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09-27-2011 (City Council) Agenda Packet Wylie City Council CITY OF WY LIE NOTICE OF MEETING Regular Meeting Agenda September 27, 2011 — 6:00 p.m. Wylie Municipal Complex — Council Chambers 300 Country Club Road, Building #100 Eric Hogue Mayor M. G. "Red" Byboth Mayor Pro Tern David Goss Place 1 Kathy Spillyards Place 3 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. CALL TO ORDER Announce the presence of a Quorum. INVOCATION & PLEDGE OF ALLEGIANCE PRESENTATION • Proclamation for National Recovery Month 2011 • Proclamation for National Night Out • A Life Saving Award to Davis Bentle • Presentation of life saving award to Jennifer Perez and James Eckert 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. September 27,2011 Wylie City Council Regular Meeting Agenda Page 2 of 5 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 September 13, 2011 Regular Meeting of the Wylie City Council. (C. Ehrlich, City Secretar)) B. Consider, and place on file, the Monthly Revenue and Expense Report for the City of Wylie as of August 31, 2011. (L. Bantz, Finance Director) C. Consider, and place on file, the City of Wylie Monthly Investment Report for August 31, 2011. (L. Bantz, Finance Director) D. Consider, and place on file, the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of August 31, 2011. (S. Satterwhite, Executive Director, WEDC) E. Consider, and act upon, Resolution No. 2011-23(R) authorizing the City Manager to execute an Interlocal Agreement with the City of Fate for dispatch services for a one year term beginning October 13, 2011, annually renewable at cost plus administrative fees. (R. Corbin, Fire Chief) F. Consider, and act upon, approval of a Final Plat for Aaron Davis Addition, creating a single lot of record on 4.390 acres. The property is generally located south of Parker Road and approximately 950' west of Country Club Road. (R. 011ie, Planning Director) G. Consider, and act upon, approval of a Replat for Brown & Burns Addition, Block 1, Lot 20R, a property of 0.171 acres located at 109 Marble Street; southeast corner of Marble Street and Jackson Street. (R. 011ie, Planning Director) H. Consider, and act upon Ordinance No. 2011-21 amending Ordinance No. 2011-17 (2010-2011 Budget) for proposed Emergency Communications amendments for fiscal year 2010-2011. (R. Corbin, Fire Chief REGULAR AGENDA Public Hearing 1. Hold a Public Hearing, and consider, and act upon, amending the zoning from Commercial Corridor (CC) to Light Industrial (LI), on 12.4 acres, generally located northeast of Centennial Drive and Eubanks Lane. ZC 2011-05 (R. 011ie, Planning Director)Need report, and attachments Executive Summary The subject property is Lot 1, Block B of the Woodlake Village Addition and located at the northeast corner of Centennial Drive and Eubanks Lane and consists of 12.393 acres. The property is currently an undeveloped lot and is zoned CC. September 27,2011 Wylie City Council Regular Meeting Agenda Page 3 of 5 General Business 2. Consider, and act upon, approval of the Financial Management Policies. (L. Bantz, Finance Director) Executive Summary The overriding goal of the Financial Management Policies is to enable the City to achieve a long-term stable and positive financial condition while conducting its operations consistent with the Council-Manager form of government established in the City Charter. The basis for the City's Financial Management Policies includes integrity,prudent stewardship,planning,accountability and full disclosure. 3. Consider, and act upon, Resolution 2011-24(R) approving the current Investment Policy as required by the Texas Government Code, Chapter 2256, Public Funds Investment Act, Subchapter A —Authorized Investments for governmental Entities. (L. Bantz, Finance Director) Executive Summary Texas Government Code requires that the governing body of an investing entity review its investment policy not less than annually. The governing body should adopt a written instrument by rule, order, ordinance, or resolution stating that it has reviewed the investment policy and that the written instrument so adopted shall record any changes made to the investment policy. The current Investment Policy was approved December 12,2006. No changes are currently being made to it. 4. Consider, and act upon, Resolution 2011-25(R) committing certain funds as required by Government Accounting Standards Board Statement No. 54 (L. Bantz, Finance Director) Executive Summary Generally accepted accounting principles that the City follows are regulated by the Government Accounting Standards Board(GASB). In 2009 GASB issued a new accounting standard for presentation of equity in the general purpose financial statements. It is required to be implemented during Fiscal Year 2010-11 for our city. GASB 54 provides the Council the ability to formally commit certain revenue sources. It also requires the Council to delegate authority to certain city staff to assign revenue sources in certain funds. 5. Consider, and act upon the appointment of two committee members to the City of Wylie City Council Subcommittee to represent the City of Wylie in meetings with the Wylie Independent School District City/Schools Partnerships Committee. (M. Manson, City Manager) Executive Session In 2005, the Wylie Independent School Board formed an advisory standing committee called City/School Partnerships. The committee consists of three (3) WISD Board of Trustee members and three City of Wylie Council members. The purpose of the committee is focused on discussing existing and new partnerships between the Wylie Independent School District and the City of Wylie. READING OF ORDINANCES September 27,2011 Wylie City Council Regular Meeting Agenda Page 4 of 5 WORK SESSION • Discuss the proposed childcare program for children ages 7-11 at the Wylie Recreation Center. (R. Diaz, Parks and Recreation Superintendant) • Consider issues surrounding the use of±19 acres owned by the City of Wylie for commercial purposes. (S. Satterwhite, WEDC Executive Director) • Presentation of Options to Hold the City of Wylie General Election pursuant to S.B. 100 (C. Ehrlich, City Secretary) • Engineering Department Overview. (C. Holsted, City Engineer) EXECUTIVE SESSION Recess into Closed Session in compliance with Section 551.001, et.seq. Texas Government Code, to wit: §§ 551.072 Deliberation Regarding Real Property; Closed Meeting; Pursuant to Section 551.072, Texas Government Code, deliberation on certain matters concerning real property. • Discussion regarding acquisition of Brown Street West ROW. §§ 551.071 Consultation with Attorney; A governmental body may not conduct a private consultation with its attorney except: (1) When the governmental body seeks the advice of its attorney (A)Pending or contemplated litigation;or (B)A settlement offer;or (2) On a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter. • Discussion with City Attorney regarding the purchase of land and an easement and settlement of the lawsuit in Cause No. 0012792011 pending in County Court at Law No. 1 of Collin County, Texas in the case styled City of Wylie, Texas v. Melissa Johnson a/k/a Melissa Ingram. RECONVENE INTO OPEN SESSION Take any action as a result from Executive Session. General Business 6. Consider, and act upon, approval of the purchase of land and an easement and settlement of the lawsuit in Cause No. 0012792011 pending in County Court at Law No. 1 of Collin County, Texas in the case styled City of Wylie, Texas v. Melissa Johnson a/k/a Melissa Ingram and to authorize the City Manager to take all actions and to execute all documents necessary to effectuate the same. ADJOURNMENT September 27,2011 Wylie City Council Regular Meeting Agenda Page 5 of 5 CERTIFICATION I certify that this Notice ofMeeting was posted on this 23rd day of September, 2011 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 _14(11 Wylie City Council CITY OF WY LIE Minutes Wylie City Council Meeting Tuesday, September 13, 2011 - 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 Eric 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 Red Byboth, Councilwoman Diane Culver, Councilman Rick White, Councilman David Goss, and Councilman Bennie Jones. Councilwoman Kathy Spillyards was absent. Staff present were: City Manager, Mindy Manson; Assistant City Manager, Jeff Butters; Fire Chief, Randy Corbin; Police Chief, John Duscio; Finance Director, Linda Bantz; Public Services Director, Mike Sferra; Library Director, Rachel Orozco; City Engineer, Chris Hoisted; Wylie Economic Development Director, Sam Satterwhite; Human Resource Manager, Lynn Fagerstrom; Planning Director, Renae' 011ie; City Secretary, Carole Ehrlich; Public Information Officer, Craig Kelly, and various support staff. INVOCATION & PLEDGE OF ALLEGIANCE Former Mayor William Martin gave the Invocation and Planning Director Renae' 011ie led the Pledge of Allegiance. Mayor Hogue announced that the presentation for Emergency Preparedness Month had been postponed to another council meeting. PRESENTATION • Proclamation Emergency Preparedness Month Minutes September 13, 2011 Wylie City Council Page 1 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. There were no citizens present wishing to address council during citizen 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 August 23, 2011 Regular Meeting and the Minutes of the Special Called Work Session on August 30, 2011 of the Wylie City Council. (C. Ehrlich, City Secretary) B. Consider, and act upon, authorizing the City Manager to execute an Encroachment on Easement agreement with Atmos Energy Corporation to install, construct, reconstruct, operate, repair, replace, relocate, remove and/or maintain paved parking, driveways and related facilities within an Atmos easement located in Community Park. (M. Sierra, Public Services Director) C. Consider, and act upon, proposals for employee group health insurance, including major medical, dental, term life, accidental death/dismemberment, long term disability and prescription drug coverage. (L. Fagerstrom, HR Manager) Council Action A motion was made by Councilman White, seconded by Councilman Jones to approve the consent agenda as presented. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. RECESS CITY COUNCIL Mayor Hogue recessed City Council to convene the Parks & Recreation Facilities Development Corporation Board at 6:10 p.m. CALL TO ORDER PARKS & RECREATION FACILITIES DEVELOPMENT CORPORATION Parks and Recreation Facilities Development Corporation Chair Eric Hogue called the meeting to order at 6:10 p.m. Board members present included: Anne Hiney, Cristine Price, Dan Chestnut, Councilman Rick White, and Councilman David Goss. Board member Kathy Spillyards was absent. Minutes September 13, 2011 Wylie City Council Page 2 1. Consider, and act upon, approval of the Minutes from the September 14, 2010 Special Called Meeting of the Wylie Parks and Recreation Facilities Development Corporation (4B). (C. Ehrlich, City Secretary) Board Action A motion was made by board member Anne Hiney, seconded by board member David Goss to approve the 4B minutes from September 14, 2010 as presented. A vote was taken and the motion passed 6-0 with board member Spillyards absent. 2. Consider, and act upon, approval of the FY 2011-2012 4B Budget and authorize expenditures for the FY 2011-2012 Community Services Facilities Capital Improvement Plan. (L. Bantz, Finance Director) Board Action A motion was made by board member Dan Chestnut, seconded by board member Rick White to approve the FY 2011-2012 4B Budget and authorize expenditures for the FY 2011-2012 Community Services Facilities Capital Improvement Plan. A vote was taken and the motion passed 6-0 with board member Spillyards absent. ADJOURN Board Action A motion was made by board member Rick White, seconded by board member David Goss to adjourn the Parks & Recreation Facilities Development corporation (4B) meeting at 6:15 p.m.. A vote was taken and the motion passed 6-0 with board member Spillyards absent RECONVENE INTO OPEN SESSION OF THE WYLIE CITY COUNCIL Mayor Hogue reconvened the Regular Session of the Wylie City Council at 6:15 p.m. REGULAR AGENDA General Business 1. Consider, and act upon, approving the property tax increase reflected in the budget. (L. Bantz, Finance Director) Staff Comments Finance Director Bantz addressed council stating that the tax rate needed to fund the FY 2011-2012 budget is $0.89890 per $100 of assessed valuation. Although this is the same tax rate as in FY 2010- 2011, there will be a small increase in tax revenue the City receives due to new property that was added Minutes September 13, 2011 Wylie City Council Page 3 to the tax roll and a slight increase in the total property assessed valuation. Section 26.05 of the Texas Property Tax Code requires the governing body to hold a separate vote to ratify this property tax increase that is reflected in the budget. Council Action A motion was made by Councilman White, seconded by Councilman Jones to approve the property tax increase reflected in the FY 2011-2012 budget. . A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. 2. Consider, and act upon, Ordinance No. 2011-18 adopting a budget and appropriating resources for Fiscal Year 2011-2012, beginning October 1, 2011, and ending September 30, 2012. (L. Bantz, Finance Director) Staff Comments Finance Director Bantz addressed council stating that the tax rate being proposed for Fiscal Year 2011- 2012 is $0.8989 per $100 of assessed valuation. The summary of all operating and capital funds including the budget for the Wylie Economic Development Corporation are attached to the ordinance approving the budget. Council Action A motion was made by Councilwoman Culver, seconded by Councilman Goss to approve Ordinance No. 2011-18 adopting a budget and appropriating resources for Fiscal Year 2011- 2012, beginning October 1, 2011, and ending September 30, 2012. A vote was taken and the motion passed 5-1 with Mayor Hogue, Councilwoman Culver, Councilman Goss, Councilman Jones and Councilman White voting for and Mayor Pro Tem Byboth voting against; with Councilwoman Spillyards absent. 3. Consider, and act upon, Ordinance No. 2011-19 fixing the tax rate/levy for Tax Year 2011 and Budget Year FY 2011-2012 at $0.89890 per $100 of assessed valuation. (L. Bantz, Finance Director) Staff Comments Finance Director Bantz addressed council stating that the tax rate needed to fund the FY 2011-2012 budget is $0.89890 per$100 of assessed valuation. The tax rate is broken down with $0.600153 being used for operations and maintenance and $0.298747 being used to fund the General Debt Service Fund. This tax ordinance will generate levies of$13,417,600 for the General Fund and $6,679,076 for the I & S Fund. The adopted Fiscal Year 2011-2012 budget requires the support of this ordinance for funding. Council Action A motion was made by Councilman White, seconded by Councilman Jones to approve Ordinance No. 2011-19 fixing the tax rate/levy for Tax Year 2011 and Budget Year FY 2011- 2012 at $0.89890 per$100 of assessed valuation. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. Minutes September 13, 2011 Wylie City Council Page 4 4. Consider, and act upon, the acceptance of the resignation of Brandi LaFleur, Board Member for the Parks and Recreation Board and the appointment of a new member to the Parks and Recreation Board for the unexpired term of July 2011 to July 2013. (Robert Diaz, Parks &Recreation Supervisor) Staff Comments Recreation Superintendent Diaz addressed council stating that staff is requesting the appointment of a new Parks and Recreation Board member to replace Brandi LaFleur, who is resigning due to work obligations. Council Action A motion was made by Councilwoman Culver, seconded by Councilman Jones to accept the resignation of Brandi LaFleur and appoint Jeff Harris to the Parks & Recreation Board to fill the unexpired term of July 2011 to July 2013. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. 5. Consider, and act upon, the acceptance of the resignation of Thomas Gaudreau, Board Member for the Public Art Advisory Board and the appointment of a new member for the unexpired term of July 2011 to July 2013. (C. Ehrlich, City Secretary) Staff Comments Public Arts Advisory Board liaison Ehrlich addressed the council stating that Thomas Gaudreau has faithfully served as a member of the Public Arts Advisory Board since July of 2009. He has recently taken a school district administrator job out of state and is no longer able to serve. Ehrlich asked council to appoint a replacement for Mr. Gaudreau. Council Action A motion was made by Councilman Jones, seconded by Councilwoman Culver to accept the resignation of Thomas Gaudreau and appoint Gaynell Reed to the Public Arts Advisory Board to fill the unexpired term of July 2011 to July 2013. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. 6. Consider, and act upon, the acceptance of the resignation of Polly Harrison, Board Member for the Public Arts Advisory Board and the appointment of a new member for the unexpired term of July 2010 to July 2012. (C. Ehrlich, City Secretary) Staff Comments Public Arts Advisory Board liaison Ehrlich addressed the council stating that Polly Harrison has served faithfully as a member of the Public Arts Advisory Board since its inception in July of 2006. Polly has recently relocated out of the City limits. Staff is requesting council to accept the resignation of Polly Harrison and appoint a new member for her unexpired term of July 2010 to July 2012. Minutes September 13, 2011 Wylie City Council Page 5 Council Motion A motion was made by Councilwoman Culver to accept the resignation of Polly Harrison and appoint Gerald Dunn to the Public Arts Advisory Board to fill the unexpired term of July 2010 to July 2012. The motion died for lack of a second. Council Action A motion was made by Councilwoman Culver, seconded by Councilman Jones to accept the resignation of Polly Harrison and appoint DeeAnn Ross to the Public Arts Advisory Board to fill the unexpired term of July 2010 to July 2012. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. 7. Consider, and act upon, awarding a construction contract in the amount of $286,043.00 to Texas Dirt Contractors for the Sanitary Sewer Retrofit Project - Holiday Terrace and Rush Creek Subdivisions. (M. Sferra, Public Services Director) Staff Comments Public Services Director Sferra addressed council stating that funds were approved in the FY10-11 Sanitary Sewer Repair and Replacement fund for the replacement of a deteriorated line in the Holiday Terrace subdivision and an undersized line in the Rush Creek subdivision. Council Action A motion was made by Councilman White, seconded by Mayor Pro Tem Byboth to award a construction contract in the amount of $286,043.00 to Texas Dirt Contractors for the Sanitary Sewer Retrofit Project-Holiday Terrace and Rush Creek Subdivision. