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03-26-2013 (City Council) Agenda Packet Wylie City Council CITY:FWYLIE NOTICE OF MEETING Regular Meeting Agenda March 26, 2013 — 6:00 pm Wylie Municipal Complex Council Chambers/Council Conference Room 300 Country Club Road, Building #100 Eric Hogue Mayor Kathy Spillyards Mayor ProTem David Goss Place 1 Nathan Scott Place 2 Bennie Jones Place 4 Rick White Place 5 Diane Culver Place 6 Mindy Manson City Manager Richard Abernathy City Attorney Carole Ehrlich City Secretary In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie Municipal Complex, distributed to the appropriate news media, and posted on the City website: www.wylietexas.gov within the required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website: www.wylietexas.gov. The Mayor and City Council request that all cell phones and pagers be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to respond to a page or to conduct a phone conversation. The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6020. Hearing impaired devices are available from the City Secretary prior to each meeting. CALL TO ORDER Announce the presence of a Quorum. INVOCATION & PLEDGE OF ALLEGIANCE PRESENTATIONS • Recognition of the TRAPS State Award for Excellence in Facility Design for the Wylie Recreation Center. • Presentation of the "Shining the Wylie Way" for 4th 6 Weeks CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address Council regarding an item that is not listed on the Agenda. Residents must provide their name and address. Council requests that comments be limited to three (3) minutes. In addition, Council is not allowed to converse, deliberate or take action on any matter presented during citizen participation. March 26,2013 Wylie City Council Regular Meeting Agenda Page 2 of 4 CONSENT AGENDA All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion. There will not be separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. A. Consider, and act upon, approval of the Minutes of the March 12, 2013 Regular Meeting of the Wylie City Council. (C. Ehrlich, City Secretary) B. Consider, and place on file, the City of Wylie Monthly Revenue and Expenditure Report for February 28, 2013. (L. Bantz, Finance Director) C. Consider, and place on file, the City of Wylie Monthly Investment Report for February 28, 2013. (L. Bantz, Finance Director) D. Consider, and act upon,the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of February 28, 2013. (S. Satterwhite, WEDC Executive Director) REGULAR AGENDA PUBLIC HEARING 1. Hold a public hearing and consider, and act upon, approval of a Replat for the Woodbridge Centre Phase I Addition, Block B, Lots 6, 7 & 8. Subject property generally located south of F.M. 544 and west of Woodbridge Parkway. (R. 011ie, Planning Director) Executive Summary The property totals 2.618 acres and consists of three commercial lots. The property is zoned PD 2003-01 and allows for retail uses by right. 2. Consider, and act upon, approval for a Site Plan for Seattle's Best Coffee in the Woodbridge Centre Phase I Addition, Block B, Lot 7. Subject property generally located south of F.M. 544 and west of Woodbridge Parkway. (R. 011ie, Planning Director) Executive Summary The applicant is proposing to develop a 550 s.f. commercial/retail establishment on 0.405 acres. The lot is part of an overall planned development established in 2003 with a Final Plat approved in May 2012. Typically Site Plans are approved by the Planning & Zoning Commission. However, in accordance with PD 2003-01, all development plans/site plans shall be approved by the Commission and the City Council. 3. Consider, and act upon, approval for EIFS as an appropriate primary exterior facade, in accordance with Article 4, Section 4.3.F of the Comprehensive Zoning Ordinance, for a restaurant remodel (El Polio Regio) located at 911 E. FM 544.. (R. 011ie, Planning Director) Executive Summary The applicant has completed a remodel of fast food restaurant. The applicant submitted plans and obtained a remodel permit. The construction plans indicated stucco as the primary exterior material, which is in accordance with current codes. At the lath inspection, the City Building Inspector cancelled the inspection because no plans were on-site and the proper materials were not being installed per permit description and approved plans. Per the Comprehensive Zoning Ordinance, exterior Insulating Finishing System(EIFS) shall not be considered acceptable primary material and shall not exceed more than 20% of any facade face. As installed, all elevations exceed the required EIFS content. The applicant states that the installed EIFS is durable and meets the intent of the aesthetic March 26,2013 Wylie City Council Regular Meeting Agenda Page 3 of 4 appropriateness of the Ordinance. The applicant is seeking a variance from Council to allow the exterior facade to have more than 20%coverage of EIFS. 4. Consider and act upon, Resolution No. 2013-09(R), a resolution of the City of Wylie Texas authorizing the filing of an application with the State Energy Conservation Office for the Innovative Energy Demonstration Grant Program; Authorizing the City Manager or her designee to act on behalf of the City of Wylie, Texas in all matter related to the application; and pledging that if funding for this project is received the City of Wylie, Texas will comply with all project requirements of the State Energy Conservation Office. (J. Butters, Asst. City Manager) Executive Summary The Texas Comptroller of Public Accounts, State Energy Conservation Office (SECO) has submitted a request for applications, for the Innovative Energy Demonstrations Grant Program. Grant awards cover 80%of the costs of the purchase and installation of renewable energy including solar electricity, wind turbine, and solar thermal. Public entities applying for the Grant are responsible for 20% of the cost and installation. The proposed system will generate approximately $8000 per year at today's energy prices and the "payback" would take approximately 5 years. READING OF ORDINANCES Title and caption approved by Council as required by Wylie City Charter,Article III, Section 13-D. WORK SESSION • Discussion regarding the establishment of a Historic Review Commission. (R. 011ie, Planning Director) • Presentation and discussion of the draft Communications Audit Report and Strategic Recommendations by Cooksey Communications. (M. Manson, City Manager) RECONVENE INTO REGULAR SESSION EXECUTIVE SESSION Recess into Closed Session in compliance with Section 551.001, et.seq. Texas Government Code, to wit: §§Sec. 551.072.DELIBERATION REGARDING REAL PROPERTY; CLOSED MEETING. A governmental body may conduct a closed meeting to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on its negotiating position. • Discussion regarding property generally located near the intersection of McCreary Rd. and McMillen Rd. RECONVENE INTO OPEN SESSION Take any action as a result from Work Session or Executive Session. March 26,2013 Wylie City Council Regular Meeting Agenda Page 4 of 4 ADJOURNMENT In addition to any specifically identified Executive Sessions, Council may convene into Executive Session at any point during the open meeting to discuss any item posted on this agenda. The Open Meetings Act provides specific exceptions that require that a meeting be open. Should Council elect to convene into Executive Session, those exceptions will be specifically identified and announced. Any subsequent action, as a result of this Executive Session, will be taken and recorded in open session. CERTIFICATION I certi& that this Notice of Meeting was posted on this 22n`r day of March, 2013 at 5:00 p.m. as required by law in accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was contacted. As a courtesy, this agenda is also posted on the City of Wylie website: www.wylietexas.gov. Carole Ehrlich,City Secretary Date Notice Removed Wylie City Council CITY OF WYLIE Minutes Wylie City Council Meeting Tuesday, March 12, 2013 — 6:00 p.m. Wylie Municipal Complex — Council Chambers 300 Country Club Road, Bldg. 100 Wylie, TX 75098 CALL TO ORDER Announce the presence of a Quorum. Mayor Hogue called the meeting to order at 6:00 p.m. City Secretary Ehrlich took roll call with the following City Council members present: Mayor Pro Tem Kathy Spillyards, Councilwoman Diane Culver, Councilman David Goss, Councilman Bennie Jones and Councilman Nathan Scott. Councilman Rick White was absent. Staff present were: City Manager, Mindy Manson; Assistant City Manager, Jeff Butters; Fire Chief, Randy Corbin; Police Chief, John Duscio; City Engineer, Chris Hoisted; Public Information Officer, Craig Kelly; City Secretary, Carole Ehrlich, and various support staff. INVOCATION & PLEDGE OF ALLEGIANCE Pastor David Keuss representing the Woodbridge Bible Church gave the invocation and City Manager Mindy Manson led the Pledge of Allegiance. PRESENTATIONS • Proclamation of March 11-15, 2013 as Severe Weather Awareness Week Mayor Hogue presented a proclamation designating the week of March 11-15th as Severe Weather Awareness Week in the City of Wylie. Fire Chief Corbin and Emergency Management Coordinator Debbie Buccino were present to accept the proclamation. Chief Corbin alerted those present to the Nixle system which alerts citizens when inclement weather is coming. Minutes March 12, 2013 Wylie City Council Page 1 • Eagle Scout Recognition— Stephan Farnsworth Mayor Hogue presented a proclamation to Stephan Farnsworth for his achievement in becoming an Eagle Scout. Stephan Farnsworth talked about his project to achieve the award which involved repairing the crossing guard shelter units with the assistance of volunteers. His parents, Keith and Amy Farnsworth were present for the proclamation. • Recognition of Tommy Pulliam, Jeff Willoughby and Mike Meeks for donations to the Wylie Senior Center Mayor Hogue presented appreciation awards to Tommy Pulliam and Jeff Willoughby for their time, labor and materials to make improvements to the old Smith Public Library to become the new Senior Center. Hogue noted that all work and materials were donated by the three recipients. Recipient Mike Meeks was could not attend. • Employee Anniversaries Mayor Hogue and City Manager Mindy Manson gave milestone appreciation plaques to employees celebrating milestone anniversaries. The employees included: Andy Galloway— Part-Time Firefighter— 10 years Brandon Blythe — Fire Shift Commander— 10 years Ronald Thompson — Parks Equipment Operator— 10 years Albert Allen -- 911 Dispatcher— 15 years Jeff Butters—Assistant City Manager— 15 years • Wylie Acting Group (WAG) Presents Excalibur Del Thatcher, Founder and Creative Director of Wylie Acting Group for Children (WAG) presented the history of the WAG organization and some of the children actors presented a short presentation about their current production of Excalibur. Actors included; Taylor Probst, Carissa Thatcher, Madison Harbison and Zane Johnson. CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address Council regarding an item that is not listed on the Agenda. Residents must provide their name and address. Council requests that comments be limited to three (3) minutes. In addition, Council is not allowed to converse, deliberate or take action on any matter presented during citizen participation. No citizens were present to address Council during citizen's comments. CONSENT AGENDA All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion. There will not be separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. A. Consider, and act upon, approval of the Minutes of the February 26, 2013 Regular Meeting of the Wylie City Council. (C. Ehrlich, City Secretary) Minutes March 12, 2013 Wylie City Council Page 2 B. Consider, and act upon, Resolution No. 2013-07(R) authorizing the appointment of Don High as Municipal Court Prosecutor for the City of Wylie effective April 1, 2013 setting terms and stipend of service. (L. Bantz, Finance Director) C. Consider, and act upon the approval of the purchase of a Pipeline Video Inspection System in the amount of $53,250.00 from Cobra Technologies; through a cooperative purchasing contract with the Houston Galveston Area Council (HGAC contract # SC01-12; City of Wylie contract # W2013-42-I), and authorizing the City Manager to execute any necessary documents. (G. Hayes, Purchasing Agent) D. Consider, and act upon, Ordinance No. 2013-16 declaring the unopposed candidates in the May 11, 2013 City of Wylie General Election, elected to office; cancelling the election; providing a severability clause and providing an effective date. (C. Ehrlich, City Secretary) Council Action A motion was made by Councilwoman Culver, seconded by Councilman Jones to approve the consent agenda as presented. A vote was taken and the motion passed 6-0 with Councilman White absent. REGULAR AGENDA 1. Consider, and act upon, Resolution No. 2013-08(R) authorizing the appointment of Terry Douglas as Associate Municipal Court Judge for the City of Wylie effective April 1, 2013 setting terms and stipend of service. (L. Bantz, Finance Director) Staff Comments Municipal Court Supervisor Lisa Davis addressed Council stating that the current two year term of the City of Wylie Associate Municipal Court Judge expires March 31, 2013 and is renewable for subsequent two (2) year terms. Davis explained the appointment of the Associate Municipal Court Judge is for a two year term effective April 1, 2013 through March 31, 2015 and may be renewed for another two (2) year term. Compensation for services provided by the Associate Municipal Court Judge is a set monthly rate of $1000.00. This reflects an increase in his monthly rate of $300.00. Davis reported the Associate Municipal Court Judge Terry Douglas (part-time): works approximately 16 hours per month (signs warrants, does prisoner arraignments and has one court docket per month). In addition the police department takes warrants to him in the evening or on weekends for his signature. The police department also calls him to do phone or video arraignments after hours and sometimes he comes in to do Emergency Protective Orders. Judge Terry Douglas has served the City for 12 years as the Associate Municipal Court Judge. Please see the attached Municipal Judge Salary Survey for surrounding cities that was done in 2012. Council Action A motion was made by Councilwoman Culver, seconded by Councilman Jones to adopt Resolution No. 2013-08(R) authorizing the appointment of Terry Douglas as Associate Minutes March 12, 2013 Wylie City Council Page 3 Municipal Court Judge for the City of Wylie effective April 1, 2013, and setting terms and stipend of service. A vote was taken and the motion passed 6-0 with Councilman White absent. READING OF ORDINANCES Title and caption approved by Council as required by Wylie City Charter, Article III, Section 13-D. City Secretary Ehrlich read the caption to Ordinance No. 2013-16 into the official record. ADJOURNMENT With no further business before the Wylie City Council, a motion was made by Councilman Jones, seconded by Councilman Scott to adjourn the meeting at 6:53 p.m. A vote was taken and the motion passed 6-0 with Councilman White absent. Eric Hogue, Mayor ATTEST: Carole Ehrlich, City Secretary Minutes March 12, 2013 Wylie City Council Page 4 tV1 Wylie City Council CITY OF WYLIE AGENDA REPORT Meeting Date: March 26, 2013 Item Number: B. Department: Finance (City Secretary's Use Only) Prepared By: Finance Account Code: Date Prepared: March 15, 2013 Budgeted Amount: Exhibits: 2 Sub'ect Consider, and place on file, the City of Wylie Monthly Revenue and Expenditure Report for February 28, 2013. Recommendation Motion to accept and place on file, the City of Wylie Monthly Revenue and Expenditure Report for February 28, 2013. Discussion The Finance Department has prepared the attached reports for the City Council as required by the City Charter. Page 1 of 1 CITY OF WYLIE MONTHLY FINANCIAL REPORT February 28,2013 ANNUAL CURRENT YTD ACTUAL Benchmark BUDGET MONTH ACTUAL YTD ACTUAL AS A PERCENT 41.67% ACCOUNT DESCRIPTION 2012-2013 2012-2013 2012-2013 OF BUDGET GENERAL FUND REVENUE SUMMARY TAXES 17,606,880 1,397,502 14,397,060 81.77% A FRANCHISE FEES 2,421,700 148,498 198,096 8.18% B LICENSES AND PERMITS 442,000 42,918 228,708 51.74% INTERGOVERNMENTAL REV. 650,000 31,020 182,017 28.00% SERVICE FEES 2,805,000 242,761 1,003,886 35.79% C FINES AND FORFEITURES 307,000 24,613 115,030 37.47% INTEREST INCOME 14,000 0 5,231 37.36% D MISCELLANEOUS INCOME 281,500 68,912 110,907 39.40% OTHER FINANCING SOURCES 1,772,297 0 1,772,297 100.00% REVENUES 26,300,377 1,956,224 18,013,232 68.49% USE OF FUND BALANCE 896,040 NA NA NA E USE OF ROLLOVER STREET FUNDS 150,000 NA NA NA TOTAL REVENUES 27,346,417 NA NA NA GENERAL FUND EXPENDITURE SUMMARY CITY COUNCIL 89,411 5,016 35,293 39.47% CITY MANAGER 706,104 60,821 294,269 41.68% CITY SECRETARY 261,684 17,803 90,864 34.72% CITY ATTORNEY 128,000 8,188 39,572 30.92% FINANCE 929,128 62,277 427,414 46.00% FACILITIES 535,153 20,256 217,331 40.61% MUNICIPAL COURT 277,667 20,151 102,081 36.76% HUMAN RESOURCES 209,798 15,495 89,792 42.80% PURCHASING 92,242 6,732 35,411 38.39% INFORMATION TECHNOLOGY 899,050 29,954 328,021 36.49% POLICE 6,056,532 426,889 2,680,966 44.27% FIRE 5,897,593 455,719 2,516,372 42.67% EMERGENCY COMMUNICATIONS 1,102,783 61,072 415,731 37.70% ANIMAL CONTROL 363,640 29,301 137,769 37.89% PLANNING 483,794 35,959 189,704 39.21% BUILDING INSPECTION 566,707 39,269 204,080 36.01% CODE ENFORCEMENT 262,035 15,556 85,725 32.72% STREETS 1,725,017 60,882 397,150 23.02% PARKS 1,631,349 114,028 595,156 36.48% RECREATION 0 0 0 0.00% LIBRARY 1,444,220 109,398 575,483 39.85% COMBINED SERVICES 3,672,499 309,316 1,195,984 32.57% TOTAL EXPENDITURES 27,334,406 1,904,082 10,654,168 38.98% REVENUES OVER/(UNDER)EXPENDITURES 12,011 52,142 7,359,064 29.51% A.Property Tax Collections for FY12-13 as of February 28 are 95.40%,in comparison to FY11-12 for the same time period 96.95%. B.Franchise Fees:The majority of franchise fees are recognized in the third and fourth quarter with electric fees making up the majority. C.Service Fees:Trash fees billed in October are applicable towards FY 2011-12 revenue with the remaining fees coming from other seasonal fees. D. Interest Income: In relation to the last 12 months the current interest is in line with projections. E.Use of Fund Balance: For Replacement/New Fleet and Equipment. CITY OF WYLIE MONTHLY FINANCIAL REPORT February 28,2013 ANNUAL CURRENT YTD ACTUAL Benchmark BUDGET MONTH ACTUAL YTD ACTUAL AS A PERCENT 41.67% ACCOUNT DESCRIPTION 2012-2013 2012-2013 2012-2013 OF BUDGET UTILITY FUND REVENUES SUMMARY SERVICE FEES 13,365,000 960,386 3,872,761 28.98% F INTEREST INCOME 10,000 0 4,191 41.91% MISCELLANEOUS INCOME 40,000 3,088 17,750 44.38% OTHER FINANCING SOURCES 0 0 0 0.00% TOTAL REVENUES 13,415,000 963,474 3,894,702 29.03% UTILITY FUND EXPENDITURE SUMMARY UTILITY ADMINISTRATION 293,038 16,997 118,478 40.43% UTILITIES-WATER 1,599,399 90,626 591,334 36.97% CITY ENGINEER 444,882 36,866 166,739 37.48% UTILITIES-SEWER 908,049 36,898 359,350 39.57% UTILITY BILLING 356,736 25,247 142,230 39.87% COMBINED SERVICES 9,838,927 1,583,164 5,439,982 55.29% G TOTAL EXPENDITURES 13,441,031 1,789,798 6,818,113 50.73% REVENUES OVER/(UNDER)EXPENDITURES -26,031 -826,324 -2,923,411 -21.69% F.Most Utility Fund Revenue billed in October are applicable to FY 2011-12. G.Debt payments have caused this to be over the benchmark so this line item will level out throughout the fiscal year. Wylie City Council CITY OF WYLIE AGENDA REPORT ■ Meeting Date: March 26, 2013 Item Number: C. Department: Finance (City Secretary's Use Only) Prepared By: Finance Account Code: Date Prepared: March 15, 2013 Budgeted Amount: Exhibits: 1 Subject Consider, and place on file, the City of Wylie Monthly Investment Report for February 28, 2013. Recommendation Motion to accept and place on file, the City of Wylie Monthly Investment Report for February 28, 2013. Discussion The Finance Department has prepared the attached reports for the City Council as required by the City Charter. Page 1 of 1 City Of Wylie 2012-2013 Investment Report February 28, 2013 Money Market Accounts: _ MMA Certificates of Deposit: CCD Treasury Bills: T-Bills Treasury Notes: T-Notes Government Agency Notes: AN Invest. Principal Type Of Interest Purchase Maturity Number Amount Security Rate Issuer Date Date 1 $41,509,053.67 MMA 0.0935% Texpool 12/31/2006 NA_ 2 $15,033,932.20 MMA 0.0996% TexStar 3/15/2011 NA $56,542,985.87 Total Weighted Average Coupon: 0.33% Money Markets: $56,542,985.87 Weighted Average Maturity(Days): 1.00 Certificates of Deposits: $0.00 $56,542,985.87 � . OF ty�,t f� a Wylie City Council AGENDA REPORT 8•rssr� Meeting Date: March 26, 2013 Item Number: D. Department: WEDC (City Secretary's Use Only) Prepared By: Gerry Harris Account Code: Date Prepared: Budgeted Amount: Exhibits: 1 Subject Consider, and act upon, the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of February 28, 2013. Recommendation Motion to approve the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of February 28, 2013. Discussion The Wylie Economic Development Corporation (WEDC) Board of Directors approved the attached financials on March 22, 2013. Page 1 of 1 3-13-2013 01:05 PM CITY OF WYLIE PAGE: 1 BALANCE SHEET AS OF: FEBRUARY 28TH, 2013 111-WYLIE ECONOMIC DEVEL CORP ACCOUNT* TITLE ASSETS 1000-10110 CLAIM ON CASH AND CASH EQUIV. 1,503,084.69 1000-10115 CASH - WEDC - INWOOD 0.00 1000-10135 INWOOD BANK - ESCROW 0.00 1000-10180 DEPOSITS 2,000.00 1000-10198 OTHER - MISC CLEARING 0.00 1000-10341 TEXPOOL 0.00 1000-10343 LOGIC 0.00 1000-10481 INTEREST RECEIVABLE 0.00 1000-11511 ACCTS EEC - MISC 0.00 1000-11517 ACCTS EEC - SALES TAX 0.00 1000-12810 LEASE PAYMENTS RECEIVABLE 5,892,590.40 1000-12996 LOAN RECEIVABLE 92,127.34 1000-12997 ACCTS REC - JTM TECH 0.00 1000-12998 ACCTS REC - SAVAGE 180,618.44 1000-14112 INVENTORY - MATERIAL/ SUPPLY 0.00 1000-14116 INVENTORY - LAND b BUILDINGS 2,824,298.40 1000-14118 INVENTORY - BAYCO/ SANDEN BLVD 0.00 1000-14310 PREPAID EXPENSES - MISC 0.00 1000-14410 DEFERRED CHARGES 719,554.00 11,214,273.27 TOTAI. ASSETS 11,214,273.27 LIABILITIES 2000-20110 FEDERAL INCOME TAX PAYABLE 0.00 2000-20111 MEDICARE PAYABLE 0.00 2000-20112 CHILD SUPPORT PAYABLE 0.00 2000-20113 CREDIT UNION PAYABLE 0.00 2000-20114 IRS LEVY PAYABLE 0.00 2000-20115 NATIONWIDE DEFERRED COMP 0.00 2000-20116 HEALTH INSUR PAY-EMPLOYEE ( 305.21) 2000-20117 'MRS PAYABLE 0.00 2000-20118 ROTH IRA PAYABLE 0.00 2000-20119 WORKERS COMP PAYABLE 0.00 2000-20120 FICA PAYABLE 0.00 2000-20121 TEC PAYABLE 0.00 2000-20122 STUDENT LOAN LEVY PAYABLE 0.00 2000-20123 ALIMONY PAYABLE 0.00 2000-20124 BANKRUPTCY PAYABLE 0.00 2000-20125 VALIC DEFERRED COMP 0.00 2000-20126 ICMA PAYABLE 0.00 2000-20127 EMP. LEGAL SERVICES PAYABLE 0.00 2000-20130 FLEXIBLE SPENDING ACCOUNT 3,899.80 2000-20132 EMP CARE FLITE 0.00 2000-20151 ACCRUED WAGES PAYABLE 0.00 2000-20180 ADDIT EMPLOYEE INSUR PAY 0.00 2000-20199 MISC PAYROLL PAYABLE 0.00 2000-20201 AP PENDING 2,883.58 2000-20210 ACCOUNTS PAYABLE 61,830.05 3-13-2013 01:05 PM CITY OF WYLIE PAGE: 2 BALANCE SHEET AS OF: FEBRUARY 28TH, 2013 111-WYLIE ECONOMIC DEVEL CORP ACCOUNT() TITLE 2000-20530 PROPERTY TAXES PAYABLE 0.00 2000-20540 NOTES PAYABLE 719,554.00 2000-20810 DUE TO GENERAL FUND 0.00 2000-22270 DEFERRED REVENUE 81,701.24 2000-22275 DEFERRED REV - LEASE PRINCIPAL 5,659,808.91 2000-22280 DEFERRED REVENUE - LEASE INT 232,778.29 2000-22915 RENTAL DEPOSITS 1,000.00 TOTAL LIABILITIES 6,763,150.66 EQUITY 3000-34110 FUND BALANCE - RESERVED 441,944.04 3000-34590 FUND BALANCE-UNRF.SERV/UNDESIG 3,634,651.42 TOTAL BEGINNING EQUITY 4,076,595.46 TOTAL REVENUE 1,223,971.77 TOTA1. EXPENSES 849,444.62 REVENUE OVER/(UNDER) EXPENSES 374,527.15 TOTAL EQUITY i OVER/(UNDER) 4,451,122.61 TOTAL LIABILITIES, EQUITY i OVER/(UNDER) 11,214,273.27 3-13-2013 01:05 PM CITY OF WYLIE PAGE: 1 BALANCE SHEET AS OF: FEBRUARY 28TH, 2013 922-GEN LONG TERM DEBT (WEDC) ACCOUNTS TITLE ASSETS 1000-10312 GOVERNMENT NOTES 0.00 1000-18110 LOAN - WEDC 0.00 1000-18120 LOAN - BIRMINGHAM 0.00 1000-18210 AMOUNT TO BE PROVIDED 0.00 1000-18220 BIRMINGHAM LOAN 0.00 0.00 TOTAL ASSETS LIABILITIES 2000-20310 COMPENSATED ABSENCES PAYABLE 9,756.61 2000-20311 COMP ABSENCES PAYABLE-CURRENT 38,727.00 2000-21410 ACCRUED INTEREST PAYABLE 0.00 2000-28205 WEDC LOANS - CURRENT 234,809.67 2000-28220 BIRMINGHAM LOAN 0.00 2000-28230 INWOOD LOAN 0.00 2000-28234 AND LOAN - RANDACK/NUGHES 465,090.32 2000-28235 AND LOAN 200,798.23 2000-28236 ANB CONSTRUCTION LOAN 4,414,358.68 2000-28240 HUGHES LOAN 0.00 2000-28250 CITY OF WYI.IF. LOAN 0.00 2000-28260 PRIME !CUTS LOAN 0.00 2000-28270 BOWLAND/ANDERSON LOAN 0.00 2000-28280 CAPITAL ONE CAZAD LOAN 0.00 TOTAL LIABILITIES 5,363,540.51 EQUITY IRE S.