods and services must be paid no later than 30 days after the later of:
1) Receipt of goods/ services OR recei pt of the invoice for the goods/ services.
2) Goods✓serviceswill be considered received when they have been accepted as
usable by the User Department.
VI . LB AL RBQUI REM BUTS
A. Texas Local Government Code, &ibchapter 8, Section 252.021 defines the requirements
for competitive bids. Under no circumstances shall multiple requisitions be used in
combination to avoid otherwise applicable bidding requirements or City Council approval.
Intentionally splitting purchases to circumvent the competitive bid process (i.e. two or
more purchases made to keep the amount under $50,000) will result in disciplinary
action.
B. Likewise, intentionally splitting purchases to circumvent the three (3) quote requirement
process (i.e. two or more purchases made to keep the amount under $3,000.01) will result
in disciplinary action.
C Purchases made through an approved Cooperative Purchasing Program satisfy state law
competitive bid requirements, as well the City of Kennedale's requirement for any quote
process. Cooperative purchasing occurs when two or more governmental entities
coordinate some or all purchasing efforts to reduce administrative costs, take advantage
of quantity discounts, share specifications, and create a heightened awareness of legal
requirements. Cooperative purchasing can occur through interlocal agreements, state
contracts, piggybacking, and joint purchases.
D. Any exemption per S.ction 252.022, General Exemption of Texas Local Government Code
will need the approval from City Manager. The Department Head will need to indude a
written explanation, as well as copies of all the quotes for City Manager review. Upon
5
approval from Oty Manager, attach written explanation and all documentation and send
to Finance Department for payment.
VII. QUOTES
A. Purchases of non - contract goods or services totaling $3000 or Tess require no quotation.
In such instances, departments should make every effort to use the City's procurement
card.
B. Except where otherwise exempted by applicable State law, purchases totaling $3,000.01
to $49,999.99 require a minimum of three (3) quotes. All quotations received must be in
writing from the vendor and will be evaluated by the Department Head who will then
authorize the purchase.
1) Chapter 252.0215 of the Local Government Code: Competitive Bidding in Fblation
to Historically Underutilized Business (HUB) Vendors, states that a municipality, in
making an expenditure of more than $3,000 but Tess than $50,000, shall contact
at least two HUBs on a rotating basis. If the list fails to identify a disadvantaged
business in the county in which the City is situated, the Oty is exempt from this
section.
2) Historically Underutilized Business (HUB) are defined as any business determined
by the State of Texas to be a disadvantaged (minority /woman owned) vendor.
3) Refer to Appendix B for specific instructions on how to conduct a HUB search.
VIII. SEALED COM PE11l1VE PROCESS
Except as otherwise exempted by applicable State law, requisitions for item(s) whose aggregate
total cost is $50,000 or more must be processed as competitive solicitations (e.g. sealed bids,
request for proposals).
1) With the approval from the City Manager to begin the competitive process, the User
Department shall prepare a bid package with specifications and any other pertinent
information. Along with the specifications and other information, the Department may
submit suggested vendorsfor the item(s) requested.
2) A notice will be published in Kennedale's official newspaper to indicate the City's intent to
accept bids in accordance with State law. Bids must be advertised for two (2)
consecutive weeks with the first publication at least 14 days prior to the bid opening
date.
3) Vendor pre -bid conferences may be conducted if, in the opinion of requesting
Department, further explanation or coordination is needed due to the nature of the bid.
6
4) The Oty Secretary or designee shall publidy open the bids received and read them aloud
at a designated time and as indicated in the bid packet. The Oty Secretary or designee
will indicate to those present when the Council will most likely address this item and will
make available to those present the names of the vendors and the amount of their
respective bids. In the case of an RFP, only the submitter's names will be announced. A
tabulation will then be created. A representative from the User Department should be
present during bid openings.
IX. AWARD OF CONTRACT
The City of Kennedale shall award contracts based on criteria deemed in the best interest of the
Oty. The Texas Local Government Code, S.ction 252.043, states, in part:
1) If the competitive sealed bidding requirement applies to the contract for goods or
services, the contract must be awarded to the lowest responsible bidder or to the bidder
who provides goods or services at the best value for the munidpality.
2) Before awarding a contract under this section, a munidpality must indicate in the bid
specifications and requirements that the contract may be awarded either to the lowest
responsible bidder or to the bidder who provides goods or services at the best value for
the munidpality.
x REq PROCJTY
The State of Texas Reciprocity Law provides that the State or political subdivision cannot award
contracts or purchases to non - resident bidders having local preference laws in their resident
states, unless their bid is lower than the lowest bid submitted by a responsible Texas resident
bidder by the amount that a Texas resident bidder would be required to underbid a
nonresident bidder to obtain a comparable contract in the state in which the nonresident's
principal place of business is located.
XI. DISCLOSURE OF I NFORM All ON
Access to bidder - declared trade secrets or confidential information shall be in accordance with
the Texas Government Code Chapter 552, the Public Information Act, and applicable Oty
policies implementing this chapter. The Texas Local Government Code Chapter 252.049(b)
states, in part:
A. If provided in a Request For Proposal (RFP), proposals shall be opened in a manner that
avoids disclosure of the contents to competing offers and keeps the proposals secret
during negotiations. All proposals are open for public inspection after the contract is
awarded, but trade secrets and confidential information in the proposals are not open
for public inspection.
7
XI I. AUTOMATED INFORM All ON TECHNOLOGY PURCHASES
Departments may contact the Finance Department for all technology procurements, so that it
can coordinate with Information Technology to ensure that the appropriate solicitation
procedure is used and product is sought. Automated information technology purchases
indude:
A. The computers on which the information system is automated;
B. Aservice related to the automation of the system, induding computer software, or the
computer; and
C
A telecommunications apparatus or device that serves as a component of a voice, data,
or video communications network for transmitting, switching, routing, multiplexing,
modulating, amplifying, or receiving signals on the network.
XIII. PROFESS ONALSERVICES (EXBVI PT FROM SEALED COM PE1111VE PROCESS
Personal and professional services are exempted from the competitive bidding process and are
procured through the use of Request for Qualification (RFQ) documents. The Finance
Department is available to consult with departments regarding the preparation of information;
however, the presentation of technical and qualifications aspects of personal and /or
professional services induded in the RFQdocuments is the sole responsibility of the requesting
department.
A. Texas Government Code, Chapter 2254, 9ibchapter A, Professional Services, states that
contracts for the procurement of defined professional services may not be awarded on
the basis of competitive bids. Instead, they must be awarded on the basis:
1) Of demonstrated competence and qualificationsto perform the services;
2) Fora fair and reasonable price;
3) Fees are allowed;
4) Must be consistent with and not higher than the recommended practices and fees
published by the applicable professional associations; and
5) May not exceed any maximum provided by law.
B. Professional cervices, for the purposes of Government Code Chapter 2254, are defined
as those "services within the scope of the practice, as defined by state law, of
accounting, architecture, landscape architecture, land surveying, medicine, optometry,
8
professional engineering, real estate appraising, or professional nursing, or provided in
connection with the professional employment or practice of a person who is licensed or
registered as a certified public accountant, an architect, a landscape architect, a land
surveyor, a physician, induding a surgeon, an optometrist, a professional engineer, a
state certified or state licensed real estate appraiser, or a registered nurse."
XIV. SOLE SOURCE PURCHASES (EX8111 PT FROM SEALED COM PEI1TIVE PROCESS)
Sale- source purchases are items that are available from only one source because of patents,
copyrights, secret processes, or natural monopolies as defined by local government code.
When a department has identified a specific item with unique features or characteristics
essential and necessary to the requesting department and no alternate products are available,
a written justification must be provided to the Finance Department upon purchase. The
legislature exempted certain items from sealed bidding in the Vernon's Texas Codes Annotated
- Local Government Code S.ction 252.022 (a) 7, in part:
A. Items that are available from only one source because of patents, copyrights, secret
processes, or natural monopolies;
B. films, manuscripts, or books;
C gas, water and other utility services;
D. capitial replacement parts or components for equipment;
E books, papers, and other library materials for a public library that are available only
from the person holding exclusive distribution rights to the materials; and
F. management services provided by a nonprofit organization to a municipal museum,
park, zoo, or other facility to which the organization has provided significant financial
or other benefits.
XV. EM ERGENCY PURCHASES (EX8VI PT FROM SEALED COM PE11l1VE PROCESS)
Valid emergencies are those that occur as a result of the breakdown of equipment, which must
be kept in operation to maintain the public's safety or health, or whose breakdown would
result in the disruption of City operations. When this situation occurs, the department shall
contact the Finance Department to conduct the procurement of supplies and services. The
Legislature exempted certain items from the competitive sealed process in the Texas Local
Government Code S.ction 252.022(a), induding, but not limited to:
A. A procurement made because of a public calamity that requires the immediate
appropriation of money to relieve the necessity of the municipality's residents or to
preserve the property of the municipality;
9
B. A procurement necessary to preserve or protect the public health or safety of the
municipality's residents;
C A procurement necessary.
XVI. INELIGIBLE VENDORS
A. An ineligible vendor shall not be allowed to conduct business until:
1) Financial arrears are paid in full.
2) Inappropriate practices are corrected.
3) Vendors have satisfied any and all penalties imposed by the City.
4) If applicable, a listing of ineligible vendors will be developed and distributed annually
by the Finance Department to all other departments, unless a greater frequency is
determined by the Director of Finance.
5) At the recommendation of a User Department, the Finance Department may dedare
a vendor ineligible if it has failed to comply with the terms of a previous award,
specifications of a bid or conducted inappropriate business practices.
6) The penalty imposed may be for a period of up to twelve (12) months during which
time bids submitted by such vendor shall not be considered.
7) A penalty greater than twelve (12) months due to the severity of the infraction
requiresthe approval of the City Manager or designee.
B. The City of Kennedale reserves the right to change, modify, amend, revoke or rescind all
or part of this policy in the future.
XVI I . AUDIT OF DB'ARTM ENTAL RECORDS
The Finance Department may audit User Department purchasing files to ensure compliance
with the procedures described herein.
XVIII. ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
City Council annually.
10
APPBVDIX A
OTYOF KEN N ®ALE, TDWS
PURCHASING MATRIX
PURCHASE
$0 - $3,000.00
$3,000.01 - $49,999.99
$50,000 & Above
SGVATURES
REQUIRED
• Department Head
• Department Head
• Oty Manager
• Oty Manager
• City Council
PURCHASE
ORDB,
• Not Required
• Only If Vendor Needs
• Not Required
• Only If Vendor Needs
• Not Required
• Only If Vendor Needs
LEGAL
RBQUIRBVIBVT
• N/A
• Three (3) Quotes
• Two (2) Of Three (3)
Quotes M ust Be HUB
Vendors In Tarrant
County
• If HUB(s) not listed, Oty
Is Exempt
• Competitive Bid
CX
• Competitive Proposal
B031/117
FROM
LL-G4L
REQUIREMBVT
• N/A
• Cooperative Programs
Purchases
• Sole Source Purchases
• Emergency Purchases
• Professional rvice
Purchase
• Cooperative Programs
Purchases
• Sole Source Purchases
• Emergency Purchases
• Professional rvice
Purchase - M UST USE
REQUEST FOR
QUAU RCAII ONS
PROCESS. REFER TO
SECTION XII I.
MINIMUM
PAYMBVT
DOCUMBVT(S
• Pay Ibquest
• Invoice (Not Quote)
• Applicable Receipts
• Backup Documents
• Pay Request
• Invoice (Not Quote)
• Applicable Receipts
• Backup Documents
• Pay Request
• Invoice (Not Quote)
• Applicable Receipts
• Backup Documents
PAYMBVT
TBRMS
• D( Prompt Payment Act
(No Later 30 Days)
• TX Prompt Payment Act
(No Later 30 Days)
• D( Prompt Payment Act
(No Later 30 Days)
Cooperative Programs (Approved Annually As Of 10/ 03/ 12): US General cervices Administration (GSA),
Department of Information Resources (DIR), Texas Building and Procurement Commission (TBPC), Texas
Multiple Award Shedules (TXMAS), Texas Procurement and S pport cervices (TPASS), Qty of Fort Worth
Cooperative Purchasing Rogram, Parker County Cooperative Purchasing Rogram, Tarrant County
Cooperative Purchasing Program, Texas Interlocal Purchasing Sjstem (TIPS), Houston - Galveston Area
Council (H -GAC), Local Government Purchasing Cooperative (BuyBoard), The Cooperative Purchasing
Network (TCPN), US Communities and Western Gates Contracting Alliance.
11
APPBVDIX B
ClTYOF KENN ®ALE, TDWS
HI STORI CALLY UNDERUT ULU.) BUS NESS (HUB) PROCEDURES
Excerpts from the Texas Local Government Code, Chapter 252, Subchapter B:
A. Section 252.0215, " A municipality, in making an expenditure of more than $3,000 but Iessthan
$50,000, shall contact at least two historically underutilized businesses on a rotating basis,
based on information provided by the comptroller pursuant to Chapter 2161, Government
Code. If the list fails to identify a historically underutilized business in the county in which the
municipality is situated, the municipality is exempt from this section."
B. Centralized Master Bidders List & Historically Underutilized Business (HUB) Search
1) Go to http: / /www. window. state. tx. us /procurement /cmbl /cmblhub.html
2) Click "HUBSon CM BL"
3) Enter "Class Code, Item Code, District" if available. Description of each is provided by
dicking on link directly below.
4) Salect "Tarrant" on Texas County dropdown list.
5) Click "Submit Search."
6) Salect appropriate Output Fields on "Salect Fields For Detail List" page.
7) Click "Go
8) Results will appear.
12
1
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - N.
I. Subject:
Consider Resolution 470 adopting an amended City of Kennedale Procurement Card Program Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. Summary:
The City of Kennedale Purchasing Policy allows the City to utilize cooperative purchasing programs with
the approval of City Council. Furthermore, city purchases made through an approved Cooperative
Purchasing Program satisfy state law competitive bid requirements and any internal quote process.
The State of Texas or Texas Procurement and Support Services (TPASS) orginally secured a contract
with JPMorgan Chase to provide MasterCard corporate travel and procurement charge card services for
state agencies, universities and eligible State of Texas CO -OP entities from June 13, 2003 through
August 31, 2010. Council approved the City's participation in 2010. Since this time, the State has
secured another vendor; however, the City elected to remain with JPMorgan
Chase through a cooperative purchasing program agreement with the City of Fort Worth to receive the
same type of benefits that we did while on the state contract.
Our JPMorgan Chase Procurement Card Program continues to allow for more flexibility of use, simplified
tracking and invoicing, streamlining of payments, enhanced customer service, and online access to view
charges and make changes to organizational features and settings. In addition, the Program
Administrator (Director of Finance) has the ability to restrict card usage based on necessity, as well as
issue out temporary cards to employees specifically for travel.
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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
1.
Resolution 470
Resolution 470.doc
2.
Exhibit "A" - Procurement Card Program Policy
20151019 Procurement Card Program Policy.docx
RESOLUTION NO.470
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
PROCUREM ENT CARD POLICY
WHEREAS, the City Counci I al lows the City to uti I ize cooperative purchasi ng programs
with the approval of City Council; and.