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. 8. Consider, and act upon authorizing the City Manager to execute a construction contract in the amount of $343,121.00 to Musco Sports Lighting, LLC for the installation of sports lighting as part of the 2011 Community Park Improvements Project. (M. Sferra, Public Services Director) Staff Comments Public Services Director Sferra addressed council stating that as part of the improvements to Community Park, athletic field lighting for baseball will be installed. The sports lighting components are provided by Musco Sports Lighting, LLC, an industry leader in this type of equipment. All equipment including installation costs are available through Buy Board, and therefore they have already been subject to the competitive bidding process. The City already has existing Musco sports lighting at the developed part of Founders Park, and it has proven to be extremely reliable and trouble free for the past ten years. Additional Musco lighting was installed with the recent improvements at Founders Park. Councilwoman Culver asked Mr. Sferra why the total cost of the lighting in the agenda report was $440,500 yet the contract cost was $343,121.00. Mr. Sferra replied the total costs included some alternates recommended by council that would be brought back for approval at a later date. Minutes September 13, 2011 Wylie City Council Page 6 Council Action A motion was made by Councilman White, seconded by Councilman Goss to authorize the City Manager to execute a construction contract in the amount of $343,121.00 to Musco Sports Lighting, LLC for the installation of sports lighting as part of the 2011 Community Park Improvements Project. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. 9. Consider and act upon approval Ordinance No. 2011-20 amending Subsection B (Water Rates) and Subsection C (Sewage Collection and Treatment Rates) of Section 1 (Water and Sewer Fees) of the Wylie Comprehensive Fee Schedule. (C. Holsted, City Engineer) Staff Comments City Engineer Holsted addressed council stating that on December 14, 2010 Council held a work session to discuss the water and sewer rate study prepared by McLain Decision Support Systems. The study incorporates the water and sewer capital improvements plan (CIP), outstanding debt service, the proposed wholesale water rate increases from the North Texas Municipal Water District, the transfer to the general fund, and the expansion of the Public Works Service Center. The report was updated in June, 2011 based on information contained in the Indirect Cost Study which identified personnel expenses attributable to the utility fund. Council Action A motion was made by Mayor Pro Tem Byboth, seconded by Councilman Jones to approve Ordinance No. 2011-20 amending Subsection B (Water Rates) and Subsection C (Sewage Collection and Treatment Rates) of Section 1 (Water and Sewer Fees) of the Wylie Comprehensive Fee Schedule. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. READING OF ORDINANCES City Secretary Ehrlich read captions to Ordinance No.'s 2011-18, 2011-19, and 2011-20 into the official record. Mayor Hogue convened into Executive Session reading the caption below into the official record at 6:46 p.m. EXECUTIVE SESSION Recess into Closed Session in compliance with Section 551.001, et.seq. Texas Government Code, to wit: §§ 551.087—Economic Development Negotiations Minutes September 13, 2011 Wylie City Council Page 7 • Deliberate regarding commercial or financial information that the City has received from PMRG and to deliberate the offer of incentives to PMRG. • Deliberate regarding commercial or financial information that the City has received from B&B and to deliberate the offer of incentives to B&B. • Deliberate regarding commercial or financial information that the City has received from Clark Street and to deliberate the offer of incentives to Clark Street. Mayor Hogue reconvened into Regular Session at 7:42 p.m. RECONVENE INTO REGULAR SESSION There was no action taken as a result of Executive Session. ADJOURNMENT With no further business before the Wylie City Council, a motion was made by Councilwoman Culver, seconded by Councilman Goss to adjourn the meeting at 7:45 p.m. A vote was taken and the motion passed 6-0 with Councilwoman Spillyards absent. Eric Hogue, Mayor ATTEST: Carole Ehrlich, City Secretary Minutes September 13, 2011 Wylie City Council Page 8 Wylie City Council CITY OF WYLIE AGENDA REPORT q Meeting Date: September 27, 2011 Item Number: B. Department: Finance (City Secretary's Use Only) Prepared By: Finance Account Code: Date Prepared: September 14, 2011 Budgeted Amount: Revenue and Expenditure Exhibits: Monthly Report Subject Consider, and place on file, the City of Wylie Monthly Revenue and Expenditure Report for August 31, 2011. Recommendation Motion to accept and place on file, the City of Wylie Monthly Revenue and Expenditure Report for August 31, 2011. Discussion The Finance Department has prepared the attached reports for the City Council as required by the City Charter. Approved By Initial Date Department Director LB September 14, 2011 City Manager - -11 Page 1 of 1 CITY OF WYLIE MONTHLY FINANCIAL REPORT August 31,2011 ANNUAL CURRENT YTD ACTUAL Benchmark BUDGET MONTH ACTUAL YTD ACTUAL AS A PERCENT 91.67% ACCOUNT DESCRIPTION 2010-2011 2010-2011 2010-2011 OF BUDGET GENERAL FUND REVENUE SUMMARY TAXES 16,489,668 342,219 16,075,535 97.49% A FRANCHISE FEES 2,260,000 130,719 2,056,113 90.98% B LICENSES AND PERMITS 287,030 43,457 519,267 180.91% C INTERGOVERNMENTAL REV. 602,992 97,286 665,781 110.41% SERVICE FEES 2,204,000 172,169 1,825,297 82.82% D FINES AND FORFEITURES 548,107 39,845 297,653 54.31% E INTEREST INCOME 30,000 994 16,733 55.78% F MISCELLANEOUS INCOME 322,646 32,835 321,930 99.78% G OTHER FINANCING SOURCES 1,252,612 0 1,834,776 146.48% H REVENUES 23,997,055 859,524 23,613,085 98.40% USE OF FUND BALANCE 1,656,935 NA NA NA I TRANSFER FROM FLEET 742,500 TOTAL REVENUES 26,396,490 NA NA NA GENERAL FUND EXPENDITURE SUMMARY CITY COUNCIL 83,281 4,462 60,783 72.99% CITY MANAGER 780,333 58,179 669,482 85.79% CITY SECRETARY 241,365 16,631 202,590 83.94% CITY ATTORNEY 128,000 0 98,196 76.72% FINANCE 854,888 50,088 774,416 90.59% FACILITIES 286,800 12,175 197,690 68.93% MUNICIPAL COURT 318,850 19,103 244,932 76.82% HUMAN RESOURCES 194,693 13,755 170,221 87.43% PURCHASING 114,578 8,658 101,314 88.42% INFORMATION TECHNOLOGY 1,026,949 37,936 955,640 93.06% J POLICE 5,338,970 360,060 4,489,704 84.09% FIRE 5,325,604 369,441 4,515,191 84.78% ANIMAL CONTROL 294,510 19,974 236,323 80.24% PLANNING 464,984 33,217 386,963 83.22% BUILDING INSPECTION 661,316 50,709 583,961 88.30% CODE ENFORCEMENT 190,686 11,286 142,972 74.98% STREETS 1,346,214 60,571 1,172,311 87.08% PARKS 1,624,723 108,657 1,193,988 73.49% RECREATION 207,350 57,027 181,420 87.49% K LIBRARY 1,217,952 97,188 1,117,676 91.77% COMBINED SERVICES 5,001,071 186,716 3,934,031 78.66% TOTAL EXPENDITURES 25,703,117 1,575,833 21,429,804 83.37% REVENUES OVER/(UNDER)EXPENDITURES 693,373 -716,309 2,183,281 15.03% A. Property Tax Collections for FY10-11 as of August 31 are 99.95%, in comparison to FY09-10 for the same time period 98.63%. B. Franchise Fees:The majority of franchise fees are recognized in the third and fourth quarter with electric fees making up the majority. C. Licenses and Permits:Are recognized periodically,but we have seen an increase in plumbing,electrical and mechanical permits. New Dwelling Permits are on track to meet projected revenue. D.Service Fees:Trash fees are on track to meet projected revenue with the remaining fees coming from WAVE and other seasonal fees. E. Fines and Forfeitures: Municipal Court Fines are down slightly.With the addition of bailiff/warrant officer,these revenues are projected to rise. F. Interest Income: In relation to the last 12 months the current interest is in line with projections. G. Properly allocated revenue received from Collin County into the correct funding source. H.Other Financing Sources consist of the Utility Fund transfer and WEDC transfer for services rendered.The transfer increase is due to the scheduled closing of the Fleet Fund. I. Use of Fund Balance:to supplement the Emergency Communications Tower, Debt Service,Streets and Alleys,and Municipal Complex Equipment. J. With new Municipal Complex coming online,overtime associated plus equipment purchases that were originally budgeted for in FY 2011. K.The majority of Recreation expenses come in the third and forth quarter that are associated with WAVE. CITY OF WYLIE MONTHLY FINANCIAL REPORT August 31,2011 ANNUAL CURRENT YTD ACTUAL Benchmark BUDGET MONTH ACTUAL YTD ACTUAL AS A PERCENT 91.67% ACCOUNT DESCRIPTION 2010-2011 2010-2011 2010-2011 OF BUDGET UTILITY FUND REVENUES SUMMARY SERVICE FEES 9,714,000 1,411,506 9,122,814 93.91% INTEREST INCOME 30,000 997 16,257 54.19% MISCELLANEOUS INCOME 35,000 3,952 41,340 118.11% OTHER FINANCING SOURCES 1,500,000 0 1,843,175 122.88% L TOTAL REVENUES 11,279,000 1,416,455 11,023,586 97.74% UTILITY FUND EXPENDITURE SUMMARY UTILITY ADMINISTRATION 334,430 16,029 263,561 78.81% UTILITIES-WATER 1,035,708 95,201 819,989 79.17% CITY ENGINEER 428,087 24,096 349,201 81.57% UTILITIES-SEWER 629,347 32,336 551,543 87.64% UTILITY BILLING 610,437 35,738 476,382 78.04% COMBINED SERVICES 9,808,495 846,759 7,931,986 80.87% TOTAL EXPENDITURES 12,846,504 1,050,159 10,392,662 80.90% REVENUES OVER/(UNDER)EXPENDITURES -1,567,504 366,296 630,924 16.84% L.Other financing sources consist of a transfer from the Impact Fund into Utility Fund,as well as a transfer from the scheduled closing of the Fleet Fund. Wylie City Council CITY OF WYLIE AGENDA REPORT q Meeting Date: September 27, 2011 Item Number: C. Department: Finance (City Secretary's Use Only) Prepared By: Finance Account Code: Date Prepared: September 14, 2011 Budgeted Amount: Exhibits: Investment Report Subject Consider, and place on file, the City of Wylie Monthly Investment Report for August 31, 2011. Recommendation Motion to accept and place on file, the City of Wylie Monthly Investment Report for August 31, 2011. Discussion The Finance Department has prepared the attached reports for the City Council as required by the City Charter. Approved By Initial Date Department Director LB September 14, 2011 City Manager 9 22 11 Page 1 of 1 2010-2011 Investment Report August 31, 2011 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 $46,802,584.10 MMA 0.0851% Texpool 12/31/2006 NA 2 $15,006,697.79 MMA 0.0940% TexStar 3/15/2011 NA $61,809,281.89 Total Weighted Average Coupon: 0.09% Money Markets: $61,809,281.89 Weighted Average Maturity(Days): 1.00 Certificates of Deposits: $0.00 $61,809,281.89 Wylie City Council CITY OF VVYLIE AGENDA REPORT Meeting Date: 9-27-11 Item Number: D. Department: WEDC (City Secretary's Use Only) Prepared By: Sam Satterwhite Account Code: Date Prepared: 9-15-11 Budgeted Amount: Exhibits: 1 Subject Consider, and place on file, the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of August 31, 2011. Recommendation Accept, and place on file, the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of August 31, 2011. Discussion The Wylie Economic Development Corporation (WEDC) Board of Directors approved the attached financials on September 15, 2011. Approved By Initial Date Department Director SS 9-15-11 City Manager IIII - -11 Page 1 of 1 g-�2-2aI1 07e93 �� CZTY bF ��LI� PA��'s �: ��LAVCE �HE�� Aa" �c: �JG�S� 3ISi, �D11 111°�7��ic cCQ�Q�IC �EJrL CO�� ACCOUN�� TI�L� AS5rT5 �000-ioiio CI.AI� ON CRSH ��D ��SH EQ�IV. 1,d66,597a14 xaao-�oi�s c�sx � w�oc m z��on o.oa i000-zo3�s �r�aoa� �� m ��c�aw o.oa 1bC0°10160 �EPOSL�� 2,0OO.�d 1�66mZ019� b��R - �ISC C��.�ING 295.26 1600�F0341 T��P60L p.pQ 1�Gb-1ti343 LOGiC 0.00 100d-10491 IP9��Rs,ST �CEIV�I.e. 0.00 L000-21511 �CC°P� �zC - E�ISC 0.00 LOflQ°115�7 ACC°fS �C - S�i.E� TRX b.bd 1000m12996 i.DAt� REC - ,TPCm�Y d.bb lOtt6-12997 ACC'fS IL:.0 - 32'Pi T'ECH 0,00 1600-F2998 P.CC°PS ��.0 m SP.V�GE 3d1,�30.'t2 1dp0-14I12 Lt4VuTlTORv � T°v�I4L/ SCJPPI.Y O.b� 100Q-14116 I AdTfl�Y - L�E➢� 6 BtDILDIt3G5 3.Q62,109.�2 1006-�19116 I.BVERdTO�x - �AwCO! Sr1N6EN �LRBED 4.bb l0�Om143?Q BRmP�2m EXP�F3S�S - Mt2SC 4.60 IBt7t�-1;4i6 DEr'E�.�EIS CHARGES 592,619.90 „�,,024,797.74 Tv'TAT, A55�T5 S.G24>797.74 LIA�II.2'CI�S 20�0-2DS10 Fc.6ERAL IPeCOt4E T°Pe% PAYA�LE O.Ob 2006-20112 N2«DICF.?U PAY L'c �.00 2000��G112 CHI[.D StJPPORT PAYr1�Li. 0.00 2�Of7-20113 C�EDI'� tJNIOPI PAY,�vE D.bb 2D�3-24114 IR5 I.EVY PAYF,BLY O,dO 2006-20115 NATION4dE�E DvPEa^vRWD COMP b.176 2060�20116 HrAI.TH ItdSUR 8�Y-dMPLO:EE O.lI Z000-201i7 TMRS PAYA�Le°. 0.04 2040-20119 ROTH I;3A 9AYA6:,E 0.�0 2000-20119 S�oRK:�S CBP�� 2AYAgvv O.bO 2000-26120 FIGR PAYABLE fl.60 2000-20121 TEC PA'1ABLe'. fl.a0 zooa-aaiz� STUDEFiT L[7AN LcVY PRYA3Ln 4.00 2000�20123 AI.TMONX PAYP.�LE a.00 2006-20124 3Al1�tRUPTCY PAYA�LE 6.t9d 2000-�0325 VALSC aEeERR�6 COPYP �.Oa 206Q-2d226 Ifid� P&YA3LE 0.06 2000�2d136 FGEki9Le^. SpENpa?�7G a'4CCt7UN?` 3a599.�A 20d0-20i51 RCCRUED wRG4S PAYA9:.� 0.00 2�Od-20I�4 P,b�IT EM?LOY:E ICJ50� PAY 0.00 20Q0-20199 PiISC PAl°Ri}LI. PA`�A�LE 0.�4 20t�d-217201 AP P�NaIFdG 2a772,66 2�Q�-26z1d �.CCtsU�9TS PAYF.�I.£ 295.P6 Z006-2C530 P�OP�aTY TAXES P�YA�i,% 0.4� 26�i7-20580 idOTE� P�.Ye�BLE 592,914.30 20�6-20810 €3U° TO GEAfERAI. E°CJk6 0.�0 9-12-2011 07:48 AM CITY OF WYLIE PAGE: 2 BALANCE SHEET AS OF: AUGUST 31ST, 2011 111-WYLIE ECONOMIC DEVEL COR? ACCOUNT# TITLE 2000-22270 DEFERRED REVENUE 202,113.52 2000-22915 RENTAL DEPOSITS 1,800.00 TOTAL LIABILITIES 803,396.19 EQUITY 3000-34110 FUND BALANCE - RESERVED 488,181.60 3000-34590 FUND BALANCE-UNRESERV/UNDESIG 3,385,115.11 TOTAL BEGINNING EQUITY 3,677,296.71 TOTAL REVENUE 6,852,227.71 TOTAL EXPENSES 6,508,122.87 REVENUE OVER/(UNDER) EXPENSES 344,104.84 TOTAL EQUITY 6 OVER/(UNDER) 4,221,401.55 TOTAL LIABILITIES, EQUITY 6 OVER/ UNDER) 5,024,797.74 9-12-2011 07:49 AM CITY OF WYLIE PAGE: 1 BALANCE SHEET AS OF: AUGUST 31ST, 2011 922-GEN LONG TERM DEBT (WEDC) ACCOUNT# 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 0.00 LIABILITIES 2000-20310 COMPENSATED ABSENCES PAYABLE 36,069.88 2000-20311 COMP ABSENCES PAYABLE-CURRENT 2,830.57 2000-21410 ACCRUED INTEREST PAYABLE 0.00 2000-28205 WEDC LOANS - CURRENT 10,084.17 2000-28220 BIRMINGHAM LOAN 0.00 2000-28230 INWOOD LOAN 0.00 2000-28235 ANB LOAN 374,307.55 2000-28236 ANB CONSTRUCTION LOAN 4,855,666.12 2000-28240 HUGHES LOAN 189,068.10 2000-28250 CITY OF WYLIE LOAN 0.00 2000-28260 PRIME KUTS LOAN 0.00 2000-28270 ROWLAND/ANDERSON LOAN 0.00 2000-28280 CAPITAL ONE CAZAD LOAN 0.00 TOTAL LIABILITIES 5,468,026.39 EQUITY 3000-34590 FUND BALANCE-UNRESERV/UNDESIG( 764,742.81) TOTAL BEGINNING EQUITY ( 764,742.81) TOTAL REVENUE ( 4,920,939.00) TOTAL EXPENSES ( 217,655.42) REVENUE OVER/(UNDER) EXPENSES ( 4,703,283.58) TOTAL EQUITY 4 OVER/(UNDER) ( 5,468,026.39) TOTAL LIABILITIES, EQUITY 6 OVER/(UNDER) 0.00 9-12-2011 07:50 AM CITY OF WYLIE PACMr Z REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: AUGUST 315T, 2011 111-WYLIE ECONOMIC DEVEL 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 1,364,056.00 171,738.95 0.00 1,132,502.81 0.00 231,553.19 83.02 INTEREST INCOME 3,000.00 95.96 0.00 1,575.00 0.00 1,421.00 52.63 MISCELLANEOUS INCOME 727,050.00 48,065.31 0.00 797,206.90 0.00 ( 70,156.90) 109.65 OTHER FINANCING SOURCES 0.00 0.00 0.00 4,920,939.00 0.00 ( 4,920,939.00) 0.00 TOTAL REVENUES 2,094,106.00 219,900.22 0.00 6,852,227.71 0.00 ( 4,758,121.71) 327.21 EXPENDITURE SUMMARY DEVELOPMENT CORP-WEDC 7,666,954.00 145,581.18 0.00 6,508,122.87 3,082.99 1,155,748.14 84.93 TOTAL EXPENDITURES 7,666,954.00 145,581.18 0.00 6,508,122.87 3,082.99 1,155,748.14 84.93 ............... .....,... . . REVENUE OVER/(UNDER) EXPENDITURES i 5,572,848.00) 74,319.04 0.00 344,104.84 ( 3,082.99) ( 5,913,869.85) 6.19- 9-12-2011 07:50 AM CITY OF WYLIE PAGEt 2 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: AUGUST 31ST, 2011 111-WYLIE ECONOMIC DEVIL CORP REVENUES CURRENT CURRENT PRIOR YEAR Y-T-D Y-T-D BUDGET 1 OF BUDGET PERIOD PO ADJUST. ACTUAL ENCUMBRANCE BALANCE BUDGET TAXES 4000-40150 REV IN LEIU OF PROPERTY TAX 0.00 14,428.54 0.00 14,428.54 0.00 ( 14,428.54) 0.00 4000-40210 SALES TAX 1,364,056.00 157,310.41 0.00 1,118,074.27 0.00 245,981.73 81.97 TOTAL TAXES 1,364,056.00 171,738.95 0.00 1,132,502.81 0.00 231,553.19 83.02 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 3,000.00 95.96 0.00 1,579.00 0.00 1,421.00 52.63 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 4000-46210 BANK MONEY MARKET INTEREST 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL INTEREST INCOME 3,000.00 95.96 0.00 1,579.00 0.00 1,421.00 52.63 MISCELLANEOUS INCOME 4000-49110 RENTAL INCOME 87,800.00 47,981.80 0.00 156,037.80 0.00 ( 68,237.80) 177.72 4000-48310 RECOVERY - PRIOR YEAR EXPEN 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4000-48410 MISCELLANEOUS INCOME 639,250.00 83.51 0.00 641,169.10 0.00 ( 1,919.10) 100.30 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 727,050.00 48,065.31 0.00 797,206.90 0.00 ( 70,156.90) 109.65 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 4,920,939.00 0.00 ( 4,920,939.00) 0.00 TOTAL OTHER FINANCING SOURCES 0.00 0.00 0.00 4,920,939.00 0.00 ( 4,920,939.00) 0.00 TOTAL REVENUES 2,004,106.00 219,900.22 0.00 6,852,227.71 0.00 ( 4,758,121.71) 327.21 ===......= ... ..........,rn ===.... 