-M,SIS 3000-34590 FUND BALANCE-UNRESERV/UNDESIG( 5,138,700.89) TOTAL BEGINNING EQUITY ( 5,138,700.89) TOTAL REVENUE ( 549,241.14) TOTAL EXPENSES ( 324,401.52) REVENUE OVER/(UNDER) EXPENSES ( 224,839.62) TOTAL EQUITY 4 OVER/(UNDER) ( 5,363,540.51) TOTAL LIABILITIES, EQUITY d OVER/(UNDER) 0.0D 3-13-2013 01:06 PM CITY OF WYLIE PAGE: 1 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: FEBRUARY 28TH, 2013 111-WYLIE ECONOMIC REVEL CORP FINANCIAL SUMMARY CURRENT CURRENT PRIOR YEAR Y-T-D Y-T-D BUDGET % OF BUDGET PERIOD PO ADJUST. ACTUAL ENCUMBRANCE BALANCE BUDGET REVENUE SUMMARY TAXES 1,743,989.00 181,681.98 0.00 454,085.65 0.00 1,289,903.35 26.04 INTEREST INCOME 120,462.00 3,356.14 0.00 20,981.27 0.00 99,480.73 17.42 MISCELLANEOUS INCOME 100,800.00 6,296.33 0.00 31,187.20 0.00 69,612.80 30.94 OTHER FINANCING SOURCES 369,722.00 33,958.00 0.00 717,717.65 0.00 ( 347,995.65) 194.12 TOTAL REVENUES 2,334,973.00 231,292.45 0.00 1,223,971.77 0.00 1,111,001.23 52.42 EXPENDITURE SUMMARY DEVELOPMENT CORP-WEDC 2,863,747.00 159,232.64 1,194.19 849,444.62 3,334.53 2,010,967.85 29.78 TOTAL EXPENDITURES 2,863,747.00 159,232.64 ( 1,194.19) 849,444.62 3,334.53 2,010,967.85 29.78 REVENUE OVER/(UNDER) EXPENDITURES ( 528,774.00) 72,059.81 ( 1,194.19) 374,527.15 ( 3,334.53) ( 899,966.62) 70.20- 3-13-2013 01:06 PM CITY OF WYLIE PAGE: 2 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: FEBRUARY 28TH, 2013 111-WYLIE ECONOMIC DEVEL CORP REVENUES CURRENT CURRENT PRIOR YEAR Y-T-D Y-T-D BUDGET % OF BUDGET PERIOD PO ADJUST. ACTUAL ENCUMBRANCE BALANCE BUDGET TAXES 4000-40150 REV IN LEIU OF TAXES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-40210 SALES TAX 1,743,989.00 187,681.98 0.00 454,085.65 0.00 1,289,903.35 26.04 TOTAL TAXES 1,743,989.00 187,681.98 0.00 454,085.65 0.00 1,289,903.35 26.04 INTEREST INCOME 4000-46050 CERTIFICATE OF DEPOSIT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-46110 ALLOCATED INTEREST EARNINGS 2,000.00 99.06 0.00 600.43 0.00 1,399.57 30.02 4000-46140 TEXPOOL INTEREST 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-46143 LOGIC INTEREST 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-46150 INTEREST EARNINGS 118,462.00 3,257.08 0.00 20,380.84 0.00 98,081.16 17.20 4000-46210 BANK MONEY MARKET INTEREST 0.00 0.00 0.00 0.00 0.00 0.00 _ 0.00 TOTAL INTEREST INCOME 120,462.00 3,356.14 0.00 20,981.27 0.00 99,480.73 17.42 MISCELLANEOUS INCOME 4000-48110 RENTAL INCOME 98,400.00 6,000.00 0.00 30,200.00 0.00 68,200.00 30.69 4000-48310 RECOVERY - PRIOR YEAR EXPEN 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-48410 MISCELLANEOUS INCOME 2,400.00 296.33 0.00 987.20 0.00 1,412.80 41.13 4000-48430 GAIN/LOSS SALE OF CAP ASSET 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL MISCELLANEOUS INCOME 100,800.00 6,296.33 0.00 31,187.20 0.00 69,612.80 30.94 OTHER FINANCING SOURCES 4000-49160 TRANSFER FROM GENERAL FUND 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-49325 BANK NOTE PROCEEDS 0.00 0.00 0.00 548,935.00 0.00 ( 548,935.00) 0.00 4000-49550 LEASE PRINCIPAL PAYMENTS (0 369,722.00 33,958.00 0.00 168,782.65 0.00 200,939.35 45.65 TOTAL OTHER FINANCING SOURCES 369,722.00 33,958.00 0.00 717,717.65 0.00 ( 347,995.65) 194.12 TOTAL REVENUES 2,334,973.00 231,292.45 0.00 1,223,971.77 0.00 1,111,001.23 52.42 3-13-2013 01:06 PM CITY OF WYLIE PAGE: 3 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: FEBRUARY 28TH, 2013 111-WYLIE ECONOMIC DEVEL CORP DEVELOPMENT CORP-WEDC DEPARTMENTAL EXPENDITURES CURRENT CURRENT PRIOR YEAR Y-T-D Y-T-D BUDGET % OF BUDGET PERIOD PO ADJUST. ACTUAL ENCUMBRANCE BALANCE BUDGET PERSONNEL SERVICES 5611-51110 SALARIES 174,809.00 13,446.86 0.00 67,234.30 0.00 107,574.70 38.46 5611-51130 OVERTIME 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51140 LONGEVITY PAY 1,253.00 0.00 0.00 1,156.00 0.00 97.00 92.26 5611-51145 SICK LEAVE BUYBACK 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51160 CERTIFICATION INCENTIVE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51170 PARAMEDIC INCENTIVE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51210 CAR ALLOWANCE 11,320.00 870.78 0.00 4,353.90 0.00 6,966.10 38.46 5611-51220 PHONE ALLOWANCE 3,924.00 0.00 0.00 2,265.09 0.00 1,658.91 57.72 5611-51230 CLOTHING ALLOWANCE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51310 TMRS 22,649.00 1,881.34 0.00 10,062.52 0.00 12,586.48 44.43 5611-51410 HOSPITAL & LIFE INSURANCE 31,349.00 1,936.73 0.00 11,575.10 0.00 19,773.90 36.92 5611-51415 EXECUTIVE HEALTH PLAN 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51420 LONG-TERM DISABILITY 603.00 38.22 0.00 229.32 0.00 373.68 38.03 5611-51440 FICA 10,991.00 853.46 0.00 2,463.32 0.00 8,527.68 22.41 5611-51450 MEDICARE 2,571.00 199.60 0.00 1,104.46 0.00 1,466.54 42.96 5611-51470 WORKERS COMP PREMIUM 566.00 0.0D 0.00 416.36 0.00 149.64 73.56 5611-51480 UNEMPLOYMENT COMP (TWC) 540.00 0.00 0.00 0.00 0.00 540.00 0.00 TOTAL PERSONNEL SERVICES 260,575.00 19,226.99 0.00 100,860.37 0.00 159,714.63 38.71 SUPPLIES 5611-52010 OFFICE SUPPLIES 13,750.00 179.42 0.00 396.25 0.00 13,353.75 2.88 5611-52040 POSTAGE & FREIGHT 980.00 3.32 0.00 33.27 41.00 905.7.3 7.58 5611-52130 TOOLS/ EQUIP - UNDER $1000 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-52810 FOOD SUPPLIES 5,000.00 215.37 0.00 1,093.66 172.78 3,733.56 25.33 5611-52990 OTHER 5,000.00 0.00 0.00 0.00 0.00 5,000.00 0.00 TOTAL SUPPLIES 24,730.00 398.11 0.00 1,523.18 213.78 22,993.04 7.02 MATERIALS FOR MAINTENANC 5611-54630 TOOLS & EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-54810 COMPUTER HARD/SOFTWARE 3,000.00 643.51 0.00 1,023.31 0.00 1,976.69 34.11 5611-54990 OTHER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL MATERIALS FOR MAINTENANC 3,000.00 643.51 0.00 1,023.31 0.00 1,976.69 34.11 CONTRACTUAL SERVICES 5611-56030 INCENTIVES 1,289,347.00 71,227.12 0.00 314,692.63 0.00 974,654.37 24.41 5611-56040 SPECIAL SERVICES 61,720.00 3,150.88 0.00 14,155.41 0.00 47,564.59 22.93 5611-56080 ADVERTISING 43,474.00 895.00 0.00 8,270.00 0.00 35,204.00 19.02 5611-56090 COMMUNITY DEVELOPMENT 41,750.00 3,568.00 0.00 24,714.11 500.00 16,535.89 60.39 5611-56110 COMMUNICATIONS 4,260.00 346.36 0.00 1,605.73 253.85 2,400.42 43.65 5611-56180 RENTAL 21,600.00 1,694.00 0.00 9,982.90 255.08 11,362.02 47.40 5611-56210 TRAVEL & TRAINING 31,895.00 1,017.62 0.00 3,253.85 2,064.47 26,576.68 16.67 5611-56250 DUES & SUBSCRIPTIONS 9,088.00 75.00 0.00 2,185.00 0.00 6,903.00 24.04 5611-56310 INSURANCE 1,803.00 303.00 0.00 303.00 0.00 1,500.00 16.81 5611-56510 AUDIT & LEGAL SERVICES 22,750.00 1,020.00 0.00 3,852.50 0.00 18,897.50 16.93 5611-56570 ENGINEERING/ARCHITECTURAL 20,000.00 350.00 0.00 3,150.00 0.00 16,850.00 15.75 5611-56610 UTILITIES-ELECTRIC 3,500.00 180.72 0.00 705.78 47.35 2,746.87 21.52 TOTAL CONTRACTUAL SERVICES 1,551,187.00 83,827.70 0.00 386,870.91 3,120.75 1,161,195.34 25.14 3-13-2013 01:06 PM CITY OF WYLIE PAGE: 4 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: FEBRUARY 28TH, 2013 111-WYLIE ECONOMIC DEVEL CORP DEVELOPMENT CORP-WEDC DEPARTMENTAL EXPENDITURES CURRENT CURRENT PRIOR YEAR Y-T-D Y-T-D BUDGET % OF BUDGET PERIOD PO ADJUST. ACTUAL ENCUMBRANCE BALANCE BUDGET DEBT SERVICE & CAP. REPL 5611-57110 DEBT SERVICE 673,755.00 55,136.33 0.00 450,644.35 0.00 223,110.65 66.89 5611-57710 BAD DEBT EXPENSE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL DEBT SERVICE & CAP. REPL 673,755.00 55,136.33 0.00 450,644.35 0.00 223,110.65 66.89 CAPITAL OUTLAY 5611-58110 LAND-PURCHASE PRICE 300,000.00 0.00 0.00 395,334.00 0.00 ( 95,334.00) 131.78 5611-58120 DEVELOPMENT FEES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-58150 LAND-BETTERMENTS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-58210 STREETS & ALLEYS 40,000.00 0.00 0.00 0.00 0.00 40,000.00 0.00 5611-58410 SANITARY SEWER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-58810 COMPUTER HARD/SOFTWARE 3,000.00 0.00 0.00 0.00 0.00 3,000.00 0.00 5611-58830 FURNITURE & FIXTURES 2,500.00 0.00 0.00 2,472.50 0.00 27.50 96.90 5611-58910 BUILDINGS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-58995 CONTRA CAPITAL OUTLAY 0.00 0.00 0.00 ( 494,284.00) 0.00 494,284.00 0.00 TOTAL CAPITAL OUTLAY 345,500.00 0.00 0.00 ( 96,477.50) 0.00 441,977.50 27.92- OTHER FINANCING (USES) 5611-59111 TRANSFER TO GENERAL FUND 5,000.00 0.00 0.00 5,000.00 0.00 0.00 100.00 5611-59190 TRANSFER TO THORUGHFARE IMP 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-59990 PROJECT ACCOUNTING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL OTHER FINANCING (USES) 5,000.00 0.00 0.00 5,000.00 0.00 0.00 100.00 TOTAL DEVELOPMENT CORP-WEDC 2,863,747.00 159,232.64 0.00 849,444.62 3,334.53 2,010,967.85 29.78 TOTAL EXPENDITURES 2,863,747.00 159,232.64 0.00 849,444.62 3,334.53 2,010,967.85 29.78 REVENUE OVER (UNDER) EXPENDITURES ( 528,774.00) 72,059.81 0.00 374,527.15 ( 3,334.53) ( 899,966.62) 70.20- *** END OF REPORT *** Wylie Economic Development Corporation Balance Sheet Sub ledger February 28, 2013 Notes Payable Date of Rate of Purchase Payment Beginning Bal. Principal Interest Interest Principal Balance February 1, 2013 $5,462,943.58 ANBTX MARTINEZ(#28 of 60) 10/28/10 8,200.66 359,895.05 7,545.38 655.28 2.95 352,349.67 ANBTX ACE(#18 of 180) 8/1/11 36,828.67 4,570,644.67 20,729.93 16,098.74 4.55 4,549,914.74 ANBTX HUGHES/RANDACK(#3 OF 60: 10/23/12 10,107.00 532,403.79 8,282.32 1,824.68 3.99 524,121.47 February 28, 2013 36,557.63 $18,578.70 $5,426,385.88 Note: Principal and Interest payments vary by date of payment. Wylie Economic Development Corporation Inventory Subledger February 28, 2013 Inventory -Land Date of Pur. Address Acreage Improvements Cost Basis Value Sq. Ft. McMasters 7/12/05 709 Cooper 0.48 n/a 202,045.00 Heath 12/28/05 706 Cooper 0.46 32,005 3,625 186,934.22 Perry 9/13/06 707 Cooper 0.491 n/a 200,224.00 Bowland/Anderson 10/9/07 Cooper Dr. 0.372 n/a 106,418.50 KCS 8/1/08 Cooper Dr. 0.406 n/a 60,207.87 Duel Products 9/7/12 704 Cooper Dr. 0.5 n/a 127,452.03 Randack 10/23/12 711-713 Cooper Dr. 1.089 400,000 8,880 400,334.00 Hughes 7/25/06 211 -212 Industrial 0.74 209,801 10,000 420,361.21 R.O.W. 0.18 41,585.26 Prime Kuts 10/8/07 207 Industrial 0.20 182,223 4,550 229,284.00 R.O.W. 0.11 n/a 77,380.45 Cazad 3/17/08 210 Industrial 0.27 128,083 3,900 200,781.55 Ferrell 9/29/05 2806 F.M. 544 1.09 n/a 239,372.00 Sale of R.O.W. 2/14/07 -0.09 -20,094.48 Crossroads 6/12/09 2804 F.M. 544 0.44 24,696 2,800 171,842.02 Regency Pk. 6/4/10 25 Steel Road 0.65 n/a 25,170.77 Premier Plaza-ACE 8/26/05 Martinez Lane 22.44 96,000 -639,000.00 Sale to Savage 5/28/08 -3.87 -98,917.20 SAF-Holland 12/14/10 Martinez Lane 1.33 n/a -225,514.65 Premier Industrial Park 7/12/07 Hensley 3.2 n/a 155,000.00 Total 30.48 976,808 129,755 2,824,298.40 *A Journal entry was made by auditors to adjust the cost of the Hughes land by$4,638.79. This amount was for taxes owed and therefore not part of the land value. *Prime Kuts total purchase price was$306,664.45. The distribution between 207 Industrial and R.O.W. purchased was developed by Seller for tax purposes. *Should lease to term and not execute purchase option, WEDC liable to reimburse ACE for Holland property purchase ($112,500). WYLIE ECONOMIC DEVELOPMENT CORPORATION SALES TAX REVENUE FOR THE MONTH OF MARCH 2013 MONTH WEDC WEDC WEDC DIFF % DIFF 2011 2012 2013 12 VS 13 12 VS 13 DECEMBER $103,687 $112,676 $148,500 $35,824 31.79% JANUARY 100,999 118,175 117,904 -271 -0.23% FEBRUARY 158,204 171,759 187,682 15,923 9.27% MARCH 104,670 113,571 139,745 26,175 23.05% APRIL 98,463 115,114 MAY 158,379 154,424 JUNE 116,832 119,326 JULY 119,527 125,555 AUGUST 157,310 155,875 SEPTEMBER 123,153 123,863 OCTOBER 118,827 122,650 NOVEMBER 163,346 172,141 Sub-Total $1,523,400 $1,605,130 $593,831 $77,650 15.04% AUDIT ADJ _ TOTAL $1,523,400 $1,605,130 $593,831 $77,650 15.04% WEDC SALES TAX ANALYSIS $200,000 $180,000 $160,000 _ $140,000 - $120,000 - - - - '- $100,000 - - 02012 $80,000 - - - •2013 $60,000 - - - - $40,000 - - - - - $20,000 - - - - $0 t 1 1 1 F 1 1 _ - I i 7 ns Q ll 2 4 m E o E U) Q a_) U U) LL O 2 U) r .( itJ_i Wylie City Council `'` AGENDA REPORT 8•rss7� Meeting Date: March 26, 2013 Item Number: 1. Department: Planning (City Secretary's Use Only) Prepared By: Renae' 011ie Account Code: Date Prepared: March 6, 2013 Budgeted Amount: Exhibits: 1 Subject Hold a public hearing and consider and act upon a Replat for the Woodbridge Centre Phase I Addition, Block B, Lots 6, 7 & 8. Subject property generally located south of F.M. 544 and west of Woodbridge Parkway. Recommendation Motion to approve a Replat for the Woodbridge Centre Phase I Addition, Block B, Lots 6, 7 & 8. Subject property generally located south of F.M. 544 and west of Woodbridge Parkway. Discussion Owner: Clark Street Development Applicant: Winklemann and Associates, Inc. The property totals 2.618 acres and consists of three commercial lots. The property is zoned PD 2003-01 and allows for retail uses by right. Lot boundaries, right-of-way dedication and other easements for the subject development were established by plat and approved by City Council in May 2012, and are consistent with the provisions of the PD. Lot 1 is currently under construction for the Kroger grocery; Lot 11 is under construction to accommodate a fueling station. The purpose of the Replat is to reconfigure lots 6, 7, and 8 to allow for a lease space to occupy Lot 7 for a drive- thru & walk-up restaurant (Seattle's Best Coffee Shop). The Replat will also dedicate the necessary access easements to accommodate the development. The accommodating Site Plan for Lot 7 is on the current agenda. The Replat generally complies with all applicable technical requirements of the City of Wylie. Access to the lot is via an access drive off F.M. 544 to be established by this Replat and an access drive & Fire Lane off Woodbridge Parkway. Lot 7 does not have 30 feet of direct frontage along a dedicated, improved street as required by the subdivision regulations. However, the lot incorporates 15' of a dedicated 30' access drive to both FM 544 and Woodbridge Parkway. The Planning and Zoning Commission recommended 6-0 for approval subject to additions and alterations to the engineering plans as required by the Engineering Department. Page 1 of 1 0 c a BROWN Ch B=S87°41'28"E I a ..I • 0 00 Ch L=34.78' o ' ' FM HIGHWAY 544 L=34.79' � qm 7;pit N^^ � c ,w � T N N � (variable width right-of-way) R=310.69' CU rc ° ry u 0=006°25'00" I L5 xcF ty a % �xcF N 87°34'05_E u w m . _A.R.T RAIL O in E wRev ■r G.GUNNEL SURVEY,ABSTRACT NO.351 CA > N c o STEEL FM a I&G N RAILROAD CO.SURVEY,ABSTRACT NO. 1061 t! L4 L6 POINT OF z :i °� " " r. � < - - 5!8"CIRF 516"CIRF 159.08xcs 1cs I - , _ I- 518"CIRF 5i8"CIRF _ _ L1 N 87°51'13" E o� • ° •� _ ` °" _ - -I - BEGINNING 1n°clRs vz°aRs N 87°34'19" E 88.66'uraRs - � N m2� EXCHANGEIn �� _ _- - ,!z"CIRs- - - 1 -08_- - L3 I / I 8 <, 8N" aw O _. � n'N %¢ O Q' In / S n m 2 ° oo°� UTILITYI Ln I I i W a aD EASEMENT. en I .8 HENS{,EY I I CABINET 2012- w I &I I I I / d PAGES 308-310 " o I I / o N 10' PRIVATE UTILITY I v / 15'X35' SIGN EASEMENT BY �co VICINITY MAP EASEMENT I 1 THIS PLAT bo trz"clRs K 15' WATER / // w NOT TO SCALE CC#20120224000211800 CABINET 2012 z _I EASEMENT / o PAGES 308-310 I I N I I I CABINET 2012 / U/ I I� PAGES 308-310 / / LOT 8R, BLOCK B N89° 19' 21"E N I o 1.215 ACRES 71 - 112" IRS / z (52,925 sq. ft.) v2"GIBS 71.98' L /o / IWOODBRIDGE CENTER, liel:\ I WOODBRIDGE CENTER. L7 I PHASE 1 ADDITION o co PHASE 1 ADDITION N89°19'21"E 80.18' I to I LOT 6, BLOCK B / / Ch B=S16°24'30"W Z NI LOT 9, BLOCK B / o I N CABINET 2012 / Ch L=283.90' • 1 ry CABINET 2012 w WOODBRIDGE CENTER, (0 W PAGES 308-310 - WOODBRIDGE CENTER, Z Iiv A , I PAGES 308-310 PHASE 1 ADDITION / I I I- I- PHASE 1 ADDITION 1-- 0 LOT 7, BLOCK B / cn 24' MUTUAL ACCESS / / L=284.98 Pu I LOT 8, BLOCK BCC#20120224000215920 / I v EASEMENT BY THIS PLAT R-945.00' co CC#20120224000215920 ❑ CABINET 2012 N89°19'21"E / / / A=017°16'42" Q V~j Cl) CABINET 2012 J 80.18' I w O PAGES 308-310I / I° 6R, BLOCK B w m X I PAGES 308-310 / I 0.998 ACRES / / <C W / w I I (43,481 sq. ft.) W W J I- D' 15' 30' 60' I I I / / LOT 7R, BLOCK B I }} ii WOODBRIDGE CENTER, 0.405 ACRES Mo Scale 1" = 30' PHASE I ADDITION a o (�,646 sq. ft.) I i I / / < v) O O= LOTS 6R, 7R, AND 8R, BLOCK B ° up 36' FIRE LANE AND 2.618 ACRES // I 30' MUTUAL ACCESS / 0 D U -J� ACCESS EASEMENT z ABBREVIATION LEGEND CABINET 2012 (114,049 sq. ft.) I / I I I EASEMENT BY THIS PLAT / / STREET EASEMENT p U JO I / PAGES 308-310 I / / CABINET 2012 Q • 0 ABBR. DEFINITION IL15.0'_I�15.0' PAGES 308-310 0 IRF IRON ROD FOUND I I UTILITY 10' DRAINAGE / I I UTILITY / / Q CIRS IRON ROD SET w/CAP STAMPED "WAI" EASEMENT EASEMENT CIRF IRON ROD FOUND w/CAP EASEMENT BY THIS PLAT L13 /� I I CABINET 2012 / XCS "X" CUT IN CONCRETE SET I I CABINET 2012 / ALCOHOL LINE SETBACK I PAGES 308-310 / Z XCF "X" CUT IN CONCRETE FOUND CO PAGES 308-310 I / I U co PKS PK NAIL SET Loud �:`1'/ L9 -1 / I I I I / _ o6 o PKF PK NAIL FOUND o - I - - - - / \/ / - - / / �� CC# COUNTY CLERK'S INSTRUMENT NO. - - - \�- T CM CONTROLLING MONUMENT / \ Z / 1- - - - - L1 - / U / 100.01' 113.09' _ a. '� W • - - 182.31' _ _; /rs - xcs S 89°19'21" W xcs Q o xcs 395.41' I •518"IRF Q - - LJ - - / o U � / Q ,a a 30' FIRELANE, ACCESS / o I m 3 I AND UTILITY EASEMENT / z / / aj W '^ BY CAB 2012 / ci a zz / m C - ' W v J PAGES 308-310 / 0 / Q ,tp - ��+ LLI / 0I / O �� N a N CC // Wa Oe aWU / ce' > / - -I w Q WOODBRIDGE CENTER, / 518"IRF ^ [ ' PHASE 1 ADDITION I WOODBRIDGE CENTER, Oo D r� v 00 LOT 1, BLOCK B PHASE 1 ADDITION IT - W W KROGER TEXAS L.P. LOT 5, BLOCK B et I U UTILITY ' CC#20120224000215920 CABINET 2012 EASEMENT / �/ BY CABINET 2012 N CABINET 2012 , PAGES 308-310 z -/ - - PAGES 308-310 / PAGES 308-310 - - , I I,/ M / / 0 / / O / / , , o Line Table Line# Direction Length L1 N2°25'55"W 1.82' L3 S87°51'13"W 15.00' I- 0 L4 NO°40'39"W 12.00' REPLAT cc co _ 0 L5 N87°51'13"E 35.25' WOODBRIDGE CENTRE, PHASE I ADDITION o 2 L6 S2°11'49"E 0.85' CURVE TABLE LOTS 6R, 7R, and 8R, BLOCK B o . co co F L7 NO°40'39"W 20.00' I & G. N. RAILROAD COMPANY SURVEY and the •• •• •• •• a. No. Delta Radius Length CH. B CH. L J.W. CURTIS SURVEY, ABSTRACT NO. 196 m m - ° ' it z ❑ L8 SO°40'39"E 25.28' Cl 0°35'14" 1076.50' 11.03' N25°18'23"E 11.03' CITY OF WYLIE, COLLIN COUNTY, TEXAS to 15 d 6 2.618 ACRES .o "' L9 589°19'21"W 31.87' C2 2°04'40" 754.00' 27.34' N16°46143"E 27.34' o. n L10 844°19'21"W 28.56' `o SHEET a. L11 S89°19'21"W 14.14' OWNER: ENGINEER/SURVEYOR: W CSD WOODBRIDGE LLC WINKELMANN &ASSOCIATES INC. 1 K L12 N44°19'21"E 42.70' 980 North Michigan Avenue 6750 HILLCREST PLAZA DR., SUITE 325 "Selling a portion of this addition by metes and bounds is a violationSuite 1280 DALLAS,TEXAS 75230 ❑OF w of City Ordinance and State Law and is subject to fines and L13 N89°19'21"E 36.01' Chicago, IL6061, (972)490-7090 0 withholding of utilities and building permits" (312)377-9100 TEXAS ENGINEERS REGISTRATION NO. n E6 TEXAS SURVEYORS NO. 100866-00 LLo _9 "Recommended for Approval" > PROPERTY DESCRIPTION P x STATE OF TEXAS a N WHEREAS CSD WOODBRIDGE LLC is the owner of a tract of land situated in the I & G. N. Railroad Company towl COUNTY OF DALLAS < "r •v ,- 0 0 P Y Chairman, Planning &Zoning Commission Date O > o b Survey. Abstract No. 1061and the J.W. Curtis Survey, Abstract No. 196, in the City of Wylie, Collin County, Texas, BEFORE ME, the undersigned authority, a Notary Public in and for said County and State, on this day City of Wylie, Texas py : c and being all of Lot 6, Block B, Lot 7, Block B and Lot 8, Block B of Woodbridge Center, Phase 1 Addition and being s more particularlydescribed as follows: personally appeared LEONARD J. LUEKER, known to me to be the person whose name is subscribed to to 2 the foregoing instrument and acknowledged to me that he executed the same for the purpose and "Approved for Construction" W %o considerations therein expressed. eg i 8 Q d BEGINNING at an "X" cut in concrete found for the intersection of the south right-of-way line of FM 544 (variable '1" w ag width right-of-way)and the west right-of-way line of Woodbridge Parkway (variable width right-of-way)and being Mayor, City of Wylie, Texas Date ei w 2 o ry the beginning of a curve to the right havinga radius of 945.00 feet, a central angle of 17 deg16 min 42 sec, a chord GIVEN UNDER MY HAND AND SEAL OF OFFICE This day ►�'y O o E 9 9 9 9 to >_ „ .11 le bearing of South 16 deg 24 min 30 sec West and a chord length of 284.90 feet; z ca " " 2.8 of , 2013. 