WHEREAS, on January 24, 2003, the City Council adopted the document entitled,
"Procurement Card Program Policy," a guide to aid in establishing a more efficient, cost -
effective method of purchasing and paying for small dollar transactions, as well as high volume,
repetitive purchases, and
WHEREAS, the City Council has reviewed the Procurement Card Program 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 Procurement Card
Program Policy dated October 19, 2015, attached hereto as "Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KEN NEDALE
KENNEDALE
Finance Department
PRoauRIEn ENT CARD PROGRAM PoucY
ORIGINALLY ADOPTED BY CITY COUNCI L• JANUARY 24, 2003
PREFACE
The Procurement Card Program Policy aids in establishing a more efficient, cost- effective method of
purchasing and paying for small dollar transactions, as well as high volume, repetitive purchases. The
Procurement Card Program is as an alternative to the traditional purchasing process (departmental
purchase orders) for supplies, materials and travel. Furthermore, the Procurement Card can be used
with any supplier that accepts MasterCard as form of payment.
If used to its potential, the Procurement Card Program will result in a significant reduction in the
volume of purchase orders and related documentation, induding invoices and checks. In addition,
corresponding work proceses associated with ordering and check writing will be eliminated.
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 REVI EW & ADOPTION
JUNE 10, 2010
NOVEMBER 17, 2011
OCTOBER3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
I. PURPOSE
The Procurement Card Program (herein referred to as the "Program ") is intended to streamline
and simplify the Purchasing and Accounts Payable functions by eliminating waste and low value
activities. The Procurement Card (herein referred to as the "Card ") is a tool that reduces
transaction costs, facilitates timely acquisition of materials and supplies, automates data flow
for accounting purposes and offers flexible controls to help ensure proper usage.
The Program is designed as an alternative to a variety of processes including petty cash, check
requests and low dollar purchase orders. It is not intended to avoid or bypass appropriate
procurement of payment procedures. Rather, the Program complementsthe existing processes
available. The Card is a MasterCard credit card that is issued by .P Morgan Chase. Some
minimal record keeping is essential to ensure the successful use of the Card. This is not an
extraordinary requirement; standard payment policies require retention of receipts, etc.
This Procurement Card Program Policy provides information about the process, the types of
purchases that can and cannot be made, records that must be maintained and reconciled for
each cyde, and a variety of other program information.
Every time the Card is utilized, city funds are committed. Therefore, this is a responsibility that
should not be taken lightly. Each cardholder is responsible for all charges made to his! her
specific card, and any intentional misuse or fraudulent abuse may result in disciplinary action,
up to and induding dismissal.
The Card has no impact on personal credit. Although the Card lists an individual's name, the
card is actually issued to the Oty of Kennedale.
II. DERNIl1ONS
For the purpose of this policy the following definitions apply:
A. Program Administrator — Individual who has a direct relationship with the Bank and is the
City's point of control for the Program, monitors all usage of the card, and is the point of
contact for any cardholder questions or problems. All procurement card requests, issues
and cancellations must go through the Program Administrator. The Program
Administrator and his/her designated assistant are knowledgeable on all the procedures
in the Procurement Card Program Policy and are responsible for ensuring all cardholders
are properly trained in the use of the Card before it is issued. The Program Administrator
will also report to the Oty Manager any Cardholder infractions or potential infractions.
For the purposes of this program, the Director of Finance will serve as the Program
Administrator, with the Accounts Payable perk acting as the designated backup until
such time that the City Manager chooses to designate differently. The Director of
Finance is responsible for developing written guidelines on accounting, cash handling, and
other financial matters in relation to the Program.
3
B. Approver — The Department Head or his/her designee is responsible for designating
cardholders and approvers. The Department Head shall designate which employees will
be issued a card, and with the guidance of the Finance Department, determine what
transaction and merchant limits shall apply to the Card's use. The Department Head
ensures that purchases are authorized and within Oty policies. Departments may
implement more stringent internal authorization procedures that its cardholders must
follow in order to make purchases with the Card. In addition, activity reports are available
for additional review by the Department Head if so requested.
C Cardholder - Individual who has been issued the Card and who is authorized to make
purchases in accordance with the procedures.
D. Engle Purchase /Transaction Limit - A dollar limitation of purchasing authority delegated
to a Cardholder, which represents the maximum amount that can be charged to the Card
for a single purchase or transaction. This dollar limit may vary from Cardholder to
Cardholder.
E Oide /Monthly Limit - A dollar amount limitation of purchasing authority delegated to a
Cardholder, which represents the maximum amount that can be charged to the Card
during a period of one calendar month. This dollar limit may vary from Cardholder to
Cardholder.
F. Vendor - A company from which a Cardholder is purchasing materials and /or equipment
or services under the provisions of this procedure. Also referred to as supplier, merchant,
etc.
III. PROCEDURES
A. Obtaining The Card - Only full/part-time employees of the Oty of Kennedale are eligible to
receive the Card. Contractors or temporary employees are not eligible, unless authorized
by the City Manager.
1) Department Head must request the Card via the Procurement Card Enrollment Form
(Appendix A).
2) If needed, the Department Head may consult with the Program Administrator to
determine appropriate transaction limits.
3) The Program Administrator will request the issue of the Card from ,FMorgan Chase.
4) Upon receipt of the Card, the Program Administrator will conduct Cardholder
training, and upon completion, the Cardholder will sign the Procurement Cardholder
Acknowledgement Form (Appendix 8).
4
5) The new cardholder will also be instructed as to where he /she can find the
Procurement Card Program Policy and Purchasing Policy for reference purposes.
B. Activating The Card - The Cardholder must call (800) 316 -6056 to activate the Card before
using it.
C Authorized Use Of The Card - The Cardholder is responsible for the security of their Card,
and the transactions made against it. When a Cardholder receives his/ her Card, only that
Cardholder is authorized to use that card. The Cardholder may make transactions on
behalf of others in their Department. However, the Cardholder is responsible for all use
of his/ her Card. At no time should the Cardholder loan or let other individuals utilize
hill her card.
1) The Card is to be used in the conduct of the Oty's business only. The use of the Card
to acquire or purchase goods and services for other than official use of the Qty is
fraudulent use and may subject the employee to disciplinary action, up to and
induding dismissal as specified in the Oty's Personnel Policy and /or criminal
prosecution.
2) The total value of atransaction shall not exceed a Cardholder's single purchase limit.
3) The Cardholder will retain vendor's receipts and /or records of telephone, Internet,
and /or mail orders and file for future reconciliation of the Card statement.
D. Unauthorized Use Of The Card - The credit card shall not be utilized for any of the
following:
1) Personal identification or purchases, to indude the payment of spouse /family
expenses incurred while traveling. Only City business expenses are allowable, and
the Cardholder should pay personal expenses separately.
2) A purchase that exceedsthe Cardholder's single and /or monthly purchase limits;
3) Cash refunds and advances;
a. When an item is returned, the vendor shall issue the Cardholder a credit,
which should appear on a subsequent statement. Under no circumstances
should the Cardholder accept cash in lieu of a credit to the credit card
account. However, should cash be received, a Cardholder must return it to
the aty. Otherwise, the aty is authorized to deduct any applicable charges
from the payroll of the employee if not otherwise reimbursed.
4) Any purchase of goods/services or at a merchant type not considered prudent or of
good judgment;
5
5) Fuel and /or maintenance purchases on any personal vehides whether for city
purpose or not (city owned vehicles are authorized);
6) Alcohol or liquor of any kind;
7) Separate, sequential, and component purchases or any transaction made with the
intent to circumvent the Oty's Purchasing Policy or state law;
8) Any other purchase specifically excluded in the Oty's Purchasing Policy.
E Cardholder (evocation - The Card is subject to revocation at any time at the discretion of
the Department Head. The Program Administrator, if not the Director of Finance, may
also recommend to the Director of Finance and Department Head that the Card be
revoked upon indication of any violation of the Procurement Card Program Policy. When
a Card is revoked, changes are made on -line and take effect immediately. The Program
Administrator is further authorized to temporarily suspend use of the Card via electronic
methods if unauthorized use is discovered and such use poses a threat to internal
financial controls.
F. Cardholder Separation — Prior to separation from the Oty of Kennedale, the Cardholder
shall surrender the Card and all current credit card receipts and documentation to his/her
Approver. Upon receipt, the Approver will follow the steps outlined under Section VI:
Cardholder Statement Review & Payment Submission, and then forward the Card to the
Program Administrator to be destroyed.
IV. CARDHOLDER U M ITS
As part of a Cardholder's application, the Department Head will identify which levels of
transaction and cyde spending limits best accommodates the department and Oty's business
requirements. Suggested levels for limits are outlined below; however, selection may vary
based on particular need or function.
Position Single Transaction Limit Monthly Oide Limit
Line Staff $500 $1,000
Supervisor $1000 $2,500
Dept. Head $3,000 $5,000
Oty Manager $3,000 $25,000
V. CARDHOLDER PURCHASES
A. Sales Tax - Asa tax- exempt government agency, the Oty of Kennedale does not pay sales
tax on applicable items. The Oty's sales tax identification number is provided on the face
of the Card, and Cardholders can request a copy of the City's tax exemption certificate
6
from Accounts Payable should it be needed. Cardholders are responsible for ensuring that
the vendor does not indude sales tax in the transaction, unless an item is subject to sales
tax. If tax is induded in error, the Cardholder may be responsible for reimbursing the
tax amount to the City if it is not recovered from the vendor. Contact Accounts Payable
for questions in regards to which purchases are subject to tax.
B. Returns - Each Cardholder is responsible for coordinating returns with the vendor and
ensuring a proper credit slip is obtained. Credit shall be issued to the Cardholder account.
Under no circumstances should the Cardholder accept cash in lieu of a credit to the
credit card account. However, should cash be received, a Cardholder must return it to
the City. Otherwise, the City is authorized to deduct any applicable charges from the
payroll of the employee if not otherwise reimbursed.
C Point Of Sale Dedine - Should a Cardholder be declined at the point of sale for any reason,
please contact either the .P Morgan Chase Bank Customer Service Center 24 hours a day,
7 days a week at (800) 316 -6056 or the Program Administrator. Every effort will be made
to determine why the transaction was declined.
D. Restricted Vendors - The Program may restrict certain types of vendors based on their
use. The restriction of vendors is accomplished by the Program Director upon the
Cardholder's application; therefore, if you present the Card for payment to any of these
"opted -out" vendors, the authorization request will be dedined. Should an authorization
request be dedined, please contact either the .P Morgan Chase Bank Customer Service
Center 24 hours a day, 7 days a week at (800) 316 -6056 or the Program Administrator.
Once it is determined that the authorization request was denied due to vendor type /use
restriction, the Program Administrator will work with the Cardholder to ascertain whether
or not the restriction should remain or be lifted.
E Vendor Refusal Of Card - Vendors are to be encouraged to become involved in the
Program so that Cardholders can leverage their purchasing efforts most effectively.
Vendors may contact their local bank or financial institution to become credit card
capable. For those vendors that are unwilling to participate in the Program, alternative
sources should be found. Cardholders may also feel free to make contact with any
vendors he /she would like to begin accepting the Card.
F. Errors & Disputes - In the case of an error, first contact the vendor directly and try to
reach an agreement. Most disputes can be resolved in this manner. If you are unable to
reach an agreement with the vendor, complete a P-ocurement Card Transaction Dispute
Form and send it to .P Morgan Chase Bank. All disputes must be submitted in writing to ,P
Morgan Chase Bank within sixty (60) days of the statement date via the following:
1) Fax (847) 931 -8861; or
7
2) Mail to: ,P Morgan Chase Commercial Card, Attention: Disputes Department, PO Box
2015, Elgin, Illinois 60121.
G. Lost Or Stolen Cards - If a card is lost or stolen, both .P Morgan Chase Bank's Customer
Service and the Program Administrator should be notified immediately. The Customer
Service Center is available 24 hours a day, 7 days a week and can be contacted at (800)
316 -6056. A Procurement Card Lost / Stolen Card Notification Form should also be
completed as soon as possible and submitted to the Program Administrator. A new card
shall be promptly issued to the Cardholder after the reported loss or theft. A card that is
subsequently found by the Cardholder after being reported lost shall be destroyed.
VI. CARDHOLDER STAT8VI ENT REVI EW & PAYM ENT SUBM I S9 ON
Each Cardholder is responsible for the accurate review of his/her monthly statement, as well as
the timely submission to Accounts Payable with all appropriate signatures, supporting receipts
and documentation to pay his/her bill.
Monthly, each Cardholder will receive a statement(s) from Accounts Payable identifying each
transaction made against the Card during the prior billing cyde. While the cyde cut -off date
may vary, it generally occurs during the first week of every month (5th). The Oty of Kennedale
is required to pay .P Morgan Chase Bank in full each month no later than the 30th calendar day
after statement dose for all purchases made during the prior billing cyde. Therefore, please
pay specific attention to the request deadline stipulated by Accounts Payable upon initial
dissemination of the statement.
The statement (with attached receipts/documentation) must be reconciled against Cardholder
retained receipts'documentation, signed by the Cardholder as proof of reconcilement, and
then forwarded to the Department Head or his/ her designee for approval.
Always obtain a receipt when using the Card. Furthermore, detailed receipts must be
presented for all meal reimbursements (i.e., credit card charge slip will not be considered
adequate documentation). Alcoholic beverage purchases are strictly prohibited from card
usage, and the purpose of the business meal, and the names of those in attendance must also
be indicated.
If the Cardholder misplaces or loses a receipt or is unable to provide adequate details
concerning a purchase, a Missing Or Lost leoeipt Form must accompany the Cardholder's
request for payment. Recurring instances of misplaced or lost receipts may result in the
revocation of Cardholder privileges Furthermore, the Cardholder will be responsible for
reimbursing the City of Kennedale for all applicable charges, and the City is authorized to
deduct any applicable charges from the payroll of the Cardholder if not otherwise
reimbursed.
8
NOTE During the month of ptember, purchases may be restricted to facilitate the Fiscal Year
end dosing. It is imperative that careful planning is done to ensure that appropriate levels of
supplies are on hand to last until the beginning of the new Fiscal Year.
VII. CARDHOLDER RECORD KEEPING
A. Any Means - Whenever a credit card purchase is made, either over - the - counter or by
other means, documentation shall be obtained as proof of purchase. Sch
documentation will be used to verify the purchases listed on the Cardholder's monthly
statement of account.
B. Over- the - Counter - When the purchase is made over - the - counter, the Cardholder shall
retain the invoice and "customer copy" of the charge receipt. The Cardholder is
responsible for checking that the vender lists the quantity and fully describes the item(s)
prior to the Cardholder signing the slip.
C Internet - When the purchase is made over the Internet, the Cardholder shall print a copy
of the receipt and order confirmation before exiting the site.
D. Telephone - When a purchase is made over the telephone, the Cardholder shall have the
vendor fax them a copy of the receipt.
E Mail - When the purchase is made by mail, the Cardholder shall retain all confirmations
and shipping documentation.
VIII. CARDHOLDER SECURITY
It is the Cardholder's responsibility to safeguard the Card and account number to the same
degree that a Cardholder safeguards his/her personal credit information. A violation of this
trust may result in that Cardholder having his/her card withdrawn and possible disciplinary
action.
If a card is lost or stolen, both .P Morgan Chase Bank's Customer rvice and the Program
Administrator should be notified immediately. The Customer rvice Center is available 24
hours a day, 7 days a week and can be contacted at (800) 316 -6056. A Procurement Card
Lost /Solen Card Notification Form should also be completed as soon as possible and submitted
to the Program Administrator. A new card shall be promptly issued to the Cardholder after the
reported loss or theft. A card that is subsequently found by the Cardholder after being
reported lost shall be destroyed.