9-12-2011 07:50 AM CITY OF WYLIE PAGE: 3 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: AUGUST 31ST, 2011 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 177,552.00 13,259.24 0.00 158,562.44 0.00 18,989.56 89.30 5611-51130 OVERTIME 0.00 0.00 0.00 0.00 0.0C 0.00 0.00 5611-51140 LONGEVITY PAY 960.00 0.00 0.00 964.00 0.00 ( 4.00) 100.42 5611-51145 SICK LEAVE BUYBACK 1,924.00 0.00 0.00 1,764.62 0.00 159.38 91.72 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 10,057.51 0.00 1,262.49 88.85 5611-51220 PHONE ALLOWANCE 3,456.00 265.84 0.00 3,070.45 0.00 385.55 88.84 5611-51230 CLOTHING ALLOWANCE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-51310 TMRS 21,772.80 1,764.94 0.00 20,189.96 0.00 982.84 95.49 5611-51410 HOSPITAL & LIFE INSURANCE 24,796.00 1,653.03 0.00 18,183.33 0.00 6,612.67 73.33 5611-51420 LONG-TERM DISABILITY 967.00 38.22 0.00 420.42 0.00 546.58 43.48 5611-51440 FICA 12,107.00 866.96 0.00 8,890.41 0.00 3,216.59 73.43 5611-51450 MEDICARE 2,832.00 202.74 0.00 2,469.43 0.00 362.57 87.20 5611-51470 WORKERS COMP PREMIUM 628.00 0.00 0.00 486.69 0.00 141.31 77.50 5611-51480 UNEMPLOYMENT COMP (TWC) 540.00 0.00 0.00 144.00 0.00 396.00 26.67 TOTAL PERSONNEL SERVICES 258,854.80 18,921.75 0.00 225,803.26 0.00 33,051.54 87.23 SUPPLIES 5611-52010 OFFICE SUPPLIES 14,200.00 597.51 0.00 11,672.53 0.00 2,527.47 82.20 5611-52040 POSTAGE 4 FREIGHT 1,220.00 21.71 0.00 249.61 0.00 970.39 20.46 5611-52130 Toots/ EQUIP - UNDER $100 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-52810 FOOD SUPPLIES 3,600.00 289.57 0.00 3,252.29 0.00 347.71 90.34 5611-52990 OTHER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL SUPPLIES 19,020.00 908.79 0.00 15,174.43 0.00 3,845.57 79.78 MATERIALS FOR MAINTENANC 5611-54630 TOOLS 4 EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-54110 COMPUTER HARD/SOFTWARE 2,000.00 150.00 0.00 1,782.23 0.00 217.77 mil 5611-54990 OTHER 20,000.00 0.00 0.00 14,232.56 1,121.16 4,646.28 76.77 TOTAL MATERIALS FOR MAINTENANC 22,000.00 150.00 0.00 16,014.79 1,121.16 4,864.05 77.89 CONTRACTUAL SERVICES 56/1-56030 INCENTIVES 765,295.20 5,000.00 0.00 261,247.02 0.00 504,048.18 34.14 5611-56040 SPECIAL SERVICES 69,390.00 8,302.49 0.00 69,228.41 0.00 161.59 99.77 5611-56080 ADVERTISING 39,590.00 6,600.00 0.00 17,159.00 0.00 22,431.00 43.34 5611-56090 COMMUNITY DEVELOPMENT 47,915.00 4,199.00 0.00 26,748.87 0.00 21,166.13 55.83 5611-56110 COMMUNICATIONS 4,340.00 298.09 0.00 3,684.90 0.00 655.10 84.91 5611-56180 RENTAL 27,000.00 2,000.00 0.00 24,857.89 0.00 2,142.11 92.07 5611-56210 TRAVEL & TRAINING 40,677.00 856.15 0.00 16,491.33 0.00 24,185.67 40.54 5611-56250 DUES & SUBSCRIPTIONS 7,813,00 0.00 0.00 6,273.00 0.00 1,540.00 80.29 5611-56310 INSURANCE 303.00 0.00 0.00 303.00 0.00 0.00 100.00 5611-56510 AUDIT & LEGAL SERVICES 28,400.00 450.00 0.00 22,649.32 1,961.83 3,788.85 86.66 5611-56570 ENGINEERING/ARCHITECTURAL 17,500.00 0.00 0.00 13,710.50 0.00 3,389.50 78.35 5611-56610 UTILITIES-ELECTRIC 4,800.00 0.00 0.00 1,702.16 0.00 3,097.84 35.46 TOTAL CONTRACTUAL SERVICES 1,053,023.20 27,705,73 0.00 464,055.40 1,561.83 587,005.97 44.26 9-12-2011 07:50 AM CITY OF WYLIE PAGE: 4 REVENUE AND EXPENSE REPORT - (UNAUDITED) AS OF: AUGUST 31ST, 2011 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 451,454.00 52,812.91 0.00 393,165.76 0.00 58,288.24 87.09 5611-57710 BAD DEBT EXPENSE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL DEBT SERVICE & CAP. REPL 451,454.00 52,812.91 0.00 393,165.76 0.00 58,288.24 87.09 CAPITAL OUTLAY 5611-58110 LAND-PURCHASE PRICE 466,399.00 0.00 0.00 224,514.65 0.00 241,884.35 48.14 5611-58120 DEVELOPMENT FEES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-58210 STREETS & ALLEYS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5611-58810 COMPUTER HARD/SOFTWARE 500.00 0.00 0.00 0.00 0.00 500.00 0.00 5611-58830 FURNITURE 6 FIXTURES 10,000.00 0.00 0.00 9,463.41 0.00 536.59 94.63 5611-58910 BUILDINGS 5,380,703.00 45,082.00 0.00 5,380,445.82 0.00 257.18 100.00 5611-58995 CONTRA CAPITAL OUTLAY 0.00 0.00 0.00 ( 225,514.65) 0.00 225,514.65 0.00 TOTAL CAPITAL OUTLAY 5,857,602.00 45,082.00 0.00 5,388,909.23 0.00 468,692.77 92.00 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 7,666,954.00 145,581.18 0.00 6,508,122.87 3,082.99 1,155,748.14 84.93 TOTAL EXPENDITURES 7,666,954.00 145,581.18 0.00 6,508,122.87 3,082.99 1,155,748.14 84.93 . . .. . . REVENUE OVER (UNDER) EXPENDITURES ( 5,572,848.00) 74,119.04 000 344,104.84 ( 3,082.99) ( 5,913,869.85) 612- ... END OF REPORT *'* Wylie Economic Development Corporation Inventory Subledger August 31, 2011 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 811/08 Cooper Dr. 0.406 n/a 60,207.87 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 4,750 171,842.02 Regency Pk. 6/4/10 25 Steel Road 0.65 n/a 25,170.77 Premier Plaza 8/26/05 Martinez Lane 25.00 n/a 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 ACE Martinez Lane 22.44 96,000 Premier Industrial Park 7/12/07 Hensley 3.2 n/a 155,000.00 Total 53.88 576,808 122,825 3,062,109.82 *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 Balance Sheet Sub ledger August 31, 2011 Notes Payable Date of Rate of Purchase Payment Beginning Bal. Principal Interest Interest Principal Balance July 31, 2011 $582,740.07 Hughes(#61 of 120) 7/25/06 3,676.29 194,809.44 2,864.59 811.71 5.00 191,944.85 ANBTX (#10 of so) 10/28/10 8,454.82 387,930.63 6,801.26 1,653.56 4.95 381,129.37 ANBTX-Ascend 0.00 0.00 0.00 0.00 0.00 August 31, 2011 9,665.85 $2,465.27 $573,074.22 Note: Principal and Interest payments vary by date of payment. Wylie Economic Development Corporation AVOIDED TAX SUB LEDGER-Ascend Custom Extrusion September 12,2011 2011 1/5 of July 1/5 of July Total COW Tax WISD Tax COW WISD Payment Aug 4,257.03 7,766.75 851.41 1,553.35 14,428.54 Sept Oct Nov Dec Total 4,257.03 7,766.75 851.41 1,553.35 14,428.54 WYLIE ECONOMIC DEVELOPMENT CORPORATION SALES TAX REVENUE FOR THE MONTH OF SEPTEMBER 2011 MONTH WEDC WEDC WEDC DIFF % DIFF 2009 2010 2011 10 VS 11 10 VS 11 DECEMBER $90,500 $81,014 $103,687 $22,673 27.99% JANUARY 1 Q1,531 91,593 100,999 9,406 10.27% FEBRUARY 145,246 153,281 158,204 4,923 3.21% MARCH 87,584 89,717 104,670 14,953 16.67% APRIL 86,040 89,119 98,463 9,344 10.48% MAY 130,966 144,953 158,379 13,427 9.26% JUNE 94,993 111,174 116,832 5,658 5.09% JULY 95,282 99,065 119,527 20,462 20.66% AUGUST 117,541 144,373 157,310 12,937 8.96% SEPTEMBER 104,015 98,102 123,153 25,052 25.54% OCTOBER 100,312 96,010 NOVEMBER 144,326 145,337 Sub-Total $1,298,336 $1,343,739 $1,241,227 $138,836 12.59% AUDIT ADJ TOTAL $1,298,336 $1,343,739 $1,241,227 $138,836 12.59% WEDC SALES TAX ANALYSIS $1aa,000 . __. _ __. _ $i60,000 ��_w _ ,., �.. $140,000 - � M �,t 1` � I $120,000 ,,_ • I` i!" ` (x �' D2010 `3 a 'Am a m 3 3 CD COQ a; u_ a am O vj Z Wylie City Council CITY OF WYLIE AGENDA REPORT q Meeting Date: September 19, 2011 Item Number: E. Department: Fire (City Secretary's Use Only) Prepared By: Randy Corbin Account Code: Date Prepared: 09/19/2011 Budgeted Amount: $11,000.00 Exhibits: Contract, Resolution Subject Consider, and act upon, Resolution No. 2011-23(R) authorizing the City Manager to execute an Interlocal Agreement with the City of Fate for dispatch services for a one year term beginning October 13, 2011, annually renewable at cost plus administrative fees. Recommendation Motion to approve Resolution No. 2011-23(R) authorizing the City Manager to execute an Interlocal Agreement with the City of Fate for dispatch services for a one year term beginning October 13, 2011, annually renewable at cost plus administrative fees. Discussion Wylie has provided dispatch services for the Fate Fire Department for the last year. The contract was drawn up with provisions for extension with adjustments based on the actual cost of providing the service plus an administrative surcharge. Fate would like to continue the contract, and Public Safety Communications is willing to continue, also. The work load is a small fraction of the total dispatches, and the contract fees of $11,000.00 (increased from FY 2010-2011 budget by $227.81) subsidize Wylie's cost of operation. Approved By Initial Date Department Director RC 09/19/2011 City Manager ® ®1 1 Page 1 of 1 RESOLUTION NO. 2011-23(R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, HEREBY AUTHORIZING THE CITY MANAGER OF THE CITY OF WYLIE, TEXAS, TO EXECUTE AN INTERLOCAL AGREEMENT BY AND BETWEEN THE CITY OF FATE AND THE CITY OF WYLIE FOR DISPATCHING SERVICES. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS: SECTION 1: The City Manager of the City of WYLIE, Texas, is hereby authorized to execute, on behalf of the City Council of the City of WYLIE, Texas, an Interlocal Agreement by and between the City of Fate and the City of WYLIE, Texas for Dispatching Services, SECTION 2: This Resolution shall take effect immediately upon its passage. RESOLVED This the 27th day of September 2011. ERIC HOGUE, Mayor ATTEST TO: CAROLE EHRLICH, City Secretary Resolution No.2011-23(R) Mutual Aid Agreement-Fire City of Rockwall&City of Wylie EXHIBIT "A" Mutual Aid Agreement Resolution No.2011-23(R) Mutual Aid Agreement-Fire City of Rockwall&City of Wylie INTERLOCAL AGREEMENT FOR EMERGENCY DISPATCH SERVICES This Agreement made and entered into thisl3th day of October, 2011, by and between the City of Wylie, Texas ("Wylie") and the City of Fate, Texas ("Fate"), both Texas municipal corporations, acting herein through their duly authorized agents, officers and employees ("Agreement"). WITNESSETH WHEREAS, the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code, authorizes units of local government to contract with one or more units of local government to perform governmental functions and services; and WHEREAS, this Agreement is entered into pursuant to the authority, under the provisions of, and in accordance with, Chapter 791 of the Texas Government Code, for the performance of governmental functions and services; specifically, emergency dispatch services associated with fire, rescue, and EMS First responder general police and fire services; and WHEREAS, Wylie provides these services to the citizens of Wylie and has the capacity to service other municipalities; and WHEREAS, Fate has investigated and determined that it would be advantageous and beneficial to Fate and its inhabitants to provide emergency fire dispatch services to Fate and its inhabitants; and WHEREAS, Fate desires to engage Wylie, and Wylie desires to be engaged by Fate, to provide emergency fire dispatching services as set forth herein; and WHEREAS, the governing bodies of Wylie and Fate desire to foster good-will and cooperation between the two entities; and WHEREAS, Wylie and Fate deem it to be in the best interest of both entities to enter into this Agreement relative to emergency fire dispatch services. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS CONTAINED HEREIN,WYLIE AND FATE AGREE AS FOLLOWS: I. Services to be Performed Wylie shall provide to Fate emergency fire dispatching services consisting of receiving emergency fire calls and forwarding them to the Fate Fire Department personnel via alpha pager and radio. In order to facilitate such services, Fate shall provide to Wylie's Communication personnel, on a continuing basis to stay current, all necessary street, apparatus and response information, as well as all necessary dispatching information unique to Fate Fire Department's operations. Interlocal Agreement for Emergency Dispatch Services(Fate) Page 1 573825-1 II. Duration of Agreement This Agreement shall become effective on October 13, 2011 (the "Effective Date") and end on October 12, 2012 (the "Primary Term"), unless terminated in the manner described in Section III below and/or renewed as provided herein. This Agreement may be renewed, by written agreement, for three (3) successive one (1) year terms, beginning October 13 and ending October 12,with notice and agreement by both parties within thirty (30) days of the expiration date of the Primary Term or any renewal term, upon the same terms and conditions as set forth herein, or as amended; provided, however, that the Agreement has not been terminated in the manner described in Section III below. This Agreement supersedes and otherwise terminates all prior agreements, written or oral, between the parties concerning the same services. III. Termination This Agreement may be terminated prior to the expiration date noted in Section II above with the occurrence of either of the following: 1. Either party may terminate the Agreement upon providing the other party written notice of termination at least ninety (90) days prior to the anticipated date of termination; or 2. Mutual agreement of termination of the Agreement, executed in writing by both parties, without the requisite ninety (90) days prior written notice. At the sole discretion of Wylie, this Agreement may be terminated or renegotiated in the event Fate annexes additional territory into its corporate limits and/or increases the area the Fate Fire Department services. IV. Compensation Fate, out of current revenues available, shall pay to Wylie the amount of Eleven Thousand dollars ($11,000.00) payable quarterly in the amount of Two Thousand Seven Hundred Fifty dollars ($2,750.00). This amount shall compensate Wylie for dispatch services provided during the Primary Term of this Agreement. Such amount is based upon the annual operating budget for the Wylie Communications Division divided by the total number of calls plus an administrative fee. The formula and/or pricing shall be reviewed by Wylie each year the Agreement is renewed for possible adjustments that would increase the cost for dispatch services. Compensation for any period shall be prorated in any period termination occurs prior to the expiration date. In addition, Fate shall provide, at its sole expense, any telephone lines or equipment deemed necessary by either party, to Wylie to provide the service set forth in Paragraph I, which telephone lines or other equipment shall be installed at positions designated by Wylie in the Wylie Communication Center. Interlocal Agreement for Emergency Dispatch Services(Fate) Page 2 573825-1 V. Relationship of Parties The parties intend that Wylie, in performing services specified in this Agreement, shall act as an independent contractor and shall have control of the work and the manner in which it is performed. Neither Wylie, its agents, employees, volunteer help or any other person operating under this Agreement shall be considered an agent or employee of Fate and shall not be entitled to participate in any pension or other benefits that Fate provides its employees. VI. Acceptance of Responsibility Wylie agrees to and accepts full responsibility for the acts, negligence and/or omissions of all Wylie employees and agents. Fate agrees to and accepts full responsibility for the acts, negligence and/or omissions of all Fate employees and agents. VII. Miscellaneous Provisions a. Notice. Any notice provided or required to be given under the terms of this Agreement, must be in writing and may be served by depositing same in the United States Mail, properly addressed, postage pre-paid, registered or return receipt requested or by hand-delivery. All notices and communications concerning this Agreement to be mailed or delivered to Wylie shall be sent to the address of Wylie as follows, unless and until Fate is otherwise notified: Fire Chief Wylie Municipal Complex 300 Country Club-100 Wylie, Texas 75098 All notices and communications under this Agreement to be mailed or delivered to Fate shall be sent to the address of Fate as follows, unless and until the Wylie is otherwise notified: Fire Chief City of Fate— City Hall 105 E. Fate Main Place Fate, Texas 75132 Any notices and communications required to be given in writing by one party or the other shall be considered as having been given to the addressee on the date the notice or communication is placed in the United States Mail or hand-delivered by other means. b. Entire Agreement. This Agreement represents the entire and integrated agreement between the parties hereto and supersedes all prior negotiations, representations and/or agreements, either written or oral. This Agreement may be amended only by a written instrument signed by both parties. Interlocal Agreement for Emergency Dispatch Services(Fate) Page 3 573825-1 c. Governing Law and Venue. This Agreement and any of its terms, conditions or provisions, as well as the rights and duties of the parties hereto, shall be governed by the laws of the State of Texas. Venue for this Agreement shall lie in Collin County, Texas. d. Legal Construction. In the event that any one or more of the provisions contained in this Agreement shall be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. e. Severability. In the event that any portion of this Agreement shall be found to be contrary to law, it is the intent of the parties hereto that the remaining portions shall remain valid and in full force and effect to the extent possible. f Authorization. The undersigned officer and/or agents of the parties hereto are the properly authorized officials of the party represented and have the necessary authority to execute this Agreement on behalf of the parties hereto and each party hereby certifies to the other that any necessary resolutions extending said authority have been duly passed and approved and are now in full force and effect. g. Amendments. Wylie and Fate may amend this Agreement only by an instrument in writing. h. Counterparts. The Agreement may be signed in counterparts, each of which shall be deemed to be an original. i. Waiver. Notwithstanding any provision to the contrary, Wylie and Fate do not waive any rights or obligations it may have, either at common law or by statute, through this Agreement or any other agreement between these same parties. j. Assignment. This Agreement is not assignable. k. Sovereign Immunity. The parties agree that neither has waived its sovereign immunity by entering into and performing its obligations under this Agreement. 1. Representations. Each signatory represents this Agreement has been read by the party for which this Agreement is executed, that each party has had an opportunity to confer with counsel, on the matters contained herein. m. Drafting Provisions. This Agreement shall be deemed to have been drafted equally by all parties hereto. The language of all parts of this Agreement shall be constructed as a whole according to its fair and common meaning, and any presumption or principle that the language herein is to be construed against any party shall not apply. Headings in this Agreement are for the convenience of the parties and are not intended to be used in construing this Agreement. Interlocal Agreement for Emergency Dispatch Services(Fate) Page 4 573825-1 EXECUTED by the parties hereto, each respective entity acting by and through its duly authorized official as required by law, on the date specified on the multiple counterpart executed by such entity. CITY OF FATE, TEXAS CITY OF WYLIE, TEXAS Vicki Mikel, City Manager Mindy Manson, City Manager ATTEST: ATTEST: Jean Dwinnell, City Secretary Carole Ehrlich, City Secretary Interlocal Agreement for Emergency Dispatch Services(Fate) Page 5 573825-1 Wylie City Council AGENDA REPORT CITY OF VVY IE Meeting Date: September 21, 2011 Item Number: F. Department: Planning (City Secretary's Use Only) Prepared By: Renae' 011ie Account Code: Date Prepared: September 27, 2011 Budgeted Amount: Exhibits: 1 Subject Consider, and act upon, approval of a Final Plat for Aaron Davis Addition, creating a single lot of record on 4.390 acres. The property is generally located south of Parker Road and approximately 950' west of Country Club Road. Recommendation Motion to approve a Final Plat for Aaron Davis Addition, creating a single lot of record on 4.390 acres. The property is generally located south of Parker Road and approximately 950' west of Country Club Road. Discussion The applicant is developing this parcel as a landscaping business. The parcel is in the ETJ, but not within City limits so a site plan was not required to be submitted. Parker Road will be widened by TxDOT in the future. While the exact amount of ROW is not known at this time TxDOT has made it known that no more than 20' of the north end of the property will be needed. Therefore, the City Engineer recommended a 20' R.O.W. dedication to be placed on the north end of the property. The Preliminary Plat was recommended for approval by the Commission on August 2nd, 2011 and City Council approved that Plat on August 23rd The Final Plat complies with all applicable technical requirements of the City of Wylie. Planning Commission voted 4-0 to recommend approval of the Final Plat. Approved By Initial Date Department Director RO 09/21/11 City Manager 9® ®1 1 Page 1 of 1 OWNER: DESCRIPTION 12.74 res(Vo.oo42.n Ea st 802).o `pled STATE OF TEXAS COUNTY OF COLLIN Down Diane Henry Note:All 5/8 Inch steel rods sethove red F.M. Highway No. 2514 (100' R.O.W.) - 8230 Parke Road o74In a plastic p stamped"Boundary solvlions (Parker Road) and being purl of that 2.Page 12.74 acres 72 of the Official sandal Public Recordsdeed Colli Dawn County. Texas. as and Wylie, TX 75098 recorded in being pLas` ——— — �z ux 41 f50.i4 —_——— BEG NNiurtM1e,describedclos lfvllorod found on Oihci I Pube a of F.M. f Collin Co 25 T xas M1`setback 1 � - 1/2 Highway N 4(100' R.O.W.),N a.k.a.a Parker Roaof that tract of d of the Northeast corner South said Henry foci.and of the Northwest of ollo M1a°m drainage BEGINNING5Ile Sewage FocIllty components g 630 or in.Deed Records of Collin County.Texas.described in o deed to a Demrv,ne as recorded,n Volume 924. SURVEYOR: from ll easements south 00 degreesminutes 00 seconds (BearingEasth Basis),834.44 feet a Eaef g afeekionsr/ponds,etc.