2 .I.1 z - "Accepted" N J N y Z cc E N THENCE with the west right-of-way line of Woodbridge Parkway, southwesterly, with said curve to the right, an arcE N � d distance of 284.98 feet to an "X" cut in concrete for corner ; 4 o o 2= Vg u a a o,y_ N N C ,,ccMayor, City of Wylie, Texas Date ^w K> THENCE South 89 deg 19 min 21 sec West, along the south line of said Lot 7, Block B, and said Lot 8 Block B, of Notary Public in and for the State of Texas a g N N F said addition, a distance of 395.41 feet, to an "X" cut in concrete paving set for corner, being the Southwest corner The undersigned, the City Secretary of the City of Wylie, Texas, hereby certifies that the foregoing final .w of said Lot 8, Block B of said addition; plat of the Woodbridge Centre, Phase I subdivision or addition to the City of Wylie was submitted to the My Commission Expires: City Council on the day of , 2013, and the council, by formal action, then and there 2 3 g. THENCE North 00 deg 40 min 39 sec West, along the the west line of said Lot 8, Block B, a distance of 247.58, to a accepted the dedication of streets, alleys, parks, easements, public places, and water and sewer lines as '° 1/2 inch iron rod with red cap stamped "W.A.I." set for corner, being the Northwest corner of said Lot 8 Block B and NOW, THEREFORE, KNOWN ALL MEN BY THESE PRESENTS: shown and st forth in and upon said plat and said Council further authorized the Mayor to note the being situated in the southerly line of aforementioned FM Highway 544 and being the beginning of a non-tangent acceptance thereof by signing his name as hereinabove subscribed. curve to the left have a radius of 310.69', a central angle of 06 deg 25 min 00 sec, a chord bearing South 87 deg 41 THAT CSD WOODBRIDGE LLC, do hereby bind themselves and their heirs, assignees and successors ia min 28 sec East, and a chord length of 34.78 feet; of title this plat designating the hereinabove described property as WOODBRIDGE CENTRE, PHASE I Witness my hand this day of , A.D. 2013. c ADDITION, LOTS 7R and 8R, BLOCK B, an addition to the City of Wylie, and do hereby dedicate to the THENCE Northeasterly, with said non-tangent curve to the left, along the south line of said FM Highway 544 and public use forever the streets, alleys, and right-of-way easements shown thereon, and do hereby reserve the north line of said Lot 8 Block B and arc distance of 34.79 feet to a1/2 inch iron rod with red cap stamped the easement strips shown on this plat for the mutual use and accommodation of garbage collection "W.A.I." set for corner; agencies and all public utilities desiring to use or using same. Any public utility shall have the right to City Secretary z remove and keep removed all or part of any buildings, fences, trees, shrubs, or other improvements or City of Wylie, Texas - North 87 deg 34 min 19 sec East and distance of 88.66 feet to a 1/2 inch iron rod with red cap stamped growths that in any way endanger or interfere with the construction, maintenance or efficiency of its "W.A.I." set for corner continuing along south right of way line; respective systems on any of these easement strips, and any public utility shall at all times have the right (j o of ingress and egress to and from and upon the said easement strips for the purpose of constructing, Z North 2 deg 25 min 55 sec West a distance of 1.82 feet to a 1/2 inch iron rod with red cap stamped reconstructing, inspecting, patrolling, without the permission of anyone. This plat approved subject to all U • O "W.A.I." set for corner continuing along south right of way line; platting ordinances, rules, regulations and resolutions of the City of Wylie, Texas. < Z OL I— North 87 deg 51 min 13 sec East a distance of 159.08 feet to an "X" cut in concrete paving set for corner; c ca THENCE North 00 deg 40 min 39 sec West, along the east line of Lot 6 Block B of said addition, a distance of WITNESS MY HAND, THIS THE DAY OF , 2013. Q Cl) 12.00'to an "X"cut in concrete paving set for corner, being the Northwest corner of Lot 6, Block B of said addition, II m X and along the southerly right of way of aforementioned FM Highway 544; CSD WOODBRIDGE LLC > Q w THENCE North 87 deg 51 min 13 sec East, along the southerly right of way line of said FM Highway 544 and the U) > } northerly line of Lot 6, Block B, of said addition, a distance of 32.25'to an "X" cut in concrete for corner; BY: Z 5' Z O = THENCE South 02 deg 11 min 49 sec East a distance of 0.85'to an "X" cut found in concrete for corner; Title: z CO H OU THENCE North 87 deg 34 min 05 sec East, along the southerly right of way line of said FM Highway 544 and the 0 D U northerly line of Lot 6, Block B, of said addition, a distance of 161.32'to the POINT OF BEGINNING; STATE OF p U —J O COUNTY OF ¢O U CONTAINING within these metes and bounds 2.618 acres or 114,049 square feet of land, more or less. BEFORE ME, the undersigned authority, a Notary Public in and for said county and state, on this day _1 a) personally appeared , known to me to be the person whose name is Q -c Bearings shown hereon are based upon an on-the-ground Survey performed in the field on the 23rd day of subscribed to the foregoing instrument and acknowledged to me that he executed the same for the IY -o •November, 2011, utilizing a G.P.S. bearing related to the Texas Coordinate System, North Texas Central Zone purpose and consideration thereof expressed. Z m (4202), NAD 83, using City of Wylie Control monuments CM 2 and CM 3, grid values of North 00 deg 40 min 39 sec j o West(plat-North 00 deg 20 min 08 sec West), along the East line of Hooper Business Park Addition, an addition to GIVEN UNDER MY HAND AND SEAL OF OFFICE oa the City of Wylie, Texas, as recorded in Cabinet 0, Page 21, P.R.C.C.T. — SURVEYOR'S CERTIFICATE This day of , 2013. STATE OF TEXAS COUNTY OF COLLIN LLI Notary Public in and for State of Texas ''/^� KNOW ALL MEN BY THESE PRESENTS: V♦ That I, Leonard J. Lueker, do hereby certify, that I have prepared this plat from an actual on the ground survey of My Commission Expires: QT the land as described and that the corner monuments shown thereon were properly placed under my personal ..1� supervision in accordance with the Platting Rules and Regulations of the City of Wylie Planning and Zoning Commission. CL W CO Leonard J. Lueker 4E O Fq Tr I- � I.I. Registered Professional Land Surveyor tP,,.,s TBp,4-4 < rZ Et Texas Registration#5714 PRELIMINARY - This Winkelmann &Associates, Inc. document shall not be A� '�♦ 6750 Hillcrest Plaza Dr. #325 recorded for any purpose. 1.� V Q Dallas, Texas 75230 972/490-7090 (9,0 S U' S 1.2./�O W "W' 00 RV re 0 N 2 m 0 a 0 I- a REPLAT o 0 co O o WOODBRIDGE CENTRE, PHASE I ADDITION o 6 6 0) LOTS 6R, 7R, and 8R, BLOCK B o z co co -0 I & G. N. RAILROAD COMPANY SURVEY and the aCD CD cu a J.W. CURTIS SURVEY, ABSTRACT NO. 196 0 z o CITY OF WYLIE, COLLIN COUNTY, TEXAS `� 0 6 2.618 ACRES o- 6 N co SHEET E. >- OWNER: ENGINEER/SURVEYOR: W CSD WOODc "Selling a portion of this addition by metes and bounds is a violation WINKELMANN &ASSOCIATES INC. 2ce of CityOrdinance and State Law and is subject to fines and higan LLC 980 North Michigan Avenue 6750 HILLCREST PLAZA DR., SUITE 325 D Suite 1280 DALLAS,TEXAS 75230 OF 'p withholding of utilities and building permits" Chicago, IL 60611 (972)490-7090 O (312)377-9100 TEXAS ENGINEERS REGISTRATION NO. 89 TEXAS SURVEYORS NO. 100866-00in M Wylie City Council `'`(.A.,,,,„,tr.,'.',, AGENDA REPORT 8•rss7� Meeting Date: March 26, 2013 Item Number: 2. Department: Planning (City Secretary's Use Only) Prepared By: Renae' 011ie Account Code: Date Prepared: March 6, 2013 Budgeted Amount: Exhibits: 2 Subject Consider, and act upon, approval for a Site Plan for Seattle's Best Coffee in the Woodbridge Centre Phase I Addition, Block B, Lot 7. Subject property generally located south of F.M. 544 and west of Woodbridge Parkway. Recommendation Motion to approve a Site Plan for Seattle's Best Coffee in the Woodbridge Centre Phase I Addition, Block B, Lot 7. Subject property generally located south of F.M. 544 and west of Woodbridge Parkway. Discussion Owner: Clark Street Development Applicant: Dunaway Associates, LP The applicant is proposing to develop a 550 s.f. commercial/retail establishment on 0.405 acres. The lot is part of an overall planned development established in 2003 with a Final Plat approved in May 2012. Typically Site Plans are approved by the Planning & Zoning Commission. However, in accordance with PD 2003-01, all development plans/site plans shall be approved by the Commission and the City Council. The owner is subdividing lots 6, 7 & 8 to establish a smaller lot for Seattle's Best Coffee shop. The proposed use is allowed by right under current zoning as well as the conditions of the Planned Development. There will be no inside or outside seating. Access to the lot is via an access drive off F.M. 544 to be established by the accompanying Replat and an access drive & Fire Lane off Woodbridge Parkway. Lot 7 does not have 30 feet of frontage along a dedicated, improved street as required by the subdivision regulations. However, the lot incorporates 15' of a dedicated 30' access drive to both FM 544 and Woodbridge Parkway. Article 4 of the Comprehensive Zoning Ordinance states that service and loading areas shall not be visible from a public street; developments unable to meet this requirement are required to have masonry screening walls with gates. Although placed approximately 80'south of FM 544, the dumpster would be visible from a public street. The applicant is proposing a 6'-8' high masonry screening wall with gates and added landscaping. P&Z Discussion The Commission discussed relocating the dumpster to another location on the site. Due to the size of the site, other locations were limited. Staff felt that relocating the dumpster along the southern property line with entry from a major access drive was not suitable in ensuring the best traffic circulation The Commission also questioned how much walk-up traffic is expected. The applicant stated that the primary focus is drive-thru Page 1 of 1 Page 2 of 2 traffic with limited walk-up. The establishment meets the parking requirements of the zoning ordinance with 6 parking spaces. The Commission voted 5-1 to recommend approval of the Site Plan as submitted subject to additions and alterations to the engineering plans as required by the Engineering Department. Painted Metal Letters Mounted on Stone Wall • Stone Material $ea �tt�5 Painted Steel Cgffee� Best Canopies ® mum4b63M Seattle Painted Concrete DRIVE THOU Masonry Panel __, IT i _ ..... pliii\---- ___L__,,\J , [ -----4—ket 6 a bNr ---rlia.t4fa— Qa, � „ . ---- " _ lit k i 111.1 i a' OF 11111 . drive-thru window view walk-up window view Exterior Building Material Area Calculation: Glazing & Entry Door: 13% of total area Stone Material: 90% of non-glazing area Architectural Detail Fiber-Concrete Masonry Panel: 10% of non-glazing area All signage to be approved by Building Inspection Exterior Building Materials Seattle's Best Coffee et, October 22, 2012 15 10" 1.- 1 32'5 Pt ill t L iL Jiib ill _ ' 1 ,t . Seattle's Best 411* 71 1 L-- I I Co,ffee 4 DROVE THRU I 1 6 lk 1 1 Itt I -4111.. 77' .. , , ,, —- : , 10,PM 11 lts6r . tie li. ) 1' pm... lt /tib 1 mm• ,..,..---......"-- I 'ha_ .. I WOO di II V -ALA _....e,i= - -. - 4),---ti liplei m i _ , I _ 171 4,-=,------lin _ 3' 3' illirliirt ri •ed... V I lilt 'a a NO I ' C t I front right , J Seattles. Best , , ' _ . I ffee4 , _ . . Co I - ll DROVE TALL I ' , *---- 1 , I I II III 1 , , I , i 11111k1 Le ....- ie.. (- 1 ---' t- .M., 1 tiMITI I SIIMIIIIP It .1 —colt 1 I I I I I I III== ME I back left Heat Pump Mechanical Unit 2 Elevations Seattle's Best Coffee(Dtm October 22, 2012 rl „,. .:;;Niii!1,,,, LEGEND FM HIGHWAY 544 EXISTING DRIVE APRON TO BE CLOSED, 41'I+If, (VARIABLE WIDTH RIGHT-OF-WAY) AND RELOCATED BY OTHERS I"!, ��, ' I�,�IC,, _ FUTURE TURN LANE TO BE DESIGNED FI , Per .ti, PROPERTY LINE AND CONSTRUCTED BY OTHERS I'��„•py�;i li,�� -- L -� -� EXISTING INFRASTRUCTURE - S� ; c — — — - - y - - - - - - - 0 20 a0 PROPOSED SIDEWALK —" -lo or Ex+� ro —IX sro f >� ' 1 (BROOM FINISH) oc-Fo fX-20"W SCALE: 1"=20' i W _ _ _ — — -fo IX 20"NJ `1 IXF 1 vJ I EX-20"�'v EXISTING LIGHT POLE A 10' LANDSCAPE SUFFER N87.cS.j' -----\ I I a(- a-0� Exams — i r - - - - , a — Ec-0rr — — — — — — UTILIT ^ENT IX—Qv r DRIVE-THRU STACKING SPACE I — — — — I N / I 'SETBACK BUILDING I I NEW CONCRETE PAVEMENT z 0 ui { / ( NEW HEAVY DUTY CONCRETE w IC I f PAVEMENT cc 1 PROPOSED M /j / / fl PRIVATE uTILITY EASEMENT i oo , I ( / 1 0' z° R=754.00' 21 i I / / NOTES BY SYMBOL Kr IOU L=27.34' /i > i / ILO11 o v� CB=N16'46'43 E / ACCESS ROAD TO BE DESIGNED / O PROPOSED #519 SF BUILDING. REFER TO ARCHITECTURAL PLANS. mo I CL=27.34' AND CONSTRUCTED BY OTHERS / / ,^ 9 a I D)L W® / Ili VAN ACCESSIBLE HANDICAP PARKING SPACE, ' o--v 52,925 sff I / ` / Qtco� c Zoned PD 2003-01 I / 111) PROPOSED CUSTOMER PARKING. > x o .- .- 0 © 3 �� v PROPOSED TRASH DUMPSTER LOCATION. REFER TO ARCHITECTURAL PLANS FOR o 2 LL / l\4� SCREENING SPECIFICATIONS. N.t9'19' 1 71.98' I / i / { I �Y ' I / Q © LANDSCAPE AREA. Q .S . DRIVE--THRU SERVICE ORDER POINT AND MENU BOARD- SEE DETAIL THIS SET, / / Y J 0 FOR PLACEMENT DIMENSIONS. ORDER POINT TO BE PLACED NO CLOSER THAN 0 I< i I ;T( '' / SO' FROM PICKUP WINDOW, MEASURED ALONG DRIVEWAY. J1 `-\ �� ,� a� DRIVE-THRU SERVICE CLEARANCE BAR- SEE DETAIL THIS SET, FOR PLACEMENT 1 �, O DIMENSIONS- p <1, 1 + I ,!. x 43,431 sf Q q < 8 ) DRIVE-THRU SERVICE PICKUP WINDOW. a 24' PROPOSED< <r-: \ i Zoned }.ylDu 200'3-01 / /ACCESS � Hkki u, NEW PAVEMENT AS REQUIRED TO INSTALL UTILITY LINES. PAVEMENT TO BE a EASEMENT / Q 4711 i / 0 \ / EQUAL OR BETTER THAN EXISTING CONDITION. // I/ / \\ NO CURB ALONG HEAD OF PARKING SPACES- WHEN LOT 8R IS DEVELOPED, LOT / / Q a� <�0> 8R CONTRACTOR MAY PLACE CURB OR PAVEMENT AGAINST LOT 7R PAVEMENT, DEPENDANT ON FINAL DESIGN OF LOT 8 LAYOUT. .04 CI�� / AREA DRAINAGE INLET. REFER TO GRADING PLAN, THIS SET. � • / a 7 IOS 1 04 �) / 0 TRENCH DRAIN- REFER TO GRADING PLAN, THIS SET. o / ® SITE LIGHTING FIXTURE- REFER TO ELECTRIC / MEP PLANS FOR ADDITIONAL V + Z d / INFORMATION. (3 PLACES) Zey 1 '5 / 7 O 1 /- N - - b id 4,;; j ,_ g> I o w / / SITE PLAN NOTES m H ® ,.. .., i . . , _ I , 3 / / 1. NOTE TO CONTRACTOR: DO NOT DISTURB EXISTING PAVEMENT TO REMAIN O ��'► 6 `' :''_ := / DURING CONSTRUCTION PROCESS. w 0 . © - Iw t O / 2. REFER TO DIMENSION PLAN FOR DIMENSIONS. V C� p V j �� i O ( ' 5 / i 3. ALL PAVING IS CONCRETE, REFER TO SECTION DETAILS. *r V p 10' PROPOSED i i ; q ..n DRAINAGE EASEMENT \11� 1 i i / / d n.i r rt ` �T'�� 4- BENCHMARK: gq V� f / CITY OF WYLIE NAD-83 GEODETIC CONTROL MONUMENT CM3, LOCATED ON - b O I I ��I i / THE SOUTHWESTERLY SIDE OF WYLJE HIGH SCHOOL FOOTBALL STADIUM - V (- 17, , , AND NEAR THE NORTHWEST CORNER OF FOUNDERS PARK SPORTS FIELD, 0 a t — �� t 31 15' WATER EASEMENT BEING 31.5 FEET WEST OF THE BACK OF CURB, AND APPROXIMATELY 111 y l� la � / \ BY PLAT / FEET NORTH OF THE CHAIN LINK FENCE AROUND FOUNDERS PARK SPORTS r+OS r+ v D. \ f : i FIELDS. Q O �► i 6 \ \ ( I ! / / ELEVATION = 520.30T f/� 1�1 e f , I / F � UTILITY EASEPENT1/4_4 -, r : :-- -- \-1_ 1 I—: 8d PLAT T ift3__ _ _ R=1076.50 r -1 I F4- I / / L-'11.O3� 10' BUi4D1N SETBACK -�`t ttb z i. CB=N2518'23 E 3 3 z o M / s"ss CI =11 03' $. S Y K _ _ g _ _ 04 ta ¢co 4� •W .� � li / ` 7891977'717.1 00-01 vita - - - - - - ��P�E OF TF �+ o 3-CI SI-8'v D) / XEX,-WW' n EX-S W ' `CF r ••i r* : • _. -_ --_ _ __ _ I KYLON M. WILSON 2,2 acresI-- - + i — -Zaneci--P�-2o0a-o1 4,/ t,,a 77520 s S' ei/ IOU 5 ACCESS ROAD TO BE DESIGNED . �� ' ,7 Dacca I .,3 AND CONSTRUCTED BY OTHERS / co (DATE: 9,�-. .013 moo/ I.13 acres Zoned PD 2003-01 JOB No. / 8000606i // 1 / / DRAWN BY: DDP / / / (DESIGNED BY: / DDP CHECKED BY: KMW / DATE: MARCH 20, 2013 SCALE: 1"=20' SHEET: C3.0 r \ N N Bermuda Grass I . \ N N ( 103 5f) , PI ANT SCI-1FDI JI F N Bermuda Grass I NN ( 1 5 1 5f) N. I TREES QTY COMMON NAME BOTANICAL NAME CAL. CONT. HT. SPREAD J N I Jill \ i I SHUMARD RED OAK QUERCUS SHUMARDII 3" 65 GAL !4'-IC 5'-7' Ns N59° 19'2 I ' 55 . 18' o I 2 SOUTHERN LIVE OAK QUERCUS VIRGINIANA 3" 65 GAL 7'-9' 5'-7' N. \ i SHRUBS QTY COMMON NAME BOTANICAL NAME CONT. HT. SPREAD SPACING zo I \ I 6 0 13 DWF WAX MYRTLE MYRICA CERIFERA 'DON'5 DWARF' 5 GAL 24" - 36" 24"- 36" 36' OC a I 6 La La k 0 4 DWARF YAUPON ILEX VOMITORIA 'NANA' 5 GAL 20"-24" 20"-24" 3' OC. z s • O S 3 MAIDEN GRASS MISCANTHUS SINENSIS 'GRACILLIMUS' 5 GAL 3'-5' 2'-3' 3' OC. JJ 4- ce Southern Live Oak —.7.- iI ) ; \ I k 5 NEEDLEPOINT HOLLY ILEX CORNUTA 'NEEDLEPOINT' 7 GAL 2.5' 2'-3' 4' OC. o <11 I i NT I O 4 ROSE ROSA X 'KNOCKOUT' TM 5 GAL 30"-36" 30"- 36' 4' OC. z° Mexican Feathergrass 2 4' PROPOSED 1 ( I 7) I I GROUND COVERS QN COMMON NAME BOTANICAL NAME CONT./SPACING HT. SPREAD REMARKS MUTUAL ACCESS / Southern Live Oak ,I . I Mexican Feather rass X :06- EASEMENT 1 R Ig(32) ( I ) I I44 AUTUMN SAGE SALVIA GREGGII 'WHITE' I GAL@ 18" OC 10"-I2" 12" y r."' Autumn Sage " Decom o ed Granite I ' ` LL p (5 5f) ` — (34) - — QtmcOcc Autumn Sae 8edi • � I 2,330 5F BERMUDA GRASS CYNODON DACTYLON HYDROMULCH a 3 -` Mexican Fhathergrass ti' —(2�) Ih��pn fl�Q p1��(7) S ' � m��Illin►. ,dR�lial�ualilril�li►f tp llliiu��. nuumlliURill' �� Q�■IIIIs,�. (I�N III t�l ��• 1+ I t 09 MEXICAN FEATHERGRASS NASSELLA TENUISSIMA 'PONY TAILS' I GAL@ 24" OC I S -24 24" ael>1 �IIf tt*at3 : �'I�� ... 111Ia " " ,�nl g111111 illl.~.. 4 • •4".> 4411 • • 3 , ....... ! . .�a.q �II'INn il I allIIIIINtunr Decom�o5ed Granite ,, __________ ..,......'�� f�� 0.�0.�=�a��•=�� 1 1 4 OTHER 2)1 COMMON NAME BOTANICAL NAME GONT.{SPACING HT. SPREAD REMARKS I....t t / (20 sf) 29 SF DECOMPOSED GRANITE DECOMPOSED GRANITE N/A WA N/A 4"THICK LAYER Needlepoint Holly Jr 5 ! _Oak SIMA(0711 _ z I 1 ` \ 4114 / ( ) SRC) ' - __ 9 5F RIVER ROCK RIVER ROCK COBBLE, 1-3" STONES River Rock / (9 sf) ( 14 0 11141,,t ' ' I Ci\ a p/ R�2� ►11mrAmp Y / Dwarf Yaupon Niii , LL1 ` \ 0 / (4) I I m 1 Mexican Feathergrass i\I O i \ - ' / ( 1 2) �? flC �, SITE DATA: IMO 0 Bermuda Grass C] v' / ( f ,088 sf) I O (1) SITE AREA 17,646 5F z / ( I In \ z 1 W ZONING PD 2006-46 ''" / CO U ` ADJACENT ZONING PD 2000-46 lemil � E / ° j 3 ai � tb / op \ TOTAL 5F OF NEW BUILDING 5 19 SF M Oa 0 0 ;:. I Or. 1N�, ♦ •♦♦ is (\ Autumn Sage ��^�i�% \ \ LAN DSCAPC REQUI REM ENTS: REQUIRED PROVIDED POI NTS p�q g ., \ \ CITY OF WYLIE LANDSCAPE STANDARDS G •�+ V \ Bermuda Grass (33) / . E ' ._ 0 ,o, 10 P R Q�'O S E D (504 sf) Dwf Wax Myrtle • 1 �h, \ SITE LANDSCAPING ta .. $ ow DRAINAGE EASEINcENT (7) Ill d / \ \ 15% OF TOTAL SITE TO BE LANDSCAPE 2,646 SF 3,35G 5F 1 O in t3 a, a N �!t Ilu� / 1 17,646 Sr X . 15 = 2440 SF ( 15%) ( I 9%) N 1101 I a \ O _ • \ 15' V LANDSCAPING IN FRONT YARD YES YES \IV N N Mexican Feathergrass >,,n^�n . 4 ? / / n - ( I 3) '�99. ►O • / BY P LANDSCAPING IN SIDE AND REAR YARD YE5 YE5 I O Malden Grass t•O�.�I�.�.� 5humard R ''6 Oak \ / (3) •:; :'t / O \ LANDSCAPING OF PARKING LOTS / Autumn Sage / \ PARKING SPACES SHALL BE WITHIN GO LF OF TREE YES YES j „ :' �� d / — — _ — — ( I 6) I PARKING SPACES WITHIN 40 LF OF TREE I 0 ;47 BRF +,, / / Decomposed Granite t 1 ` �s,► �'4 (5 sf) 7 f' ' I\ :41 o �/ / Autumn Sae LANDSCAPE ISLAND EVERY 12 SPACES YES YES 4 '/ . / / \ 18 g UT aii. . —/ —./ \ ::- PARKING LOT LANDSCAPE AREA 300 SF 300 5F '. 2291 i�% / / c5` . - >4,, Autumn Sage I '� TF OF C�'r (50 SF X 6 SPACES) •' N. ‘::: . rk.• OthardiblialbligroleStt N 1I � 1 rN n `v'- . / ___ — — ..— — FRONTAGES (DATE. LANDSCAPE OF STREET Dwf Wax Myrtle 4 LANDSCAPE BUFFER NA NA JOB No. B000606 / /Rose Rose / I a z DRAWN BY: JMT ' / ( I ) {{ I ) z z TOTAL REQUIRED POINTS = 25 / Dwf Wax Myrtle Mexican Feathergr�ss < Q w Q CL PER PD 2003-0 I DESIGNED BY: AGB / / (2) (28) _ ' — _ — w Q TOTAL PROVIDED POINTS = 30 l — - - - - — / — - - - --- r� � w 1- 589° 19'2 I °W 95 . 18' \ CHECKED BY: AGB / , �- w '_ r v ill 0 �1 D 20 30 T88b U 1-- m DATE: air .... •..wwnww i Q MARCH 20, 2013 / _ ......_ C F- / I ` ACCESS DRIVE SCALE: 1'' =10'� D SCALE: 1"=10' ' i j SHEET: LS1.0 g G • ® Wylie City Council AGENDA REPORT 1887• "rE op S'E0 Meeting Date: March 26, 2013 Item Number: 3. Department: Planning (City Secretary's Use Only) Prepared By: Renae' 011ie Account Code: Date Prepared: March 18, 2013 Budgeted Amount: Exhibits: 2 Subject Consider, and act upon, approval for EIFS as an appropriate primary exterior facade, in accordance with Article 4, Section 4.3.F of the Comprehensive Zoning Ordinance, for a restaurant remodel (El Pollo Regio) located at 911 E. FM 544. Recommendation Motion to EIFS as an appropriate primary exterior façade, in accordance with Article 4, Section 4.3.F of the Comprehensive Zoning Ordinance, for a restaurant remodel (El Pollo Regio) located at 911 E. FM 544. Discussion APPLICANT: Luis G. Ramirez (El Pollo Regio) The applicant has completed a remodel of a restaurant (formerly Popeye's Chicken) to accommodate El Pollo Regio fast food restaurant. The applicant submitted plans and obtained a remodel permit on January 25, 2013. The construction plans indicated stucco as the primary exterior material, which is in accordance with current codes. On February 7, 2013, a lath inspection was scheduled. However, upon arrival at the site, the City Building Inspector cancelled the inspection because no plans were on-site and the proper materials were not being installed per permit description and approved plans. Per the Comprehensive Zoning Ordinance Section 4.3.F primary exterior materials shall consist of a masonry material including but not limited to brick, stone, cast stone, decorative concrete, concrete block, stucco or cementitious fiberboard. Exterior Insulating Finishing System (EIFS) shall not be considered acceptable primary material and shall not exceed more than 20% of any facade face. As installed, all elevations exceed the required EIFS content. The applicant states that the installed EIFS is durable and meets the intent of the aesthetic appropriateness of the Ordinance. See Exhibit"A" The applicant is seeking a variance from Council to allow the exterior façade to have more than 20% coverage of EIFS. Page 1 of 1 'CEO 4 . + 52013 CIRC7_P BY' SY N T E X suPr�Y uur11 February 27, 2013 RECEI\i MAR 0 6 2013 BY:e City of Wylie Code,Construction RE: EIFS;'Stucco Systems Project: El Pollo Regio To Whom It May Concern; My name is Cory Laurence; I'm the owner and president of Circle Supply of Dallas. We are an authorized distributor for Omega stucco products and we represent many other manufacturers products that make up stucco, eifs (foam systems with stucco basecoat and stucco acrylic finishes), and other masonry systems. We have been a distributor for such products for over fifteen years in Texas as well as products all over the nation. There have been several questions and concerns regarding the classification of different stucco, eifs, and other masonry systems that are applied on new commercial projects in different municipalities. Many cities require masonry products (stucco, stone, block, brick, etc) to meet a desired ratio in regards to how much is being used on the outside of new construction and allow other materials such as EIFS, Siding, and other products to be used in smaller amounts to fit the design needs of the projects. This is typically the case in new construction only. In regards to the El Pollo Regio restaurant on 544 in Wylie, Texas; the system applied was an EIFS foam system. The system installed was applied over existing brick therefore meeting the code requirements by the city in regards to masonry requirements. There is absolutely no difference in the appearance between stucco systems and Eifs foam systems. Both systems use the same cementious products and acrylic sand, quartz, and marble finishes. The installation of the suwtex Stucco Gt Ci.rcle Supply Cowipav 1 j 2561 Merrell i oact as tlas, Texas 75229 2.14-462-7900 214-453-4173 foam was adhesively applied over the brick using a masonry acrylic basecoat. They then used the same basecoat to mesh the foam surface and applied an acrylic finish over the basecoat to give the color and appearance specified. Originally LIFS systems was created to retrofit buildings over existing masonry products after World War II in Germany, Presently most Eifs systems are applied directly over the building sheathing for new construction because it gives the architect unlimited design capability, environmentally friendly, and product longevity. However, on retrofit construction the Eifs systems having been the most popular solution to remodel and enhance existing structures. Again, on this project, the brick and block was installed originally, and the foam was adhered directly to the masonry products as part of the retrofit. As a result, this method enhanced the look of the existing system and made the building environmentally friendly. The foam used gives an r- value of over 4 per inch and gave the building a greater insulation value. This application would he similar to painting a building in which no permits should be needed, only a much better application in regards to the products used. The structure and integrity of the building was never changed, only improved. The system installed also carries a manufacture warranty for labor and material for 10 years or more. I hope this letter answered any questions you may have. If you need further assistance, please contact me at 214-577-1486 or by email claurence@syntexstucco.com. If need be, I'm always available for a meeting or presentation. MAR 06 2013 .ry Laurence ` resident/Owner F3y:� Suwtex Stucco a C%rote Suppttd Comp:10,u 2501 Merrell Foad Dattas, Texas 7.5229 214-4 62-7900 214-453-4173 • - ...)'- .--1 ? ' I 1. - i•/( .' ` y it t 3'4;;;; :::. -- --'41114_ ---....3"..."—*-•-•'-'-..—..' ''I L _ s"--;''''! ''',..(..7. t ‘..) • N arillia ... -zEN -"----._ 1 . ' ' - ....----- -. - '''-, - INF Omega Products international is proud to manufacture only the highest quality products with excellent warranty plans. All of our products are warrantied to be free from defects for a period of one year from the date of purchase. Only a proof of purchase is required to receive this warranty; no form needs to be submitted to Omega Products. Additionally, Omega has multi-year extended warranties for wail systems that utilize Omega products. The length of the warranty depends upon the combination of products used. The following warranties are available: YEARS SYSTEM AND/OR PRODUCTS USED :` ". 'O3.w ry A•; ==- ,. ,:v i exiflarrier With AkT4Flex Finish */**a 10 AkroFlex WM with AkroFlex Finish */** RECEIVED' 5 Direct Applied (Restrictions Apply) */** MAR 0 6 2013 5 Diamond Wall with ColorTek __:11,..-D__.