A Cardholder may have two (2) cards replaced due to loss. Any additional requests may result
in the revocation of Cardholder privileges. If a Cardholder is determined to be negligent in
regards to security, replacement cards will not be issued.
9
IX ,P M ORGAN CHASE
A. Payment - The Card is a corporate pay arrangement with ,P Morgan Chase. Account
balances will be paid in full each month no later than the 30th calendar day after
statement dose. The Program Administrator will receive a centralized statement
detailing all Cardholder activity. A copy of the centralized statement will be provided to
each applicable Cardholder to review, complete the appropriate form, obtain appropriate
signature(s) and return all attached receipts and documentation. Accounts Payable will
designate a pay request deadline to Cardholders upon initial dissemination of the
centralized statement in order to ensure payment will be made to ,P Morgan Chase as
agreed. Cardholders should not receive a separate cardholder statement directly from ,P
Morgan Chase. Should this occur, please disregard the statement and notify Accounts
Payable.
B. Audit — All cardholder activity is subject to audit by Corporate Audit, the Program
Administrator, his or her designee, Approvers, and any other appropriate City of
Kennedale personnel or outside audit firm. Audits help ensure adherence to the
Program's policies and procedures.
C Customer rvice --Mere are several methods or avenues available for assistance.
1) For Individual Cardholder: The Program is serviced using a team approach with ,P
Morgan Chase Bank's Customer rvice Center, which can be reached at (800) 316-
6056. This center is available 24 hours a day, 7 days a week to assist the Cardholder
with general questions about the procurement card account. If a card is lost or stolen,
both Customer rvice and the Program Administrator should be notified
immediately. A Procurement Card Lost /. olen Notification Form should also be
completed as soon as possible and submitted to the Program Administrator.
2) For Program Administrator Only. The Program Coordinator rvice Team for the State
of Texas is a specialized group that provides service strictly to Program Administrators
and helps with day -to -day activities and updating of Merchant Account Code (MAC)
authorizations. This group can be contacted at (888) 508 -9758, (888) 297 -0785 fax, or
email ccs- public- sector@jpmchase.com. The Program Coordinators are available from
7:00 AM to 6:00 PM CST. When calling the Program Coordinators, please be prepared
to provide a Company Number, Agent Number and curity Identifier. Individual
Cardholders should not utilize this phone number.
3) For Program Administrator Only. Client Application S pport provides assistance with
the Smart Data On -Line software application. This group answers questions about
functionality, resets Program Administrator passwords and helps trouble shoot any
other application related issues. Client Application Support can be contacted at (877)
967 -1100, Option 2.
10
X ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
City Council annually.
11
KENNEDALE
Finance Department
aTY OF KEN N ®ALE
PROCUREM WT CARD ENROLLM WT FORM
(Appendix A)
I. EM PLOYO/ CARDHOLDER INFORM All ON
Name: Social Security (Last 4 Only):
Department /Division: Mother's Maiden Name:
Date of Birth: Office Phone:
II. CARD UMIT& MAXIMUM PURCHASE UMIT& Please note that the are "suggested" levels based
on position; however, selection may vary based on particular need or function.
Position Sngle Transaction Limit Monthly Oyde Limit
Line Staff $500 $1,000
Supervisor $1000 $2,500
Dept Head $3,000 $5,000
City Manager $3,000 $25,000
Engle Transaction Limit Requested:
Monthly Oyde Limit Requested:
Department Head Name:
Department Head Sgnature: Date:
II. CARD ORDER & RECEIPT
Date Ordered:
Date Received:
Who Ordered:
Cardholder's Name as it Appears on the Card:
Card Number: Expiration Date:
12
KENNEDALE
Finance Department
aTY OF KEN N ®ALE
PROCUREM ENT CARDHOLDERACKNOWLEDCBVI WT FORV1
(Appendix B)
I understand that the general use of the Oty of Kennedale credit card for small purchases is a standard
procedure of the Oty.
1) I will be expected to use the credit card issued to me as directed by the provisions of the Oty's
Procurement Card Program Policy.
2) I will not permit another person to use the credit card issued to me. Any such purchases made
with my card will be considered to be made by me and my responsibility.
3) I will be responsible for the safe keeping of the credit card issued to me and if lost or stolen, I
will report its Toss immediately to both ,R Morgan Chase Bank's Customer rvice and the
Program Administrator (Finance Department).
4) I understand that my personal credit will not be affected by any use of the Oty of Kennedale's
credit card.
5) By accepting the Card, I recognize that I may be subject to periodic internal control reviews and
audits designed to protect the interests of the Oty, and I agree to comply with the reviews
and audits.
6) In the event of termination of employment whether for retirement, voluntary separation,
resignation or dismissal, I also agree to surrender and cease use of the Card. In addition, I must
surrender and cease use of the Card in the event of transfer or relocation.
7) I may also be asked to surrender the Card at any time deemed necessary by management.
8) The use of a Oty credit card to acquire or purchase goods and services for other than the
official use of the Oty is fraudulent use. An employee guilty of fraudulent use will be subject to
disciplinary action, up to and induding dismissal.
9) I agree that any reimbursement owed the Oty may be deducted from my wages as outlined in
the Oty Procurement Card Program Policy.
By signing below, I acknowledge that I have read and agree to the terms and conditions of this
document, as well asthe Oty of Kennedale's Procurement Card Program Policy.
Employee Name:
Employee Sgnature:
Date:
13
KENNEDALE
Finance Department
aTY OF KEN N ®ALE
PROCURBVI WT CARD LOST / STOLEN/ FRAUD NOTI FI CgTI ON FORM
(Appendix C)
Cardholder's Name:
Card Number:
Card Was (Please Check One):
Lost
Stolen
Other (Describe):
Describe How Card Was Lost/ Stolen:
Was Police Report Fled (Circle): Yes or No
If Yes Department:
Report Number:
Credit Card Company Notified: Date:
Time:
Cardholder's Sgnature: Date:
Finance Director's Sgnature: Date:
14
KENNEDALE
Finance Department
aTYOF KENN ®ALE
PROCUFEM WT CARD TRANSAC11 ON DIS'UTE FORM
(Appendix D)
Cardholder's Name: Card Number:
Cardholder's Sgnature: Date:
Vendor Name:
Statement Date: Transaction Date:
Transaction #: Posting Date:
Amount Disputed:
There is a difference in the amount I authorized, and the amount I was billed (a copy of your
charge must be attached).
I only transacted one charge and I was previously billed for it (date of previous charge
The above transaction is mine but I am disputing the transaction (please state your reasons
why in detail).
I do not recognize the above transaction.
I have received a credit voucher for the above transaction, but it has not yet appeared on my
account (a copy of the credit voucher must be attached).
My account has been charged for the above transaction, but I have not received the
merchandise. The details of my attempt to resolve the dispute with the vendor and the
vendor's response are indicated below.
Attach the completed form to your monthly statement for review and approval by your Approving
&ipervisor and Accounts Payable.
15
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - O.
I. Subject:
Consider Resolution 471 adopting an amended City of Kennedale Investment Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. Summary:
State law (Government Code, Chapter 2256: Public Funds Investment Act) requires the Council to review
the City Investment Policy at least annually. Furthermore, it is also 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.
The recommended change is to remove the requirement prohibiting more than 50% of money be held in
money market or investment pool accounts.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 471
Resolution 471.doc
2.
Exhibit "A" - Investment Policy
20151019 Investment Policy.doc
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.471
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE
I NVESTM ENT POLICY
WHEREAS, on September 13, 2001, City Council adopted the document entitled,
"Investment Policy," a framework that provides the guidelines by which the City of Kennedale will
maintain the minimum amount of cash in its bank accounts to meet dally needs, and to provide protection
for its pri nci pal and Iiquidity while receiving the highest yield possible from investing al I temporary
excess cash; and
WHEREAS, this serves to satisfy the statutory requirements of defining and adopting a formal
investment policy and is authorized by the Public Funds I nvestment Act as amended; and
WHEREAS, the City Council has reviewed the City' s l nvestment Pol icy.
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 amended Investment
Policy dated October 19, 2015, attached hereto as "Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KENNEDALE
KENNEDALE
Finance Department
iNVesrnn ENT PoucY
ORIGINALLY ADOPTED BY aTY ( uNa L• S8TBVI BER 13, 2001
PREFACE
State and local public laws govern the investment process for Oty funds. Laws cannot ensure that
public officials manage public funds in a disciplined and prudent manner. The actions of public officials
responsible for investing public funds must be guided by knowledge, skills, systems, policies,
procedures and confidence that can be described only as professional discipline.
It is the policy of the Oty of Kennedale, that giving due regard to safety and risk of investments, all
available funds shall be invested in conformance with the legal and administrative guidelines. All Oty
funds shall be invested, to the maximum extent possible, at the highest rates obtainable at the time of
the investment.
Effective cash management is recognized as essential to good fiscal management. An aggressive cash
management and investment policy will be pursued. To that end, investment interest will be used as a
viable and material revenue source for all Oty funds. Earnings from investments will be used in a
manner that will best serve the interest of the Oty of Kennedale.
The
City's portfolio shall be designed and managed in a manner responsive to the public trust and
consistent with state and local law.
SUBSBQU ENT REVIEW & ADOPTION
SETBVI BBR 12, 2002
OCTOBER9, 2003
SEPTBVI BBR9, 2004
SETBVI BBR 13, 2005
SETBVI BBR 14, 2006
SETBVI BBR 13, 2007
NOVBVI BER 13, 2008
NOVBVI BBR 5, 2009
NOVBVI BBR 17, 2011
OCTOBER3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
1. PURPOSE
Chapter 2256 of the Government Code, as amended from time to time by the Texas State
Legislature ( "Public Funds Investment Act ") requires each city to adopt rules governing its
investment practices and to define the authority of the investment official. The Investment
Policy addresses the methods, procedures and practices which must be exercised to ensure
effective and prudent fiscal management of the Oty of Kennedale funds.
11. SCOPE
The Investment Policy applies to the investment and management of all funds under direct
authority of the Oty of Kennedale.
A. These funds are accounted for in the City's Annual Financial Report (CAFI) and indude
the following:
1) General Fund;
2) Sped al Revenue Funds;
3) Capital Project Funds;
4) Enterprise /Proprietary Funds;
5) Trust and Agency Funds, to the extent not required by law or existing contract to
be kept segregated and managed separately;
6) Debt Service Funds, induding reserves and sinking funds to the extent not
required by law or existing contract to be kept segregated and managed
separately; and
7) Any new fund created by the Oty, unless specifically exempted from this policy
by the City or by law.
This investment policy shall apply to all transactions involving the financial assets and
related activity of all the foregoing funds.
B. This policy excludes:
1) Employee Retirement and Pension Funds administered or sponsored by the City.
3
2) Defeased bond funds held in trust escrow accounts.
C
Review & Amendment: The City Council is required by state statute and by this
investment policy to review this investment policy and investment strategies not less
than annually and to adopt a resolution stating the review has been completed and
recording any changes made to either the policy or strategy statements.
III. PRUDENCE
Investments shall be made with judgment and care, under prevailing circumstances, that a
person of prudence, discretion, and intelligence would exercise in the management of the
person's own affairs, not for speculation, but for investment, considering the probable safety of
capital and the probable income to be derived.
In determining whether an investment official has exercised prudence with respect to an
investment decision, the determination shall be made taking into consideration:
1) the investment of all funds, or funds under the entity's control, over which the officer
had responsibility rather than a consideration as to the prudence of a single investment;
and
2) whether the investment decision was consistent with the written investment policy of
the Oty.
All participants in the investment program will seek to act responsibly as custodians of the
public trust. Investment officials will avoid any transaction that might impair public confidence
in the City's ability to govern effectively. Investment officials shall recognize that the
investment portfolio is subject to public review and evaluation. The overall program shall be
designed and managed with a degree of professionalism which is worthy of the public trust.
Nevertheless, the City recognizes that in a marketable, diversified portfolio, occasional
measured losses are inevitable and must be considered within the context of the overall
portfolio's investment rate of return.
Investment officials, acting in accordance with written procedures and exercising due diligence,
shall not be held personally responsible for market price changes, provided that these
deviations from expectations are reported immediately to the Director of Finance, the Oty
Manager and the Oty Council of the Oty of Kennedale, and that appropriate action is taken by
the investment officials and their oversight managers to control adverse developments.
4
IV. O13,.EC11VES
A. Preservation & Safety of Principal: Preservation of capital is the foremost objective of
the City. Each investment transaction shall seek first to ensure that capital loses are
avoided, whether the loss occurs from the default of a security or from erosion of
market value.
B. Liquidity: The Oty's investment portfolio will remain sufficiently liquid to enable the Oty
to meet all operating requirements which can be reasonably anticipated. Liquidity will
be achieved by matching investment maturities with forecasted cash flow requirements
and by investing in securities with active secondary markets.
C Yield: The investment portfolio of the Oty shall be designed to meet or exceed the
average rate of return on 91 -day U.S treasury bills throughout budgetary and economic
cydes, taking into account the Oty's investment risk constraints and the cash flow
characteristics of the portfolio. Legal constraints on debt proceeds that are not exempt
from federal arbitrage regulations are limited to the arbitrage yield of the debt
obligation. Investment officials will seek to maximize the yield of the funds in the
same manner as all other Oty funds. However, if the yield achieved by the Oty is higher
than the arbitrage yield, positive arbitrage income will be averaged over a five year
period, netted against any negative arbitrage income and the net amount shall be
rebated to the federal government as required by federal regulations.
V. RESPONS BI UTY & CONTROL
A. Delegation: Management responsibility to establish written procedures for the
operation of the investment program consistent with this investment policy has been
assigned to the Director of Finance by the Oty Manager. S ch procedures shall indude
explidt delegation of authority to persons responsible for the daily cash management
operation, the execution of investment transactions, overall portfolio management and
investment reporting. The Director of Finance may delegate the daily investment
responsibilities to either an internal investment offidal or an external investment
advisor in combination with an internal investment offidal. The Director of Finance
and /or his representative(s) will be limited by conformance with all federal regulations,
ordinances, and the statements of investment strategy.
B. S bordinates: All persons involved in investment activities shall be referred to as
"Investment Officials." No person shall engage in an investment transaction, except as
provided under the terms of this policy, the procedures established by the Director of
Finance and the explidt authorization by the Oty Manager to withdraw, transfer,
deposit and invest the Oty's funds. The Director of Finance shall be responsible for all
transactions undertaken, and shall establish a system of controls to regulate the
activities of subordinate Investment Officials.
5
C Internal Controls: Internal controls shall be designed to prevent losses of public funds
arising from fraud, employee error, misrepresentation by third parties, unanticipated
changes in financial markets, or imprudent actions by investment officials. Controls
deemed most important would indude: control of collusion, separation of duties, third -
party custodial safekeeping, avoidance of bearer -form securities, dear delegation of
authority, spedfic limitations regarding securities losses and remedial action, written
confirmation of telephone transactions, minimizing the number of authorized
investment offidals, and documentation of and rationale for investment transactions.
In conjunction with the annual independent audit, a compliance audit of management
controls on investments and adherence to the Investment Policy and the Investment
Strategy may be performed by the City's independent auditor.
D. Ethics & Conflicts of Interest: An investment officer of the Oty who has a personal
business relationship with a business organization offering to engage in an investment
transaction with the Oty shall file a statement disclosing that personal business interest.