(Perslate acres of aid land Henry dscribed i a 5/8 deed toin, Michael found Whitcomb and eost corner Margare180.a Whitcomb called arecorded Boundary VOL 9 4,PCILLE 63 CCp 2 15 oia Collin C s doero SO1010 055E may be required n indlvldual lot: and Marbella eoyal a cc o z P.O. Boo 250 y ° Be Caddo Mills, TX (mdesign plops eeting e n 5F degrees 00 ,209.45 feet far witness,minutes 00 seconds East,9orr o ,/2,,,,,steel rod found al the Southeast corner,said 972-782-8082 Henry tract bears South 0o on oPOroved by Collin County for each lot - THENCE Nor.90 degrees 00 minutes 00 seconds West,532.42 feel along the North line of said prior to construction of any Dss system. b/Bf a of said ot called 1.102 cores of lord described in Records Whitcomb Colin County,Texas neon, as /recorded ine of „ia Volume o 8f Southw Page a said Henry b#1105-013 no; I the Diner of a14DsoL.Drown r.I a, tract bears South 00 degrees 02 minutes 38 seconds West. 197.15 feel for witness: a Date Prepared: REMAINDER OF e THENCE North 00 degrees 02 minutes 38 seconds East, 172.04 feel along July tt,2011 CALLED 12.74 ACRES PAUL EDWARD COATS the West line of said VOL 2640 PG 932 Henry Iraq to a 5/8 Inch steel rod set capped"Boundary Solutions"for corner, from which a o VOL.6042,PG.2672 minutes 38 seconds East.67f.27 feet far wdness, sod Henry Iraq bears North 00 degrees 02 F DAWN DIANE HENRY w o Inch sleet rod found al the Northwest corner of n H THENCE North 90 degrees 00 minutes OC seconds East,382.17 feel la a 5/e Inch sloe/red set IN Lo Z w - capped Boundary Solutions for corner; y`2J VOL.5655,PG.3234 VNLL/AM PATTEftSUN SURVEY.A-716 ti THENCE North 00 degrees 00 minutes 00 seconds East.664.91 feet to a 1/2 Inch steel rod found r Ao JI with yellow cap on the south line of said F.M.Highway No.2514!ar corner. ec J H I ovyh e qq Lesp FM�Hlghway No.2514e 10 Ofhe POINT sOF BEGINNING Eaconfai 944.390 acres of land{h ens of sod mr I m I MICHAEL E.CHAPMAN I— NOW, THEREFORE KNOW ALL MEN BY THESE PRESENTS: d U I.i O' HANNALORI R.CHAPMAN V1, .EVI 5 Thal.p Henry. hereby adopt t' +h b described + Q VOL.5555,PG 2877 VOL A1843.PG. vs Finv Aaron rD Addition LotPf Addition therein r U w County.T and does hereby dedicafein f oA,hel public to and• E O 1 1 right-of-ways shown hereon. e easements shown hereon are hereby reserved for the purposes __ os indicated.No buildings.fences.trees.shrubs.or o/her improvements or growths shall be -1 I constructed or placed upon,over,or across the easements and right-of-ways as shown. i onfa shall have the full right+° d C improvements keep growtutility easements h tier nofh rnoy in ifs P respective sysfeml oy donger or o uflli hereby reserved for.e mutuol use fy I e terfere with shrubs. le constFuction.nd all public utilities 0 t, ¢`N CCi20090804000980570 9DCDD6 E 362,7 „e utility DESPISED IN easement for the construction.reconstruction.inspecting.patrolling.maintaining.ond adding to ha f iM1 f fy I CALLED 2LAURA 9M.008 ACRES or f s respective systems without the necessity° y time a procuring O - IN n the removing permission o e. E Q I^�T LOT 1. BLOCK i ST CALLED 1.000 ACRES WITNESS MY HANG AT WYUE.TEx45,this y ! 2011. v / `� m O a MARBELLAEARTDADAA o J 4.390 ACRES CCp 200]0529000]14680 �' Q r N ? 191,212 50. FT. (O Dawn Diane Henry >"U Rs,.fiepa men,Cenfnaan3n. Owner -6 U Q`In ,h.,-.,,,,certify lhal Me on-site sewage foollIties described ,,, .,,, 2 STATE F TEXAS of 7exas,that slfe evaluations have been �n Illed onon this plat conform to the applicable OSSF lows of e stele zu N 90'00.00"W 53242' + J COUNTY G OF COLLIN represrann„,sting Ike tied "=.d. oo I� O m day p n.),appeaered9 Dawn Diane lyHen Notary known u,o9 ffo o beothe person whose name Is she executed the some for 1 1 the subscribed nand`oansderotions therein expressed. ^auh _ Mwoam Registered Sanity Designated Representative '0 Iy CALLED 2.465 ACRES d acknpwled ed ry o '- MICHAEL B_WHITCOMS AND - M.LAWAYNE FLAMING CALLED 8.536 ACRES courn cov�ty De.eropn,enl s..vras MARGAREr O.WHITCOMB BRADLE✓M.WEBB AND GIVEN UNDER MY HANG AND SEAL OF OFFICE this day of 2011. VOL R1E41a FLAMING 89d CC¢201104150003,650 RI VOL 5833,PG.W20B3 Z No y Public in and for Callen County,Texas O "" '°° My Commission Exp res On. CO a ACRES CALLED Re..-arr,rne�ded+or pp col MICHAEL B.WHITCOMB CALLED 1.366 ACRES NOTICE:MICHAEL B. R OMS VOL 2041 Pc 901 VOL 1153 PG.437 Selling o carrion of this addition b mete n bounds s SURVEYOR'S CERTIFICATE Z }- U) zo g ommrsslon Dole violaflon of Cif Ordinance and Sf°ie Law metes ddIsb sablepf fo - W J aly of wrl e.Texas rinds and withholdingso!utilities and building permits. KNOW ALL MEN Br THESE PRESENTS. F >< W FLO D NOTE: THAT,I,Matthew Busby do hereby certify that I hove prepared Ihis plot from an actual and AO—C°v or ca sl Texas — Date 0oeol aeoeeco10180d,178,0 dp0ee 2xzoos s0ated 8rem 0,0.R.M. nderne survey onal sun vision,n aacord0nce with the plat g ures and g aeons of 8Le cfy ¢0 (0 H >2 O z Accepted y + d+ b + d In o zx I i - _ 5W J e ermine o e ou s e annual * _it >m W Mayor.City or .Texas Dote VICINITY MAP chance no p m Matthew Busby L.s.s751 .,« < <T W H 0 y (Not IC scale) a�,"5 Z O F W Q U The undersigned,the City Secretory of the City of Wylie.Texas.hereby certifies thy,the STATE OF TEXAS foregoing flrol plof of the Final Plat of Aaron Dovls the City of Lot Block on__Addition to �N COUNTY OF COLLIN this 0 0 Q X LL Z dedication of streets.alley.parks.easement.public phases,and water and sewer lines as l w0 me Moro m to me mot he executed the some for W day R a edg Matthew m note the acceptance thereof by 9 is name os herein above subscribed. n PG the spurpose and considerof;onsl therein expressed. Q}J U Witness r and Ims___day o1_ a.D..2011. 7 GIVEN UNDER MY NANO AND SEAL OF orrice this day of z0n. �j Oily of wile.Texas save". = .pµ SCALE: 1"=75'= „III. CC0nr- r 0F0 MNoytaCroy m n Eaxndrefosr OC.onlin County.Texas5 22 33 Wylie City Council AGENDA REPORT CITY OF VVY IE Meeting Date: September 21, 2011 Item Number: G. Department: Planning (City Secretary's Use Only) Prepared By: Renae' 011ie Account Code: Date Prepared: September 27, 2011 Budgeted Amount: Exhibits: 1 Subject Consider, and act upon, approval of a Replat for Brown & Burns Addition, Block 1, Lot 20R, a property of 0.171 acres located at 109 Marble Street; southeast corner of Marble Street and Jackson Street. Recommendation Motion to approve a Replat for Brown & Burns Addition, Block 1, Lot 20R, a property of 0.171 acres located at 109 Marble Street; southeast corner of Marble Street and Jackson Street. Discussion The lot totals 0.171 acres and will combine two commercial lots into a single lot for commercial/ office uses. The property is zoned Downtown Historic (DTH) District and was part of the Original Town of Wylie Addition as shown on maps dated November 1901 and later platted as the Brown& Burns Addition. The applicant intends to develop a two story office building on the combined lot. A Site Plan will be considered by the Planning and Zoning Commission in October, 2011. The development will meet the requirements of the DTH design standards as outlined in the Comprehensive Zoning Ordinance. The Replat complies with all applicable technical requirements of the City of Wylie. Planning Commission voted 4-0 to recommend approval of the Final Plat. Approved By Initial Date Department Director RO 09/21/11 City Manager 9® ®1 1 Page 1 of 1 I OWNERS DEDICATION AND ACKNOWLEDGEMENT CERTIFICATE Pg.xe crw STALE OF TEXAS § STATE OF TEXAS § vw.3,g sL ccoe2.9 COUNTY OF COLLIN $ COUNTY OF COLLIN $ Awnmwe udoA a meahaw umh°, State, of Wylie. �'a/o,m a No 820.and on octuol ie as ded i a of e 3 20&21y Block 1 1,Page 362 of the C lBroCo nt Burns Records Addition,Ba Sadddlion mi the beiiy of ands y p �s�on�n°ceordanm m1n t pp bee roues and ordinances of the y of!Mnlelo ollin unty Mop ses ma e particulorly NG o des «ith said p n eetECO R'ght of ]a 5/8-inch iron rod°r9tlt aof'oyn'neeclion of the south right-of-woy line of a C 9 of WoYJ mod T9 F.E.Bemende�iu J. P R to northwest m of Lot 21 and to noM1M1westwm said pr RP.LS.Na.<0.n THENCE with the sou.right-of-way line of Marble Street,line of said premises,North 83(03(33(East,125,00 feet to o / F E BEI€DERFER JR the northeast corner of sod p e uses,ana g the nest line of a ACKNowL[ocEMENT 9051 r. 8-inch iron rad found morking the osl c er o1 Lot 21 - THENCE wit athe eeast lin of Lot 21,the east lin of Lot 20,the east lin said.pr and to $ T9D supp' `g d� (� west line of said 20-foot alley,Sou.0755,5"East.50,01 feet to a Roome copped iron rod found COUNTY OF COLLIN § Warble Street Wylieof Lot Block 1 of an addition.the Oily of as recorded in Volume 29, ea Fx.Bemenderfon dr..known `rl (m a- vw acknowledged to 159 South THENCE 8 with the south 125.Oo feet 10 a the south line it rod eoundmin ,he lgnl r'of way If sa(cl Lot me snot the some was executed far the purposes and mnsiderotion therein expressed. northwest corner of soid Lot 15( THENCE with the eost right-o-f-way.e of Jackson Avenue,the west line of Lot 20,the west line of Lot 21,ond the west line of said premises,Nor.07,500" 5/elvf and containing 465 square feet or 0,17 acre of and West 00.83 feet°the point of beginning The Slate of Te+os ° '.(9 R ROSS 125.00' Ien2 , / r �,nucusr Rs Ra1J verrvr OF N83'03'33"E vy,s,Pg.360 ccue oWNEaS CERTIFICATE _ — COUNTY of COLLIN § rteammenam for Approval('Z 1.,,.39Pg.360 ccw.w lit — Naw THEREFOaE KNOW ALL MEN BY THESE PRESENTS( ere f Tr hat.Mynah'.Udon tMao..Udoh a herebyadopt thts tat designated LOT 20R,Block I N T 9 sy POW property °Lot sax,Moot t°y Braun epsnra,a plat v Chairman, Zoning Commission Date _— ],465 Sq.-R.or B.1'11 A<ee W9hts Texas.a by dedicate.In City of klliea Texas 2. LL L ents ond public use oreos.ore dedicoted.far the public use ,�. _ —— -way,and other public improvements shown thereon,The streets and alleys,if any,are ed forever, purposesa eet purposes.The m's nces vein s 9u s1.ecok aauf growths b d d up across tscape improvements may be placed in landscape easements.he e t t 'Approved for C°retructon es desiring to use or using the same unless the easement l(rn(ts the use to part(cular �T �- S82"13'33"W 725.00' 3x y ' a approved by the City Council of the e). b utilities beingsubordinatet b d Citywy' thereof, 1es. City eras Date v ro t of klie T ll or n ''S/e'iw 3 — Ports or a The City of ea�q nd public utilities entities sholl hove the right to wens mnd keep ay removed way endanger°or interfere with the construction, or their respective t said Accepted Fel —— ''''.‘((r 7;,.5 lOA 6996929, easements,The City of Wylie and public utility entities shall at all times hove the full right of ingress and egress to or from their respective eosements for the purpose of constucling.reconstructing.inspecting. n+„t g .owe .. .y a'ng to or re 'g P s of ve systems £� 0 d g p ss on from a yo e, Mayor.CTy o!Wy'e Texas Date n- ., ( F9�fG�G'✓R t _Yr] WITNESS, Y nd this the Y 2011. "_ C vtxeyas u9fnas�[cW g ne Udoh Plot of The dLot Mk BbN City 1 Sef Braun a Burn of the s Ad of d ion fo Texas, th °regomgh Final R rocq 060,227069362952Re _— e 0 0 the Gun by lon'leed en on there occepted the ed(cotion of ets,olley. arks,eosement,public m rf5 —— —— —_ s lines os noes theshown anddset forth in by anode upon said pplals and saidoCousubscribe, itfuthersa Ihorizede then Mayor A r� -- Imaobong UdaM1 acceptancen m o er b ve ACKNOWLEDGEMENT Witness y and this y § AD..201I. —— uM R COUNTY OF COLLIN $ PICA LP City Secretory Pont 260905362210e91380 eyed Mewing Mick known to me to City of klie Texas be the person whose nome is subscribed to the foregoing instrument WhO ocknowledgedto me tot the !(-21(((( 1,,/.29.Pg.392.261.99 same was executed for the purposes and consideration there,expressed. GIVEN UNDER MY 1-IMID AND SEAL OF OFFICE,Ihis the ,day of 2011. 21 2 The role of texas ° ACKNOWLEDGEMENT STATE OF TEXAS § The purpose of this Final Plot is to combine two cauN OF COLLIN $ lots into o single buildable lot. appeared(moo0ow Pa.known to me to be the person whose nome is subscribed to the foregoing instrument WhO ocknowledged l same was executed for the purposes and consideration there,expressed. to me tot the N GIVEN UNDER MY H ND AND SEAL OF OFFICE,Ihi= y of 2011. 011 Final Plat of The Yale of Texas ' Lot 20R, Block 1 OP ifVICINITY MAP v Notice selling a portion of the addition bymetes and bounds is a violation of city Brown &Burns Addition tlon N.r.s. �� being a Rep/at of Lots 20&21,Block 1 s Brown&Burns Addition _ �NOTEB:io GM e No Samuel B.Shelby Survey,Abstract No.820 20' V FIaadw:a d Area inundated d by�a �Adr:rrr-zne City of ITy/ie,Collin County,Texas SITE City(Zone ofxklie.recorded onVoolume 29 Pa'ge 399 o°he Areas °Coll:CoupI)2. �Meap August 16,2011 f g�� na1 a�eran or r arch re rds far selments "e yea vrv„1 mmumdid 5h anaad� ,Surveyor record, Owner Lot 20P( = x�'n \ �c Fs „^h found Wylie,1309 ane Le T5rd L a g an RnomeLand 6uTce Fin Inc. Augustine Dda Ama da Dd �l - i 1 ) 098 �t� ny.e,n„ 7 -,i Pl I .a:4 Plame(e ; B n fli3 mn,,,pr� 1 ROOF ..� STUCCO u, n ROOF PLT.LINE NI e °1 STUCCO ,. WNM , W ■W WTI �� _ UDOH br—� ,.......> ,.. ._.. i ....ry _ znn FLOOR S 4 ® ." .•. .. • " FranTIVIrJeigaTh' BRICK - .. ■■ a 2ND.FLOOR KT.UNE tH ® MIN Mini = IIIIIF. STOREFRONT BRICK ts■ .. Ncw�. Yv.�xxwwvrowa'rs arvf . '( ,.� „}II ly�.� M1 .,'� _.CAST STONE .GROUND FLOOR 1 AncRFSS TYPICAL ELEVATION - BUILDING I MARBLE STREET P&Z iC,-I4= CWA MARBLE STREET OFFICE PARK tot Wouslala S'AM2oa McNi nrey Texas TSen F a7 1 e780 SEPTEMBER 12, 2011 Wylie City Council CITY OF WYLIE AGENDA REPORT q Meeting Date: September 19, 2011 Item Number: H. Department: Fire (City Secretary's Use Only) Prepared By: Randy Corbin Account Code: 131-5641-58850 Date Prepared: 09/20/2011 Budgeted Amount: $84,000.00 Exhibits: Ordinance & Spreadsheet Subject Consider, and act upon, Ordinance No. 2011-21 amending Ordinance No. 2010-17 (2010-2011 Budget) for proposed Emergency Communications amendments for fiscal year 2010-2011. Recommendation Motion to approve Ordinance No. 2011-21 amending Ordinance No. 2010-17 (2010-2011 Budget) for proposed Emergency Communications amendments for fiscal year 2010-2011. Discussion In closing out the City's Plano, Allen, Wylie and Murphy (PAWM) Interoperable Public Safety Radio System project it is necessary to amend the FY 2010-11 Budget in order to transfer funding. A grant that we received for approximately $142,000 was never credited directly to the project and was transferred to the Emergency Communications Fund Balance at the end of FY 2009-10 without being appropriated to the project. An additional $84,000 will need to be transferred from the Emergency Communications Fund Balance account to cover project overages. The project spanned three fiscal years at a cost of$3,560,625.00 and has enabled us to upgrade all of our emergency communications to public safety grade equipment. Our fire department can now communicate with all area agencies during mutual aid situations. The police department can do the same should they be working with other agencies, or get involved in a pursuit that goes into other jurisdictions. Approved By Initial Date Department Director RC 09/20/2011 City Manager M 9 22 i i Page 1 of 1 ORDINANCE NO. 2011-21 AN ORDINANCE OF THE CITY OF WYLIE, TEXAS, AMENDING ORDINANCE NO. 2010-17, WHICH ESTABLISHED THE BUDGET FOR FISCAL YEAR 2010-2011; REPEALING ALL CONFLICTING ORDINANCES; PROVIDING FOR A SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council heretofore adopted Ordinance No. 2010-17 setting forth the Budget for Fiscal Year 2010-2011 beginning October 1, 2010, and ending September 30, 2011; and, WHEREAS, the City Departments and Divisions routinely review their budget appropriations at mid-year to determined if any changes are necessary; and WHEREAS, based upon said review the City staff now recommends that certain amendments to the Budget be considered by the City Council; and, WHEREAS, the City Council has the authority to make amendments to the City Budget under Article VII, Section 4 of the City Charter, as well as State law; and, WHEREAS, the City Council has determined that the proposed amendments to the FY 2010-2011 Budget, with the revenues and expenditures therein contained, is in the best interest of the City; and therefore, desires to adopt the same by formal action. NOW, THEREFORE, BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF WYLIE, TEXAS: SECTION I: The proposed amendments to the FY2010-2011 Budget of the City of Wylie, as heretofore adopted by Ordinance No. 2010-17, are, completely adopted and approved as amendments to the said FY2010-2011 Budget. SECTION II: All portions of the existing FY2010-2011 Budget and Ordinance No. 2010-17, except as specifically herein amended, shall remain in full force and effect, and not be otherwise affected by the adoption of the amendatory ordinance. SECTION III: Should any paragraph, sentence, sub-division, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole or any part or provision thereof, other than the part or parts as declared to be invalid, illegal, or unconstitutional. SECTION IV: This ordinance shall be in full force and effect from and after its adoption by the City Council and publication of its caption as the law and the City Charter provide in such cases. Ordinance No. 2011-21 Emergency Communications Budget Amendment FY20 10-20 11 SECTION V: That all other ordinances and code provisions in conflict herewith are hereby repealed to the extent of any such conflict or inconsistency and all other provisions of the Wylie City Code not in conflict herewith shall remain in full force and effect. SECTION VI: The repeal of any ordinance, or parts thereof, by the enactment of the Ordinance, shall not be construed as abandoning any action now pending under or by virtue of such ordinance; nor shall it have the effect of discontinuing, abating, modifying or altering any penalty accruing or to accrue, nor as affecting any rights of the municipality under any section or provision of any ordinances at the time of passage of this ordinance. DULY PASSED AND APPROVED by the City Council of the City of Wylie, Texas, this 27th day of September, 2011. Eric Hogue, Mayor ATTEST: Carole Ehrlich, City Secretary Ordinance No. 2011-21 Emergency Communications Budget Amendment FY20 10-20 11 EMERGENCY COMMUNICATIONS FUND STATEMENT OF REVENUES AND EXPENDITURES BUDGET PROJECTED OTHER AMENDED 2010-2011 PERSONNEL SAVINGS AMENDMENTS 2010-2011 REVENUES: 911 Fees 373,000 - - 373,000 Alarm Fees 220,000 - - 220,000 Intergovernmental Revenues 7,500 - - 7,500 Interest&Miscellaneous 2,000 - - 2,000 Total Revenues 602,500 - - 602,500 OTHER FINANCING SOURCES: Transfers from Other Funds 996,714 - - 996,714 Use of Emer.Comm.Fund-Fund Balance - - - - Total Other Financing Sources 996,714 - - 996,714 Total Revenues&Transfer in 1,599,214 - - 1,599,214 EXPENDITURES: Public Safety Dispatch Services 2,801,185 0 84,000 2,885,185 Transfers to Other Funds 0 0 0 0 Total Expenditures 2,801,185 - 84,000 2,885,185 Wylie City Council AGENDA REPORT CITY OF VVY IE Meeting Date: September 27, 2011 Item Number: 1. Department: Planning (City Secretary's Use Only) Prepared By: Renae' 011ie Account Code: Date Prepared: September 21, 2011 Budgeted Amount: Exhibits: 6 Subject Hold a Public Hearing and consider, and act upon amending the zoning from Commercial Corridor(CC)to Light Industrial (LI) on Lot 1, Block B of the Woodlake Village Addition, 12.4 acres generally located northeast of Centennial Drive and Eubanks Lane. ZC 2011-05 Recommendation Motion to approve amending the zoning from Commercial Corridor(CC)to Light Industrial (LI) on Lot 1, Block B of the Woodlake Village Addition, 12.4 acres generally located northeast of Centennial Drive and Eubanks Lane. ZC 2011-05 Discussion Owner: Mr. C.T. Beckham Applicant: Alan Adkins, Cinnamon Teal Item was tabled at the September 6th meeting to allow the applicant time to attend the meeting and address any comments and/or questions from the Commission. The subject property is Lot 1, Block B of the Woodlake Village Addition and located at the northeast corner of Centennial Drive and Eubanks Lane and consists of 12.393 acres. The property is currently an undeveloped lot and is zoned CC. Access to the property will be via Centennial Drive, with the rear of the property facing Kansas City Southern Railroad. The Railroad property is zoned Heavy Industrial (HI) District. The property is bordered on the west by Eubanks Lane and by Spring Creek Parkway on the east. The City of Wylie Public Safety Building, Wal- Mart Supercenter and other Woodlake Village outparcels are immediately south, across Centennial Drive. The applicant is requesting to rezone the property to Light Industrial (LI) District to allow for Office/Warehouse uses as outlined in Article 5 of the current zoning ordinance. A Zoning Exhibit/Conceptual Site Plan is attached hereto and made part of this request. A final site plan must be submitted to the Planning & Zoning Commission for recommendation and approval prior to the release of any permits. As reflected on the Conceptual Site Plan, the applicant is proposing nine (9) single story office/warehouse buildings averaging 15,000 s.f. each. The proposed development of the property if approved shall conform to current nonresidential design standards for Light Industrial Districts including tilt wall panel construction. Page 1 of 2 Page 2 of 2 The subject lot is a long rectangular shaped lot with approximately 277' of depth and is adjacent to the Atchison, Topeka & Santa Fe Railroad and is located approximately 800' feet north of S.H. 78. Access to the property is from Eubanks Lane to the west and Spring Creek Parkway to the east, with no direct access from S.H. 78. Fourteen (14) notifications were mailed to property owners within 200 feet in accordance with State Law. At the time of posting, zero responses were received opposing the request, and zero responses received supporting the request. Zoning request signs were provided and properly placed in accordance with Article 8, Section 8.1.3 Posting property for zoning changes. Planning Commission Discussion With no questions for staff or the applicant and no comments from the audience, the Planning and Zoning Commission voted 4-0 to recommend approval. Approved By Initial Date Department Director RO 09/21/11 City Manager - -1 1 ,4:01 :12' _____ Mill. it tiliiiiiiiPIANiallibi4 .44 Alva , AatieriMr, • ,...„ a„..- - - r+ 3 Subject :',,,,,4tiAiri-1 , ,,,-, Property 1' arapati i - IV ' ery I in t iiiiiII sARE , Nil II kii" State Hi:hwa No. 78 ■11111111■■111 ill III!!.111 ow Mill Illr 11% imillill101111,011 ENE Balli ii-Bung' a iii ommili m Axemui ' eek uunnaint i ma , Nilo \ '11111111-111 1 num Ili fitful 016 I. 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I letlett ex, PQSWl-l-l4.041elltWool •',:vell4'w,,V lWAleaseattqfx, . Lle ' e, 1 L,), m . -x•-': t-011„r'll: ' I NI u n lc i pal . I- . . ... 1 16 I 1-x„, E, %I.:ym„.- —• I , . V) I . X-'ll-A--- •'' i State Highway ., „:,-' ,,„ . , : „ .. ... - i' . . _ , . No.. 78 , . . . . 1 . -------1- ' t Ia . t 1 „..,.. t , i ,„., _ ., 1 t .„ ,. . , „ t t .. 1 t t ,. . . „., 1. . „. . , . . / Y,,61 kj-",,,r NOTIFICATION REPORT APPLICANT C.T. "Sparkey" Beckham APPLICATION FILE 2011-05 11027 Eastview Circle Dallas, Texas 75230 ILLILK/ABSILLOTITRACT TAX I.D. # PROPERTY OWNER NAME ADDRESS Applicant 11027 Eastview Circle 1 C.T. "Sparkey' Beckham Dallas, Texas 75230 Woodlake Village 11027 Eastview Circle 2 BIk A Lot 1 R-2381-00A 0010-1 CT Beckham Dallas, Texas 75230 Woodlake Village 11027 Eastview Circle 3 BIk B Lot 1 R-2381-00B-0010-1 CT Beckham Dallas,Texas 75230 Woodlake Village 16475 Dallas Parkway, Ste 320 4 BIk C 1R-3R1 R-2381-00C-1R3R-1 R&B Venture, LP Addison, Texas 75001-6835 Woodlake Village PO Box 8050 5 BIk C Lot 1R-6 R-2381-00C-01R6-1 Walmart Bentonville, Arkansas 72712-8055 Woodlake Village II Texas National Guard 2200 W. 35th Street#64 6 Blk B Lot 1 R-3166-00B-0010-1 Armory Board Austin, Texas 78703-1222 Wylie Municipal Complex 300 Country Club Road#100 7 BIk B Lot 1 R-6688-002-1950-1 City of Wylie Wylie, Texas 75098 - Victoria Place 5080 Spectrum Drive, Ste 500E 8 , Blk A Lot 4 R-9326-00A 0040-1 Wells Fargo Bank Addison, Texas 75001-6409 PO Box 219335 9 Abst 688-2 Tract 198 R-6688-002-1980-1 Kansas City Southern Railway Co Kansas City, Missouri 64121-9335 PO Box 219335 10 Abst 688-2 Tract 51 R-6688-002-0510-1 Kansas City Southern Railway Co Kansas City, Missouri 64121-9335 PO Box 959 11 Abst 688-2 Tract 86 R-6688-002-0860-1 St. Louis Southwestern RR Co Tyler, Texas 75710-0959 North Texas PO Box 2408 12 Abst 688-1 Tract 76 R-6688-001-0760-1 Municipal Water District Wylie, Texas 75098 825 N. McDonald Street#145 13 Abst 688-1 Tract 83 R-6688-001-0830-1 Collin County Commissioner's Court McKinney, Texas 75069-2178 1271 Red Ball Trail 14 Abst 688-1 Tract 78 R-6688-001-0780-1 Charles Bunting Greenville, Illinois 62246-2774 15 16 17 18 Wylie City Council CITY OF WYLIE AGENDA REPORT Meeting Date: September 27, 2011 Item Number: 2. Department: Finance (City Secretary's Use Only) Prepared By: Linda Bantz Account Code: Date Prepared: September 13, 2011 Budgeted Amount: Financial Management Exhibits: Policies Subject Consider, and act upon, approving the Financial Management Policies. Recommendation Motion to approve the Financial Management Policies. Discussion The purpose of the Financial Management Policies is to formalize financial guidelines for the City. They will assist City staff in planning and directing the City's financial affairs and provide a document that codifies these policies in one place. The overriding goal of the Financial Management Policies is to enable the City to achieve a long-term stable and positive financial condition while conducting its operations consistent with the Council-Manager form of government established in the City Charter. The basis for the City's Financial Management Policies includes integrity, prudent stewardship, planning, accountability and full disclosure. The scope of the policies spans accounting, auditing, financial reporting, internal controls, operating and capital budgeting, revenue management, cash management, expenditure control and debt management. The current Financial Management Policies were approved September 28, 2010. Changes have been made to update the Fund Balance Policy section (Section IX C) to incorporate requirements from Government Accounting Standards Board (GASB) Statement No. 54 and adjust the reserve requirements in the General Fund to the level suggested by bond rating agencies. This is a continuation of the City's goal of maintaining an unassigned fund balance in the General Fund of 25% and a change to a balance of less than 20% being a cause for concern. Approved By Initial Date Department Director LB 9/13/11 City Manager IIII - -11 C . of i. Financial Management Policies Prepared by the Finance Department TABLE OF CONTENTS I. PURPOSE STATEMENT II. ACCOUNTING,AUDITING AND FINANCIAL REPORTING A. Accounting B. Funds C. External Auditing D. External Auditors Responsible to City Council E. External Auditors Rotation F. External Financial Reporting III. INTERNAL CONTROLS A.Written Procedures B. Internal Audit C. Department Managers Responsible IV. OPERATING BUDGET A. Preparation B. Balanced Budgets C. Planning D. Reporting E. Control F. Performance Measures and Productivity Indicators V. CAPITAL BUDGET AND PROGRAM A. Preparation B. Control C. Program Planning D. Alternate Resources E. Debt Financing F. Street Maintenance G.Water/Wastewater Main Rehabilitation and Replacement H. Reporting VI. REVENUE MANANGEMENT A. Simplicity B. Certainty C. Equity D. Administration E. Revenue Adequacy F. Cost/Benefit of Abatement G. Diversification and Stability H.Non-Recurring Revenues I. Property Tax Revenues J. Parks and Recreation 4B Sales Tax Revenues K. User-Based Fees L. Impact Fees M. General and Administrative charges N. Utility Rates 2 O. Parks and Recreation 4B Fund Balance P. Utility Fund Balance Q. Interest Income R. Revenue Monitoring VII. EXPENDITURE CONTROL A. Appropriations B. Vacancy Savings and Contingency Account C. Contingency Account Expenditures D. Central Control E. Purchasing F. Professional Services G. Prompt Payment H. Information Technology VIII. ASSET MANAGEMENT A. Investments B. Cash Management C. Investment Performance D. Fixed Assets and Inventory IX. FINANCIAL CONDITON AND RESERVES A.No Operating Deficits B. Interfund Loans C. Fund Balance Policy D. Risk Management Program E. Loss Financing F. Enterprise Fund Self-Sufficiency X. DEBT MANAGEMENT A. General B. Self-Supporting Debt C. Analysis of Financing Alternatives D. Voter Authorization XI. STAFFING AND TRAINING A. Adequate Staffing B. Training XII. GRANTS FINANCIAL MANAGEMENT A. Grant Solicitation B. Responsibility XIII. ANNUAL REVIEW AND REPORTING A. Annual Review B. Reporting 3 L PURPOSE STATEMENT The overriding goal of the Financial Management Policies is to enable the city to achieve a long-term stable and positive financial condition while conducting its operations consistent with the Council- Manager form of government established in the City Charter. The watchwords of the city's financial management include integrity,prudent stewardship,planning, accountability, and full disclosure. The purpose of the Financial Management Policies is to provide guidelines for the financial management staff in planning and directing the city's day-to-day financial affairs and in developing recommendations to the City Manager. The scope of the policies spans accounting, auditing, financial reporting internal controls, operating and capital budgeting, revenue management, cash management, expenditure control and debt management. IL ACCOUNTING,AUDITING,AND FINANCIAL REPORTING A. ACCOUNTING - The city's Assistant Finance Director is responsible for establishing the chart of accounts, and for properly recording financial transactions. B. FUNDS - Self-balancing groups of accounts are used to account for city financial transactions in accordance with generally accepted accounting principles. Each fund is created for a specific purpose except for the General Fund, which is used to account for all transactions not accounted for in other funds. Funds are created and fund names are changed by City Council. C. EXTERNAL AUDITING- The city will be audited annually by outside independent auditors. The auditors must be a CPA firm of national reputation, and must demonstrate that they have the breadth and depth of staff to conduct the city's audit in accordance with generally accepted auditing standards,generally accepted government auditing standards,and contractual requirements. The auditors' report on the city's financial statements including any federal grant single audits will be completed within 120 days of the city's fiscal year end, and the auditors' management letter will be presented to the city staff within 150 days after the city's fiscal year end. An interim management letter will be issued prior to this date if any materially significant internal control weaknesses are discovered. The city staff and auditors will jointly review the management letter with the City Council within 60 days of its receipt by the staff. D. EXTERNAL AUDITORS RESPONSIBLE TO CITY COUNCIL — The external auditors are accountable to the City Council and will have access to direct communication with the City Council if the city staff is unresponsive to auditor recommendations or if the auditors consider such communication necessary to fulfill their legal and professional responsibilities. E. EXTERNAL AUDITOR ROTATION - The city will not require external auditor rotation, but will circulate requests for proposal for audit services periodically, normally at five-year intervals or less. F. EXTERNAL FINANCIAL REPORTING - The city will prepare and publish a Comprehensive Annual Financial Report (CAFR). The CAFR will be prepared in accordance with generally accepted accounting principles, and will be presented annually to the Government Finance Officers Association (GFOA) for evaluation and possibly awarding of the Certification of Achievement for Excellence in Financial Reporting. The CAFR will be published and presented to the City Council within 120 days after the end of the fiscal year. City staffing limitations may preclude such timely reporting. In such case,the Finance Director will inform the 4 City Manager and the City Manager will inform the City Council of the delay and the reasons therefore. III. INTERNAL CONTROLS A. WRITTEN PROCEDURES - The Finance Director is responsible for developing city-wide written guidelines on accounting, cash handling, and other financial matters which will be approved by the City Manager. The Finance Department will assist department managers as needed in tailoring these guidelines into detailed written procedures to fit each department's requirements. B. INTERNAL AUDIT - The Finance Department may conduct reviews of the departments to determine if the departments are following the written guidelines as they apply to the departments. Finance will also review the written guidelines on accounting, cash handling and other financial matters. Based on these reviews Finance will recommend internal control improvements as needed. C. DEPARTMENT MANAGERS RESPONSIBLE - Each department manager is responsible to the City Manager to ensure that good internal controls are followed throughout his or her department, that all guidelines on accounting and internal controls are implemented, and that all independent and internal auditor internal control recommendations are addressed. IV. OPERATING BUDGET A. PREPARATION - The city's "operating budget" is the city's annual financial operating plan. It consists of governmental and proprietary funds, including the general obligation Debt Service Fund, but excluding capital projects funds. The budget is prepared by the City Manager with the assistance of the Finance Department and cooperation of all city departments. The City Manager transmits the document to the City Council. The budget should be presented to the City Council no later than August 5, and should be enacted by the City Council prior to fiscal year end. The operating budget may be submitted to the GFOA annually for evaluation and possible awarding of the Award for Distinguished Budget Presentation. B. BALANCED BUDGETS -An Operating budget will be balanced, with current revenues, exclusive of beginning resources,greater than or equal to current expenditures/expenses. C. PLANNING- The budget process will be coordinated so as to identify major policy issues for City Council. D. REPORTING- Periodic financial reports will be prepared to enable the department managers to manage their budgets and to enable the Budget Manager to monitor and control the budget as approved by the City Council. Monthly financial reports will be presented to the City Council. Such reports will include current year revenue and expenditures. E. CONTROL - Operating Expenditure Control is addressed in Section VII of the Policies. F. PERFORMANCE MEASURES AND PRODUCTIVITY INDICATORS — Where appropriate, performance measures and productivity indicators will be used as guidelines and reviewed for efficiency and effectiveness. This information will be included in the annual budgeting process. 