-1"---- _ 2 Diamond Wall or Super Cement 7 Diamond Wall with AkroFlex or OmegaFlex Finish */** 8 Diamond Wall with admix and AkroFlex or OmegaFlex Finish */** 6 Diamond Wall with admix and ColorTek 3 AkroFlex or OmegaFlex Finishes * 5 Akrolastic Finishes * 5 AkroSil Finishes * 5 Super Cement with ColorTek 7 Super Cement with AkroFlex or OmegaFlex Finish */** 10 Diamond Wall PM with AkroFlex or OmegaFlex Finish */** 7 Diamond Wall PM with ColorTek * 3 years added to the above listed warranties when OmegaFlex/AkroFlex Primer is used ** 2 years added to the above listed warranties when Akrolastic or AkroSil finish is used xxx 5 years added to the above listed warranties when Crack Isolation System Method Two is used and 3 years added when Method One is used To recieve a written warranty, please complete and sign the Application for Written Warranty form (included), then mail or fax it along with a copy of your contractor's license (where required by the state)to: Omega Products International, Inc. • 1681 California Ave • Corona, CA 92881 or FAX it to 951.602.6061 P'kroFlex Barrier EIFS A Class PB Exterior Insulation and Finish System System Components Installation & Design Requirements Adhesives and Base Coats The following products may be used as an adhesive and/or base coat: • Substrates must be structurally sound,clean,dry.and free PRODUCT USE PACKAGING SPECIAL USES of all material that may reduce bonding of the adhesive. O StyroBond Adhesive Pail Can be used • Maximum allowable deflection of structural wall (5gal,651b) woodansheathing usedover components is 1/240 of the span. Final expansion and control joint design and location are the responsibility of ❑ StyroGlue Adhesive or Pail the design professional. Base Coat (5gal, 551b) • Sealants must be compatible with the adjacent EIFS components, be approved by Omega Products, and must o StyroGlue Adhesive or Bag meet ASTM C920 (Type S or M, minimum Grade NS, DryBond Base Coat (501b) minimum Class 25,and Use 0).Periodic sealant inspections required per sealant's manufacturer's requirements. ❑ StyroGlue Adhesive or Pail Highly water- • Expansion joints are required at dissimilar substrates. Plus Base Coat (5gal, 551b) resistant floor lines in wood-framed construction in which lumber ❑ shrinkage will occur, where through wall expansion joints StyroGlue Base Coat Pail Fiber reinforced, occur, where the EIFS abuts another material, and where TF (5gal,651b) tintable structural movement is anticipated. o tiorlal) • Store and apply all component products per the product's Water-resistive/Air Barrier Assembly( p data sheet. ❑ AkroGuard Water Resistive Air Barrier Assembly consists • Do not use below grade. Terminate a minimum of 8-inches of a field applied, non•cementitious, flexible coating and joint/ above grade,6-inches above finished grade,or as specified transition treatments that create a water-resistive air barrier by local code. assembly. • System must be properly flashed and sealed to prevent moisture from entering the wall assembly. FPS Foam Board • Do not apply system when the ambient and surface Type I EPS board complyingwith ASTM C578 with a nominal pp y y YP temperatures are below 40°F(4°C).The use of OmegaCure density of 1 pound per cubic foot, a flame-spread rating of 25 will improve the hydration of cement-based adhesives and or less, a smoke-developed rating not exceeding 450, and a base coats at low temperatures. thickness of 1 to 4-inches. Reinforcing Mesh AkroFlex Meshes are alkali-resistant woven glass fiber fabrics Primer(Optional)' specially designed to be used with AkroFlex EIF Systems. Meshes 0 AkroF ex Base Primer is 100% acrylic-based primer are available in a range of weights that provide different levels of designed to promote bond strength, color consistency and strength and impact resistance. uniform suction,while increasing water resistance. ❑ Heavy Duty Mesh (20oz): For locations requiring the highest impact resistance, such as ground floors and high traffic areas. AkroFlex Finishes Butt joints tightly,do not overlap AkroFlex 100% acrylic based finishes use the latest Dirt ❑ Intermediate Mesh (15oz): For locations requiring additional Pickup Resistance (DPR) technology, to provide long impact resistance, such as medium traffic areas. Butt joints lasting, weather-resistant, durable finishes that will resist tightly,do not overlap. discoloration, fading, or mold growth. A wide variety of ❑ Standard Mesh (4.5oz): For locations requiring standard textures are possible depending on the finish choice and impact resistance, such as second stories or other low traffic application method. Akrolastic (elastomeric) or AkroSil areas where impact is unlikely. (silicone enhanced)finishes are also available. ❑ Starter Mesh(4.5oz): For wrapping and detail work. )The use of primer and/or AkroGuard will increase the length o1 the system's warranty. Dtsclainter Claims warranty Omega Products International, Inc. (Mane ucte ere beyond the control of Manufacturer; Any Claimant shall notify Manufacturer imme The following is made in lieu of all expressed rectum]MAKES NO WARRANTY OF HER therefore,no warranty is made,expressed or diataly in writing of any alleged defect in the and implied rights,warranties and canditlom. CHANTABILIT' OR FITNESS FOR A PAR implied,as to the results obtained from the material.Claimant will provide Manufacturer statulOry or otherwise. The manufacturers TICUTAR PURPOSE WITH RESPECT TO THE use of the product or against any claims for with a reasonable and exclusive opportunity only obligation shall be to replace such man PRODUCT(S)SOLO HEREIN TM recommit. Infringement of patents resulting'rem use to investigate and test for the alleged defect. city of products proven to be defective within datlons,suggestions,statements and techre of the product.Under no circumstance shall For any claim that Is not valid Claimant agrees one year following the date of manufacture. cal data are based on the bet knowledge Manufacturer be liable for Incidental or con to pay omega's reasonable cturges.including provided that the alleged defective product it available to Manufacturer and are given far sequential damages arising out of the use travel and labor associated with investigation returned prepaid to the manufacturers plant inlormational purposes ONLY and without or the Improper application of the product. of suco claim, and is accompanied with proof of purchase any responsibility for their use It is expressly Before applying the product,the user stall do and batch number. understood and agreed,as a condition o the termlne the suitability of the product for his/ Technical Assistance use of this product,that the buyer's sole and her independent use assuming all risks and PRbDUCT3 INTERNATIONAL. Ilebll whatsoever In connection therewith. Technical assistance and information is avail proec u ct remedy for c'claimed shell i be thetive dY product against Manufacturer aball be the This witting constitutes a complete and ezehe able by calling Omega PredueU IMsrnational, replacement of products actually preen to She statement of the understanding between Inc.at(600)600.6634 or FAX(951)520.2594 be defective Handling and use of the prod Manufacturer and Buyer. or by email at info@omega-products.com. The Professional's Choice exBarrier EIFS A Class PB Exterior Insulation and Finish System AkroFlex Barrier Exterior Insulation and Finish System (EIFS) is a lightweight, multi-component exterior wall ,, .•Finish Coat assembly. EIFS can resemble traditional stucco,while offering additional energy efficiency, design versatility, weatherability, • : ••• ••Primer(Optional) and durability. For these reasons, EIFS has become one of o•' ' ,-:•"'.• •• the most popular cladding options with billions of square ,9• .a feet installed on buildings around the world. Omega Products Base Coat International is a leader in the EIFS industry with decades of o..... . successful installations. .' '•••• Mesh o, o: •i ., �, •. Sheathing System Description •, The AkroFlex Barrier EIF System is a Class PB barrier + j') Foam Board system designed to keep moisture on the outer surface of ►� the wall and out of the wall assembly The AkroFlex Barrier • System consists of EPS foam board adhesively attached •'•Adhesive over approved, properly prepared sheathing. A base coat is applied over the foam board with fiberglass mesh fully embedded in the base coat. Lastly, primer (optional) and AkroFlex 100%acrylic finish are applied. AKROFLEX EIFS ADVANTAGES Design Considerations FEATURES BENEFITS • May be applied over the following: Energy Efficient/ Reduces operating energy costs • Steel or wood framed construction with the following Green due to increased wall insulation substrates: and reduced air infiltration -- ASTM C1396 water-resistant gypsum sheathing Design Flexibilit -ASTM C1177 glassmat faced gypsum sheathing g Y an Can h pefa or ed into virtually any shape or design and is - ASTM C1325 cement boards available in a wide selection of -ASTM C1278 gypsum fiber panels colors and textures - Exterior grade or exposure 1 plywood - Exposure 1 OSB Lightweight Reduces the structural load requirements • Poured concrete or masonry • May be applied over fire-resistive-rated construction Weather-Resistant Protects integrity of the building without adversely affecting the rating or is available in envelope EIFS specific fire-resistive-rated assemblies to Durable Fade,crack, abrasion,and dirt • Available in non-combustible assemblies pickup resistant;low life cycle costs • May be panelized to meet project construction needs • Visit www.omega-products.com for additional design and System Warranty Up to 15-years when used in combination with other installation requirements, including the 1CC-ES ESR-2064 Omega products report, specification (0P901), standard system details (APB), and individual product data sheets Uses Approved by: Date: The AkroFlex Barrier System is an excellent exterior wall cladding for new or retrofit commercial, residential, or institutional projects. For framed walls in IBC Type V Group R1 R4 or IRC construction,an AkroFlex water managed system EIF must be used. OMEGA PRODUCTS INTERNATIONAL "NrillINIIWI ..- — The Prnfecc,nnnl'e f'hnire Renae 011ie From: ricardo perez iillimlimillimillIW Sent: Friday, March 08, 2013 4:08 PM To: Renae 011ie Subject: Polio Regio Wylie Mrs. 011ie The system we are submitting is the same system and meets all the ASTM standards as the Dryvit. The proposed Dryvit system shows the product being installed directly to the exterior sheathing. We installed the Omega system over the existing brick. Therefore,there was no reason to apply a roller applied weather barrier and a water proof joint compound. The building itself already has a moisture barrier behind the brick. In addition, all brick structures are installed to create a natural drainage cavity between the brick and moisture barrier in the event of incidental water intrusion. In this particular case,which may even be over kill,the foam was installed over the brick by adhesivly applying the basecoat using a notched trial vertically. This also allows for incidental water drainage between the foam and brick. As a result,this systems has two methods of water drainage. One between the brick and original moisture barrier,two, between the foam and brick. Hopefully that explains it. If you have any questions please do not hesitate in calling me. Ricky Perez El Polio Regio siIIIMIllik Renae 011ie From: Elias Rodriguez eamilWArsokersgsimmimirriraismito Sent: Friday, March 08, 2013 3:17 PM To: Ricky Perez; Subject Re: Fwd: Polio Regio Wylie Good afternoon Renae, This email is regarding the EIFS issue at the Polio Regio at 910 FM 544 Wylie Texas. Our company drew the initial and current drawings that were submitted to the city of Wylie for approval . In light of the the manufactures recent indication that EIFS is in their professional opinion considered a form of masonry, we believe that the applicant complies with current building codes due to the similarity between the materials in terms of appearance while providing less of a structure load on the existing building. I understand that the maximum allowable EIFS on the exterior is 20% of the existing structure, however this is an existing building that met local building codes when it was built. The building was built in accordance with architectural and engineering criteria,specifications as provided in the approved plans. Furthermore, EIFS was utilized to minimize any additional weight on the existing load bearing walls of this structure as current structural capacity is not known. Requiring Polio Regio to install stucco on over 80%of the exterior may or may not affect the load on the existing exterior walls due to it's higher density. The appearance of EIFS is similiar to stucco and in my opinion would not impact the current building codes. Regards, From: Renae 011ie Date: March 8, 2013,8:38:39 AM CST To: Ricky Perez11111111111, Subject: RE: Polio Regio Wylie Mr. Perez, Can you briefly explain the difference in the system you are proposing and the Dryvit System that I have attached?Do you have more detailed specification sheets of the product than the letter and warrant Mr. Ramirez gave me? Also,you are correct in the fact that the existing masonry is still in place. However, the ordinance states that the exterior of the building is masonry. Meaning the finish product that you see is masonry. Painting the building does not take away the fact that the masonry is still the exterior material. I do agree with you that painting the building is not as appealing. EIFS is allowed,but you exceed the 20%as allowed by the ordinance.Dryvit Svstem.pdf Dryvit.pdf For the meeting on the 26th,if you could be prepared to explain to City Council how the material is/was applied.The sample that you showed us might be a good visual for the Council to see also. Once I have typed up the report I will forward it to you. Be aware that Council has the option to approve,deny or modify your request. Thank you and it was a pleasure meeting with you all as well. Renae'011ie, MCP, Planning Director 300 Country Club Road, Wylie,Tx 75098 -----Original Message-- From: Ricky Perez folIMINIMMIIIMIONIC Sent:Thursday, March 07, 2013 8:46 PM To: Renae 011ie Subject:Polio Regio Wylie Mrs. 011ie, First of all, I want to thank you for taking the time yesterday to talk to us. It was a pleasure meeting you.As we were saying yesterday,we need help with our situation.We would like to go to city council and plea our case. We are going to explain why the use of Eifs,which is a type of stucco,is more durable,efficient, environmentally friendly,and it also helps with insulation. Lets not forget that the masonry required by city ordinance is still there. Painting the building would have been way cheaper but we didn't take that direction. We need to let the city know that the materials we used are UL approved with a 10 year warranty.A little side note,the materials that are being used in the construction of the city theatre, are from the same provider and most are the exact same material that we used in our building.We want to work with the city to resolve this situation so we can start doing business as soon as possible.Thank you for your time,we appreciate your help. If you have any questions or comments please do not hesitate in calling me. Ricky Perez El Polio Regio � . OF tyipt 4 Wylie City Council `'` '. . AGENDA REPORT 8•rss7.. Meeting Date: March 26th, 2013 Item Number: 4. Department: City Manager Office (City Secretary's Use Only) Prepared By: Jeff Butters Account Code: Date Prepared: March 13th, 2013 Budgeted Amount: NA Exhibits: 1 Subject Consider and act upon, Resolution No. 2013-09(R), a resolution of the City of Wylie Texas authorizing the filing of an application with the State Energy Conservation Office for the Innovative Energy Demonstration Grant Program; Authorizing the City Manager or her designee to act on behalf of the City of Wylie, Texas in all matters related to the application; and pledging that if funding for this project is received the City of Wylie, Texas will comply with all project requirements of the State Energy Conservation Office. Recommendation Motion to adopt and approve, Resolution No. 2013-09(R), a resolution of the City of Wylie Texas authorizing the filing of an application with the State Energy Conservation Office for the Innovative Energy Demonstration Grant Program; Authorizing the City Manager or her designee to act on behalf of the City of Wylie, Texas in all matters related to the application; and pledging that if funding for this project is received the City of Wylie, Texas will comply with all project requirements of the State Energy Conservation Office. Discussion The Texas Comptroller of Public Accounts, State Energy Conservation Office (SECO) has submitted a request for applications, for the Innovative Energy Demonstrations Grant Program. Grant awards cover 80% of the costs of the purchase and installation of renewable energy including solar electricity, wind turbine, and solar thermal. Public entities applying for the Grant are responsible for 20% of the cost and installation. City staff partnered with Axium Solar (based in Plano, TX) to explore the feasibility of a SECO application for renewable energy. Axium designed a 55 kw pv solar system which would be installed on the roofs of Wylie City Hall and the Library. The system would include education kiosks in the lobbies and an electric vehicle charging station in the parking area. For reference, the solar pv system currently installed on the Rec. Center roof is a 29 kw system. The two new installations will be tied into the system already installed on the Rec. Center and will comprise one large solar pv system. The match amount for the City of Wylie is $40,000. The proposed system will generate approximately $8000 per year at today's energy prices and the "payback" would take approximately 5 years, if energy prices remain constant. The grant has been written and submitted (due to time constraints) and our chance of award is high. If the Council should choose not to appropriate and expend $40,000 for this project we will withdraw our grant application. Page 1 of 1 RESOLUTION NO. 2013-09(R) A RESOLUTION OF THE CITY OF WYLIE, TEXAS AUTHORIZING THE FILING OF AN APPLICATION WITH THE STATE ENERGY CONSERVATION OFFICE FOR INNOVATIVE ENERGY DEMONSTRATION GRANT PROGRAM; AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO ACT ON BEHALF OF THE CITY OF WYLIE, TEXAS IN ALL MATTERS RELATED TO THE APPLICATION; AND PLEDGING THAT IF FUNDING FOR THIS PROJECT IS RECEIVED THE CITY OF WYLIE, TEXAS WILL COMPLY WITH ALL PROJECT REQUIREMENTS OF THE STATE ENERGY CONSERVATION OFFICE. WHEREAS, the State Energy Conservation Office (SECO) has approximately $2,000,000.000 available as grant funding for eligible public entities to install renewable energy technology demonstrations. WHEREAS, the City of Wylie in the State of Texas, is qualified to apply for project funds under the Request for Project Applications. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WYLIE: SECTION 1. The City of Wylie, Texas, City Manager, or her designee, is authorized to request grant project funding under the SECO Request for Project Applications of the Innovative Energy Demonstration Grant Program and act on behalf of the City of Wylie in all matters related to the grant project application and any subsequent project contract that may result. SECTION 2. If the grant project is funded, the City of Wylie will comply with the requirements of the Texas Comptroller of Public Accounts and SECO. SECTION 3. The local government will allocate and expend the necessary monies to support this grant project and then seek reimbursement from SECO on a timely basis. SECTION 4. The grant project funds and any project-funded equipment or facilities will be used only for the purposes for which they are intended under the project. SECTION 5. The grant activities for this project will comply with the Innovative Energy Demonstration Grant Program requirements guidelines. Resolution No.2013-09(R)-Innovative Energy Demonstration Grant Program Page 1 of 2 State Energy Conservation Office DULY PASSED AND APPROVED by the City Council of the City of Wylie, Texas this 26th day of March, 2013. Eric Hogue, Mayor ATTEST: Carole Ehrlich, City Secretary Resolution No.2013-09(R)-Innovative Energy Demonstration Grant Program Page 2 of 2 State Energy Conservation Office Our Mission... ...to be responsible stewards of the public trust, CITY OF WYLIE to strive for excellence in public service and to enhance the quality of life for all. DATE: March 19, 2013 TO: Council FROM: Renae' 011ie, Planning Director RE: Work Session- Establishing a Historic Review Commission Whereas the Downtown Historic District (DTH) has been established and deemed a vital part of Wylie's character and worthy of preservation, staff is seeking direction on the establishment of a Historic Review Commission (HRC) for the purpose of reviewing and recommending an action to the City Council of proposed new construction or substantial renovation, or other duties as deemed necessary by the Council. There are many benefits of creating an HRC, including but not limited to participation in the National Historic Preservation Program, providing tax incentives for historical resources, and applying for grants-in-aid by the Secretary of the Interior. It also puts in place a tool whereby we as a city can foster guidelines to preserve landmarks and historical resources that make "Wylie" Wylie. Throughout Wylie's boundaries are properties or buildings that may or may not be landmarks but without doubt contribute to the overall historic character of Wylie. The HRC would be instrumental in overseeing such compliance not only in the Downtown Historic District, but throughout the city in regards to historic properties and landmarks, to insure the orderly, efficient and appropriate growth and development of historic Wylie. The attached draft ordinance is presented for Council consideration and direction. The cities of Grapevine, McKinney, Plano, and Rockwall were researched to determine a basic guideline for the draft ordinance. Sincerely, Renae' 011ie Planning Director 300 Country Club Drive • Wylie,Texas 75098 • 972.516.6000 • www.wylietexas.gov DRAFT ORDINANCE AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, CREATING A NEW DIVISION OF THE WYLIE CODE OF ORDINANCES; ESTABLISHING A HISTORIC REVIEW CPMMISSION; AND PROVIDING FOR AN EFFECTIVE DATE OF THIS ORDINANCE. WHEREAS, the City of Wylie is renowned for its historic and cultural heritage; and WHEREAS, the Downtown Historic District is within definable geographic boundaries with properties or buildings that may or may not be landmarks but without doubt contribute to the overall historic character of Wylie, and is a valuable resource worthy of preservation; and WHEREAS, cultural and historic resources enhance the quality of life for individuals living in, working in, and visiting the City of Wylie. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS: SECTION 1. Findings Incorporated. The findings set forth in the ordinance from which this division is derived are incorporated into the body of this division as if fully set forth herein. SECTION 2. Definitions. For the purposes of this division, the following terms, phrases, words and their derivation shall have the meaning given herein: (a) Commission when used herein shall mean the Historic Review Commission of the City of Wylie, Texas. (b) Commission Member when used herein shall mean the members of the Historic Review Commission. (c) City when used herein shall mean the City of Wylie, Texas. (d) District when used herein shall mean the Historic District boundaries as set forth and amended by the Comprehensive Zoning Ordinance and Official Zoning Map. (e) Staff Liaison when used herein shall mean the Planning Director of the City of Wylie, Texas, or his designee. Draft Ordinance Establishing the Wylie Historic Review Commission Page 1 of 5 (f) Substantial renovation means alterations to the exterior of existing buildings that change the placement or design of windows, doors or other exterior features of the building such as coping or pilasters; an increase in the floor area of the building greater than 10 percent; adding new exterior building materials that do not match the existing materials. SECTION 3. Establishment of the Historic Review Commission. There is hereby created and established within the city the Historic Review Commission for the purpose of, among other things, reviewing and recommending an action to the Planning and Zoning Commission and/or City Council for proposed new construction or substantial renovation, revisions to the ordinance, and to consider future amendments and long range goals of the Historic District or Landmarks. The Commission will act in an advisory capacity to the City Council. SECTION 4. Number of Members; Appointment; Terms. The Commission shall consist of seven members to be appointed by the City Council. The city council shall endeavor, to the extent reasonably available, to appoint at least four citizens at large and the remaining three from the following categories: Member(s) in good standing with the Downtown Merchants Association Member(s) in good standing with the Wylie Historic Society Historian Owner of or resident or tenant in a landmark property Commission members shall be appointed by the City Council for a term of two years; provided, however, that the members of the first Commission to serve shall be appointed so that three (3) members shall serve one (1) year terms and four (4) members shall serve two (2) year terms. It is further provided that no member may serve more than three (3) consecutive terms on the Historic Review Commission; provided, however, should a Commission member's replacement not be qualified upon the expiration of any term of a Commission member, then that Commission member shall holdover on the Commission until a qualified replacement Commission member has been appointed. Each Commission member shall serve without compensation, but may be reimbursed for actual expenses approved in advance by the City Council. SECTION 5. Commission Member's Qualifications. Each Commission member shall be a qualified voter. Each Commission member shall reside in, work in, or have a demonstrated outstanding interest in the historic traditions of the City of Wylie, and shall not be an employee of the city. Each Commission member shall have any other qualification as the City Council deems necessary and appropriate. SECTION 6. Meetings. The Commission shall meet at least once each month at such time and place as shall be fixed by the Commission by its standing rules, Draft Ordinance Establishing the Wylie Historic Review Commission Page 2 of 5 which meetings shall be open to the public. Special meetings may be called by the chairperson or by written request sent to the chairperson or vice-chairperson by three members of the Commission. Minutes shall be kept of all such meetings, and any special meetings, with copies of said minutes and any other reports to be transmitted to the City Council and the City Manager. The Commission shall have technical and logistical support provided as designated by the City Manager. SECTION 7. Vacancies. When vacancies occur on the Commission, the City Council shall appoint, by majority vote, a replacement to serve the remainder of the term. SECTION 8. Removal. Each Commission member serves at the pleasure of the City Council and may be removed at the discretion of the City Council. Commission member absences shall be controlled by Article VIII of the City's Charter. SECTION 9. Quorum; Voting. Four (4) Commission members shall constitute a quorum of the Commission for the purpose of conducting its business, exercising its powers and for all other purposes. No action of the Commission shall be valid or binding unless adopted by the affirmative vote of a majority of those Commission members present and voting. SECTION 10. Officers. The Commission shall have a chairperson and vice- chairperson whose terms shall be one year. The chairperson and vice-chairperson shall be elected by the Commission members. Neither the chairperson nor vice- chairperson shall serve as an officer for more than two (2) consecutive terms. The chairperson shall preside over meetings and shall be entitled to vote upon each issue. The vice-chairperson shall assist the chairperson in directing the affairs of the Commission. In the absence of the chairperson, the vice-chairperson shall assume all duties of the chairperson. SECTION 11. Powers and Duties. (a) The Commission shall act principally in an advisory capacity to the City Council and the city staff in any matter pertaining to development within the Historic District. (b) The Commission shall have the power to: (1) Develop, for City Council approval, a set of bylaws governing rules of procedure for their meetings and operation; (2) Review and recommend an action to the City Council and/or Planning and Zoning Commission for proposed new construction or substantial renovation as it relates to historic preservation; (3) Recommend designation of historic districts and landmarks; Draft Ordinance Establishing the Wylie Historic Review Commission Page 3 of 5 (4) The Commission shall advise and make recommendations to the City Council pertaining to, among other things, policies and procedures of the District as identified in the Comprehensive Zoning Ordinance; (5) Encourage public outreach/education/awareness programs; (6) Establish criteria to be used in determining whether certain buildings, land, areas, and districts should be designated as heritage resources; (c) All powers and duties prescribed and delegated herein are delegated to the Commission, as a unit, and all action hereunder shall be of the Commission acting as a whole. No action of any individual Commission member is authorized, except through the approval of the Commission or City Council. (d) The Commission shall not have the power to obligate the city for funds and/or expenditures or incur any debt on behalf of the city. (e) The Commission shall have any other power and/or duty as prescribed and authorized by the City Council. SECTION 15. Savings/Repealing Clause. All provisions of any ordinance in conflict with this Ordinance are hereby repealed to the extent they are in conflict; but such repeal shall not abate any pending prosecution for violation of the repealed ordinance, nor shall the repeal prevent a prosecution from being commenced for any violation if occurring prior to the repeal of the ordinance. Any remaining portions of said ordinances shall remain in full force and effect. SECTION 16. Severability. Should any section, subsection, sentence, clause or phrase of this Ordinance be declared unconstitutional or invalid by a court of competent jurisdiction, it is expressly provided that any and all remaining portions of this Ordinance shall remain in full force and effect. Wylie hereby declares that it would have passed this Ordinance, and each section, subsection, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses and phrases be declared unconstitutional or invalid. SECTION 17. Effective Date. This Ordinance shall become effective immediately upon its adoption and publication as provided by law and the City Charter. DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, on this day of , 2013. Draft Ordinance Establishing the Wylie Historic Review Commission Page 4 of 5 Eric Hogue, Mayor ATTEST TO: Carole Ehrlich, City Secretary Draft Ordinance Establishing the Wylie Historic Review Commission Page 5 of 5 City Council Meeting Reinventing Wylie ' s Communications Program Draft Report Review: Cooksey Communications and City Manager Mindy Manson Tuesday, March 26, 2013 Key Takeaways m Audit process : an initiative for meaningful change ■ Strategies in plan will help achieve change m Requires communications function restructuring • Requires resource shifts, added resources • Council support will help facilitate change • Timely opportunities = imperative to change now • Many "A" priorities for the next 3-6 months • Improvements are feasible, will make a measurable difference Charge to the Consultant . Review existing communications materials, processes and practices ; identify opportunities ■ Develop key objectives and strategic recommendations • Elevate City communications to better engage internal and external audiences L: Help communicate that the City: Is a responsible steward of taxpayer funds making sound, strategic decisions Is a vibrant, attractive community with quality growth opportunities Charge to the Consultant (continued) m Marshal existing resources , capitalize on our strengths ■ Develop systems and processes to integrate and align communications efforts . Drive strategic, proactive communications Plan Development Process ■ Mayor/City Council interviews m Meetings with City Manager and Public Information Officer External stakeholder interviews m Residential leader focus group ■ Extensive review of City of Wylie communications materials and processes m Comparable city research , evaluation ■ Attendance at City events, meetings Situational Analysis • Wylie: a city on the rise ; positive stories to tell and imminent opportunities approaching • More awareness desired beyond City borders 3 Challenge: Wylie' s a relatively small fish in a big Metroplex pond ; competitive marketplace for attention , media coverage ■ Challenge : limited resources for marketing communications n- Current communications are significantly enhanced from past; Wylie stakeholders generally feel well informed Situational Analysis (continued) • Opportunity to improve communications now: Current efforts loosely coordinated, often reactive Key communications vehicles exist (web, signage, printed materials, e-updates, PEG TV, etc.) Positive initiatives underway or coming soon • Lake Pointe medical complex • B&B movie theater • Kroger Marketplace • New bluegrass event as part of July Jubilee • Transportation infrastructure enhancements • Relatively new municipal facilities • Potential new spring arts festival in 2014 Target Audiences �■ Residents ■ Homeowners/neighborhood associations ■ Civic groups, religious institutions m Wylie businesses, employees Businesses and residents outside Wylie ■ Media (primarily in DFW, but also beyond) ■ City staff and City Council members County, state and federal elected officials Surrounding municipalities Li Professional organizations ■ Influential regional groups Key Messages Wylie is : One of the region ' s fastest-growing cities Convenient to the job/lifestyle amenities of a major metro area, while retaining its small-town atmosphere A great residential value, with superior public services and schools, low crime, highly rated fire department Home to a charming, historic downtown Host to unique, family-friendly festivals/events A great place to do business with a growing market, abundant land , redevelopment opportunities Strategic Recommendations Four overarching communications objectives: 1 . Improve communications structures & processes to drive messaging consistency and achieve efficiencies 2. Elevate external communications programs 3. Enhance internal communications to support external messaging 4. Maximize media relations opportunities Objective : Structures / Processes • Key strategic recommendations : Allocate non-core communications duties to other City staff or external resources Add resources to assist with strategic communications, such as an external agency Create an annual editorial calendar of strategic communications, including monthly themes Develop mini-plans for imminent economic development and event milestones Coordinate with the Wylie EDC, Chamber and ISD on proactive communications beyond City borders Develop and train key staff on a crisis communications plan Objective : External Communications • Key strategic recommendations : Conduct an annual resident survey; publicize results Ensure timely, relevant content is added daily to the City website, social media and public access channel Align all external communications with editorial calendar and monthly themes Partner with the ISD's communications/journalism program for content creation Increase involvement of City Council and City staff in regional organizations Host community breakfasts and town hall meetings Objective : Internal Communications ■ Key strategic recommendations : Provide a quarterly City Council work session update on communications activities Enhance weekly internal reports from City Manager Improve process for sharing media coverage internally Inform City staff about communications themes through employee newsletter, Intranet, e-mails Conduct regular internal education events for staff Objective : Media Relations m Key strategic recommendations : Develop a proactive media relations campaign tied to monthly themes in the editorial calendar Create and implement mini-plans for upcoming opportunities such as grand openings, events Periodically submit guest articles to regional media outlets Ensure website newsroom and social media are frequently updated , to serve as a news source Conduct in-person meetings with key media Develop and train staff on a media policy Measurement and Implementation m Benchmarks are needed to evaluate success of plan implementation , such as resident survey ■ Implementation of strategies is itself one measure of success n Not all recommendations can be implemented immediately - prioritization is essential City Manager is actively exploring implementation options on key strategies Budgetary Implications is Implementation of the recommended strategies will require resource shifts and added resources ■ Items with costs associated include : Ongoing assistance from an external agency Annual resident survey Reinstating memberships in regional organizations Hosting breakfast events, town hall meetings Production of significantly more video content for the website and public access channel Next Steps m Finish assessment of budgetary implications, potential resource shifts m Based on resource assessments, adjust "A" priority strategies as needed Map out specific plan for implementation over next 3-6 months In particular, plan proactive communications on movie theater, other upcoming opportunities Key Takeaways m Audit process: an initiative for meaningful change ■ Strategies in plan will help achieve change m Requires communications function restructuring ■ Requires resource shifts, added resources • Council support will help facilitate change m Timely opportunities = imperative to change now Li Many "A" priorities for the next 3-6 months n Improvements are feasible, will make a measurable difference City Council Meeting Reinventing Wylie ' s Communications Program Tuesday, March 26, 2013 CITY OF WYLIE DRAFT FOR REVIEW: COMMUNICATIONS AUDIT REPORT AND STRATEGIC RECOMMENDATIONS Taking Communications to the Next Level cofsEY COMMUNICATIONS Presented by Cooksey Communications March 2013 TABLE OF CONTENTS Acknowledgements .3 Executive Summary 4 Introduction and Background .6 Communications: An Essential Function of City Government .6 Charge to the Consultant .7 Methodology .8 Situational Analysis 10 Situational Overview .10 Opportunities, Issues and Competition 12 Target Audiences 15 Key Messages 16 Current Marketing Communications Activities 16 Strategic Recommendations 23 Improve Communications Structures and Processes 23 Elevate External Communications Efforts 25 Enhance Internal Communications 28 Maximize Media Relations Opportunities 29 Next Steps: Implementation 31 Timeline/Prioritization of Strategies 31 Measurement of Results 34 Implementation Considerations .. 36 Budgetary Implications 38 Conclusion 39 Appendices 40 Synopsis of Comparative Research ..41 City of Wylie Communications Audit Report and Plan Page 2 of 44 ACKNOWLEDGEMENTS Cooksey Communications would like to formally express its appreciation to the City of Wylie for the opportunity to partner on the development of a comprehensive communications plan. We would like to acknowledge the tremendous investment of time and energy on the part of City Manager Mindy Manson, Public Information Officer Craig Kelly, and the numerous civic, business and residential leaders in Wylie who participated in the communications audit and contributed their valuable input to the planning process. Special recognition is also due to the Mayor of Wylie and members of the Wylie City Council for their contributions to this plan and support of the communications planning process. City of Wylie Communications Audit Report and Plan Page 3 of 44 EXECUTIVE SUMMARY The City of Wylie is a great community with many positive attributes and communications opportunities, including exciting economic development and event milestones taking place now or in the near future. Yet Wylie has a communications challenge, and responding to that challenge requires immediate, meaningful change in order for progress to be made. The good news is that this change is feasible,provided the City maximizes its use of limited resources and, in some cases, commits more resources to proactive communications efforts. The challenge stems from Wylie's status as a relatively small but growing city in a metropolitan region of more than six million people, with a highly competitive market for media coverage and for attention from prospective businesses and residents. Wylie wants more of that attention, in order to continue driving high-quality growth and community success. While Wylie receives external awareness comparable to other similarly sized cities, and stakeholders within the City generally like its public information efforts,which are implemented with a small-but-dedicated staff, Wylie wants to be a regional leader, not just"one of the pack." Wylie made a strategic decision to upgrade its communications by undertaking this comprehensive audit process over the past few months. Through this process, the consultant has identified tangible improvements that can be made immediately—or in the near-term future—to enhance the effectiveness of the City's communications program. This report's strategic recommendations provide a roadmap for achieving four key objectives: 1) Systemic improvements to communications structures and processes; 2) Elevated external communications activities; 3) Enhancements to internal communications programs; and 4) Significant upgrades to media relations efforts. Specifically,the consultant has identified the following strategies as the 10 most critical and urgent for achievement of the City's proactive communications goals: City of Wylie Communications Audit Report and Plan Page 4 of 44 1) Allocate non-core communications duties to other City staff or external resources, so the PIO can focus on higher-priority needs. 2) Provide additional resources to assist the PIO with strategic communications, such as an external PR/marketing agency. 3) Map out specific 2013 communications priorities and an editorial calendar of themed monthly communications. 4) Develop and implement mini-communications plans for imminent economic development and event milestones such as the B&B Theater and Kroger Marketplace openings, and marketable events such as the Pedal Car Races and July Jubilee. 5) Coordinate closely with the Wylie EDC, Chamber and Downtown Merchants Association on proactive media relations strategies that go beyond the Wylie News and Neighbors Go, to ensure opportunities aren't slipping through the cracks. 6) Create, distribute and collect resident surveys to establish communications benchmarks, as well as to gather feedback on other city services and amenities. Publicize the results. 7) Ensure timely, relevant content is added daily to the City website, social media outlets and public access channel. 8) Develop a crisis communications plan, as well as a media policy and guidelines for staff, and train key staff members. 9) Conduct media training for all spokespersons. 10)Provide quarterly City Council work session updates on communications activities and progress, to keep implementation of this plan on track and inform internal stakeholders. Please be sure to note that the consultant and City Manager have identified a number of strategic recommendations that are ranked as "A"priorities, meaning they should be implemented over the next 3-6 months. This will require a significant, speedy commitment of support and resources from the City Council and staff in order to meet this timeline. Cooksey strongly recommends making this commitment, since the City has several timely, high- profile opportunities to generate positive external awareness over the coming months. These opportunities should not be missed! The following plan outlines the City of Wylie's situation in greater detail, including recommended key messages for consistent communication across all channels, specific strategic recommendations in the four focus areas identified above, a timeline divided into immediate, near-term and longer-term strategies,potential budgetary implications and suggested benchmarking tools for evaluating results. City of Wylie Communications Audit Report and Plan Page 5 of 44 INTRODUCTION AND BACKGROUND Communications: An Essential Function of City Government We operate in an increasingly complex and time-constrained world where information is recognized as a primary capital asset. How and what an organization communicates often defines that entity in the minds of its key target audiences and constituents. It is essential, therefore, that an organization such as the City of Wylie develop and implement strategic communications initiatives that are consistent and cohesive and that work to advance the City's key messages and general policy objectives. Communication refers to more than an organization's dissemination of consistent messages and distribution of communications vehicles. It also encompasses how the organization takes in information,relates to its constituents, listens to their concerns or questions, and responds accordingly. This interaction is equally important when evaluating communications strategies and will be addressed in this plan. It should be noted that strategic communication is not the sole responsibility of City staffers who are specifically tasked with communications duties as part of their job description. All City elected officials, employees, residents and businesses are, officially or unofficially, part of the City's communications team, and they help to define, shape and communicate the City's messages to various key audiences. Consequently, effective communication needs to be part of the fabric of the City of Wylie; it must be top-of-mind for all City staff and leaders as they go about interfacing with the public and other key constituents via phone, written correspondence or in-person meetings. It is a shared responsibility that all City leaders and employees—at all levels and within all departments— must integrate into every facet of their work, to ensure that Wylie residents and businesses, as well as audiences outside of Wylie, receive the proper messages and can further help communicate the City's key messages. City of Wylie Communications Audit Report and Plan Page 6 of 44 Charge to the Consultant The City of Wylie retained Cooksey Communications to conduct a review of existing communications materials and processes, and to develop key objectives and strategic recommendations. This will enable the City to leverage its resources to more effectively and efficiently communicate with its target audiences. Specifically,the purpose of this plan is to: • Help the City of Wylie elevate its internal and external communications to a level that effectively engages Wylie residents,businesses, employees and visitors in key City initiatives and programs, and informs them about the city's responsible stewardship of taxpayer funds; • Implement marketing communications strategies that will help the City of Wylie position itself as a vibrant, attractive community for quality growth in the minds of current and future residents,visitors,businesses and workers; • Marshal existing resources and capitalize on the strengths of City programs, initiatives and leadership for maximum effect; • Develop systems and processes that will enable the City to foster the integration of communications at all levels and be more proactive, rather than reactive, in responding to crises and inquiries by the media and the public; and • Align communications activities to support the advancement of the City's strategic goals for 2013 and beyond. City of Wylie Communications Audit Report and Plan Page 7 of 44 Methodology To initiate the communications audit process, Cooksey Communications first held a planning meeting with