An investment officer who is related within the second degree of affinity or
consanguinity to an individual seeking to sell an investment to the Oty shall file a
statement disclosing that relationship with the Texas Ethics Commission and the Oty
Council. For purposes of this section, an investment officer has a personal business
relationship with a business organization if:
1) the investment officer owns 10 percent or more of the voting stock or shares of
the business organization or owns $5,000 or more of the fair market value of the
business organization;
2) funds received by the investment officer from the business organization exceed
10 percent of the investment officer's gross income for the previous year; or
3) the investment officer has acquired from the business organization during the
previous year investments with a book value of $2,500 or more for the personal
account of the investment officer.
Investment offidals of the Oty shall refrain from personal and business activities
involving any of the City's custodians, depositories, broker /dealers or investment
advisors which may influence the officer's ability to conduct his duties in an unbiased
manner. Investment offidals will not utilize investment advice concerning spedfic
securities or dasses of securities obtained in the transaction of the City's business for
personal investment decisions, will in all respects subordinate their personal investment
transactions to those of the Oty, particularly with regard to the timing of purchase and
sales and will keep all investment advice obtained on behalf of the City and all
transactions contemplated and completed by the Oty confidential, except when
disclosure is required by law.
6
E Investment Training Requirements: The Director of Finance and the Investment officials
shall attend at least one ten hour training session relating to their investment
responsibilities within 12 months after assuming their duties. In addition to this ten
hour requirement, each investment officer shall receive not less than ten hours of
instruction in their investment responsibilities at least once during each two year period
that begins on October 1st and consists of the two consecutive fiscal years after that
date. The investment training session shall be provided by an independent source. For
purposes of this policy, an "independent source" from which investment training shall
be obtained shall indude a professional organization, an institute of higher learning or
any other sponsor other than a Business Organization with whom the City of Kennedale
may engage in an investment transaction. Such training shall indude education in
investment controls, credit risk, market risk, investment strategies, and compliance with
investment laws, induding the Texas State Public Funds Investment Act.
VI. AUTHORIZED I NVESTM BUTS
A. Obligations, induding letters of credit, of the United States or its agencies and
instrumentalities.
B. Direct obligations of the State of Texas or its agencies and instrumentalities.
C Other obligations, the principal and interest of which are unconditionally guaranteed or
insured by, the State of Texas, or the United States or its instrumentalities.
D. Obligations of states, agencies, cities, and other political subdivisions of any state rated
as to investment quality bya nationally recognized investment rating firm not less than
"A" or its equivalent.
E ,bint Investment Pools of political subdivisions in the State of Texas which invest in
instruments and follow practices allowed by current law. A pool must be continuously
rated no lower than AAA or AAA -m or at an equivalent rating by at least one nationally
recognized rating service.
F. Certificates of Deposit issued by a depository institution that has its main office or
branch office in Texas;
1) and such Certificates of Deposit are:
• guaranteed or insured by the Federal Deposit Insurance Corporation or
the National Credit Union Share Insurance Fund or their successors; or
• secured by obligations described in Article VI, sections A through D
above.
7
2) or such depository institution contractually agrees to place the funds in federally
insured depository institutions in accordance with the conditions prescribed in
Section 2256.010(b) of the Government Code (Public Funds Investment Act) as
amended.
Certificates of Deposit brokered by an authorized broker /dealer that has its main office
or a branch office in Texas who contractually agrees to place the funds in federally
insured depository institutions in accordance with the conditions prescribed in Section
2256.010(b) of the Government Code (Public Funds Investment Act) as amended.
G. Fully collateralized repurchase or reverse repurchase agreements, induding flexible
repurchase agreements (flex repo), with a defined termination date secured by a
combination of cash and obligations of the United States or its agencies and
instrumentalities pledged to the City held in the City's name by a third party selected by
the Oty. Repurchase agreements must be purchased through a primary government
securities dealer, as defined by the Federal Reserve, or a finandal institution doing
business in Texas. The securities received for repurchase agreements must have a
market value greater than or equal to 103 percent at the time funds are disbursed. All
transactions shall be governed by a Master Repurchase Agreement between the Oty
and the primary government securities dealer or finandal institution initiating
Repurchase Agreement transactions.
The term of any reverse security repurchase agreement may not exceed 90 days after
the date the reverse security repurchase agreement is delivered. Money received under
the terms of a reverse security repurchase agreement shall be used to acquire
additional authorized investments, but the term of the authorized investments acquired
must mature not later than the expiration date stated in the reverse security repurchase
agreement.
H. No -load money market mutual funds if the mutual fund:
1) is registered with and regulated by the curities and Exchange Commission;
2) has a dollar - weighted average stated maturity of 90 days or fewer; and
3) indudes in its investment objectives the maintenance of a stable net asset value
of one dollar for each share.
I. Investment instruments not authorized for purchase by the Oty of Kennedale indude
the following:
1) Banker's Acceptances;
8
2) "Bond" Mutual Funds;
3) Collateralized Mortgage Obligations of any type; and
4) Commercial Paper, except that the Oty can invest in local government
investment pools and money market mutual funds that have commercial paper
as authorized investments. A local government investment pool or money
market mutual fund that invests in commercial paper must meet the
requirements of Article VI, fictions Eand H above.
J. If an investment in the Oty's portfolio becomes an unauthorized investment due to
changes in the Investment Policy or the Public Funds Investment Act, or an authorized
investment is rated in a way that causes it to become an unauthorized investment, the
investment officials of the City shall review the investment and determine whether it
would be more prudent to hold the investment until its maturity, or to redeem the
investment. Officials shall consider the time remaining until maturity of the investment,
the quality of the investment, and the quality and amounts of any collateral which may
be securing the investment in determining the appropriate steps to take.
VII. PORTFOU O AND I NVES"TM ENT ASSET PARAM ETERS
A. Bidding Process for Investments: It is the policy of the City to require competitive
bidding for all investment transactions (securities and bank CD.'s) except for:
1) transactions with money market mutual funds and local government investment
pools (which are deemed to be made at prevailing market rates); and
2) treasury and agency securities purchased at issue through an approved
broker /dealer.
At least three (3) bids or offers must be solicited for all other investment transactions.
In a situation where the exact security being offered is not offered by other dealers,
offers on the dosest comparable investment may be used to establish a fair market
price of the security. curity swaps are allowed, as long as maturity extensions, credit
quality changes and profits or losses taken are within the other guidelines set forth in
this policy.
B. Maximum Maturities: The City of Kennedale will manage its investments to meet
anticipated cash flow requirements. Unless matched to a specific cash flow, the Oty will
not directly invest in securities maturing more than five (5) years from the date of
purchase.
C Maximum Dollar- Weighted Average Maturity: Under most market conditions, the
composite portfolio will be managed to achieve a one -year or less dollar - weighted
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average maturity. However, under certain market conditions investment officials may
need to shorten or lengthen the average life or duration of the portfolio to protect the
Oty. The maximum dollar - weighted average maturity based on the stated final
maturity, authorized by this investment policy for the composite portfolio of the Oty
shall be three (3) years.
D. Diversification: The allocation of assets in the portfolios should be flexible depending
upon the outlook for the economy and the securities markets. In establishing specific
diversification strategies, the following general policies and constraints shall apply.
1) Portfolio maturities and call dates shall be staggered in a way that avoids undue
concentration of assets in a specific sector. Maturities shall be selected which
provide for stability of income and reasonable liquidity.
2) To attain sufficient liquidity, the Oty shall schedule the maturity of its
investments to coincide with known disbursements. Ask of market price
volatility shall be controlled through maturity diversification such that aggregate
realized price losses on instruments with maturities exceeding one (1) year shall
not be greater than coupon interest and investment income received from the
balance of the portfolio.
3) The following maximum limits, by instrument, are established for the Oty's total
portfolio:
• Certificatesof Deposit 25%
• Local Government Investment Pools (S.e D.(5) below) .100 %.
• Money Market Mutual Funds (SeeD.(5)below) 100%
• Obligations of states, agencies, cities & other political subdivisions of any
state .25%
• Repurchase Agreements (S.e D. (4) below) 50%
• State of Texas Obligations & Agencies 25%
• USTreasury & USAgency Callables 25%
• USGovernment Agencies& Instrumentalities ....100%
• USTreasury Notes/Bills ....100%
4) The Oty shall not invest more than 50% of the investment portfolio in
repurchase agreements, excluding bond proceeds and reserves.
5) The investment committee shall review diversification strategies and establish or
confirm guidelines on at least an annual basis regarding the percentages of the
total portfolio that may be invested in securities other than U.S Government
Obligations. The investment committee shall review quarterly investment
reports and evaluate the probability of market and default risk in various
investment sectors as part of its consideration.
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VIII. AUTHORIZED BROKER/ DEALERS& RNANCIALINSTITUTIONS
A. Investment officials will maintain a list of financial institutions and broker /dealers
selected by credit worthiness, who are authorized to provide investment services to the
City. These firms may indude:
1) all primary government securities dealers; and
2) those regional broker /dealers who qualify under curities and Exchange
Commission Rule 1503- 1(uniform net capital rule), and who meet other finandal
credit criteria standards in the industry.
The investment offidals may select up to six (6) firms from the approved list to conduct
a portion of the daily Oty investment business. These firms will be selected based on
their competitiveness, participation in agency selling groups and the experience and
background of the salesperson handling the account. The approved broker /dealer list
will be reviewed and approved along with this investment policy at least annually by the
investment committee.
B. All finandal institutions and broker /dealers who desire to become qualified bidders for
investment transactions must supply the investment offidals with the following:
1) Audited finandal statements;
2) Proof of National Association of curities Dealers (N.A.SD.) certification, unless
it is a bank;
3) Resumes of all sales representatives who will represent the finandal institution
or broker /dealer firm in dealings with the City; and
4) An executed written instrument, by the qualified representative, in a form
acceptable to the Oty and the business organization substantially to the effect
that the business organization has received and reviewed the investment policy
of the City and acknowledges that the business organization has implemented
reasonable procedures and controls in an effort to preclude investment
transactions conducted between the City and the organization that are not
authorized by the City's investment policy, except to the extent that this
authorization is dependent on an analysis of the makeup of the City's entire
portfolio or requires an interpretation of subjective investment standards.
IX. SAFEKEEPING & CUSTODY OF I NVE.S"TM ENT ASSETS
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All security transactions, induding collateral for repurchase agreements entered into by the Oty
shall be conducted using the delivery vs. payment (DVP) basis. That is, funds shall not be wired
or paid until verification has been made that the correct security was received by the
safekeeping bank. The only exceptions to DVP sett lement shall be wire transactions for money
market funds and government investment pools. The safekeeping or custody bank is
responsible for matching up instructions from the City's investment offidals on an investment
settlement with what is wired from the broker /dealer, prior to releasing the Oty's designated
funds for a given purchase. The security shall be held in the name of the City or held on behalf
of the Oty in a bank nominee name. Securities will be held by a third party custodian
designated by the investment offidals and evidenced by safekeeping receipts or statements.
The safekeeping bank's records shall assure the notation of the City's ownership of or explicit
daim on the securities. The original copy of all safekeeping receipts shall be delivered to the
Oty. A safekeeping agreement must be in place which dearly definesthe responsibilities of the
safekeeping bank.
X COLLATERAL
The
Oty's depository bank shall comply with Chapter 2257 of the Government Code, Collateral
for Public Funds, as required in the City's bank depository contract.
A. Market Value: The Market Value of pledged Collateral must be equal to or greater than
102% of the principal and accrued interest for cash balances in excess of the Federal
Deposit Insurance Corporation (FDIC) or National Credit Union Share Insurance Fund
(NCUSF) insurance coverage. The Federal Reserve Bank and the Federal Home Loan
Bank are designated as custodial agents for collateral. An authorized Oty representative
will approve and release all pledged collateral. The securities comprising the collateral
will be marked to market on a monthly basis using quotes by a recognized market
pricing service quoted on the valuation date, and the Oty will be sent reports monthly.
B. Collateral Substitution: Collateralized investments often require substitution of
collateral. The Safekeeping bank must contact the Oty for approval and settlement.
The substitution will be approved if its value is equal to or greater than the required
collateral value.
C Collateral Reduction: Should the collateral's market value exceed the required amount,
the Safekeeping bank may request approval from the City to reduce Collateral.
Collateral reductions may be permitted only if the collateral's market value exceeds the
required amount.
D Letters of Credit: Letters of Credit, as defined in Article VI (A), are acceptable collateral
for Certificates of Deposit. Upon the discretion of the Oty, a Letter of Credit can be
acceptable collateral for City funds held by the City's bank depository.
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XI. I NVESTM ENT REPORTS
A. Reporting Requirements: The investment officials shall prepare a quarterly investment
report in compliance with section 2256.023 of the Public Funds Investment Act of the
State of Texas. The report shall be submitted to the Oty Council and the Investment
Committee within 30 days following the end of the quarter.
B. Investment Records: An investment official designated by the City Manager shall be
responsible for the recording of investment transactions and the maintenance of the
investment records with reconciliation of the accounting records and of investments
carried out by an accountant. Information to maintain the investment program and the
reporting requirements, induding pricing or marking to market the portfolio, may be
derived from various sources such as: broker /dealer research reports, newspapers,
finandal on -line market quotes, direct communication with broker /dealers, market
pricing services, investment software for maintenance of portfolio records, spreadsheet
software, or external finandal consulting services relating to investments.
C Auditor Review: The City's independent external auditor may formally review the
quarterly investment reports annually to ensure compliance with the State of Texas
Public Funds Investment Act, and any other applicable State Statutes.
XI I. I NVESTM ENT COM M ITTB=
A. Members: An Investment Committee, consisting of the Oty Manager or designee and
the Director of Finance, shall review the City's investment strategies and monitor the
results of the investment program at least quarterly. This review can be done by
reviewing the quarterly written reports and by holding committee meetings as
necessary. The committee will be authorized to invite other advisors to attend meetings
as needed.
B. S ope: The Investment Committee shall indude in its deliberations, such topics as
economic outlook, investment strategies, portfolio diversification, maturity structure,
potential risk to the City's funds, evaluation and authorization of broker /dealers, rate of
return on the investment portfolio, review and approval of training providers and
compliance with the investment policy. The Investment Committee will also advise the
Oty Council of any future amendments to the investment policy that are deemed
necessary or recommended.
XI I I . I NVESTM ENT STRATEGY STATBVI BVTS
The
Oty of Kennedale portfolio will be structured to benefit from anticipated market conditions
and to achieve a reasonable return. Relative value among asset groups shall be analyzed and
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pursued as part of the investment program within the restrictions set forth by the investment
policy. The Oty of Kennedale maintains portfolios which utilize four specific investment
strategy considerations designed to address the unique characteristics of the fund groups
represented in the portfolios.
A. Operating Funds
1) Suitability - All investments authorized in the Investment Policy are suitable for
Operating Funds.
2) Preservation & Safety of Principal - All investments shall be high quality
securities with no perceived default risk.
3) Liquidity - Investment strategies for the pooled operating funds have as their
primary objective to assure that anticipated cash flows are matched with
adequate investment liquidity. The dollar - weighted average maturity of
operating funds, based on the stated final maturity date of each security, will be
calculated and limited to one year or less. Constant $1 NAV investment pools
and money market mutual funds shall be an integral component in maintaining
daily liquidity. Investments for the funds shall not exceed an 18 -month period
from date of purchase.
4) Marketability - curities with active and efficient secondary markets will be
purchased in the event of an unanticipated cash requirement.
5) Diversification - Maturities shall be staggered throughout the budget cyde to
provide cash flows based on anticipated needs. Investment risks will be reduced
through diversification among authorized investments.