5 V. CAPITAL BUDGET AND PROGRAM A. PREPARATION - The city's capital budget will include all capital projects funds and all capital resources. The budget will be prepared annually on a fiscal year basis and adopted by ordinance. The capital budget will be prepared by the City Manager with assistance from the Finance Department and involvement of all required city departments. B. CONTROL - All capital project expenditures must be appropriated in the capital budget. Finance must certify the availability of resources so an appropriation can be made before a capital project contract is presented by the City Manager to the City Council for approval. C. PROGRAM PLANNING - The capital budget will include capital improvements program for future years. The planning time frame should normally be five years. The replacement and maintenance for capital items should also be projected for the next five years at a minimum. Future maintenance and operations will be fully costed, so that these costs can be considered in the operating budget. D. ALTERNATE RESOURCES - Where applicable, assessments, impact fees, or other user- based fees should be used to fund capital projects which have a primary benefit to certain property owners. E. DEBT FINANCING - Recognizing that debt is usually a more expensive financing method, alternative financing sources will be explored before debt is issued.When debt is issued,it will be used to acquire major assets with expected lives that equal or exceed the average life of the debt issue. The exceptions to this requirement are the traditional costs of marketing and issuing the debt, capitalized labor for design and construction of capital projects, and small component parts which are attached to major equipment purchases. F. STREET MAINTENANCE - The city recognizes that deferred street maintenance increases future capital costs by an estimated 5 to 10 times. Therefore, the City's goal is to allocate a portion of the General Fund budget each year to maintain the quality of streets. The amount will be established annually so that repairs will be made amounting to a designated percentage of the value of the streets. G. WATER/WASTEWATER MAIN REHABILITATION AND REPLACEMENT - The city recognizes that deferred water/wastewater main rehabilitation and replacement increases future costs due to loss of potable water from water mains and inflow and infiltration into wastewater mains. Therefore, to ensure that the rehabilitation and replacement program is adequately funded, the City's goal will be to dedicate an amount equal to at least 1 % of the undepreciated value of infrastructure annually to provide for a water and wastewater main repair and replacement program. H. REPORTING- Periodic financial reports will be prepared to enable the department managers to manage their capital budgets and to enable the finance department to monitor the capital budget as authorized by the City Manager. 6 VI. REVENUE MANAGEMENT A. SIMPLICITY - The city will strive to keep the revenue system simple which will result in a decrease of compliance costs for the taxpayer or service recipient and a corresponding decrease in avoidance to pay. The city will avoid nuisance taxes,fees, or charges as revenue sources. B. CERTAINTY - An understanding of the revenue source increases the reliability of the revenue system. The city will try to understand its revenue sources, and enact consistent collection policies so that assurances can be provided that the revenue base will materialize according to budgets and plans. C. EQUITY - The city will strive to maintain equity in the revenue system structure. That is,the city will seek to minimize or eliminate all forms of subsidization between entities, funds, services, utilities and customers. However, it is recognized that public policy decisions may lead to subsidies in certain circumstances, e.g., senior citizen property tax exemptions or partial property tax abatement. D. ADMINISTRATION - The benefits of revenue will exceed the cost of producing the revenue. The cost of collection will be reviewed annually for cost effectiveness as a part of the indirect cost,and cost of services analysis. E. REVENUE ADEQUACY - The city will require that there be a balance in the revenue system. That is, the revenue base will have the characteristic of fairness and neutrality as it applies to cost of service,willingness to pay, and ability to pay. F. COST/BENEFIT OF ABATEMENT - The city will use due caution in the analysis of any tax, fee, or water and wastewater incentives that are used to encourage development. A cost/benefit(fiscal impact) analysis will be performed as a part of such analysis and presented to the appropriate entity considering using such incentive. G.DIVERSIFICATION AND STABILITY - In order to protect the government from fluctuations in revenue source due to fluctuations in the economy, and variations in weather (in the case of water and wastewater), a diversified revenue system will be maintained. H. NON-RECURRING REVENUES - One-time revenues will not be used for ongoing operations.Non-recurring revenues will be used only for non-recurring expenditures. Care will be taken not to use these revenues for budget balancing purposes. I. PROPERTY TAX REVENUES - Property shall be assessed at 100%of the fair market value as appraised by the Collin County Central Appraisal District. Reappraisal and reassessment shall be done regularly as required by State law. A 100% collection rate will serve as a minimum for tax collection. All delinquent taxes will be aggressively pursued, with delinquents greater than 150 days being turned over to the City Attorney or a private attorney, and a penalty assessed to compensate the attorney as allowed by State law, and in accordance with the attorney's contract. Annual performance criteria will be developed for the attorney regarding the collection of delinquent taxes. J. PARKS AND RECREATION 4B SALES TAX REVENUE- Parks and Recreation 4B sales tax revenue shall supplement but not supplant the funding for the Parks and Recreation System in 7 the General Fund.No more than 40%of Parks and Recreation 4B sales tax revenue may be used for operations. At least 60%of the revenue will be dedicated to capital expenditures and debt service for Parks and Recreation System improvements and for associated reserves.An exception to the 40%rule can be approved by council with approval of proposed budgets or subsequent budget amendments. K. USER-BASED FEES - For services associated with a user fee or charge, the direct and indirect costs of that service will be offset by a fee where possible. There will be an annual review of fees and charges to ensure that fees provide adequate coverage of costs and services. User charges may be classed as "full cost recover," "partial costs recover," and "minimal cost recovery," based upon City Council policy. L. IMPACT FEES - Impact fees will be imposed for water, wastewater, and transportation in accordance with the requirements of State law. The staff working with the particular impact fee shall prepare a semi-annual report on the capital improvement plans and fees. Additionally, the impact fees will be re-evaluated at least every three years as required by law. M. GENERAL AND ADMINISTRATIVE CHARGES - A method will be maintained whereby the General Fund can impose a charge to the enterprise funds for general and administrative services (indirect costs) performed on the enterprise funds' behalf The calculation will be based upon the percentage of personnel time and other resources attributed to the Enterprise Fund by each department of the General Fund. The details will be documented and said information will be maintained in the Finance Department for review. N. UTILITY RATES - The city will review utility rates annually and, if necessary, adopt new rates to generate revenues required to fully cover operating expenditures, meet the legal restrictions of all applicable bond covenants, and provide for an adequate level of working capital needs. This policy does not preclude drawing down cash balances to finance current operations. However, it is best that any extra cash balance be used instead to finance capital projects. O. PARKS AND RECREATION 4B FUND BALANCE - The Parks and Recreation 4B Fund Balance shall be established to protect property tax payers from excessive volatility caused by the fluctuations in the Parks and Recreation 4B sales tax revenue. It will be funded with revenues of the Parks and Recreation 4B Fund. The city's goal will be to maintain the Fund Balance at 25%of the annual Parks and Recreation 4B sales tax budgeted revenue. P. UTILITY FUND BALANCE - The Utility Fund shall maintain a Fund Balance to protect ratepayers from excessive utility rate volatility. It may not be used for any other purpose. It will be funded with surplus revenues of the Utility Fund. The City's goal will be to maintain the Utility Fund Balance at 25%of budgeted expenditures. Q. INTEREST INCOME- Interest earned from investment of available monies,whether pooled or not, will be distributed to the funds in accordance with the operating and capital budgets which, wherever possible, will be in accordance with the equity balance of the fund from which monies were provided to be invested. R. REVENUE MONITORING - Revenues actually received will be regularly compared to budgeted revenues and variances will be investigated. This process will be summarized in the appropriate budget report. 8 VII. EXPENDITURE CONTROL A. APPROPRIATIONS - The level of budgetary control is the department level budget in the General Fund, and the fund level in all other funds. When budget adjustments (i.e., amendments), among departments and/or funds are necessary these must be approved by the City Council. Budget appropriation amendments at lower levels of control shall be made in accordance with the applicable administrative procedures. B. VACANCY SAVINGS AND CONTINGENCY ACCOUNT - The General Fund Contingency Account will be budgeted at a minimal amount($50,000). The contingency account balance for expenditures will be increased quarterly by the amount of available vacancy savings. C. CONTINGENCY ACCOUNT EXPENDITURES - The City Council must approve all contingency account expenditures over $25,000. The City Manager must approve all other contingency account expenditures. The City Council will be informed of all contingency account expenditures of $10,000 or more by memorandum from the City Manager. The Finance Department is responsible for submitting this memorandum to the City Manager based on information submitted by the spending department. D. CENTRAL CONTROL - Significant vacancy (salary) and capital budgetary savings in any department will be centrally controlled by the City Manager. E. PURCHASING - All purchases shall be made in accordance with the city's purchasing policies as defined in the Purchasing Manual. Authorization levels for appropriations previously approved by the City Council in the Operating Budget are as follows: Below Directors $500.00, for Directors up to $1,000, for Finance Director up to $7,500.00. The City Manager can authorize expenditures over$7,500.00 with any purchases exceeding $50,000.00 to be approved by the City Council. F. PROFESSIONAL SERVICES - Professional services will generally be processed through a request for proposals process, except for smaller contracts. The City Manager may execute any professional services contract except for insurance less than $50,000.00 provided there is an appropriation for such contract. While City Council approval of other contracts less than $50,000.00 is not required, the appropriate department will inform the City Manager who will then inform the City Council by memorandum, as needed. G. PROMPT PAYMENT - All invoices will be paid within 30 days of receipt in accordance with the prompt payment requirements of State law. Procedures will be used to take advantage of all purchase discounts where considered cost effective. However, payments will also be reasonably delayed in order to maximize the city's investable cash, where such delay does not violate the agreed upon terms. H. INFORMATION TECHNOLOGY - Certain information technology acquisitions will be centrally funded from the Information Technology Division. Acquisitions from this division may include all related professional services costs for researching and/or implementing an information technology project. Annual funding for replacements and for new technology will be budgeted in the IS department with the exception of the Utility Fund. Additional funding above the base amount may be provided for major projects with available one-time sources including debt proceeds and/or grants. 9 VIII. ASSET MANAGEMENT A. INVESTMENTS - The city's investment practices will be conducted in accordance with the City Council approved Investment Policies. B. CASH MANAGEMENT - The city's cash flow will be managed to maximize the cash available to invest. C. INVESTMENT PERFORMANCE - A monthly report on investment performance will be provided by the Finance Director to the City Manager for presentation to the City Council. D. FIXED ASSETS AND INVENTORY - These assets will be reasonably safeguarded and properly accounted for, and prudently insured. IX. FINANCIAL CONDITION AND RESERVES A. NO OPERATING DEFICITS - Current expenditures will be paid with current revenues. Deferrals, short-term loans, or one-time sources will be avoided as budget balancing techniques. Reserves will be used only for emergencies on non-recurring expenditures, except when balances can be reduced because their levels exceed guideline minimums. B. INTERFUND LOANS - Non-routine interfund loans shall be made only in emergencies where other temporary sources of working capital are not available and with the approval of the City Council. At the time an interfund loan is considered, a plan to repay it prior to fiscal year end shall also be considered. A fund will only lend money that it will not need to spend for the next 365 days. A loan may be made from a fund only if the fund has ending resources in excess of the minimum requirement for the fund. Loans will not be made from the city's enterprise funds (Water/Wastewater, etc.), except for projects related to the purpose of the fund. Total interfund loans outstanding from a fund shall not exceed 15%of the target fund balance for the fund. If any interfund loan is to be repaid from the proceeds of a future debt issue, a proper reimbursement resolution will be approved at the time the loan is authorized. C. FUND BALANCE POLICY 1. Committed Fund Balance — The City Council is the City's highest level of decision- making authority and the formal action that is required to be taken to establish, modify, or rescind a fund balance commitment is a resolution approved by the Council at the City's Council meeting. The resolution must either be approved or rescinded, as applicable,prior to the last day of the fiscal year for which the commitment is made. The amount subject to the constraint may be determined in the subsequent period. 2. Assigned Fund Balance — The City Council has authorized the City Manager as the official authorized to assign fund balance to a specific purpose as approved by this fund balance policy. 3. Order of Expenditure of Funds — When multiple categories of fund balance are available for expenditure, the City will start with the most restricted category and spend those funds first before moving down to the next category with available funds. 4. Minimum General Fund Unassigned Fund Balance — It is the goal of the City to achieve and maintain an unassigned fund balance in the general fund equal to 25% of 10 expenditures. The City considers a balance of less than 20% to be cause for concern, barring unusual or deliberate circumstances. If unassigned fund balance falls below the goal or has a deficiency,the City will appropriate funds in future budgets to replenish the fund balance based on a time table deemed adequate by the City Council. 5. Minimum Utility Fund Balance — The Utility Fund shall maintain a Fund Balance to protect ratepayers from excessive utility rate volatility. It will be funded with surplus revenues of the Utility Fund. The City's goal will be to maintain the Utility Fund ending Fund Balance at 25%of budgeted expenditures. 6. Minimum Parks and Recreation 4B Fund Balance — The Parks and Recreation 4B Fund Balance shall be established to protect property tax payers from excessive volatility caused by the fluctuations in the Parks and Recreation 4B sales tax revenue. It will be funded with revenues of the Parks and Recreation 4B Fund. The City's goal will be to maintain the Parks and Recreation 4B Fund ending Fund Balance at 25%of budgeted 4B sales tax revenues. D. RISK MANAGEMENT PROGRAM - The city will aggressively pursue every opportunity to provide for the public's and city employees' safety and to manage its risks. E. LOSS FINANCING - All reasonable options will be investigated to finance losses. Such options may include risk transfer, insurance and risk retention. Where risk is retained, reserves will be established based on a calculation of incurred but not reported claims, and actuarial determinations. Such reserves will not be used for any purpose other than for financing losses. F. ENTEPRISE FUND SELF-SUFFICIENCY - The city's enterprise funds' resources will be sufficient to fund operating and capital expenditures. The enterprise funds will pay (where applicable) their fair share of general and administrative expenses, in-lieu-of-property taxes and/or franchise fees. If an enterprise fund is temporarily unable to pay all expenses,then the City Council may waive general and administrative expenses, in-lieu-of-property taxes and/or franchise fees until the fund is able to pay them. The City Council may pay out-of-pocket expenses that a fund is temporarily unable to pay with interfund loans, to be repaid at a future date. X. DEBT MANAGEMENT A. GENERAL - The city's borrowing practices will be conducted in accordance with the City Manager approved Debt Management Policies. B. SELF-SUPPORTING DEBT - When appropriate, self-supporting revenues will pay debt service in lieu of tax revenues. C. ANALYSIS OF FINANCING ALTERNATIVES - The city will explore all financing alternatives in addition to long-term debt including leasing, grants and other aid, developer contributions,impact fees,and use of reserves or current monies. D. VOTER AUTHORIZATION - The city shall obtain voter authorization before issuing General Obligation Bonds as required by law. Voter authorization is not required for the issuance of Revenue Bonds. However,the city may elect to obtain voter authorization for Revenue Bonds. 11 XI. STAFFING AND TRAINING A.ADEQUATE STAFFING- Staffing levels will be adequate for the fiscal functions of the city to function effectively. Overtime shall be used only to address temporary or seasonal demands that require excessive hours. Workload scheduling alternatives will be explored before adding staff. B. TRAINING - The city will support the continuing education efforts of all financial staff including the investment in time and materials for maintaining a current perspective concerning financial issues. Staff will be held accountable for communicating, teaching, and sharing with other staff members all information and training materials acquired from seminars, conferences, and related education efforts. XII. GRANTS FINANCIAL MANAGEMENT A. GRANT SOLICITATION - The City Manager will be informed about available grants by the departments and will have final approval over which grants are applied for. The grants should be cost beneficial and meet the city's objectives. B. RESPONSIBILITY - Departments will oversee the day to day operations of grant programs, will monitor performance and compliance, and will also keep the Finance Department informed of significant grant-related plans and activities. Departments will also report re-estimated annual revenues and expenses to the Finance Department as needed. Finance Department staff members will serve as liaisons with grantor financial management personnel, will prepare invoices, and will keep the books of account for all grants. XIII. ANNUAL REVIEW AND REPORTING A. These Policies will be reviewed administratively by the City Manager at least annually, and will be presented to the City Council by the Finance Department for confirmation of any significant changes. B. The Finance Director will report annually to the City Manager on compliance with these policies. 