City Manager Mindy Manson and Public Information Officer Craig Kelly to discuss current communications processes, resources and outcomes. Subsequently, Cooksey Communications developed a timeline of activities against which the firm would measure progress, a set of questions to guide stakeholder interviews and a list of stakeholder groups that needed to be interviewed for input on communications activities, needs and recommendations. The key activities performed during the communications audit included: • Initial planning meeting/interview with Mindy Manson and Craig Kelly • One-on-one interviews with: - Mayor Eric Hogue - City Council members: o Mayor Pro Tern Kathy Spillyards o Councilmember Diane Culver o Councilmember David Goss o Councilmember Bennie Jones o Councilmember Nathan Scott o Councilmember Rick White • One-on-one interviews with external stakeholders: - Wylie Chamber President Mike Agnew - Wylie Economic Development Corporation Senior Assistant Gerry Harris - Wylie ISD Executive Director of Communications Ian Halperin - Birmingham Land Trust Executive Director Jon Lewis - Downtown Merchants Association Board Member Bobby Heath - Downtown Merchants Association President DeDe Burke - Former City Councilmember Red Byboth - Public Arts Advisory Board Member Lynn Grimes - Wylie News Reporter Judy Truesdell - Unable to schedule interviews with Sam Satterwhite, Raymond Cooper and Marvin Fuller, to date (will continue trying to schedule) • Focus group with residents - Joey Lewis City of Wylie Communications Audit Report and Plan Page 8 of 44 - Gilbert Tamez • Attendance at City's 125th anniversary mural unveiling • Attendance at November 13, 2012 City Council meeting • Review of external and internal communications materials and vehicles, including but not limited to: - City of Wylie Web site - City- and Chamber-produced publications - Wylie e-mail updates - Departmental/program brochures - TV programming - Media outlets that cover or could potentially cover Wylie news and events, including Wylie News, The Dallas Morning News/NeighborsGo, Dallas Business Journal, Collin County Business Press, and others • Review of comparable cities' corporate communications department structures, budgets and materials; interviews with key personnel; comparison to previous city communications plans and best practices evaluated by Cooksey • Review of State of the City information • Review of City organizational chart and budget • Periodic discussions with Mindy Manson and Craig Kelly • Review of draft strategic recommendations with Mindy Manson in March 2013, to discuss prioritization of strategies,budgetary and implementation-related implications, and the optimal format for presentation of the final plan to the Mayor and City Council City of Wylie Communications Audit Report and Plan Page 9 of 44 SITUATIONAL ANALYSIS Situational Overview Wylie is a city on the rise in fast-growing Collin County, and is in the enviable position in being in one of the most economically dynamic metropolitan areas in the U.S. Wylie itself has experienced tremendous growth over the past decade, although that growth rate has slowed more recently, and the city has many wonderful stories to share. In particular, Wylie this year is witnessing the opening of a new medical complex, an impressive movie theater, a distinctive Kroger Marketplace offering groceries and much more, and the launch of a new Downtown Merchants Association bluegrass music event as part of the annual July Jubilee, among other positive community news and milestones. Wylie has an existing tagline, "The City Between the Lakes," although that identity isn't uniformly marketed and is not well known outside of the city borders—or even within its boundaries. Yet the City's residents, civic leaders, business leaders and institutional partners are proud of the community and know it is making significant strides. The City also recently celebrated its 125th anniversary, recognizing a significant milestone in the community's history. Additionally, the Downtown Merchants Association has a"Discover Downtown Wylie" marketing slogan, and the Association has contemplated a"shop local"marketing campaign but has limited resources to undertake such marketing or other public relations efforts. The City would like to get more recognition outside of its borders for its amenities, success stories and community events. At the same time, Wylie is challenged by the fact that, in a Metroplex of approximately six million people, its population is only a little more than 40,000 and its location is not convenient for many of the top mainstream media outlets. Additionally, as a suburban bedroom community with little tourism or convention activity, Wylie doesn't have a robust hotel and motel tax income that might serve as a source of funds for an aggressive marketing and advertising campaign, or for the sort of infrastructure and economic development enhancements that might make the community more distinctive in the eyes of outsiders. Wylie has introduced a number of new public information and communications initiatives in recent years, including a redeveloped website, an enhanced social media presence, the Nixle emergency notification service, improved Customer Relationship Management system, and tools City of Wylie Communications Audit Report and Plan Page 10 of 44 for Code Enforcement. Stakeholders in the community generally feel the City has done a pretty good job delivering timely information to them about City Council activities, City initiatives and other news. Yet there remain significant opportunities for improvement, both in terms of better using the communications vehicles currently available (website, social media, public access channel, etc.), and in terms of expanding communications efforts through strategic,proactive media outreach and use of emerging communications tools. The communications program also needs a more strategic, less tactical focus, tied back to consistent delivery of the City's key messages, and proactive seizing of timely news opportunities to improve awareness of Wylie's positive attributes. In particularly, with a desire for greater awareness beyond the City's borders, as well as a need to enhance communications within the City to key stakeholders and potential brand ambassadors, Wylie has an immediate opportunity to improve the way it communicates. In so doing, it can re- shape the image and messages it presents to the world, and expand its communications to a wider variety of audiences to drive the City's objectives of continued vitality and quality growth. The Communications Plan below outlines a series of recommendations to ensure that: • The City has a communications plan in place for 2013 and beyond, as well as structures and processes that emulate the best practices of peer communities, to help achieve efficiencies and drive key objectives. • The City is making optimal use of its existing communications resources and applying them properly to the highest priority public information and communications activities. • The City is prepared to handle communications issues and crises that arise over time, both taking advantage of opportunities in the spotlight and deftly deflecting unwanted attention. • The City is proactive in seeking and capitalizing on media and communications opportunities, increasing the visibility of City spokespersons and significantly improving the consistent, effective delivery of key messages. • The City broadens and deepens its communications outreach, creating an effective dialogue with diverse audiences, as well as with the private sector and important audiences outside Wylie. • The City's overall communications mindset is strengthened, with a clear focus on two- way communications, a consumer-driven approach, an abiding commitment to continuous improvement and an understanding that communications is a part of every city employee's job. City of Wylie Communications Audit Report and Plan Page 11 of 44 Wylie is in the midst of a transformation that will change the way the City is perceived,both in the short-term and beyond that period. Implementation of this Communications Plan in a strategic, proactive manner is absolutely critical, as the changes the City is undergoing now create a timely, topical opportunity to boost the City's image. Opportunities, Challenges and Competition The City of Wylie has a good story to tell,but doesn't tell it often enough and doesn't communicate consistently to all of its key audiences. This presents an opportunity to enhance and expand the City's communications program, to contribute to the City's achievement of its quality growth and vitality objectives. We heard during the stakeholder interviews that Wylie has a number of existing,positive attributes and emerging opportunities that lend themselves to proactive communications, including the following: • Status as one of the fastest-growing, most dynamic communities in Collin County and the Metroplex, which is one of the nation's most dynamic regions • New economic development, retail and special events that have recently occurred or are coming soon: o New medical complex o New movie theater, with one of the largest movie screens in Texas o A distinctive Kroger Marketplace offering groceries and much more o The launch of a new Downtown Merchants Association bluegrass music event as part of the annual July Jubilee • Small-town, family-friendly community feel • Proximity to large population centers, major hubs of business activity(Downtown Dallas, the Telecom Corridor/Bush Turnpike, etc.) and big-city lifestyle/cultural amenities • Growing transportation infrastructure facilitating regional connectivity(including reasonable proximity to the Bush Turnpike, a potential connection to DART's planned Cotton Belt rail line, extension of Woodbridge Parkway, etc.) • Quality, affordable housing stock • An active and engaged citizenry City of Wylie Communications Audit Report and Plan Page 12 of 44 • Highly rated schools with outstanding facilities, amenities and programs • Highly rated public safety assets, including low crime and an ISO Class 1 rating for Wylie Fire Rescue, ranking it in the top 1/10 of one percent of agencies nationally • Valued parks and recreational assets, including the relatively new Recreation Center, recently reopened Community Park and lake proximity • Architecturally significant, modern Municipal Complex(City Hall, Library and Recreation Center) • A growing number of public art assets, particularly at the Municipal Complex and in the City's parks • An historic downtown district with increasing vibrancy • Distinctive community festivals and events: o Pedal Car Races o July Jubilee o Wylie Championship Rodeo o Taste of Wylie o Boo on Ballard o Wylie Arts Festival/Christmas Parade/Tree Lighting o Potentially coming in Spring 2014, a new Arts Festival on the "back porch" at the Municipal Complex The City also has an opportunity to elevate its communications efforts because,up until now, its external communications efforts have sometimes been less proactive and strategic than would be optimal. In part, this is because communications resources have been occupied on non-core communications tasks, or on communications activities that could potentially be handled by other internal or external resources, or that could be prioritized differently. At the same time, the City faces some notable challenges and issues that affect its ability to consistently deliver a positive communications message to key stakeholders. These include: • Limited awareness of Wylie and its offerings beyond the City's borders • Fierce competition for top-of-mind awareness and media coverage in a metropolitan region of more than six million people • Located more than 20 miles from downtown Dallas, including many of the media outlets' headquarters/facilities City of Wylie Communications Audit Report and Plan Page 13 of 44 • Limited staff communications resources and limited city resources, generally, due to status primarily as a bedroom community and limited hotel/motel funds • Staff's need to focus primarily on core public information duties mean that proactive media outreach and other strategic communications efforts often fall by the wayside • Target audiences have differing preferences for how they like to receive information (online, social media,printed publications,broadcast media), and information must be available in both"push" and"pull" formats as well as repeatedly delivered via each channel, to ensure message processing by recipient • Much of community's growth took place 2005-2008, so growth story is no longer as compelling • Lack of consensus on how much to market downtown versus other areas, and whether historic attributes are a positive or too backward-looking (e.g., "Wide Awake Wylie") • Residents on west side of community are oriented significantly towards Murphy and Plano due to those communities retail and other amenities, and because more jobs are to Wylie's south/west • Great Municipal Complex but"back porch"not developed yet • City entryways aren't nicely and clearly market with gateway signage like some communities have • Former perceptions still linger: blue-collar community with higher crime rate, inaccessible from Dallas • Limited media coverage of this area, due to cutbacks at The Dallas Morning News and lack of easy accessibility for broadcast media • While the lakes help others know where we are,there hasn't been significant development around the lake and, consequently, related marketing opportunities are limited In communication to its current and prospective residents and businesses, as well as media and other target audiences across the region, Wylie faces competition from other communities who have some similar stories to tell and, in some cases, possess greater resources with which to market themselves. According to the stakeholder interviews, the following communities are among those with which Wylie competes or compares itself(not an exhaustive list), or communities that are known beyond their borders in a way that Wylie would also like to be known: • Murphy City of Wylie Communications Audit Report and Plan Page 14 of 44 • Sachse • Plano • Richardson • Garland • Rockwall • Rowlett • Allen • McKinney • Frisco • Grapevine • Canton These and other communities across North Texas, the entire state and the nation offer many examples of communications practices that can be emulated by Wylie, to the extent afforded by the City's budget and marketable amenities. Target Audiences The following audiences must be communicated with effectively and consistently, in order for Wylie to achieve its marketing communications objectives: • Residents • Homeowners/neighborhood associations • Civic groups and religious institutions in the community • Wylie businesses and their employees • Businesses and residents elsewhere in the Metroplex • Media(primarily in the DFW market, and beyond, as warranted) • City staff • City Councilmembers • County, state and U.S. elected officials • Surrounding municipalities City of Wylie Communications Audit Report and Plan Page 15 of 44 • Affiliated professional organizations (i.e.,National League of Cities, Texas Municipal League, International City Managers Association, 3CMA City-County Communications & Marketing Association, etc.) • Influential groups in the Metroplex (North Central Texas Council of Governments,North Texas Commission, Dallas Regional Mobility Coalition, Metroplex Mayors Association, etc.) Key Messages Wylie stands apart because it is: • One of North Texas' fastest-growing communities over the past decade • Conveniently located to the job and lifestyle amenities of a major metropolitan area while retaining its small-town atmosphere • A great residential value, while also offering superior public services, strong schools, low crime and a highly rated fire department • Home to a charming, historic downtown • Host to unique, family-friendly community festivals and events throughout the year • A great place to do business, with a growing market for products and services, access to a strong workforce, and abundant land and redevelopment opportunities Current Marketing and Communications Activities The City of Wylie utilizes many different media vehicles and materials to communicate information to its key constituents. Cooksey Communications reviewed the primary vehicles as part of the communications audit process. Website The City of Wylie website (www.WylieTexas.gov) is one of the primary ways that Wylie disseminates its information to the public at large. The site was redesigned a few years back and offers a simple and visually pleasing home page. The bulk of the "important" information is available on the homepage: news stories, council information, video on demand, city events, etc. The scrolling image block on the top right is a tad outdated, highlighting a"new" Municipal Complex (which is now a couple of years old) and could likely be used to promote more recent City initiatives. City of Wylie Communications Audit Report and Plan Page 16 of 44 Additionally, there are various items on the website that are inconsistently updated, such as the homepage calendar, and broken links appear from time to time. The press release newsroom has a good amount of content, though it hasn't consistently been updated, either, and gaps in time between press releases (sometimes of more than a month—such as Oct. 2012 to Jan. 2013) occasionally appear. eWylie Newsletter is a monthly electronic newsletter that is sent to more than 5,500 subscribers. The stated purpose of the e-newsletter is to drive readers back to the website for more information. The product is heavy on visuals and light on content. On some smartphones, the email comes across as all text with the images bunched at the end. This loses the visual appeal that is seen in an actual email inbox. It would be worth considering a more smartphone-friendly distribution mechanism such as Constant Contact. The newsletter should also consistently promote other communications channels such as social media and public access TV. eWylie Agenda Updates are sent out twice monthly to anyone who has subscribed to receive the Council agenda for the upcoming week. These are text-heavy e-newsletters that provide a link to the full agenda and one or two upcoming events. Wylie Living Print Newsletter is a two-sided, full-color, 8.5"x 11"newsletter that is distributed to more than 14,000 homes each month in utility bills. The newsletter is a well-done printed product, containing timely and relevant information. Some format improvements could be made for a cleaner look, and content should be tied in to the recommended monthly themes, to provide a strategic, organizational element that reinforces key messages for readers. The newsletter should also consistently promote other communications channels such as social media and public access TV. Media Relations The City only has one full-time communications staffer, PIO Craig Kelly, and that puts all of the media relations duties on his plate, in addition to core public information functions. The City produces and distributes approximately 25 press releases a year. The format of the press releases is a tad bulky (footers and headers on each page)but the content is generally good. The City could probably produce press releases more regularly, use simpler media advisories to generate media interest in attending/covering special events, and more proactively promote economic development activities (groundbreakings, openings, etc.) and milestones (125th anniversary, Wylie Legislative Day, etc.) in order to generate the types of stories desired by the City Council. City of Wylie Communications Audit Report and Plan Page 17 of 44 Additionally, more guest article opportunities could be sought in the Wylie News,NeighborsGo, Collin County Business Press, Dallas Business Journal and other target media outlets. The releases posted on the website for 2012 included: • 10/19/2012 Boo on Ballard(last posted press release for the year) • 10/19/2012 Excellence in Financial Reporting • 10/17/2012 Change Your Battery • 10/03/2012 Fire Prevention Week • 10/03/2012 Whitt Racing • 09/26/2012 Recreation Center Award • 09/07/2012 National Night Out • 09/05/2012 Service Center Ribbon Cutting • 08/17/2012 West Nile Virus Update • 08/09/2012 GFOA Award • 08/07/2012 West Nile Virus • 07/24/2012 Municipal Complex Brick Design Award • 07/24/2012 Recreation Center Award • 07/24/2012 Customer Service Initiative • 05/31/2012 Stage 2 Water Restrictions • 05/15/2012 Summer Reading Club • 04/20/2012 Librarian of the Year • 04/19/2012 Pedal Car Race • 04/15/2012 Boards and Commissions • 03/26/2012 Call for Artists, Olde City Park Mural • 03/26/2012 Call for Artists, Community Park • 03/11/2012 Change Your Battery • 02/08/2012 Wylie To Host K-9 Trials • 02/08/2012 Trails Master Plan • 02/08/2012 State of the City Address It seems there are important releases missing, such as a release touting the City's 125th anniversary and related activities. An editorial calendar planned out in advance for the year, and pre-planning for PR opportunities in coordination with the Wylie Economic Development Corporation, Chamber of Commerce. Downtown Merchants Association and Wylie ISD, would City of Wylie Communications Audit Report and Plan Page 18 of 44 help ensure key opportunities are not missed and that the newsroom is kept well-stocked with the most pertinent, timely information that may be of interest to media and public. Digital Signage The PIO produces content for the digital signage located outside of the Municipal Complex, as well as for the television screen in the City Hall foyer. The foyer screen is frequently dark, leading to missed opportunities to communicate key messages when visitors come to City Hall to pay bills or conduct other business. As with the other communications vehicles, both digital displays should be used to reinforce the City's key messages and monthly communications themes, as recommended below. Connection Magazine This is the Chamber's bi-monthly printed magazine, which is sent to more than 36,000 subscribers. The PIO produces an occasional guest article for the publication. The editorials are well written with timely content and good images. They reach a large audience in Wylie, Sachse, Murphy and Lavon. The City should map out the editorial topics for the year to make sure the most timely, relevant content is being supplied. Proclamations These are issued by the Mayor's Office, and the PIO frequently helps draft copy for these. For example, in 2011 the PIO drafted 28 proclamations. Departmental Communications Materials The City of Wylie employs a full-time Public Information Officer and that is the only staff for the Communications Department. However, many of the departments (Parks & Recreation and the Police Department) handle a large amount of the communications materials and information on their own. Other than Parks &Recreation materials, Cooksey did not review the materials produced by other departments. However, there should be an effort made to coordinate all communications city-wide, to ensure that monthly communications themes are reinforced across all communications vehicles and to ensure consistent delivery of the City's key messages. Advertising The PIO creates advertising for the City Arts Festival, but the actual ads are paid for out of the hotel & motel tax funds. Throughout the year, the PIO also creates ads for free placements the City is given such as a back cover ad in the In and Around Newcomers Guide produced by the City of Wylie Communications Audit Report and Plan Page 19 of 44 Wylie News and distributed to 36,000 homes in the area. The City also typically places a "Congratulations Graduates" ad and 'Best of Wylie City Employees" ad in the Wylie News. The PIO also designs ads for the Downtown Merchants Association that are paid for out of their budget(Boo on Ballard, Pedal Car Race, Street Dance) and placed in the Wylie News and Connection Magazine. Ads are generally well done, although these extra duties take some time away from the PIO's