6) Yield - The City's objective is to attain a competitive market yield for comparable
securities and portfolio constraints. The benchmark for Operating Funds shall be
the 91 day Treasury bill.
B. Reserve & Deposit Funds
1) Suitability - All investments authorized in the Investment Policy are suitable for
Reserve and Deposit Funds.
2) Preservation & Safety of Principal - All investments shall be high quality
securities with no perceived default risk.
3) Liquidity - Investment strategies for reserve and deposit funds shall have as the
primary objective the ability to generate a dependable revenue stream to the
appropriate reserve fund from investments with a low degree of volatility.
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Except as may be required by the bond ordinance specific to an individual issue,
investments should be of high quality, with short -to- intermediate -term
maturities. The dollar - weighted average maturity of reserve and deposit funds,
based on the stated final maturity date of each security, will be calculated and
limited to three years or less.
4) Marketability - curities with active and efficient secondary markets will be
purchased in the event of an unanticipated cash requirement.
5) Diversification - Maturities shall be staggered throughout the budget cyde to
provide cash flows based on antidpated needs. Investment risks will be reduced
through diversification among authorized investments.
6) Yield - The City's objective is to attain a competitive market yield for comparable
securities and portfolio constraints. The benchmark for Reserve and Deposit
Funds shall be the 91 day Treasury bill.
C Bond & Certificate Capital Project Funds& qpedal Purpose Funds
1) Sjitability - All investments authorized in the Investment Policy are suitable for
Bond and Certificate Capital Project Funds and pedal Purpose Funds.
2) Preservation & Safety of Principal - All investments shall be high quality
securities with no perceived default risk.
3) Liquidity - Investment strategies for bond and certificate capital project funds,
spedal projects and spedal purpose funds portfolios will have as their primary
objective to assure that antidpated cash flows are matched with adequate
investment liquidity. The stated final maturity dates of investments held should
not exceed the estimated project completion date or a maturity of no greater
than five years. The dollar - weighted average maturity of bond and certificate
capital project funds and spedal purpose funds, based on the stated final
maturity date of each security, will be calculated and limited to three years or
less.
4) Marketability - curities with active and efficient secondary markets will be
purchased in the event of an unanticipated cash requirement.
5) Diversification - Maturities shall be staggered throughout the budget cyde to
provide cash flows based on antidpated needs. Investment risks will be reduced
through diversification among authorized investments.
6) Yield - The City's objective is to attain a competitive market yield for comparable
securities and portfolio constraints. The benchmark for Bond and Certificate
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Capital Project Funds and qpecial Purpose Funds shall be the 91 day Treasury bill.
A secondary objective of the funds is to achieve a yield equal to or greater
than the arbitrage yield of the applicable bond or certificate.
D. Debt rvice Funds
1) Suitability - All investments authorized in the Investment Policy are suitable for
Debt rvice Funds.
2) Preservation & Safety of Principal - All investments shall be high quality
securities with no perceived default risk.
3) Liquidity - Investment strategies for debt service funds shall have as the primary
objective the assurance of investment liquidity adequate to cover the debt
service obligation on the required payment date. Securities purchased shall not
have a stated final maturity date which exceeds the debt service payment date.
The dollar - weighted average maturity of debt service funds, based on the stated
final maturity date of each security, will be calculated and limited to one year or
less.
4) Marketability - curities with active and efficient secondary markets will be
purchased in the event of an unanticipated cash requirement.
5) Diversification - Maturities shall be staggered throughout the budget cycle to
provide cash flows based on anticipated needs. Investment risks will be reduced
through diversification among authorized investments.
6) Yield - The City's objective is to attain a competitive market yield for comparable
securities and portfolio constraints. The benchmark for Debt rvice Funds shall
be the 91 day Treasury bill.
XIV. ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
City Council annually.
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APPBVDIX A
OTYOF KENN ®ALE, TDWS
TDWS PUBU C FUNDS I NVESTM ENT ACT
CERI I R CAT ON BY BUS NESS ORGAN I ZAl1 ON
This certification is executed on behalf of the City of Kennedale, Texas and
(the Business Organization) pursuant to the Public Funds
Investment Act, Chapter 2256, Texas Government Code, (the Act) in connection with investment
transactions conducted between the Investor and the Business Organization.
The undersigned Qualified Representative of the Business Organization hereby certifies on behalf of
the Business Organization that:
The undersigned is a Qualified Representative of the Business Organization offering to enter an
investment transaction with the City of Kennedale, Texas(asdefined in the Act); and
The Qualified Representative of the Business Organization has received and reviewed the Investment
Policy furnished by the City of Kennedale, Texas; and
The Qualified Representative of the Business Organization has implemented reasonable procedures
and controls in an effort to preclude investment transactions conducted between the Business
Organization and the City of Kennedale, Texas that are not authorized by the investment policy of the
City of Kennedale, Texas, except to the extent that this authorization is dependent on an analysis of the
makeup of the City of Kennedale, Texas entire portfolio or requires an interpretation of subjective
investment standards.
Qualified Representative of the Business Organization
Name
Title
Date
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1
i
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - P.
I. Subject:
Consider Resolution 472 adopting an amended City of Kennedale Internal Controls & Cash Handling
Policy
II. Originated by:
Finance Director, Director of Finance & IT
III. Summary:
The goal of the City of Kennedale's Internal Controls & Cash Handling Policy is to ensure adequate
measures by effectively safeguarding, depositing and accounting for cash on behalf of the City and to
maintain public trust. Additionally, this policy will provide guidance to departments on improving cash
handling skills, and thus, limit not only the City's losses, but also the City's involvement in investigation of
losses of funds.
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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 472
Resolution 472.doc
2.
Exhibit "A" - Internal Controls & Cash Handling
20151019 Internal Controls & Cash Handling
Policy
Policy.docx
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
RESOLUTION NO.472
A RESOLUTION ADOPTING AN AMENDED CITY OF KENNEDALE
INTERNAL CONTROLS & CASH HANDLING POLICY
WHEREAS, on November 17, 2011, City Council adopted the document entitled,
"Internal Controls & Cash Handling Policy" a framework setting forth procedures that govern
the handling, deposit and safekeeping of City Cash; and
WHEREAS, the term "City Cash" applies to currency, coin, checks, money orders,
credit, charge and debit card payments, other electronic payment media and other negotiable
i nstruments payable i n money to the City; and
WHEREAS, this policy establishes best practices and standards that can be applied
across all City department that have the potential to handle cash; and
WHEREAS, employees that have been authorized to receive City Cash share the
stewardship of financial assets for the City across departmental divisions; and
WHEREAS, the policy ensures that City Cash is accounted for and available for
investment or an authorized expenditure; and
WHEREAS, the City Council has reviewed the City's Internal Controls & Cash
Handling 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 Internal Controls & Cash
Handling Policy dated October 19, 2015, attached hereto as "Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
ATTEST: APPROVED:
City Secretary, Leslie Galloway Mayor, Brian Johnson
qN OF KENNEDALE
KENNEDALE
Finance Department
INTERNAL CONTROLS
CASH HANDLJNG POLJCY
ORIGINALLY ADOPTED BY aTY COUNa L• NOVBVI BBR 17, 2011
PREFACE
The intent of the City of Kennedale's Internal Controls & Cash Handling Policy is to provide
management with reasonable, but not absolute, assurance that resources are being utilized and
accounted for accurately, appropriately, consistently and completely. The reliability with which the
city can place upon its financial records is further dependent upon the effectiveness of procedures and
controls that must also ensure that transaction processes, in terms of cash, are not exposed to
unauthorized access and use.
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.
SUBSBQU ENT REVIEW & ADOPTION
OCTOBER 3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
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I. PURPOSE
The goal of this Internal Controls & Cash Handling Policy is to ensure adequate internal controls
by effectively safeguarding, depositing, and accounting for Cash on behalf of the City of
Kennedale and to maintain public trust. Additionally, this policy will provide guidance to
departments on improving cash handler (hereby referred to as "cashier /custodian ") skill and
accountability, therefore limiting not only the Oty's losses, but also the Oty's involvement in
investigations of losses of funds. The term "Cash" applies to currency, coin, check, money
order, credit card, electronic funds, and other negotiable instruments payable in money to the
City.
11. ADMINISTRATIVE PROCEDURES
Enforcement of the cash management program is induded but limited to the following:
A. A random drawer audit conducted under the direction of the Director of Finance.
B. Any defidencies in regard to the set procedures will be reported to the Director of
Finance and the City Manager in the form of a memorandum outlining the defidencies.
C The Director of Finance will notify the Department Head involved and explain these
defidencies, and the Department Head will be responsible for taking appropriate action
to correct defidencies.
D. If in a subsequent audit the defidencies still exist, the Director of Finance will advise
the Department Head that the defidencies still exist.
E The Director of Finance and the Department Head will notify the Oty Manager of the
existing situation.
F. The Oty Manager will review the existing situation and may take appropriate action to
resolve defidencies and ensure that the procedures as outlined are administered
properly.
111. DELEGATION OF AUTHORITY
A. The Director of Finance is authorized to promulgate rules for establishing procedures for
the receipt, handling and deposit by City officers and employees of Oty Cash into the
City Treasury for: the method of documentation on all such transactions; regular
reporting to the Director of Finance; certifying and rescinding certification by the
Director of Finance of all City officers and employees who are authorized to receive or
handle City monies in the regular course of their employment or departmental
activities; inspection of departmental cash records, induding overages or shortages;
inspection of departmental practices and procedures in handling Oty Cash; and
3
contracting with agents to collect City Cash and their collection procedures. The
Director of Finance may enforce the rules through on -site inspections; by rescinding
certification of any officer or employee who fails to comply with the Director of
Finance's procedures and, in the event of noncompliance by a department or office,
requiring that payments to personnel be authorized by the Director of Finance, or
deposited at his/ her office.
B. The Director of Finance, as the City's banker, is required by law to receive, retain, and
disburse all City revenue and keep detailed records of the transactions. The Director
of Finance is charged with the responsibility of overseeing the proper receipting and to
safeguard all City funds.
C The Director of Finance is responsible for the administration of the cash management
program; however, he/ she may delegate applicable responsibilities as appropriate.
For the purposes of this policy, the term "Finance Department" refers to the
Accounting Administrator. In the Payroll & Accounting Spedalist's absence, Finance
Department duties will be delegated to the Director of Finance and/ or Accounting
Technidan.
D. Through certification, the responsibility and accountability of the daily collection of
funds is delegated to the cashier /custodians.
IV. DUII ES OF a TY DEPARTM ENT HEADS
The Director of any City department who anticipates receiving Oty Cash on a regular basis in
the course of its activities shall:
A. Assign the receiving of Oty Cash only to those persons who are certified by the Director
of Finance for performing the functions;
B. Collaborate with the Director of Finance to establish and maintain a system of
procedures, documentation and reporting on receipts handling and deposit of Oty
money;
C Notify the Director of Finance and Police Department of any theft of City Cash
immediately upon discovery. Written notice shall be given no later than twenty -four
hours after discovery.
D. Allow the Director of Finance or designee to make on -site inspections and observe the
processing of Oty Cash, and to make inspections of departmental collection records.
4
V. DUTIES OF CITY PBONNE1
Any City officer or employee, who receives City Cash in the normal scope and course of his/her
duties, shall:
A. Departments with tils and /or cash boxes will count their money and store in a secure
place (preferably a safe) and money will be given to the Finance Department by 9:00
a.m. the following day. Departments not utilizing tils and /or cash boxes will turn in the
cash on the same day to the Utility Billing Administrator no later than 5:00 p.m. Note:
veral departments, such as the Fblice, Animal Control and Library Department collect
cash through their individual department, and then submit it through Utility Billing's Cash
Receipts to be later deposited to the Finance Department.
B. Comply with rules promulgated by the Director of Finance for handling and processing
of Oty Cash and for documentation and dissemination of records, and with
departmental internal procedures, established in conformity with the Director of
Finance procedures;
C Notify the employee's Department Head and Director of Finance of any loss or theft of
City money immediately upon discovery. Written notice shall be given to them no later
than twenty -four hours after discovery;
D. Be subject to disciplinary action, up to and induding termination for failure to comply
with each department's operating policies, Director of Finance's procedures and /or
duties described in this policy.
VI. IJABI UTY FOR LOSS
A. As between a department and its officers and the Director of Finance, the department
has primary responsibility for care and liability for loss of City Cash in its custody until
deposited in the City Treasury or entrusted to a custodian certified by the Director of
Finance.
B. Compliance with the procedures approved by the Director of Finance establishes a
presumption that a Oty department or office exercised due care in its custody and care
of Oty Cash.
VII. CER 1RCAl1ON OFCA9-IIERS& CUSTODIANS
A. Only persons who are approved by the Director of Finance shall receive and handle Oty
Cash on a regular basis in the scope and course of their employment. A signed
Certificate of Responsibility must be obtained from the cashier / custodian and
supervisor verifying receipt of this policy.
5
B. In addition, the Director of Finance may require that the cashier /custodian complete a
certification or training and /or pass an examination on: the secure processing of
moneys, cash procedures and applicable departmental rules, and thereafter take
refresher instruction or training at periodic intervals or when the need arises.
VIII. ESTABUSHM ENT/ INCREASE OF CASH FUNDS
All requests for the establishment of cash funds must be made to the Director of Finance. The
Director of Finance will maintain a complete listing of all cash funds. The department location,
cashier /custodian and the amount of the cash fund are to be maintained upon this written
listing.
A. An initial request for establishment or request for increase should be submitted to the
Director of Finance for the amount of the funds requested.
B. No funds are to be established out of cash receipts by any department.
C Upon establishment of a cash fund, a cashier /custodian should be appointed by the
Director of Finance. Cash funds must have one cashier /custodian responsible for the
disbursement of cash. In the absence of the cashier /custodian, a designated individual
should make all disbursements from the cash fund. Should it become necessary to
change cashier /custodians, the Department Head should notify the Director of Finance
and request an audit of the cash fund to be performed prior to transferring the cash
fund to the new cashier /custodian.
IX. TERM !NATION OF CASH FUNDS
A. The Department Head should notify the Director of Finance that the cash fund is to be
dosed and request that an audit be performed prior to dosing the cash fund.
B. The Director of Finance will perform an audit of the cash fund. Any shortages or
variances are to be investigated and resolved by the Department Head and the Director
of Finance. If the shortages or variances cannot be resolved, the Department Head is
to provide a written explanation to the effect that a shortage or variance occurred,
which he or she could not resolve, to the Director of Finance.
C Upon completion of the cash audit, the cashier /custodian should deposit any cash on
hand with the Finance Department and provide a copy of the deposit slip to the Director
of Finance with any outstanding vouchers.
D. The Director of Finance will provide the Finance Department with details of the expense
accounts to be debited for preparation of ajournal entry to dose the cash fund. A copy
of the details should also be attached to the journal entry as supporting documentation.
6
X SECURITY OF CASH FUNDS
A Cash funds are to be kept in locked boxes or drawers. The locked box is to be kept in a
secure area, where only the designated cashier /custodian and the Department Head have
keys and access t o the funds.
B. Provisions should be made in departments where more than one cash fund exists to secure
all funds which are not being utilized. Only the Department Head or his/her designated
cashier /custodian should have access to an employee's cash fund in the event of their
absence.
C Only the person responsible for the cash fund and the Department Head should maintain
keys and have access to the funds.
D. Bank bags must be locked and kept out of sight when transporting city funds for deposit
to the Finance Department or Utility Billing Customer rvice.