12 Wylie City Council CITY OF WYLIE AGENDA REPORT Meeting Date: September 27, 2011 Item Number: 3. Department: Finance (City Secretary's Use Only) Prepared By: Linda Bantz Account Code: Date Prepared: September 13, 2011 Budgeted Amount: Exhibits: Investment Policy/Resolution Subject Consider, and act upon, Resolution No. 2011-24(R) approving the current Investment Policy as required by the Texas Government Code, Chapter 2256, Public Funds Investment Act, Subchapter A— Authorized Investments for Governmental Entities. Recommendation Motion to approve Resolution No. 2011-24(R) approving the current Investment Policy. Discussion Texas Government Code requires that the governing body of an investing entity review its investment policy not less than annually. The governing body should adopt a written instrument by rule, order, ordinance, or resolution stating that it has reviewed the investment policy and that the written instrument so adopted shall record any changes made to the investment policy. The current Investment Policy was approved December 12, 2006. No changes are currently being made to it. Approved By Initial Date Department Director LB 9/13/11 City Manager IIII ® ®1 1 Page 1 of 1 RESOLUTION NO. 2011-24(R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, APPROVING THE CURRENT INVESTMENT POLICY, PROVIDING FOR SCOPE OF THIS POLICY, PROVIDING FOR INVESTMENT OBJECTIVES, PROVIDING FOR AN INVESTMENT COMMITTEE, PROVIDING FOR DELEGATION OF AUTHORITY, PROVIDING INVESTMENT STRATEGIES BY POOLED FUND GROUPS, PROVIDING FOR STANDARD OF CARE, PROVIDING FOR OTHER INVESTMENT GUIDELINES, PROVIDING FOR INVESTMENTS AUTHORIZED BY PUBLIC FUNDS INVESTMENT ACT AND INVESTMENTS UNAUTHORIZED BY THE CITY, PROVIDING FOR PORTFOLIO DIVERSIFICATION AND MATURITY LIMITS, PROVIDING FOR SELECTION OF BROKERS/DEALERS, PROVIDING FOR SELECTION OF DEPOSITORIES, PROVIDING FOR SAFEKEEPING AND CUSTODY, PROVIDING FOR RECORD KEEPING AND REPORTING, PROVIDING FOR ETHICS AND CONFLICTS OF INTEREST, PROVIDING FOR POLICY REVISIONS; AND MAKING VARIOUS FINDINGS AND PROVISIONS RELATED TO THE SUBJECT. WHEREAS, the Public Funds Investment Act, as amended, requires the City of Wylie to adopt the investment policy by rule, order, ordinance or resolution; and WHEREAS, the Investment Policy was approved December 12, 2006; and WHEREAS, the Investment Policy complies with the Texas Government Code, Chapter 2256, Public Funds Investment Act, Subchapter A — Authorized Investments for Governmental Entities and Subchapter B —Miscellaneous Provisions as amended, and authorizes the investment of City funds in safe and prudent investments. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, THAT the City of Wylie has complied with the requirements of the Public Funds Investment Act and the Investment Policy, attached hereto, is adopted as the investment policy of the City effective September 27, 2011. DULY PASSED AND ADOPTED by the City Council of the City of Wylie, Texas this 27th day of September 2011. Eric Hogue, Mayor ATTESTED BY: Carole Ehrlich, City Secretary Resolution No. 2011-24(R) Annual Approval of Adopted Investment Policy 6 INVESTMENT POLICY Adopted May 1995 Revised December 2006 CITY OF NATI., TE/AS INVESTMENT POLICY Table of Contents L INTRODUCTION 1 II. SCOPE 1 III. OBJECTIVES 1 Safety 1 Liquidity 1 Diversification 1 Yield 1 IV. INVESTMENT COMMITTEE 2 V. DELEGATION OF AUTHORITY 2 VI. INVESTMENT STRATEGY 3 Operating Funds 3 Debt Service Funds 3 Debt Service Reserve Funds 3 Special Projects and Special Purpose Funds 3 VII. STANDARD OF CARE 3 VIII. INVESTMENTS AUTHORIZED BY THE CITY 4 IX. OTHER INVESTMENT GUIDELINES 5 X. DIVERSIFICATION AND MATURITY LIMITS 5 XI. SELECTION OF BROKER/DEALERS 6 XII. SAFEKEEPING AND CUSTODY 6 XIII. RECORD KEEPING AND REPORTING 7 X1V. ETHICS AND CONFLICTS OF INTEREST 8 XV. POLICY REVISIONS 9 APPENDIX A-BROKER/DEALER QUESTIONNAIRE APPENDIX B - CERTIFICATION BY DEALER INVESTMENT POLICY I. INTRODUCTION The City's principal investment objectives, in order of priority, are listed below. Chapter 2256 of Title 10 of the Local Government Code (herein after referred to as the "Public Funds Safety. The primary objective of the City's Investment Act") prescribes that each city is to adopt investment activity is the preservation of principal written rules governing its investment practices and (capital) in the overall portfolio. Each investment to define the authority of the investment officer. The transaction shall seek first to ensure that capital following Investment Policy addresses the methods, losses are avoided, whether the loss occurs from the procedures, and practices which must be exercised to default of a security or from erosion of market value. ensure effective and judicious fiscal management of the City's funds. This Policy shall not apply to the Liquidity. The City's investment portfolio will selection, retention or other issues concerning the remain sufficiently liquid to enable the City to meet depositories of the City's funds in demand deposits as operating requirements that might be reasonably provided under Chapter 105 of the Local Government anticipated. Liquidity shall be achieved by matching Code. investment maturities with forecasted cash flow requirements, by investing in securities with active II. SCOPE secondary markets, and by using state or local investment pools. This Policy shall apply to the investment and management of all funds of the City under its control, Diversification. The governing body recognizes that other than those expressly excluded herein or by in a diversified portfolio, occasional measured losses applicable law or valid agreement. This Policy shall due to market volatility are inevitable, and must be not supersede the restrictions on investment and use considered within the context of the overall applicable to any specific fund and, in the event of portfolio's return, provided that adequate any conflict between this Policy and the requirements diversification has been implemented. Therefore, of any fund subject hereto, the specific requirement assets held in the common investment portfolio shall applicable to such fund shall be followed as well as be diversified to eliminate the risk of loss resulting all other provisions of this Policy other than those in from one concentration of assets in a specific conflict. The Employees Deferred Compensation maturity, a specific issuer or a specific class of Agency Fund is excluded from coverage under this securities. Policy. Yield. The investment portfolio goal (benchmark) In order to make effective use of the City's resources, against which the yield is compared will be all monies shall be pooled into one bank account, established from time to time by the Finance except for those monies required to be accounted for Director. Recommendations by the Investment in other bank accounts as stipulated by applicable Committee will be considered when the performance laws, bond covenants or contracts. The bank account measure is being established. Efforts to seek higher will be maintained by pooled fund group for purposes than the above goal must be consistent with risk of implementing pooled fund strategies and reporting. limitations identified in this policy and prudent The income derived from this pooled investment investment principles. The City's investment account shall be distributed by fund in accordance portfolio shall be designed with the objective of with the City's internal procedures. attaining a rate of return which is consistent with the risk limitations and cash flow characteristics of the III. OBJECTIVES City's investments. IV. INVESTMENT COMMITTEE INVESTMENT POLICY misrepresentation by third parties, or imprudent An investment committee consisting of the City actions by employees and officers of the City. Attorney, City Manager and Director of Finance will meet on a quarterly basis. The Investment Committee With written approval from the City Manager, the shall be authorized to invite advisors to the meetings Director may delegate any phase of the investment as needed. management program to members of the City staff. Such approval shall state specifically the functions The investment officer will present a brief report of such person is authorized to perform or that the investment activities to the Investment Committee. person is authorized to perform all activities of the The primary objectives of the committee will be to Director under this Policy. The Director shall obtain and maintain, at the City's expense, fidelity bonds for (1) make recommendations regarding investment himself and each of his designees in amounts strategies determined adequate by the Director (which shall not (2) approve a list of authorized brokers, dealers, be less than five percent of the amounts subject to banks, savings and loans, credit unions, and this Policy) for each fiscal year as shown by the pools approved budget. No person may engage in an (3) recommend a list of authorized training investment transaction except as provided under the sources for the state mandated investment terms of this Policy and the internal procedures training and established by the Director. A current list of persons (4) monitor program results. authorized to transact investment business and wire funds on behalf of the City shall be maintained by the The committee shall include in its deliberations such Director. topics as performance reports, economic outlook, portfolio diversification, maturity structure, potential At the discretion of either the City Manager or the risk to the city's funds, and the target rate of return Director and in any event upon the termination or on the investment portfolio. The Investment reassignment of any member of the Director's staff Committee shall provide for minutes of its meetings. authorized to conduct transactions for the City pursuant to this Policy, the authority of such person V. DELEGATION OF AUTHORITY shall be revoked and such revocation of authority shall be immediately communicated by the Director Management responsibility for the investment orally and in writing to each and every depository, program is delegated by the City Council to the City broker/dealer, investment advisor, custodian and Manager who will designate the Finance Director as other agency or entity with whom the City has any Investment Officer (hereinafter referred to as the existing or continuing relationship in the "Director"). The Director's authority will at all times management of its investments. be limited by conformance with all Federal regulations, State of Texas statutes and other legal VI. INVESTMENT STRATEGY requirements including the City Charter and City Ordinances, including this Policy. The City of Wylie maintains a pooled investment portfolio. The pooled portfolio utilizes specific The Director shall develop and maintain written investment strategies designed to address the unique administrative procedures for the operation of the characteristics of the pooled investment portfolio. investment program consistent with this Policy. The The pooled investment portfolio includes Operating controls shall be designed to prevent, identify and Funds, Debt Service Funds, Debt Service Reserve control losses of public funds arising from deviation Funds, Capital Projects and Special Purpose Funds. from this Policy, fraud, employee error, and INVESTMENT POLICY Investment strategies for these different groups are (1) the investment of all funds, or funds under detailed below. the City's control, over which the officer had responsibility rather than a consideration as (1) Investment strategies for operating, debt to the prudence of a single investment; and service, capital project, and special purpose funds have as their primary objective to assure that (2) whether the investment decision was anticipated cash outflows are matched with adequate consistent with the written investment policy investment liquidity. The secondary objective is to of the City. create a portfolio structure which will experience minimal volatility during economic cycles. The Director and his staff shall recognize that the investment activities of the City are a matter of public (2) The investment strategy for the debt service record. Therefore, all participants in the investment reserve funds shall have as the primary objective the process shall seek to act responsibly as custodians of ability to generate a dependable revenue stream from the public trust. Investment officials shall avoid any securities with a low degree of volatility. Securities transactions that might impair public confidence in should be of high quality, with short to intermediate the City's ability to govern effectively. term maturities. Except as may be required by a bond ordinance, securities should be of high quality with VIII. INVESTMENTS AUTHORIZED BY THE short to intermediate-term maturities. CITY OF WYLIE VII. STANDARD OF CARE Authorized investments for municipal governments in the State of Texas are set forth in the Public Funds Investments shall be made with judgment and care, Investment Act, as amended (Section 2256.009- under prevailing circumstances, that a person of 2256.019, Government Code). However, suitable prudence, discretion, and intelligence would exercise investments for the City of Wylie are limited to the in the management of the person's own affairs, not following. for speculation, but for investment, considering the probable safety of capital and the probable income to (1) Direct obligations of the United States or its be derived. Investment of funds shall be governed by agents and instrumentalities with a stated maturity of the following investment objectives, in order of 5 years or less. priority: (2) Certificates of deposit issued in the State of (1) preservation and safety of principal; Texas with a maximum maturity of 2 years or less and insured by the Federal Deposit Insurance (2) liquidity; and Corporation. (3) diversification; and (3) Fully collateralized direct repurchase agreements with a defined termination date of 2 years (4) yield. or less which are secured by obligations of the United States or its agencies and instrumentalities and In determining whether an investment officer has pledged with a third party in the City's name. The exercised prudence with respect to an investment agreement must be placed through a primary decision, the determination shall be made taking into government securities dealer, as defined by the consideration: Federal Reserve, or by a financial institution doing business in the State of Texas. Each issuer of INVESTMENT POLICY repurchase agreements shall be required to sign a Reserve Bank as the securities are simultaneously master repurchase agreement. released to the purchaser). In this manner the City will always have possession of either its securities or (4) Approved investment pools as described in its monies. Section 2256.016 which are continuously rated no lower than AAA, AAA-m or an equivalent rating by X. DIVERSIFICATION AND MATURITY at least one nationally recognized rating agency and LIMITS have a weighted average maturity no greater than 90 days. It is the policy of the City to avoid concentration of assets in a specific maturity, a specific issue, or a IX. OTHER INVESTMENT GUIDELINES specific class of securities, with the exception of U.S. Treasury issues. The asset allocation in the portfolio The City seeks active management of its portfolio should, however, be flexible depending upon the assets. In order to meet the objectives of this Policy, outlook for the economy and the securities markets. the City may from time to time sell securities that it owns in order to better position its portfolio assets. The City will not exceed the following maximum Sales of securities prior to maturity shall be limits as a percentage of the total portfolio for each of documented and approved by the Director before the categories listed below: such a transaction is consummated. Sales of securities yielding net proceeds less than 92% of the Max. book value of the securities must be approved in of Max. advance and in writing by the City Manager. Three Investment Category Portfolio Maturity examples of situations involving the sale of securities Obligations of the United 100% 5 years prior to maturity are States or its agencies and instrumentalities. (1) swap - to sell an investment to realize a capital gain, Certificates of Deposit 25% 18 mon. (2) To better position selected investments due to a change in market conditions, Repurchase Agreements 100% 2 years NOT Reverse Repurchase (3) To react to emergency liquidity demands. Agreements Each investment transaction must be based upon The Director shall evaluate how each security competitive quotations received from at least three purchased fits into the City's overall investment broker/dealers who have been approved by the City strategy. in accordance with Texas law. At all times the City shall maintain 10 percent of its The purchase and sale of all securities shall be on a total investment portfolio in instruments maturing in delivery versus payment or payment versus delivery 90 days or less. The weighted average maturity of all basis (i.e., for securities purchases, monies will not securities and certificates of deposit in the City's total be released by the City's safekeeping bank until investment portfolio at any given time (not including securities are received at the Federal Reserve Bank cash or demand deposits) shall not exceed 2 years. for further credit to the City's safekeeping bank. In the case of securities sales, monies will be received XI. SELECTION OF BROKERS/DEALERS by the City's safekeeping bank via the Federal INVESTMENT POLICY The City shall maintain a list of broker/dealers and imprudent investment activities being conducted financial institutions which have been approved for between the entity and the securities firm (See investment purposes by the investment committee. Appendix B). (For the purpose of this investment policy, Broker/dealer will be used to refer to any brokerage All approved broker/dealer firms must have a firm, bank, investment pool, or financial institution completed City of Wylie broker/dealer questionnaire, with which the City does investment business). investment policy, written acknowledgment per Securities may only be purchased from those above guidelines, executed master repurchase authorized institutions and firms. The authorized agreement, if