core public information and media relations duties. Collateral Materials At various times throughout the year, the PIO creates posters, signs, brochures, rack cards, fliers, etc. for events such as the City's art festival and holiday events such as the tree lighting. The materials are well designed and produced, but appear to be fairly time-consuming, taking the PIO away from core public information, media and other communications duties. Internal Policies and Guidelines The City of Wylie has the following documents to help guide communications: - Media Policy: This is a draft document that is a basic outline of the processes in place when dealing with media. The current draft needs to be finalized and shared throughout the City, and media training should be provided for the City's key spokespersons. - Social Media Policy: This policy includes policies for social media for both external audiences and employees. The policy is a good starting point and should be updated each year to reflect the changes in the social media landscape. - Crisis Communications Plan: The City has an emergency response plan that admittedly needs updating and finalization. It outlines the roles of the PIO during a crisis but it certainly not a true crisis communications plan. Cooksey recommends development of a true crisis communications plan to guide the City in how it should communicate with key stakeholders in the event of a crisis (as opposed to operational responses). - Style Guide and Graphics Identification Manuel: A one-page document outlining the guidelines for color and font use in the logo exists. The City could benefit from a more in-depth style guide, especially with other departments creating their own communications materials. - Communications Plan: The City does not currently have a thorough communications plan in place. They do have an outline of the duties fulfilled by the PIO, but it does not include an editorial calendar/timeline or other traditional elements of an annual City of Wylie Communications Audit Report and Plan Page 20 of 44 communications plan. Cooksey recommends that the PIO be given assistance with development of a true strategic plan for the year, including an editorial calendar/timeline, discussion of media targets and opportunities, etc. Mini-plans should also be prepared throughout the year, on an ad hoc basis, for emerging issues and opportunities. Internal Communications Vehicles City Manager's Weekly Report: City Manager Mindy Manson sends a weekly report to the Council that provides various updates over various departments from the past week, in addition to the upcoming items for the following Council meeting. Although communications updates are typically included, it may be worthwhile to more prominently highlight recent communications activities, to ensure the City Council is keenly aware of initiatives undertaken and results achieved. The updates have previously included, and will continue to include, a list of communications materials created during the past week, a brief description of how each piece was distributed, and any feedback received or results generated (including media placements). The communications update should also be enhanced to include a reminder about monthly communications themes and the City's key messages pertaining to each theme, so Council members can reinforce those messages when interfacing with constituents and other audiences. Monthly Employee Newsletter: The City has a monthly employee newsletter distributed with a message from the CM on the front page. The newsletter is folksy in tone, but the content is generally timely and includes good photos and reminders. The internal newsletter should be used to reinforce the monthly communications themes and key messages, so all City staff can reinforce those messages in their interactions with the public. Cable Channel 41 This channel is available to City residents using certain TV providers. It is also available "on demand" online. This feature is prominently featured on the homepage of the website. The channel content is limited, however,primarily featuring live Council meetings and subsequent replays of the most recent meeting. When it is not playing, the channel offers scrolling black and white text of the date, temperature, and info about various City amenities/programs such as the animal shelter. The channel could be used to greater benefit if the PIO had greater bandwidth to produce more video content, as well as rotating slides featuring themed key messages about the City and recent news announcements. City of Wylie Communications Audit Report and Plan Page 21 of 44 Personal Interactions Previously, the City hosted a"Mayor's Breakfast"to which the public were invited for a town- hall type dialogue. This has not happened recently, and some sort of similar event targeting the general public, or at least neighborhood association and civic leaders, would be worth reviving. Nixie Citizens can sign up through this service to receive emergency alerts, weather warnings, road construction updates, and other time-sensitive community information. Public Safety officials are responsible for sending alerts, and the PIO provides community information. The PIO, working with the Fire Marshal, implemented Nixle and worked with the company to continue the service free of charge. The information goes to more than 3,200 subscribers. Phone Lines We have not observed a standard on-hold message that is used for calls placed on-hold during normal business hours; instead, on-hold music is offered. If the City's phone system has the capability of including on-hold messages, this is a missed opportunity to promote upcoming events and reinforce the City's key messages to callers. Utility Bill Stuffers Occasionally the City produces and distributes 1/3-page print pieces designed for communicating special programs and events. They are sent to more than 14,000 homes when needed. These are generally fine. Social Media There are links to the City's social media pages on the website home page, as well as in the City's e-newsletter distributed to residents. • Facebook: The Wylie, TX City Hall page is nicely set-up but does not appear to have consistent content. During January 2013, the limited number of posts were fairly"salesy" and not very personal. The page could benefit from more posts of pictures and activities in addition to pushing the upcoming events and information. The page needs a much stronger identity. This is not the highest priority, but if the City is going to be on social media, it should be done more effectively and consistently. There is another City of Wylie, Texas page that was started and is run by a Councilmember, which has some regular photo updates. There exists the possibility for confusion between this page and the official City page. If the City page can be enhanced and used more consistently, the City of Wylie Communications Audit Report and Plan Page 22 of 44 secondary, non-official page should probably be eliminated (or retitled for greater clarity) to prevent confusion. • Twitter: There is not currently a City-managed Twitter account. More and more organizations are using Twitter as their primary social media channel, so this may be worth revisiting, if the PIO's bandwidth for added duties can be freed up. • Flickr: The City-run Flickr page has a large amount of photos and is publicized at the bottom of e-newsletter communications from the City. It doesn't appear to have the most up-to-date photos but does have a lot of images from major events. STRATEGIC RECOMMENDATIONS The Communications Plan includes recommendations to achieve four top-line objectives, all of which will make the City more entrepreneurial and results-driven in its communications efforts. Please note that all strategies are divided by priority in the Next Steps/Timeline section of this document, and that costs associated with the recommended strategies, where known, are also discussed in the Budgetary Implications section of this document. Note that items designated an"A"priority should ideally be implemented within the next 3-6 months, "B"priorities should be implemented within the next 6-12 months, and"C"priorities should be evaluated for longer-term implementation. Objective #1: Improve Communications Structures & Processes to Make Efficient Use of Resources and Drive Effective Message Delivery Resource Allocations • Determine which of the duties currently being undertaken by the Public Information Officer, which are not core communications duties, can be reallocated to other City resources (e.g., IT department, Parks & Recreation, etc.) or to outside resources (Chamber, Downtown Merchants Association). Get the PIO out of the business of planning event logistics,providing A/V support to other City departments (this is already being shifted), responding to operational queries submitted via the City's Customer City of Wylie Communications Audit Report and Plan Page 23 of 44 Relationship Management system, designing ads and brochures for the Downtown Merchants Association, etc. Website maintenance and updates for each department need to be handled primarily by those departments, with close oversight by the PIO to ensure message/format consistency. ("A" priority) • Provide additional resources to assist the PIO with core communications tasks: o Hire an external PR/marketing agency to assist with strategic planning, media relations and marketing, or alternatively, de-centralize some communications responsibilities (staff a PIO in Police and Fire, for example). ("A" priority) o Partner with the Wylie ISD's journalism/communications program(and/or with Collin College) to bring in interns to assist with communications tactics such as creation of content for public-access channel and website. ("A" priority) Strategic Planning and Message Alignment Across All Communications Vehicles • Create an annual communications plan and an editorial calendar of themed monthly communications, aligned with the City's key messages and schedule of events, and emphasize each month's theme across all communications channels (printed materials, eWylie News, website, etc.). ("A" priority) Suggested editorial calendar topics are as follows: o January: City Council's Annual Goals/City Budget o February: Public Safety& Security o March: Land Use/Economic Development o April: Neighborhoods/Residential Living o May: Public Services & Infrastructure/Pedal Car Races o June: Parks &Recreation/Summer Programs o July: Public Art& Culture/July Jubilee o August: Education/Back to School o September: Transportation& Mobility/Wylie Rodeo o October: Downtown Wylie/Boo on Ballard o November: Community Involvement Opportunities/Civic Groups o December: Year in Review/Holiday Parade & Tree Lighting/Arts Festival • Develop and distribute a key message document to all department heads and City spokespersons, including Mayor and Council, to ensure consistency in communication of key positioning statements. ("A" priority) • Create a crisis communications plan that is aligned with the City's emergency response plan, and train key staff on the plan. ("A" priority) City of Wylie Communications Audit Report and Plan Page 24 of 44 • Pool resources. Hold regularly scheduled calls/meetings with EDC, Chamber and ISD to develop and implement proactive, forward-looking PR/communications plans for upcoming groundbreakings, openings, news announcements and other milestones. ("B" priority) • Help selected depai talents create communications plans, and incorporate their plans into the City's annual master communications plan. ("B"priority) Objective #2: Elevate External Communications Programs Evaluating Needs and Benchmarking Successes • Develop an annual resident survey to assess perceptions of City communications materials (and potentially public services), and use the survey results to reallocate resources away from lower-priority communications vehicles to those with greater perceived usefulness. ("A"priority) • Publicize the City's responsiveness to resident input from the survey, to show citizens how their input led to meaningful enhancements. ("A"priority) Brand Positioning • Since "The City Between the Lakes"tagline isn't used consistently and isn't widely perceived as credible by key stakeholders, consider re-formulating the tagline to something more aligned with the City's key brand messages. ("C" priority) • The existing"Discover Downtown Wylie" slogan for downtown might marry well with an umbrella city slogan/tagline such as "Discover Wonderful Wylie." Consider seeing how to align those slogans/taglines, along with those used by the ISD and other City institutions. ("C"priority) Electronic Communications • Keep the City website current at all times, including the newsroom and calendar, and address broken links. The homepage content should also be refreshed to showcase and reinforce the City's key messages, and regularly updated news content should tie in to the annual editorial calendar for themed communications. ("A"priority) • Regularly update the City's social media channels and ensure content relates back to the City's branding key messages and editorial calendar. The Facebook page is better suited City of Wylie Communications Audit Report and Plan Page 25 of 44 for use to promote festivals, events, and Parks and Recreation-related activities and news than for more general city news, and should be used consistently by the Library and Recreation Center staff. ("A" priority) The City should consider creating a Twitter page and linking it to the Facebook page, so simultaneous updates can be made. Social media is not the highest priority until resource allocations are addressed, due to the time required for social media maintenance. ("B" priority) • The eWylie News bi-weekly electronic newsletter needs to be strategically planned to reinforce key messages and the City's editorial calendar of communications themes. It also needs a design refresh to ensure cross-platform smartphone display compatibility, which could be achieved through use of a third-party design/distribution platform. ("B" priority) • The website was recently rebuilt and is adequate for the time being, in terms of navigability and design, although it could use an upgrade as the City continues to evolve. ("C"priority) • Initiate a campaign to build up its subscriber database for City electronic communications, including eWylie News and social media subscribers. ("C" priority— after setting up effective updates by staff) Printed Communications • The two-sided Wylie Living newsletter mailed in utility bills to City residents is generally well done. As with all of the City's external communications, it needs to be purposefully populated with content that's connected to the City's branding key messages and aligned with the monthly calendar of communications themes. ("A" priority) • Create more, easily digestible summaries (such as one-page fact sheets) featuring new City initiatives, economic development successes, and other key issues that can be made available at City Hall and other City facilities, handed out at speaking engagements, given to HOAs and businesses for use in their newsletters, featured on the City website, and be used elsewhere throughout the City's communications efforts. ("B" priority) • Event flyers,posters,brochures and other collateral marketing materials are fine,but are likely taking too much of the PIO's attention away from other core communications duties. This issue should be addressed through resource reallocations or supplementation, as discussed above. ("A" priority) City of Wylie Communications Audit Report and Plan Page 26 of 44 • Plan and submit guest columns in the Chamber's Connection Magazine that are directly linked by theme to the editorial calendar described above. ("B" priority) Broadcast Communications—Public Access Channel • Make better use of the channel by uploading a calendar of upcoming events, news announcements and other relevant communications. Staff will need outside help with this. ("A" priority) • Get assistance from the school district's journalism/communications students to produce more video content, such as themed interviews with the Mayor, City Council and department heads on key communications topics or programs touting the City's distinguishing amenities (Municipal Complex, parks and recreational facilities, festivals and events, history, etc.). ("A" priority) • Better promote the public-access channel offerings, via the website, e-communications, social media and printed communications materials. ("A"priority) • Align public access programming with the City's master communications plan to reinforce key messages. ("A" priority) Public Facilities and City Signage • Ensure digital signage in front of the Municipal Complex, and lobby displays in City Hall, incorporate key news and monthly communications themes from the City's master communications plan. Lobby displays aren't always operational or updated. ("A" priority) • Conduct communications training for front-line personnel. ("B" priority) • Explore opportunities to use banner signage above Ballard Street to highlight City festivals and events, as well as other communications themes. ("C"priority, or whenever we obtain jurisdiction from TxDOT) Phone System • Review greetings used by City phone personnel—both live greetings and recorded messages—and develop scripts, on-hold messages and outgoing voicemail messages that reinforce key messages and monthly communications themes. ("C" priority) City of Wylie Communications Audit Report and Plan Page 27 of 44 Face-to-Face Accessibility and Community Outreach • Get the Mayor, City Council and City Manager more actively engaged in regional organizations to enhance Wylie visibility. Consider reinstating membership in Dallas Regional Mobility Coalition and North Texas Commission, and taking active leadership role in organizations such as DRMC,NTC,NCTCOG/RTC, etc. (including participation in Leadership North Texas or similar programs). ("B" priority) • Update and promote speakers bureau of City Council and key City staff members who are available to speak to neighborhood groups, civic organizations, etc. ("B" priority) • Host periodic breakfast events (at least 2x annually) at City Hall where Wylie business executives are invited to hear an update about what's new and coming next in Wylie, and to gather their input on public services, employee needs, and other related issues. ("B" priority) • Host periodic breakfast events or town hall meetings (at least quarterly) for HOA leaders and other interested residents to learn Wylie news. Give them materials electronically and in printed form that they can disseminate to their neighbors. Meetings could be held at City Hall or rotated around various City locations to engage a broader audience. ("B" priority) • Produce a newcomers kit for use by neighborhood associations, realtors and others. Consider coordinating with the Chamber on production of these materials. ("C" priority) Objective #3: Enhance Internal Communications to Support External Messaging • Provide a quarterly work session update on communications activities and successes to the City Council, to fully engage and inform them, and to secure buy-in on communications strategies; update should include an annual review of the resident survey responses regarding public information services. ("A"priority) • Enhance City Manager's weekly e-mail report to the Council to include a more prominent, regular update on communications activities in various key areas: public information services, media outreach, website/electronic media highlights, public access channel updates, etc.; weekly update should also reinforce that month's primary communications themes, for use by Council members in their constituent communications. ("A" priority) • Ensure the City's system for immediately alerting Council members to breaking news in the City is working well, to ensure they aren't caught off guard. Set up systems for City of Wylie Communications Audit Report and Plan Page 28 of 44 developing and distributing key messages about emerging issues to Council members. ("A"priority) • Improve process for sharing media coverage of the City with Council members—as well as other City employees—to ensure everyone is aware of positive coverage and to reinforce key messages; selectively share neutral/critical stories, as warranted, to ensure Council is prepared to address constituent queries. ("A" priority) • Better equip all City employees to be effective advocates. ("B" priority) o Conduct front-line personnel training session(referenced above). o Implement internal distribution of key messages on critical issues. o Increase usage of Intranet and/or monthly employee newsletter to highlight monthly communications themes. o Increase frequency of employee communications via"News of the Week" e-mail bulletin. • Conduct regular education events (brown bag lunches, town hall meetings) for City employees. ("B" priority) Objective #4: Maximize Media Relations Opportunities • Develop a proactive media relations campaign tied to the monthly themes of the overall communications campaign. Coordinate proactive outreach strategies and news announcements closely with the Economic Development Corporation, Chamber and Downtown Merchants Association, as appropriate, to plan media strategy well in advance of opportunities,where possible. Feed news items proactively and in advance of happenings, rather than waiting for media calls. ("A"priority) • Create mini-communications plans now for upcoming PR opportunities, such as the B&B Theater opening, Kroger Marketplace opening, etc. ("A" priority) • Periodically develop and submit bylined articles to the Collin County Business Press and Dallas Business Journal, as appropriate. ("A" priority) • Pitch stories to DFW-area media(print,broadcast and electronic) for coverage of City festivals, events, key initiatives and other milestones. Support story pitches with press releases or media advisories. ("A"priority) • Distribute releases/advisories via the City's social media feeds, in addition to direct e- mails and follow-up phone calls to media contacts. Proactively reach out to target media City of Wylie Communications Audit Report and Plan Page 29 of 44 to encourage assignment editors, reporters and other media contacts to follow the City's social media feeds. ("A" priority) • Ensure all press releases are added to the City website newsroom in a timely fashion. ("A"priority) • Cultivate media relationships by periodically conducting one-on-one meetings with selected media, to plant story ideas and discuss topics of interest. ("A" priority) • Develop a media policy and guidelines for all City staff, and train key staff members on policy. ("A"priority) • Conduct media training for all City spokespersons. ("A" priority) • Pitch stories about City leaders, staff members and other human interest stories that tie in to communications themes. ("A" priority) • Track editorial calendars and pursue relevant opportunities with business journals, economic development trade media, regional publications, etc. ("A" priority) • Review and update target media list. Expand targets more broadly across the region, while also ensuring close-to-home opportunities aren't being missed. ("A" priority) • Monitor local/national media leads for story opportunities (ProfNet, HARO, etc. if available through the City or outside consultant). ("A" priority) • Regularly develop and submit guest columns and news items to NeighborsGo (The Dallas Morning News) and Wylie News. ("B" priority) • Create a calendar of award opportunities for the year to earn recognition for City initiatives and events, and develop/submit nominations. Publicize honors won. ("B" priority) City of Wylie Communications Audit Report and Plan Page 30 of 44 NEXT STEPS: IMPLEMENTATION Timeline for Implementation Recommendations for Immediate Action: A number of procedural steps need to be taken over the coming weeks or months to adopt the plan and prepare for plan implementation, prior to actual implementation of the recommended strategies within