E All funds must be reviewed randomly.
F. The use of surveillance cameras may be used to monitor city funds.
XI. REGULATION OF PETTY CAS-I FUNDS
Petty cash funds are available for making emergency or immediate purchases of items that are
not easily obtained through normal purchasing channel. Petty cash funds are to be maintained
only for this purpose, and no department shall possess a petty cash fund without establishing
such afund as outlined fiction VIII: Establishment / Increase of Cash Funds.
A. Maintenance of Petty Cash Funds
1) Cash funds must have one custodian responsible for the disbursement of cash.
In the absence of the custodian, only the Department Head or his/her designated
custodian should make all disbursements from the petty cash fund.
2) Each cash fund should have a set amount of funds to be accounted for. The
Finance Department will not process payment authorizations to reimburse petty
cash if the request exceedsthe established amount of the petty cash fund.
3) The petty cash fund is to be reconciled on a daily basis by the fund custodian.
7
4) The cash custodian should process a payment authorization to reimburse their
petty cash fund as necessary. The payment authorization requesting
reimbursement of petty cash is to be processed with enough lead -time to
prevent the remaining petty cash funds from being depleted prior to the
issuance of the reimbursement check. All check payments to reimburse the
petty cash fund are to made payable to the City of Kennedale.
5) A petty cash voucher must be completed to support all disbursements of cash
from the petty cash fund. The petty cash voucher must be completed in its
entirety and approved by the Department Head prior to the disbursement of any
cash from the custodian.
6) Each petty cash voucher must be accompanied by a receipt ticket upon
reimbursement or return of unused funds.
7) Three (3) signatures are required on all petty cash vouchers. All petty cash
vouchers must be signed by the employee receiving the cash and by the
Department Head approving the transaction. The petty cash custodian will then
sign the voucher as cash is actually disbursed from the fund.
8) Employees are not to be reimbursed for sales tax. It is the responsibility of the
Department Head to ensure that employees are aware of the City's exempt
status.
9) Petty cash in advance is not to be held by any employee longer than a twenty -
four period. Receipts and used funds must be returned and be reconciled to
vouchers within the twenty -four hour period.
10) Expenditures for purchases made from the petty cash fund are not to exceed
$100.00. Purchases that exceed $100.00 should be purchased through normal
purchasing process.
B. Prohibited expenses indude the following:
1) Loans to employees;
2) IOUs for employee personal use;
3) Cashing personal, payroll and expense checks for the Department Head, petty
cash custodian, or any other employees or Oty official; and
4) Traveling or training expenses, such as use of personal vehide, parking and
entertainment (these expenditures should be reimbursed by submitting the
proper expense report form to Finance Department).
8
C Documents Which rve as Sapport for Disbursement of Petty Cash
1) A cash register receipt, provided that the date is current enough to support said
purchase;
2) Cash receipt tickets from the place of purchase provided that the date is current,
items purchased are listed and the ticket is signed by the employee as receiving
said merchandise;
3) Proof of purchase in the form of a valid receipt provided the date is current and
the type of the purchase or expenditure can be easily determined;
4) No refunds for purchaseswill be made without proof of purchase;
5) A petty cash voucher properly completed with authorizations for a cash advance.
XI I. REGULATION OF CHANGE FUNDS
Changes funds, or cash drawers, are to be maintained for the purpose of making change. Change
funds are not to be co- mingled with other cash funds. Change funds are to be maintained only for
this purpose and no department shall possess a change fund without establishing such a fund with
the Director of Finance.
A Maintenance of a Change Fund
1) Each change fund should have one person responsible for that fund or drawer at any
one given time. In the areas where more than one change fund is used, each employee
should work out of his/her own change fund. Employees are not to work out of
another employee's change fund.
2) Each change fund should be established for a set amount as outlined in this section,
and this same amount should be maintained at all times. If an increase in a cash fund is
needed, a request should be sent to the Director of Finance outlining the need and
amount of funds requested is required.
3) Change funds are not to be used as petty cash funds They are to be used only for
making change.
4) Cash receipts are not to build up in a change fund. These receipts are to be removed
and deposited as outlined in &.ction XIII: Regulation of Deposits.
5) Receipts for all cash should be utilized so that an audit may be done at any time and
the amount of the change fund can be verified.
9
B. Cashing of Personal Checks from a Change Fund
1) Cashing of personal, payroll, and expense checks is strictly prohibited.
XI II. REGULATION OF DIETS
The
Oty of Kennedale collects cash through various departments in a decentralized manner;
however, all cash isthen turned in to the Finance Department for deposit to the bank no later than
5:00 p.m. on a daily basis. At no time shall cash be held. Furthermore, all deposits must be
verified by the Finance Department. Note: veral departments, such as the Fblice, Animal
Control and Library Department collect cash through their individual department, and then submit
it through Utility Billing's Cash Feceiptsto be later deposited to the Finance Department.
A. Losses! 1ortages/ Overages
The Director of Finance makes a dear distinction between a "loss" and "shortage" of
Oty money. This is determined by the cash handler's ability to obtain physical custody
of the money and how that person safeguards the money. Cashiers) custodians must
report all lossesto the Finance Department immediately.
1) A shortage is an unintentional collection error such as a change making error. An
overage occurs when a cash handler has collected too much money and cannot
immediately return the excess to a specific customer.
2) On the other hand, a loss of Oty money is when a cash handler has obtained
physical custody of money and then due to reasons like negligence, an act of
God or an unlawful action, cannot deposit that money with the Oty.
3) An example of negligence is leaving City money unattended and not properly
safeguarding that money from loss.
XIV. REGULATION OF RETURN CHECKS
A. All return checks will be charged a return check fee as determined by the Oty Council. The
fee is applicable when a customer, taxpayer or employee check for payment of fees, fines,
court costs, taxes, utilities or other charges has been dishonored by the maker's bank and
returned to the Oty of Kennedale. The fee, plus the base amount of check, will be
payable to the City by means of cash, money order or cashier's check.
B. If a customer, taxpayer or employee fails to honor the returned check within thirty days,
the check will be turned over for collection or criminal sanctions, depending on which
option is applicable.
10
XV. ACTION TAKEN IN EVENT OF THEFT
The danger of security and loss is a constant threat when handling money. Fund custodians are
expected to safeguard City funds against loss. Custodians should be familiar with what to do in
times of emergency. In the circumstances, protecting human life should be the first
concern. Thefts are to be reported and handled in compliance with the Oty of Kennedale's
Fraud Policy. Following the complete investigation performed in accordance with the Fraud
Policy, the Director of Finance will conduct a review of the cash handling procedures and
related internal controls and issue a report of his/her conclusions on improvements to cash
handling procedures. The report will be discussed for implementation with the related
department head in an effort to prevent futuretheftsfrom occurring.
XVI. ANNUALREVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
Oty Council annually.
11
„K.
KENNEDALE
Finance Department
aTY OF KEN N ®ALE
CASH HANDtJ NG CER11 H CATE OF RETONSI BI tJTY
(Appendix A)
I have read and understand the Oty of Kennedale Internal Controls & Cash Handling Policy. A copy of
the Internal Controls & Cash Handling Policy has been provided to me. I agree to be held responsible
and accountable for the handling of Oty funds according to the Oty of Kennedale's Internal Controls &
Cash Handling Policy for the following purpose(s):
Reese Initial
Cash Drawer /Change Fund
Petty Cash Fund
Other
I have also been informed and understand that surveillance camera equipment and other devices may
be used to monitor Oty funds.
By signing below, I acknowledge that I have read and agree to the terms and conditions of this
document, as well asthe Oty of Kennedale's Internal Controls & Cash Handling Policy.
Training/Exam Date (If Applicable):
Employee Name:
Employee Sgnature:
Date:
Department Head Name:
Department Head Sgnature:
Date:
Director of Finance Name:
Director of Finance Sgnature:
Date:
12
1
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - Q.
I. Subject:
Consider Resolution 473 adopting an amended Kennedale Fund Balance Policy
11. Originated by:
Finance Director, Director of Finance & IT
111. Summary:
The objective of the Governmental Accounting Standards Board Statement Number 54 (GASB 54) is "to
enhance the usefulness of fund balance information by providing clearer fund balance classifications that
can be more consistently applied and by clarifying the existing governmental fund type definitions."
Prior to the recent guidelines provided by GASB 54, the fund balance for governmental funds was divided
into 3 classifications: reserved, designated and unreserved. Reserved fund balance was simply to
isolate the portion of fund balance that was not available for the following period's budget, so that
unreserved fund balance could serve as a measure of current available financial resources. Unreserved
fund balance, in turn, was further subdivided into designated and undesignated portions. Designated
fund balance represented management's intended use of resources and reflected actual plans approved
by government's senior management (i.e., our self - imposed limiations on the use of otherwise available
current financial resources). Undesignated fund balance was that which was available for appropriation or
spending and not subject to legal limitation.
Given the new GASB 54 guideline, and in order to be consistent with recommended practices, GASB54
not only advises us to update current policies and procedures, but it also eliminates the
aforementioned three fund balance classifications and requires governments to incorporate five new
categories in their place: Nonspendable, restricted, committed, assigned and unassigned.
Previous Categories New Categories
Reserved Nonspendable, Restricted, Committed
Unreserved - Designated Assigned
Unreserved - Undesignated Unassigned
Nonspendable Fund Balance typically takes one of two forms. It might be in a form that is not expected to
be converted to cash, such as inventory or prepaid expenses. Alternatively, there might be legal or
contractual reasons that require it to be maintained intact, such as the corpus of a permanent fund, where
the principal can never be spent.
Restricted Fund Balance is for those funds that must be spent for specific purposes due to restrictions by
external parties. External parties include creditors, grantors, contributors, or laws or regulations of other
governments.
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
Committed Fund Balance occurs when the City Council sets aside funds to be used solely for a specific
purpose. This constraint on use can only be imposed by the highest level of decision making authority
and the constraint can only be removed or changed by that same authority.
Assigned Fund Balance is for amounts intended to be used for specific purposes, but the intent does not
have to be determined by the highest level of decision making authority. In this case, the funds might be
constrained by a body (such as a budget or finance committee) or an official to whom the City Council
has delegated the authority to assign amounts (such as the City Manager or CFO).
Unassigned Fund Balance is the amount of the General Fund's fund balance that has not been restricted,
committed or assigned. It is available for any purpose.
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.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Resolution 473
Resolution 473.doc
2.
Exhibit "A" - Fund Balance Policy
20151019 Fund Balance Policy.docx
RESOLUTION NO.473
A RESOLUTION ADOPTING AN AM ENDED CITY OF KENNEDALE FUND
BALANCE POLICY
WHEREAS, on September 22, 2011, City Council adopted the document entitled, "Fund
Balance 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 Governmental Accounting Standards Board ( "GASB ") has adopted
Statement 54 ( "GASB 54"), a new standard for governmental fund balance reporting and
governmental fund type definitions that became effective in governmental fiscal years starting
after June 15,2010, and
WHEREAS, the City of Kennedale, Texas ( "City ") elects to implement GASB 54
requirements, and to apply such requirements to its financial statements beginning with the
current October 1, 2010 — September 30, 2011 fiscal year.
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 amended Fund Balance
Policy dated October 19, 2015, attached hereto as "Exhibit A."
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
APPROVED:
Mayor, Brian Johnson
ATTEST:
City Secretary, Leslie Galloway
qN OF KENNEDALE
KENNEDALE
Finance Department
FUND BALANCE POLICY
ORI GI NALLY ADOPTED BY aTY COUNa L SEPTBVI BBR 22, 2011
PREFACE
The purpose of this policy is to establish guidelines for fund balance levels within each of Oty of
Kennedale's funds. It is essential that the Oty maintain adequate levels of fund balance to mitigate
financial risk that can occur from unforeseen revenue fluctuations, unanticipated expenditures, or
adverse circumstances. The fund balance level is also designed to provide an appropriate amount of
working capital for the City's general operations. In general, the City of Kennedale should strive to
avoid appropriating fund balance for recurring expenses. However, in the event that fund balance is
used to support recurring expenses, the budget should dearly identify the uses of fund balance and
provide an explanation of the circumstances requiring the use of fund balance. In addition, the budget
should also addressthe future potential uses of fund balance for operating expenditures.
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 REVI EW & ADOPTION
OCTOBER 3, 2012
OCTOBER 1, 2013
OCTOBER 13, 2014
OCTOBER 19, 2015
2
I. BACKGROUND
The Governmental Accounting Standards Board (GASB) has adopted Statement 54 (GASB 54), a
new standard for governmental fund balance reporting and governmental fund type definitions
that became effective in governmental fiscal years starting after June 15, 2010.
The Qty of Kennedale elects to implement GASB 54 requirements, and to apply such
requirements to its financial statements beginning with the current October 1, 2010 —
September 3, 2011 fiscal year.
II. DER NIl1ONS& CATEGORIES
Fund Balance is defined as the difference between a fund's assets and liabilities. According to
the Governmental Accounting Standards Board (GASB) statement number 54, fund balance
must be allocated into one the following five categories:
Non- jendable Fund Balance - Indudes amounts that are not in a spendable form or are
legally or contractually required to be maintained intact. Examples indude inventory or
endowments.
Fbstricted Fund Balance- I nd udes amounts t hat can be spent only for the specific purposes
stipulated by external resource providers either constitutionally or through enabling
legislation. Examples indude grants and hotel occupancy taxes.
Committed Fund Balance - Indudes amounts that can be used only for the specific
purposes determined by a formal action of the government's highest level of decision -
making authority. Commitments may be changed or lifted only by the government taking
the same formal action that imposed the constraint originally.
Assigned Fund Balance - Comprises amounts intended to be used by the government for
specific purposes. Intent can be expressed by the governing body or by an official or body
to which the governing body delegates the authority. In governmental funds other than
the general fund, assigned fund balance represents the amount that is not restricted or
committed. This indicates that resources in other governmental funds are, at a minimum,
intended to be used for the purpose of that fund.
Unassigned Fund Balance- Is the residual classification of the general fund and indudesall
amounts not contained in the other classifications. Unassigned amounts are technically
available for any purpose.
Note: The above fund balance categories only apply to governmental funds
3
III . POU C,'Y
Committed Fund Balance
The City Council is the City's highest level of decision- making authority and the formal action
that is required to be taken to establish, modify, or rescind a fund balance commitment is an
ordinance adopted by the Oty Council. The ordinance must either adopt or rescind the
commitment, as applicable, prior to the last day of the fiscal year for which the commitment is
made. The amount subject to the constraint may be determined in the subsequent period.
Assigned Fund Balance
The
Oty Council authorizes the Oty Manager, Director of Finance or their designee as the
official authorized person to assign fund balance to a specific purpose approved by this fund
balance policy.
Order of Expenditure of Fund Balance
When multiple categories of fund balance are available for expenditure (for example, a
construction project is being funded partly by a grant, funds set aside by the Oty Council, and
unassigned fund balance), the Oty will start with the most restricted category and spend those
funds first before moving down to the next category with available funds. Normally, this would
result in the use of restricted, then committed, then assigned, and lastly, unassigned fund
balance.
Minimum Unassigned Fund Balance
It is the goal of the City to achieve and maintain an unassigned fund balance in the general fund
equal to twenty -five percent (25 %) of budgeted expenditures for unanticipated expenditures,
unforeseen revenue fluctuations, or other adverse circumstances. The fund balance level,
however, may be reduced to the equivalent of fifteen percent (15 %) of budgeted expenditures
in unusual financial circumstances. However, if such a situation occurs, the Oty will implement
necessary corrective action within a five -year plan to restore the unassigned fund balance to
twenty percent (25 %) of budgeted expenditures.
As for the General Fund Debt rvice Fund, it is the goal of the Oty to achieve and maintain an
unassigned fund balance equal to ten percent (10 %). could the fund balance level be reduced
to five percent (5 %) in unusual financial circumstances, the City will implement necessary
corrective action within a five -year plan to restore the unassigned fund balance to ten percent
(10 %) of budgeted expenditures.
4
Non - Governmental Fund Balance
The fund balance categories discussed above do not apply to proprietary funds according to
GAS 54. While not required by the GAS, the City recognizes the need to apply a minimum
balance policy to the proprietary funds maintained by the City. Therefore, the Qty shall
maintain a minimum ending working capital balance (current assets minus current liabilities) of
at twenty -five percent (25 %) of budgeted expenditures for the Water / mower Fund. If the
working capital level should fall below the desired minimum, the Oty will implement necessary
corrective action within a five -year plan to restore the working capital balance to twenty
percent (25 %) of budgeted expenditures.
IV. ANNUAL REVIEW
The Director of Finance shall, at a minimum, submit proposed amendments of this policy to the
Oty Council annually.
5
1
1
KENNEDALE
You're Here, Your Home
www.cityofkennedale.com
Staff Report to the Honorable Mayor and City Council
Date: October 26, 2015
Agenda Item No: DECISION ITEMS - R.
I. Subject:
Consider approval of an Ordinance 579 amending the city's schedule of administrative fees
II. Originated by:
Finance Director, Director of Finance & IT
III. 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 March 16, 2015
(Administrative Fees & Permit & Inspection Fees). For the purposes of this update, City staff would like to
add some new fees. We have also reformatted and reorganized the Schedule of Fees to make it easier to
utilize. In terms of staffs reasoning for the denoted items:
Planning and Development Section (page 6): Due to the increased cost associated with the engineering
services associated with Preliminary, Minor and Final plats for major developments, we have added fees
to the schedule. With the option of setting up escrows for major developments to pay an amount upfront
that can be refunded if not fully utilized. We have also added a conditional use permit and commercial site
plan review.
Utility Billing, Public Works, Water and Wastewater Section (page 7): We have set a flat fee associated
with fire hydrant meters (construction meters) that covers the cost of the meters for the few months they
are being used instead of charging the same monthly base rate for the meter that residents and
commercial entities use.
IV. Fiscal Impact Summary:
V. Legal Impact:
VI. Recommendation:
Approve
VII. Alternative Actions:
VIII. Attachments:
1.
Ordinance 579
Ordinance 579.docx
2.
Exhibit "A" - Schedule of Fees 2016
Schedule of Fees (Proposed) 2016.pdf
405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817- 985 -2100 1 Fax: 817- 478 -7169
ORDI NANCE NO. 579
AN ORDINANCE AMENDING SECTION 2 -3 OF THE KENNEDALE
CITY CODE (1991), AS AM ENDED, BY AMENDING, REPEALING, OR
PROVIDING FOR FEES FOR CERTAIN CITY SERVICES; PROVIDING
FOR THE ADOPTION OF ADDITIONAL FEES BY ORDINANCE;
PROVIDING FOR THE REPEAL OF FEES I NCONSI STENT WITH THE
FEES ESTABLI SHED HERE! N; PROVI DI NG THAT TH I S ORDI NANCE
SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A
SEVERABI LI TY CLAUSE; PROVIDING FOR A PENALTY FOR
VIOLATIONS HEREOF; PROVIDING A SAVINGS CLAUSE;
PROVIDING FOR PUBLICATION I N THE OFFICIAL NEWSPAPER;
AND PROVIDING AN EFFECTIVE DATE.
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, in order to offset costs associated with the administration, investigation and
implementation of ordinances and regulations applicable to development and other activities, the
City Council has previously established a schedule of fees; and
WHEREAS, the City Counci I now desires to update its schedule of fees by amending or
repealing certain fees and adopting new fees; and
WHEREAS, the City Council desires to repeal all previously adopted fees, which are
inconsistent with fees established by this ordinance.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF KENNEDALE, TEXAS, THAT:
SECTION 1.
Section 2 -3 of the Kennedale City Code (1992), as amended, is hereby amended to read as
follows:
"Sec. 2 -3. Fees for Licenses, Inspections, Permits, etc.
(a) All persons, firms or corporations applying for I i censes, inspections, permits or other city
services, activities or uses that, by their nature, require the applicant to pay a fee incident
to such application, shall be required to pay the following fees as established in Exhibit
(b) The City Council shall periodically review the need for and the amount of fees for city
services, uses and activities and shall adopt or revise it from time to time.
(c) In addition to the fees established in paragraph (a) above, the City Council may adopt
other ordinances from ti me to time establishing various fees for city services, activities
and uses.
(d) It shall beaviolation of this Section to conduct any activity or commence any use for
which the payment of a fee is requi red unless such fee has been paid."
SECTION 2.
The fees set forth in Exhi bit A attached to this ordinance are hereby adopted.
SECTION 3.
This ordinance shall be cumulative of all provisions of ordinances of the City of Kennedale,
Texas, except where the provisions of this ordinance are in direct conflict with the provisions of
such ordinances, in which event the conflicting provisions of such ordinances are hereby
repealed.
SECTION 4.
It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences,
paragraphs, and sections of this ordinance are severable, and if any phrase, clause, sentence,
paragraph or section of this ordinance shall be declared unconstitutional by the valid judgment or
decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the
remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same
would have been enacted by the City Council without the incorporation in this ordinance of any
such unconstitutional phrase, clause, sentence, paragraph or section.
SECTION 5.
Any person, firm or corporation who violates, disobeys, omits, neglects or refuses to comply
with or who resists the enforcement of any of the provisions of this ordinance shall be fined not
more than Five Hundred Dollars ($500.00) for each offense. Each day that a violation is
permitted to exist shall constitute a separate offense.
SECTION 6.
All rights and remedies of the City of Kennedale are expressly saved as to any and all violations
of the provisions of Section 2 -3 of the Kennedale City Code (1991), as amended, or any other
ordinance or code provision affecting fees which have accrued at the ti me of the effective date of
this ordinance; and, as to such accrued violations and all pending litigation, both civil and
criminal, whether pending in court or not, under such ordinances, same shall not be affected by
this ordinance but may be prosecuted until final disposition by the courts.
SECTION 7.
The City Secretary of the City of Kennedale is hereby directed to publish the caption, penalty
clause, publication clause and effective date of this ordinance in every issue of the official
newspaper of the City of Kennedale for two days, or one issue of the newspaper if the official
newspaper is a weekly newspaper, as authorized by Section 52.011 of the Local Government
Code.
SECTION 8.
This ordinance shall be in full force and effect from and after its passage and publication as
required by law, and it is so ordained.
PASSED, ADOPTED AND APPROVED by the City Council of the City of Kennedale,
Texas, this the 19th day of October, 2015.
ATTEST: APPROVED:
City Secretary, Leslie Galloway Mayor, Brian Johnson
APPROVED AS TO FORM AND LEGALITY:
City Attorney, Wayne K. Olson
•
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
Page 1 of 8
ADMINISTRATIVE
CHECK AND CRED
I T CARD TRANSACTIONS
3%
Credit Card Payments
Municipal Court and Permitting
When payment of any fee, fine, court cost or other charge related to Kennedale
Municipal Court or Permitting is made by credit card via phone, online or in- person, a
fee equaling three (3) percent per fee, fine, court cost or other charge paid by credit
card will be added to the fee, fine, court cost or other charge paid.
Utility Billing and Other Departments Not Listed
No Charge
When payment of any fee or other charge related to Kennedale Utility Billing (or any
other miscellaneous activity not listed here) is made by credit card online, by phone
(817- 985- 2120), or in- person, no fee will be required.
Returned Check /Declined Credit Transaction Fee (All Departments)
$30.00
CODE ENFORCEM ENT
Lien Assessment Fee
Actual Cost
Plus $100.00 administrative fee
Mowing, Cleaning, and /or Boarding Property (By Contractor)
Actual Cost
Plus $100.00 administrative fee
FAO U TY RENTALS/ RESERVATI ONS
Ballfields(Village 3reet off of Averett Rd.; SLbfacilityof Sonora Park)
General Reservations (Residents and Non - Residents)
$25.00
Per two (2) hour block
Kennedale Youth Association (KYA) Annual Lease Agreement
Community Center (316 W Third 3.; in the Kennedale Public Library Building)
Deposit (applies to all Community Center rentals)
$150.00
May be returned, dependent upon satisfactory inspection by staff
Non - Residents
$40.00
Per hour, during library's normal hours; Minimum of $100 charge per rental
$50.00
Per hour, during library's closed hours; Minimum of $100 charge per rental
Residents
$30.00
Per hour, during library's normal hours; Minimum of $100 charge per rental
$40.00
Per hour, during library's closed hours; Minimum of $100 charge per rental
Pavilions(TownCenter Park at 405 Municipal Drive; Sonora Park at 263 S New Hope RI.)
Deposit (applies to all pavilion rentals)
$50.00
May be returned, dependent upon satisfactory inspection by staff
Non - Residents
$120.00
For 2 Hours, $180 For 4 Hours, $230 For 6 Hours, $280 For 8 Hours
Residents
$60.00
For 2 Hours, $90 For 4 Hours, $115 For 6 Hours, $140 For 8 Hours
3ior Center Banquet Room (420 CorryA Edwards Dr.
Deposit (Members)
$75.00
May be returned, dependent upon satisfactory inspection by staff
Members
$75.00
Per day
Deposit (Non-Members
$150.00
May be returned, dependent upon satisfactory inspection by staff
Non - Members
$125.00
Per day
U BRARY
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
Page 1 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
Overdue Book
$0.25
Per day
Photocopies From Copier (Only Black and White Available)
$0.10
Per page
Printouts From Computer
$0.25
Per page
Materials Lost or Damaged Beyond Repair
$5.00
Processing fee + listed retail price
Repair of Inventory Material
Actual Cost
Replace Lost or Damaged Audiobook Binder
$5.00
Replace Lost or Damaged CD Case
$1.00
Replace Lost or Damaged DVD Case
$2.00
Interlibrary Loan
No Charge
Library Card Replacement
$2.00
Repair of CD /DVD
$1.00
Transmittal Fax Only (Local)
$1.00
First page, $0.25 each additional page
Transmittal Fax Only (Long Distance)
$2.00
First page, $0.50 each additional page
POLICE DEPARTMENT
Fingerprinting of Residents for Background Checks
$10.00
Per Card
Vehicle Accident Report
$6.00
Per copy
Offense or Arrest Report
$1.50
Per report, plus $0.10 per page for additional copies
Page 2 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
SERVICE COST NOTES
PERMITS AND INSPECTIONS
NOTE: Minimum Fee For Any Single Permit or Inspection, Listed or Unlisted,
Regardless of Department $55.00
Excluding signs
Construction Table Based on Total Valuation of Project (Used for Building Code Pricing Below)
$1.00 to $500.00
$23.50
$501.00 to $2,000.00
$23.50
For the first $500.00, plus $3.05 for each additional $100.00, or fraction thereof, up to
and including $2,000.00
$2,001.00 to $25,000.00
$69.25
For the first $2,000.00, plus $14.00 for each additional $1,000.00, or fraction thereof,
up to and including $25,000.00
$25,001.00 to 50,000.00
$391.25
For the first $25,000.00, plus $10.10 for each additional $1,000.00, or fraction thereof,
up to and including $50,000.00
For the first $50,000.00, plus $7.00 for each additional $1,000.00, or fraction thereof,
up to and including $100,000.00
For the first $100,000.00, plus $5.60 for each additional $1,000.00, or fraction thereof,
up to and including $500,000.00
For the first $500,000.00, plus $4.75 for each additional $1,000.00, or fraction thereof,
up to and including $1,000,000.00
For the first $1,000,000.00, plus $3.65 for each additional $1,000.00, or fraction
thereof
$50,001.00 to $100,000.00
$643.75
$100,001.00 to $500,000.00
$993.75
$500,001.00 to $1,000,000.00
$3,233.75
$1,000,001.00+
$5,608.75
BUI LDI NG CODE PERMI TS, I NSPECTI ONSAND PLAN REVI EWS
Accessory Building (Min. 175 ft2)
Varies
Consult Construction Table (above)
Alterations and Repairs To Existing Structures
Varies
Consult Construction Table (above)
Building Code Appeal
$100.00
Canopy - Larger than 400 ft2
$55.00
Carnival or Temporary Amusement
$55.00
Carport
Varies
Consult Construction Table (above)
Contractor Registration, Initial (Article XIII, Chapter 4 Of City Code)
$100.00
Contractor Registration, Annual Renewal
$50.00
If not renewed within 30 days of expiration, renewal fee is $100.00.
Detached Garage
Varies
Consult Construction Table (above)
Demolition
$55.00
Drive Approach
$55.00
Fence, Retaining Wall, Screen Wall
Varies
Consult Construction Table (above)
Fireplace
Varies
Consult Construction Table (above)
Moving Building into the City
$100.00
Patio Cover
Varies
Consult Construction Table (above)
Portable Building (Min. 175 ft2)
Varies
Consult Construction Table (above)
Page 3 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
Signs
Varies
Consult Construction Table (above)
Swimming Pool and /or Hot Tub (Above Ground)
Varies
Consult Construction Table (above)
Swimming Pool and /or Hot Tub (In- Ground)
Varies
Consult Construction Table (above)
Tent (Commercial) - Larger Than 200 ft2
$55.00
Tree Mitigation Fee
$200.00
Per caliper inch
Underground Storage Tanks (Includes Gas Lines To Tank)
Varies
Consult Construction Table (above)
ELECTRI CAL CODE PERMI TSAND I NSPECTI ONS
Apartments, Condominiums, Triplex, Etc.
$0.05
Per ft2; Minimum calculation of $55.00
Commercial /Industrial New Construction
$0.06
Per ft2; Minimum calculation of $55.00
Single Family, Duplex, Townhouse, Etc.
$0.06
Perft2; Minimumcalculationof$55.00
Contractor Registration, Initial (Article XIII, Chapter 4 Of City Code)
$100.00
Contractor Registration, Annual Renewal
$50.00
If not renewed within 30 days of expiration, renewal fee is $100.00.
Electric Generators Used By Carnival, Circuses, Traveling Shows, Exhibits
$55.00
Electrical Code Appeal
$100.00
Fixed Residential Appliances, Receptacle Outlets, Etc.
$55.00
(As Defined by city code)
Minimum For Any Single Permit
$55.00
(Except Temporary Construction Pole Reconnects)
Swimming Pool, In- Ground, Residential
$110.00
Receptacles, Switch, Lighting or Other Outlet Holding Devices
$55.00
Reinspection Fee
$55.00
Services of 600 Volts or Less
Less than 200 Amps
$55.00
600+ Volts or 1,000+ Amps
$55.00
Each Power Apparatus (As Defined By City Code)
$2.00
Rating in Horsepower, Etc.
Up To And Including 1, Each
$55.00
Over 1, Up To And Including 10, Each
$55.00
Over 10, Up To And Including 50, Each
$55.00
Over 50, Up To And Including 100, Each
$55.00
Over 100, Each
$55.00
Signs, Outline Lighting, or Marquees
One Branch Circuit, Each
$55.00
Additional Branch Outlets
$55.00
Temporary Power To Any Structure (Maximum Of Ninety (90) Days)
$55.00
MECHANI CAL CODE PERMI TSAND I NSPECTI ONS
Contractor Registration, Initial (Article XIII, Chapter 4 Of City Code)
$100.00
Contractor Registration, Annual Renewal
$50.00
If not renewed within 30 days of expiration, renewal fee is $100.00.