the plan: • Present the audit findings and top-line strategic recommendations to the City Council. • Assess budgetary implications and modify the recommendations and strategy prioritization accordingly. • Meet with the City Manager and Public Information Officer to review plan details and map out a strategy for implementation. • Determine the ability of the City to tap into internal and external resources to help implement the strategic recommendations. • Based on the above, create a simpler version of this plan outlining specific action items and responsible parties for the remainder of 2013. Based on feedback received to date from the City Manager on the draft communications audit, Cooksey recommends prioritization of the recommended communications strategies as follows: "A "Strategic Priorities—Recommend Implementation Within 3-6 Months • Allocate non-core communications duties to other City resources or external resources. Get the PIO away from production of event fliers/brochures and other non-critical materials. • Provide resources to assist the PIO with core communications tasks (such as an external PR/marketing agency). • Partner with the Wylie ISD journalism/communications program for certain tasks. • Create a short-form communications plan detailing 2013 priorities and editorial calendar. • Conduct proactive outreach to target media, coordinating closely with the EDC, Chamber and Downtown Merchants Association to plan media strategies far in advance. City of Wylie Communications Audit Report and Plan Page 31 of 44 • Create a crisis communications plan and train key staff members on the plan. • Develop/distribute a key message document for department heads, City spokespersons. • Develop an annual resident survey to get feedback on City services, communications. • Publicize City responses to survey feedback, as well as positive survey results. • Keep the City website current at all times and fix broken links. • Plan content for the eWylie News to reinforce key messages and the editorial calendar. • Get Library and Recreation Center staff engaged in social media updates. • Plan content for Wylie Living to reinforce key messages and the editorial calendar. Use the publication to promote other City communications channels, such as social media. • Make better use of the public access channel and promote those offerings, with help from other City staff and/or the school district's journalism/communications program. • Ensure digital signage in front of City Hall and in the foyer is used consistently and that content ties in to the City's key messages and editorial calendar. • Provide a quarterly work session update and discuss of communications priorities at Council meetings. Include annual review of resident survey responses. • Ensure communications updates are prominent featured in City Manager's weekly e-mail reports to Council. Highlight monthly communications themes and key messages. • Ensure the process for updating Council members on breaking news is working well. • Improve process for sharing media coverage with Council members and City staff • Submit bylined articles to the Collin County Business Press and Dallas Business Journal. • Proactively pitch stories to DFW-area media for coverage of City festivals, events, key initiatives and other milestones, as well as human-interest stories related to the City. • Regularly distribute news releases/advisories via the City's social media feeds and e- mails to target media. Make follow-up calls to secure coverage. • Ensure the City website newsroom is constantly refreshed with news items. • Cultivate media relationships proactively through in-person meetings. • Develop a media policy and guidelines for staff, and train key staff members. • Conduct media training for all City spokespersons. • Track publications' editorial calendars and pursue relevant opportunities with regional business journals, economic development trades,regional media, etc. • Review and enhance the City's target media list, expanding targets more broadly. • Monitor a daily media lead service for timely story opportunities (ProfNet, HARO, etc.). City of Wylie Communications Audit Report and Plan Page 32 of 44 "B"Strategic Priorities—Recommend Implementation Over the Next 6-12 Months • Pool resources and coordinate communications efforts with the EDC, Chamber and ISD. • Create department-level communications plans for certain departments, as needed. • Refresh the eWylie News design to ensure smartphone cross-platform compatibility. • Create a Twitter feed for the City and link it to Facebook and the website. • Plan/submit guest articles to Connection Magazine tied to the City's editorial calendar. • Create one-page fact sheets on new City initiatives, economic development successes and other issues, and post online, provide to Councilmembers, put at the front desk, etc. • Conduct communications training for all front-line personnel. • Get the Mayor, City Council and City Manager more actively engaged in regional organizations. Reinstate memberships in DRMC,NTC and other groups, as appropriate. • Update and promote speakers bureau of elected officials and staff available for public presentations. • Host breakfast events/town halls at City Hall for business leaders, to inform them, engage them in dialogue and arm them with key messages and materials. • Host breakfast events/town halls at City Hall, or around the City, to inform neighborhood associations and civic leaders, to engage them in dialogue, and to provide them with key messages and materials. • Better equip City employees to be effective advocates through use of intranet, internal e- mail bulletins, key message documents, etc. • Conduct regular internal education events for City employees highlight key communications themes, among other news. • Regularly develop and submit guest columns and news items to NeighborsGo/The Dallas Morning News and Wylie News. • Create a calendar of award opportunities and submit nominations. Publicize honors won. "C"Strategic Priorities—Longer-Term Recommendations, or Strategies Requiring Further Assessm en t • Consider re-formulating the "City Between the Lakes"tagline for better key message alignment. • Evaluate opportunities to create an umbrella city slogan/tagline tied in to the "Discover Downtown Wylie"tagline. City of Wylie Communications Audit Report and Plan Page 33 of 44 • Make navigability/design upgrades to the City website. • Initiate a campaign to build the City's e-subscriber database. • Explore opportunities to use Ballard Street banner signage to promote City festivals and events, and other key communications themes. • Review live greetings and recorded greetings on the City's phone system, and develop scripts and on-hold messages that reinforce key messages and communications themes. • Produce a newcomers kit for use by community stakeholders,perhaps in partnership with the Chamber. Measurement of Results The City of Wylie needs to establish and employ benchmarks to measure the success of its stepped-up communications program. While the success of some communications strategies may be difficult to quantify, other communications strategies lend themselves to objective measures of success—including the mere fact of having been implemented, for some strategies. In particularly, the consultant recommends that the City employ a resident survey to measure the effectiveness of its current communications program, and developing a survey now will give the City a more powerful and reliable baseline measure for future use. The City has a tremendous opportunity to shape public perceptions now and to capitalize on changes the City it is undergoing, so it is recommended that all available resources be dedicated to rapid implementation of the full communications plan, if feasible. This means identifying all related costs as soon as possible (as discussed below in the "Budgetary Implications" section. Implementation can also be significantly accelerated through the identification of resource shifts, as discussed above, that can help free up the Public Information Officers to focus more on core communications duties and that give him additional assistance with both strategy and implementation. In addition to the resident survey, there are a number of other benchmarks the City of Wylie can utilize to evaluate the overall effectiveness of the communications plan and of the specific strategies that the City implements. Suggested measures are listed below,broken down by each of the four objectives in the plan. City of Wylie Communications Audit Report and Plan Page 34 of 44 Measures of success include the following: Measures for Objective#1: Structures and Processes • Percentage of time spent by the PIO on core vs. non-core communications duties • Distribution of communications duties to other internal or external communications resources • Quantity of materials generated by the City's communications team or other staff • City staff awareness of key issues and messages • Frequency of communications-related meetings with institutional partners (EDC, Chamber, ISD, etc.) and results from those meetings • Existence of crisis plan, media policy and other needed resources • More consistent"look and feel" for all City materials Measures for Objective#2: Strengthen External Communications • Existence and adoption of annual plan emphasizing Strategic Plan elements as monthly communications themes • Existence of plans to introduce newly emergent issues, rather than waiting for media queries and reacting • Existence of designated spokespersons on key issues, and spokesperson preparation to address those issues • Greater number of external presentations to community groups, business leaders, etc. on City issues • Enhanced resident awareness/understanding of City messages • Enhanced awareness of Wylie and its key attributes beyond the City's borders • Greater volume and enhanced quality of programming on public access channel • Growth in subscriber base for online communications • Greater resident satisfaction with navigability and content of website; increased use of Web site and followers of social media • Improved resident perception of City facilities and message delivery at the facilities • Existence of newcomers kit, stronger relationships with neighborhood associations • Expanded Town Hall programs with more events,better attendance/participation • Greater business involvement in, and awareness of, City issues City of Wylie Communications Audit Report and Plan Page 35 of 44 Measures for Objective#3:Enhance Internal Communications • Greater staff awareness of, and use of, key messages related to Strategic Plan and City initiatives • Greater use of Intranet • Increased frequency of internal communications distributions • More internal education events for City employees Measures for Objective#4:Maximize Media Relations Opportunities • Greater quantity of stories in target media, both locally and nationally • More favorable quality of stories, reflected in analysis reports from clipping service • Existence of crisis communications plan and preparation of crisis team for deployment • Existence of media policy and awareness of policy among all key City staff • Greater volume of press releases and media advisories, as well as guest articles and op- eds, generated and placed • Stronger relationships with target media, so desired media turn to City more often as a resource for positive stories • Greater support for City, and awareness of public issues, as evidenced through unsolicited letters to the editor Implementation Considerations With the current demands on both the City of Wylie generally, and on the PIO particularly, timely implementation of the entire set of recommendations included in this plan will be a challenge. While the PIO accomplishes much, in light of limited resources and varied responsibilities,the City could clearly benefit from the enhanced, strategic communications guidance and proactive media relations efforts provided by an ongoing relationship with an outside agency. Using an outside agency for these purposes could be of tremendous benefit to the City, as an outside agency has "eyes and ears"beyond the City's boundaries to help in adapting strategic communications "best practices" in Wylie, to identify timely media opportunities due to daily City of Wylie Communications Audit Report and Plan Page 36 of 44 interactions with regional and national media, and to monitor for communications issues that the City itself cannot easily spot or anticipate. While the City's staff can implement many of the plan's recommendations, an outside perspective will deepen the effectiveness of implementation, and will tremendously accelerate the timeframe in which critical communications objectives can be accomplished. Absent an outside agency, the timeframe of recommended strategies will need to be modified to reflect the availability of fewer implementation resources. City of Wylie Communications Audit Report and Plan Page 37 of 44 Budgetary Implications A number of strategic recommendations outlined above have budgetary implications for the City, many of which still need to be assessed in detail by the City Manager, based on a review of currently available resources and an assessment of other City priorities. Among the recommendations expected to have budgetary implications are the following: Objective#1: Improve Communications Structures and Processes TBD • Additional external or internal resources to enhance the PIO's role, such as ongoing assistance from an outside PR/marketing agency (approx. $5,000/month) Objective#2: Strengthen External Communications TBD • Annual resident survey • Upgrades to the City website or electronic communications mechanisms (note: not an "A"priority) • Printing of more one-pagers/fact sheets on key issues, for broad distribution (not an"A" priority" • Production of more (or more sophisticated)video content for the public access channel • Reinstating memberships in the Dallas Regional Mobility Coalition(approx. $4,000) and the North Texas Commission(approx. $3,000) • Hosting informational events for business community and/or neighborhood associations periodically at City Hall or other City facilities Objective#3: Enhance Internal Communications TBD • No cost implications identified Objective #4: Maximize Media Relations Opportunities TBD • No cost implications identified TOTAL $TBD City of Wylie Communications Audit Report and Plan Page 38 of 44 CONCLUSION The City of Wylie has an opportunity to elevate the City's visibility and image in the minds of residents,businesses and the media. Effective communications is a critical component of this process and the above recommendations and plan are designed to help the City move to a level of brilliance. Cooksey Communications has outlined a fairly aggressive plan of communications strategies and tactics to better engage and inform the City's target audiences. However, we believe that the implementation of all of these recommendations is feasible with the application of appropriate resources. It is an exciting time in Wylie's history with tremendous existing infrastructure, substantial economic development activity and many positive initiatives and programs in place. City residents and volunteer leaders are also actively engaged in the community, and generally eager to support the key messages of the City. Cooksey Communications has enjoyed the opportunity to partner with the City of Wylie and looks forward to continuing our relationship with the City, providing ongoing counsel and support as Wylie refocuses the way it communicates—both externally and internally—and presents its brand to the world. City of Wylie Communications Audit Report and Plan Page 39 of 44 APPENDICES City of Wylie Communications Audit Report and Plan Page 40 of 44 Appendix: Synopsis of Comparative Research During the communications audit process, Cooksey researched several cities with similar characteristics to Wylie, to assess any publicly available information regarding their communications budgets, processes and results, and to help create a baseline for our strategic recommendations. Cities selected for a comparative analysis, based on a preliminary assessment of several important characteristics, were as follows: • Conroe, Texas (suburb of Houston;population 58,973) • Keller, Texas (suburb of Dallas/Fort Worth; population 39,627) • Rockwall, Texas (suburb of Dallas/Fort Worth; population 37,490) The criteria used to select these cities, out of a wide range of possible cities that could have been evaluated for comparative purposes, included the following: • City population estimates • Total city budget • Suburban/bedroom communities • Located in a major Texas metropolitan area • Situated in a top-10 media market nationally • Approximately 20-40 miles from the city center • Median household income and poverty rate • Resident demographics No one city is a perfect match for Wylie in all of these characteristic areas,but the three selected cities exhibited enough similarities to yield some useful comparisons and insights. All three selected communities have implemented some successful efforts and programs geared toward improving and maintaining communications with core audiences. The primary tools used for gathering information from each city were direct telephone outreach to their communications departments and/or city management, as well as review of city websites, annual budgets and other communications materials and documents. In addition, while developing the City of Wylie plan, Cooksey closely monitored the communications activities of other cities outside of this study, including publicly promoted efforts by those cities to develop and rollout branding, enhance their website offerings, improve TV programming and deploy other public communications vehicles. Cooksey also closely City of Wylie Communications Audit Report and Plan Page 41 of 44 monitored media stories pertaining to municipal issues,particularly those with the greatest resonance in the DFW Metroplex. Conroe has the largest total city budget at more than $116 million, followed by Keller at $78 million, and finally, Rockwall at a little over$26 million. The cities investigated have comparable annual city and communications budgets to support their needs. As expected, given the total city budget, its larger population and its more well- developed marketable assets, Conroe has the largest communications budget at more than $190,000. Keller is next in line with a communications budget approaching $100,000—but Keller also has some communications expenses budgeted within individual departments that are not considered part of the "communications budget" and are therefore more difficult to identify. Rockwall stands alone in this group of three cities, with no full-time staff member dedicated to handling city communications, and this is reflected in the city's communications budget of$52,000. The majority of Rockwall's communication efforts are contracted out to an external firm. For comparison's sake, Wylie's annual communications budget is approximately $120,000, falling roughly in the middle of the three cities with which this comparison was conducted. That figure includes staff salary, as well as costs associated with printing of the monthly utility bill insert(Wylie Living newsletter), website hosting and content management system license,public access channel and Municipal Complex digital signage license and technical support, customer relationship management tool online, streaming video services for the Council meetings (encoding and the web interface), hotel motel funds allocated to festival marketing and advertising, and miscellaneous advertising. Each of the comparison cities uses a variety of communications vehicles to deliver information and news to external audiences. Those include a website and a community cable television station to disseminate information to target audiences. COMMUNICATIONS DEPARTMENT STAFFING The communications staff for each city varies in size, and in most cases, the total staff consist of only a single person,with multiple people and/or departments sharing the communications responsibilities. Both Keller and Conroe have one full-time staff person in charge of their day-to-day communications duties, while Rockwall elects to contract out their communications duties out to a third party. Keller's lone staff member coordinates all communication efforts, updates, and press releases, design of newsletters and mailings, as well as heading up the city's social media efforts. From an organizational standpoint, all communications departments/functions report to the City Manager. City of Wylie Communications Audit Report and Plan Page 42 of 44 MEDIA RELATIONS/PRESS ACTIVITIES Each city has either a public information officer/department or public relations staff member/department responsible for facilitating press or public relations needs, except for Rockwall. The vast majority of Rockwall's promotions and marketing materials are handled by the economic development corporation. The primary spokesperson or point person for media inquiries in the other markets is the public information officer. Each of the three cities consistently develops and distributes press releases and news items, most on a weekly basis, which are posted and archived on their respective city websites. News releases cover everything from special events and programs to public meetings, general city news, new staff appointments, changes in ordinances, etc. PRIMARY EXTERNAL COMMUNICATIONS VEHICLES Newsletters Both Rockwall (monthly) and Keller(quarterly)publish and distribute a printed version of a newsletter as a water bill insert. Conroe (monthly) makes the newsletter available as a downloadable file through the City website. Website All three cities have comprehensive websites with similar categories of information on the homepage, including a prominently featured news section. Most sites are easy to navigate and use terminology that makes sense to the average user. Social Media Two cities, Keller and Rockwall, communicate with citizens and the public via Facebook, Twitter, and YouTube. Conroe's social media efforts are handled primarily via their Convention &Visitors Bureau, which offers updates related to general city news as well. COMMUNITY CABLE TELEVISION All three cities have community cable, public access channels that operate 24 hours a day. Keller Video on Demand helps to bring citizens one step closer to Keller Town Hall as it broadcasts City Council, Planning &Zoning Commission, and Parks & Recreation Board Meetings; Tarrant County Commissioners Court; Texas Parks &Wildlife programs; informational programs; and public service announcements about local government services. Conroe PEG TV streams online, and allows users to access and view archived and live meetings, shows and events. Rockwall's cable channel content mainly consists of streaming Council meetings, as well as a slideshow presentation updated once per week with slides featuring governmental information, department promos, announcements, and a schedule of city activities; City of Wylie Communications Audit Report and Plan Page 43 of 44 however, the city's cable channel ranks among the least popular information sources, according to the city's most recent citizens survey. MEDIA RESULTS We also conducted extensive research to retrieve available, archived media coverage in DFW and Houston-area media outlets for the past six months for all three cities, in order to assess the volume and quality/type of media placements achieved by each community. We did not find a substantial disparity between the quantity and quality of the media placements available for those cities, compared to Wylie's media placements. Again, however, none of these cities devotes a substantial amount of time or effort to proactive pursuit of media opportunities, since each city's communications staff and budget are rather limited, relative to other, larger cities in the surrounding metropolitan area. City of Wylie Communications Audit Report and Plan Page 44 of 44