Page 4 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
HVAC (Heating /Cooling Systems)
$110.00
$55 Per air handling unit (e.g. inside unit + outside unit = $110.00)
Replacement of Furnaces, Condensing Unit or Cooling /Heating System
$55.00
Vent -A -Hood (Commercial)
$55.00
Re- Inspection Fee
$55.00
Mechanical Code Appeal
$100.00
PLUMBING CODE PERMI TSAND I NSPECTI ONS
Apartments, Condominiums, Triplex, Etc.
$0.05
Per ft2; Minimum fee of $55.00
Commercial /Industrial New Construction
$0.06
Per ft2; Minimum fee of $55.00
Single Family, Duplex, Townhouse, Etc.
$0.06
Per ft2; Minimum fee of$55.00
iContractor Registration, Initial (Article XIII, Chapter 4 Of City Code)
-
Not required for plumbers.
Unit Fee Schedule
Building Water Line
$55.00
Each
Building Sewer Line
$55.00
Each
Fireplace Piping and Valve
$55.00
Gas Fired Applicable W /Special Vent Pipe
$55.00
Gas Piping System (1 -4 Outlets)
$55.00
Each
Gas Piping System (5+ Outlets)
$55.00
Each
Industrial Waste Pre - Treatment Interceptor
$55.00
Installation /Repair of Water Piping and /or Water Treatment Equipment
$55.00
Lawn Sprinkler System On Any One Meter, Including Backflow Protection
$55.00
Each
Private Sewage Disposal System
$55.00
Repair of Existing Piping
$55.00
Repair or Alteration of Drainage or Vent Piping
$55.00
Gas Line Pressure Check
$55.00
Plumbing Fixture, Trap or Set Fixture, Etc.
$55.00
Each
Yard Line Pressure Check
$55.00
Plumbing Code Appeal
$100.00
Reinspection Fee
$55.00
REG STRATI ON AND MI SCELLANEOUS PERMITS
Business License
$25.00
Home Business License
$25.00
Certificate of Occupancy (CO)
$55.00
Contractor Registration, Initial (Article XIII, Chapter 4 Of City Code)
$100.00
Contractor Registration, Annual Renewal
$50.00
If not renewed within 30 days of expiration, renewal fee is $100.00.
Garage Sale Permit
$10.00
No more than three (3) garage sales per address per year.
Gathering Station Inspection
$1,000.00
Page 5 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
Itinerant Vendor License
$100.00
Contact the Police Department Records Dept. at 817 - 985 -2160, ext. 2219
Sub - Division Construction Inspection Fee
4%
Of construction cost
Tree Removal Permit
$150.00
Per acre; $150 minimum charge
OIL AND GAS W ELLS
Annual Air Sampling And Reporting Fee Per Low -To- Moderate Impact Pad
Sites (As Determined By City Official(s))
$12,000.00
Annual Air Sampling And Reporting Fee Per High Impact Pad Site
(As Determined By City Official(s))
$45,000.00
May be paid in quarterly installments
Annual Air Sampling And Reporting Fee As Needed
$12,000.00
Per instance of additional monitoring
Annual Inspection Per Well
$2,000.00
$300 per additional well on same pad site
Well Requested On Application for Pad Site
$5,000.00
Per well
PLANNI NGAND DEVELOPMENT
Annexation, Request for
$200.00
Commercial Site Plan Review
$500.00
Engineering review fee; In additional to applicable permitting fees
Conditional Use Permit
$500.00
Easement or Right -Of -Way Abandonment, Request for
$300.00
Zoning
Zoning Change or Amendment for Less Than 10 Acres, Request for
$500.00
Zoning Change or Amendment for 10+ Acres, Request for
$1,500.00
Rezone Less Than 10 Acres to Planned Development District (PD)
$750.00
Rezone 10+ Acres to Planned Development District (PD)
$1,500.00
Plats
Minor Plat, Vacated Plat, Amended Plat
$300.00
Plus $10.00 per lot
Minor Plat Engineering Review Fee
$200.00
Preliminary Plat
$300.00
Plus $10.00 per lot
Preliminary Plat Engineering Review Fee
$1,000.00
Replat (0 -10 Acres)
$500.00
Replat (10+ Acres)
$1,500.00
Final Plat
$300.00
Plus $10.00 per lot
Final Plat, Replat Engineering Review Fee
$2,500.00
Placed in escrow; unused funds can be requested for return
Renotification
$125.00
Cost to republish legally required notifications after a request for date change
Special Exception, Request for
$250.00
Variance, Request for
$250.00
Printouts /Copies From Plotter
$1.00
Per Square Foot (ft2)
UTI LI TY BI LLI NG 1 PUBLICWORKS 1 WATERANDWASTEWATER
Deposits
Page 6 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
Residential Water (Owner Occupied)
$60.00
If an account is finaled out for nonpayment, re- establishment of service requires a
deposit of 2X the normal fee. Accounts are associated with the name of the responsible
party (or parties); not the address.
Residential Sewer (Owner Occupied)
$30.00
Residential Water (Tenant Occupied)
$90.00
Residential Sewer (Tenant Occupied)
$60.00
Commercial/Industrial w/High Consumption
Varies
1/6 of annual consumption
Commercial Water
$90.00
Commercial Sewer
$60.00
Water for Cleanup (15 Day Temp Service)
$30.00
Per day
Use of Bulk Water Meter (Fire Hydrant)
$600.00
Plus $50 service fee
Use of Bulk Water Meter (Gas Drilling)
$1,000.00
Plus $50 service fee
Use of Bulk Unmetered Water
Varies
(rate) X (estimated gallons)
Disconnect Service At The Main
Actual Cost
Liquid Waste Permit
$50.00
The Building Inspection and Public Works departments regulate the installation, maintenance,
and the transportation of liquid wastes. Questions? Call 817- 985 -2170.
Liquid Waste Trip Ticket Book
$20.00
Move City Utilities
Actual Cost
Private Water Well Permit And Inspection
$75.00
Water Administrative Fee
$20.00
Assessed when an account appears on the cut-off list; In addition to the late fee.
Water Transfer Fee
$15.00
Wrecker License /Permit
$20.00
Utility Equipment
Actual Cost
Meter, meter base, MTU, register, bullhead, and any other associated equipment
installed for water /sewer metering
WATER AND WASTEWATER FEES
Fire Hydrant Fee (Construction Meter)
$79.50
Monthly base charge
Meter Calibration Fee (When Executed By City Staff)
$45.00
Charges not incurred if meter is found to be inaccurate.
Meter Calibration Fee (When Executed By Independent Contractor)
$125.00
Meter Set Reinspection Fee
$100.00
Meter Tampering, Tampering With Lock, Or Cutting Lock On Meter
$200.00
Per offense, plus actual cost of repair or replacement
Water Tap Fee (No Street Cut)
3/4° (.75")
$475.00
Plus $300 meter set fee; plus cost of meter
1"
$525.00
Plus $350 meter set fee; plus cost of meter
11/2° (1.5 ")
$950.00
Plus $550 meter set fee; plus cost of meter
2°
$1,075.00
Plus $700 meter set fee; plus cost of meter
3° or Larger
Actual Cost
Plus actual cost of meter set fee; plus cost of meter
Water Tap Fee (With Street Cut or Bore)
3/4" (.75")
$925.00
Plus $300 meter set fee; plus cost of meter
1"
$975.00
Plus $350 meter set fee; plus cost of meter
11/2" (1.5 ")
$1,400.00
Plus $550 meter set fee; plus cost of meter
2"
$1,525.00
Plus $700 meter set fee; plus cost of meter
Page 7 of 8
EXHIBIT B: SCHEDULE OF FEES
10 -19 -15 Final
3" or Larger
Varies
Plus actual cost of meter set fee; plus cost of meter
Sewer Tap Fee (No Street Cut)
4"
$425.00
6"
$600.00
8" or Larger
Actual Cost
Sewer Tap Fee (With Street Cut or Bore)
4"
$875.00
6"
$1,050.00
8" or Larger
Actual Cost
Fl RE DEPARTMENT
Ambulance Fees
Actual Cost
Established according to reasonable and customary reimbursement allowances of
applicable insurance carriers; reviewed and approved quarterly by the City Manager.
Building /Fire Plan Review
$55.00
EMS Report
$15.00
False Alarm (3`d +)
$55.00
Beginning with the ri, the fee doubles for each subsequent false alarm
Fire Code Appeal
$100.00
Fire Inspections
Annual, Bi- Annual of Certificate of Occupancy (CO)
No Charge
Re- Inspection
No Charge
2nd Re- Inspection
$55.00
3`d+ Re- Inspection
Varies
Beginning with the 3'd, the fee doubles for each subsequent re- inspection
Fire Suppression Systems
$55.00
Fire Report
$15.00
Site Plan Review
$55.00
Standby _
Brush Truck
$75.00
Hourly
Engine
$150.00
Hourly
Fire Marshall
$40.00
Hourly
HazMat Squad
$300.00
Hourly
Paramedic
$30.00
Hourly
NOTE: Minimum Fee For Any Single Permit or Inspection, Listed or Unlisted,
Regardless of Department
$55.00
Excluding signs
Page 8 of 8
J(
You're Here,Your Home
The following pages
contain documents that
were submitted or
presented during the
meeting.
Water Service Delivery,
Billing, and Collection Issues
EDA
EST 1887
END STATEMENT
Kennedale is a family- oriented community (1.0) providing a refuge (2.0) from the hectic
pace of the Dallas /Fort Worth Metroplex. Open spaces, green belts, and trails enhance our
serenity (3.0), quality of life (4.0) and community (5.0). With easy access (6.0) from major
roadways, Kennedale is economically prosperous, business friendly and conveniently
located, providing opportunities to shop, work and play (7.0).
SUB -ENDS
4.0 Residents receive excellent municipal
services with a staff that is proactive
and responsive to residents needs
4.4 Kennedale has a quality water, sewer,
stormwater drainage, and solid waste
utility system
Water Issues West of Mississippi
U.S. Drought Monitor
September 29, 2015
(Released Thursday, Oct. 1, 2015)
Valid 8 a.m. EDT
614 4.44
V
Author.
Eric Luebehusen
U.S. Department of Agriculture
USDA
http:lldroughtmonitor.unl.edul
The Drought Monitor focuses on broad -
scale conditions. Local conditions may
vary, See accompanying text summary for
forecast statements.
Drought Impact Types:
rd. Delineates dominant impacts
S = Short -Term, typically less than
6 months (e.g. agriculture, grasslands)
L = Long -Term, typically greater than
6 months (e.g. hydrology, ecology)
Intensity:
E DO Abnormally Dry
D1 Moderate Drought
D 02 Severe Drought
D3 Extreme Drought
® D4 Exceptional Drought
Texas Water Issues
• SAWS Water
Supply Strategy
• West Texas
Reservoirs
• Aquifers
T
Integration of Multiple
Water Sources
Recharge
Enhancement
4344
Edwards Aquifer
Irrigation Tr•+r\sc's
uadalupe Pro)`eit
? }0 OAa
m a;
h dfj
07
DFW Population Growth
• Current population 6.3 million
• 2040 Projection
• 2050 Projection
• 2060 Projection
10.7 million
12 million
14 million
✓ NCTCOG strategy is to bend growth to central
cities and First Tier Suburbs and to the south
Water Supply to Handle Growth
• TRWD
• NTMWD
• City of Dallas
• City of Fort Worth
tivd
Tarrant
Regional
Water
District
Save Water. Nothing can replace it.
■
NORTH TEXAS
MUNICIPAL
WATER
DISTRICT
Groundwater Over - Drafting Issues
If current
withdrawal
rates continue,
the Trinity
Aquifer will be
dry by 2025
Ogallala
Hueco- Pecos
Mesdla Valley
Bolson
Major Aquifers of Texas
•M rSeymour
!PR!, • ti �. -
4bon; F1
'4:11111111g4"41-07
Ai: " 1„;.•
Tnnsty
loutaop I
Trinity
I.subcrop}
—11 Trat
Edwards - Tnnity Plateau (outcxop) •
Edwards- Tnnity Plateau (sulxxop)
Edwards BFZ (outcrop) •-
Edwards HF7 (subcrop) --
4-`
lobate.
IFF
Gulf Coast
•CARIZo-
Wilcox
(outcrop)
Carruo-
Wdcox
(SubCrop )
1r 1
Challenge: Reduce
Consumption by 25%
• Improved usage
• Smaller lots /yards
• Fixtures
• Grey water system
Step 1 Collect craywater n autom
conecteo nom ,our
�` — shown. Darn, em
wazhuhg nhactYm
how ivo rks
a
Lod and Other impurities Me hhlwc ptrxt.
and the gray water n filtered through o
progress; a tht,abon technology without
Step 2 Filter uvngarr; chemcals.
•
the meted water n nrnedbtep•
and automabcaay pumped .ta
dtlp utl ufat on ID areas d
ram Step 3 Flourish Yew pros.,.
Kennedale Water supply
• Fort Worth Contract
• Potential Arlington Contract
• Groundwater Phase Out
Conservation Strategies
800
,—..1 700
600
500
400
300
200
100
0
• in
• o q q
- r-+
7:00:00 PM
6:00:00 PM
5:00:00 PM
4:00:00 PM
3:00:00 PM
2:00:00 PM
1:00:00 PM
12:00:00 PM
�9 2315 II
92415
• a a a
0 0 0 0
O 0 0 9
o a 0 0
a o a 0
• C7 rn ao
7:00:00 AM
6:00:00 AM
5:00:00 AM
4:00:00 AM
3:00:00 AM
2:00:00 AM
1:00:00 AM
1400
1200-
1000
Daily Consumption, 0912112015 to 10101/2015
800 -
400
200
• Education 094202015 0912212015 09'24 2015 09 25'2015 09,2 &2015 09130)2015 10!022015
• Price signals through time of use rates
g
✓ Predicated on AMI
-
Water Rate Structure for
Conservation & Fixed Cost Recovery
• Percent Recovery
Public Private Partnership with
Fathom Water Management
• Service issues
within context of
customer v.
owner /constituent
✓ Point of Sale
(POS) Status
✓ Kiosk
GLOBAL WATER
FATHOM
CONTACT US it REPORT A PROBLEM
HOME GO GREEN' DISCONNECTION
PAY YOUR BLL
LOG OFF
CITY OF KENNEDALE
CUSTOMER PORTAL
FATHOM U2YOU'
HOME SIGN IN / REGISTER
OJF GOF TAL PETURNNG & MEW CUSTOM' RS
PAY YOUR BILL
..TAN T !. AUTOMATED
YOUR ACCOUNT CUSTOMER SERVICE
PRCFLE4 h6TCwr FEWEST REPA4tS CR GET t4ELT'
City of Kennedale: Welcome
Wekome to the Crty al KenMdale U2You NMy marugwnent system On this webeite you can sup up
la new SerrKe Pay your loll find out hoer much water you use and more
To oet started ''loose an option below a from the hnss above
Chock your wale
MU on your
Phone,
rfs
Asset Management
• SRF Requirement
Replace or
Dispose Identification
of Need
Modify or
Upgrade
Operate &
Maintain
Asset
Lifecycle
Design
F
Commission
Build