applicable, and current financial broker/dealers will be reviewed at least annually. To information on file. Certification language should be be eligible, a broker/dealer must meet at least one of mutually acceptable to both parties. An investment the following criteria: 1) be recognized as a Primary officer of the City may not buy any securities from a Dealer as defined by the New York Federal Reserve person who has not delivered to the City an Market Reports Division; or 2) complies with instrument substantially in the form provided by this Securities and Exchange Commission Rule 15C3-1, policy. the Uniform Net Capital Requirement Rule. If the City's depository bank also provides custodial and The Director shall review the quality of service and safekeeping services for the City, the bank may not financial stability of each broker/dealer and financial be included as an authorized broker/dealer for the institution approved under this Section at least City, however (Non- negotiable Certificate of annually. Any approved broker/dealer or financial Deposits are exempt from this policy. institution may be removed from the list of approved broker/dealers with the approval of the Director, if in Broker/dealers will be selected and recommended to the opinion of the Director, the firm has not the investment committee by the Director on the performed adequately or its financial position is basis of their financial stability, expertise in cash considered inadequate. management and their ability to service the City's account. Each broker/dealer that has been authorized by the City shall be required to submit and annually XII. SAFEKEEPING AND CUSTODY update a Broker/Dealer Information Request form which includes the firm's most recent financial Investment securities purchased for the City will be statements. The Director shall maintain a file which delivered by either book entry or physical delivery includes the most recent Broker/Dealer Information and shall be held in third-party safekeeping by a Request forms submitted by each firm approved for Federal Reserve Member financial institution investment purposes. A copy of the submitted designated as the City's safekeeping and custodian Broker/Dealer Information Request forms as well as bank. The City may designate more than one a list of those broker/dealers approved by the City custodian bank. The City shall execute a shall be maintained by the Director (See Appendix Safekeeping Agreement with each bank prior to A). utilizing the custodian's safekeeping services. Only a state or national bank located within the State of The City of Wylie will provide all approved Texas may be utilized as a custodian of securities securities dealers with a copy of the City's pledged to secure certificates of deposit. The Investment Policy. A principal in the firm must safekeeping agreement must provide that the execute a written statement acknowledging receipt safekeeping bank will immediately record and and review of the policy and a statement promptly issue and deliver a signed safekeeping acknowledging that reasonable procedures and receipt showing the receipt and the identification of controls have been implemented to preclude the security, as well as the City's interest. INVESTMENT POLICY XIII. RECORD KEEPING AND REPORTING The Director shall maintain a list of designated custodian banks and a copy of the Safekeeping A record shall be maintained of all bids and offerings Agreement executed with each custodian bank. for securities transactions in order to ensure that the City receives competitive pricing. All transactions The City must approve release of securities in writing shall be documented by the person authorizing the prior to their removal from the custodial account. A transaction in a form that shows that person's name, telephone facsimile of a written authorization shall be the party instructed to execute the transaction, the sufficient if the custodian orally confirms receipt of date, a description of the transaction and a brief the transmission and an exact copy of the document statement of the reason(s) for the transaction. is retained in the City's files. In no event shall the custodial bank be an authorized depository bank, At least annually, the Director shall verify that all issuer of repurchase agreements in which the City securities purchased by or pledged to the City are on invests or broker/dealer of securities on behalf of the hand in appropriate form. The City, in conjunction City. with its annual financial audit, shall perform a compliance audit of management controls on All securities shall be confirmed in the name of the investments and adherence to the City's established City and delivered to an approved custodial bank or investment policies. carried at a Federal Reserve Bank in the name of the City. The Custodian shall not otherwise deposit Each depository of the City's funds shall maintain purchased or pledged securities. All book entry separate, accurate and complete records relating to all securities owned by the City shall be evidenced by a deposits of the City's funds, the securities pledged to safekeeping receipt issued to the City and signed by secure such deposits and all transactions relating to the appropriate officer at the custodian bank stating the pledged securities. Each approved custodian that the securities are held in the Federal Reserve shall maintain separate, accurate and complete System in a CUSTOMER ACCOUNT naming the records relating to all securities received on behalf of City as the "customer." In addition, the custodian the City, whether pledged, purchased or subject to bank will, when requested, furnish a copy of the repurchase agreement, as well as all transactions delivery advice received by the custodian bank from related to such securities. In addition, each the Federal Reserve Bank. depository shall file all reports required by the Texas State Depository Board. Each depository and All certificated securities (those transferred by custodian shall agree to make all the records physical delivery) shall: 1) be held by an approved described in this paragraph available to the Director custodian bank or any correspondent bank in New or designee and the City's auditors at any reasonable York City approved by the Director; and 2) the time. correspondent bank or the City's safekeeping bank shall issue a safekeeping receipt to the City All broker/dealers, custodians, depositories and evidencing that the securities are held by the investment advisors shall maintain complete records correspondent bank for the City. of all transactions that they conducted on behalf of the City and shall make those records available for The original safekeeping receipt for each transaction inspection by the Director or other representatives including purchased securities under a repurchase designated by the City Council or City Manager. agreement and collateral securing deposits will be forwarded to the Director or his designee and held in All sales of securities for less than the book value of a secured file by the City. the security shall be approved by the Director. Sales of securities for less than 92 percent of the book INVESTMENT POLICY value of the securities must be approved by both the City Manager and the Director. X1V. ETHICS AND CONFLICTS OF INTEREST An investment report shall be prepared by the Officers and employees of the City involved in the Director and signed by each officer and employee of investment process shall refrain from personal the City authorized to conduct any of the City's business activity that involves any of the City's investment activity, on a annual basis listing all of the approved custodians, depositories, broker/dealers or investments held by the City, beginning and ending investment advisors. Employees and officers shall not market value for period, the current market valuation utilize investment advice concerning specific of the investments and transaction summaries, securities or classes of securities obtained in the including a detailed list of the gains and losses transaction of the City's business for personal recognized. The market value will be determined by: investment decisions, shall in all respects subordinate (1)written reports such as the Wall Street Journal; (2) their personal investment transactions to those of the on-line services such as Bloomberg; or (3) through a City, particularly with regard to the timing of primary dealer or national bank that is independent of purchases and sales and shall keep all investment the specific security being valued. The report must advice obtained on behalf of the City and all state the pooled fund group for each asset/security. transactions contemplated and completed by the City The report shall explain the total investment return confidential, except when disclosure is required by during the previous quarter and compare the law. portfolio's performance to other benchmarks of performance. If invested in securities, the City's An investment officer of the City who has a personal audit firm must review the quarterly reports annually business relationship with an organization seeking to and the result of the review shall be reported to the sell an investment to the City shall file a statement City Council by that auditor. disclosing that personal business interest. An investment officer who is related within the second Within 90 days after the end of the City's fiscal year, degree by affinity or consanguinity to an individual the Director shall prepare, sign and deliver to the City seeking to sell an investment to the City shall file a Manager and the City Council an annual report on the statement disclosing that relationship. A statement City's investment program and investment activity required under this subsection must be filed with the which has also been signed by each officer and Texas Ethics Commission and the governing body of employee of the City authorized to conduct any of the the City. City's investment activity. The annual report shall include full year investment returns. Such annual XV. POLICY REVISIONS report shall include an analysis of the compliance with this Policy as well as changes in the applicable This Investment Policy will be reviewed at least laws and regulations during the previous year and annually by the City Attorney, City Manager and may include any other items of significance related to Director of Finance and revised when necessary. All the investment program. The annual investment revisions shall be approved by the City Council. report will be reviewed as a part of the annual audit. Wylie City Council CITY OF WYLIE AGENDA REPORT Meeting Date: September 27, 2011 Item Number: 4. Department: Finance (City Secretary's Use Only) Prepared By: Linda Bantz Account Code: Date Prepared: September 13, 2011 Budgeted Amount: Exhibits: Resolution, Exhibit 1 Subject Consider, and act upon, Resolution 2011-25(R) committing certain fund balances that cannot be used for other purposes, as required by Government Accounting Standards Board (GASB) Statement No. 54. Recommendation Motion to approve Resolution No. 2011-25(R) committing certain fund balances that cannot be used for other purposes. Discussion Generally accepted accounting principles that the City follows are regulated by the Government Accounting Standards Board (GASB). In 2009 GASB issued a new accounting standard for presentation of equity in the general purpose financial statements. It is required to be implemented during Fiscal Year 2010-11 for our city. GASB 54 provides the Council the ability to formally commit certain revenue sources. It also requires the Council to delegate authority to certain city staff to assign revenue sources in certain funds. During a Council work session on July 26, the Council was briefed regarding this new GASB statement and the changes it would bring to the City's financial statements. The intent of the new disclosure requirement is to improve financial reporting by providing fund balance categories and classifications that will be more easily understood by the readers of the financial statements. The attached Exhibit 1 shows the definitions of the five categories of fund balance and funds that, due to their revenue sources, staff recommends Council formally commit. Formal action will confirm Council's intent for the reserve funds that the City already has. Approved By Initial Date Department Director LB 9/13/11 City Manager IIII - -11 RESOLUTION NO. 2011-25(R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, COMMITTING REVENUE SOURCES THAT CANNOT BE USED FOR OTHER PURPOSES; AND DESIGNATING CITY MANAGEMENT STAFF THE AUTHORITY TO ASSIGN PORTIONS OF FUND BALANCE THAT REFLECTS THE CITY'S INTENDED USE OF RESOURCES. WHEREAS, generally accepted accounting principles and the Government Accounting Standards Board require the City Council to formally commit certain revenue sources; and WHEREAS, generally accepted accounting principles and the Government Accounting Standards Board require the City Council to formally designate City Management staff the authority to assign portions of fund balance that reflects the City's intended use of resources. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, THAT: SECTION 1: All matters stated in the preamble of this resolution are true and correct and are hereby incorporated into the body of this resolution as if copied in their entirety. SECTION 2: The City Council of the City of Wylie, Texas, hereby commits the revenue sources outlined in Exhibit 1 as committed fund balance, and that only further action by the City Council can remove the commitment. SECTION 3: The City Council of the City of Wylie, Texas, hereby designates the City Manager the authority to assign portions of fund balance that reflects the City's intended use of resources. SECTION 4. This resolution is effective on the date of passage by the City Council. DULY PASSED AND ADOPTED by the City Council of the City of Wylie, Texas this 27th day of September 2011. Eric Hogue, Mayor ATTESTED BY: Carole Ehrlich, City Secretary Resolution No. 2011-25(R) Commitment of Revenue Sources and Designation of Authority to Assign Portions of Fund Balance EXHIBIT 1 DEFINITIONS OF FUND BALANCE CATEGORIES 1. Nonspendable fund balance — includes amounts that are not in a spendable form or are required to be maintained intact. (Ex. Inventories, prepaid items) 2. Restricted fund balance — includes amounts that can be spent only for the specific purposes stipulated by external resource providers either constitutionally or through enabling legislation. (Ex. 4B Sales Tax Revenue Fund, Hotel Tax Fund, Debt Service Fund, Capital Projects Funds, Municipal Court Building Security Fund) 3. Committed fund balance — includes amounts that can be used only for the specific purposes determined by a formal action of the government's highest level of decision- making authority. Commitments may be changed or lifted only by the government taking the same formal action that imposed the constraint originally. (Ex. Park Acquisition and Improvement Fund, Recreation Fund, Fire Training Center Fund, Fire Development Fees Fund) 4. Assigned fund balance — comprises amounts intended to be used by the government for specific purposes. Intent can be expressed by the governing body or by an official or body to which the governing body delegates the authority. 5. Unassigned fund balance — is the residual classification of the general fund and includes all amounts not contained in other classifications. Unassigned amounts are technically available for any purpose. FUNDS TO COMMIT Park Acquisition and Improvement Fund — fund balance shall be committed for the purpose of acquisition, development, and improvement of park land within the zone from which the funds are collected. Recreation Fund —fund balance shall be committed for the purpose of the operation of the Wylie Recreation Center which supports general recreation programming for all the citizens of Wylie. Fire Training Center Fund —fund balance shall be committed for the purpose of offsetting some costs of the continued expansion and rehabilitation of the fire training facility. Fire Development Fees Fund — fund balance shall be committed for the purpose of providing a portion of the capital expenditure money to maintain fire protection service levels caused by increases in growth and population. General Fund — fund balance resulting from funds remaining in Public Arts shall be committed for the purpose of funding the public arts program. Wylie City Council CITY OF VVYLIE AGENDA REPORT Meeting Date: September 27, 2011 Item Number: 5. Department: City Manager (City Secretary's Use Only) Prepared By: City Secretary Account Code: Date Prepared: September 20, 2011 Budgeted Amount: Exhibits: Ordinance No. 2005-55 Subject Consider, and act upon, the appointment of two committee members to the City of Wylie City Council Subcommittee to represent the City of Wylie in meetings with the Wylie Independent School District City/Schools Partnerships Committee. Recommendation Motion to appoint and to the City of Wylie City Council Subcommittee to represent the City of Wylie in meetings with the Wylie Independent School District City/Schools Partnerships Committee. Discussion In 2005, the Wylie Independent School Board formed an advisory standing committee called City/School Partnerships. The committee consists of three (3)WISD Board of Trustee members and three City of Wylie Council members. The purpose of the committee is focused on discussing existing and new partnerships between the Wylie Independent School District and the City of Wylie. Pursuant to Ordinance No. 2005-55, the Subcommittee shall consist of three members, to be appointed by the Wylie City Council for the remainder of the term that said member serves on the council or until said member resigns from the Subcommittee, whichever occurs first. If a replacement has not been appointed by the City Council upon the expiration of a member's term(of office), that member shall not continue his/her membership until replaced. Current members serving on the sub-committee are: WISD Trustee members: Heather Leggett-Chairperson, Tom Westhora-Trustee, Mitch Herzog-Trustee. Current City Council members are: Chair, Kathy Spillyards, Mayor Eric Hogue, and Council member Rick White. Also in attendance are: WISD Committee facilitator David Vinson and City of Wylie facilitator City Manager Mindy Manson. Mayor Eric Hogue and Councilman Rick White were re-elected to the Wylie City Council in 2011 leaving those positions on the Subcommittee vacant per Ordinance No. 2005-55. Staff is requesting these positions on the subcommittee be filled either by re-appointment or the selection of another council member to serve in each capacity. Approved By Initial Date Department Director MM 9-20-2011 City Manager "1 1 Page 1 of 1 ORDINANCE NO. 2005-55 AN ORDINANCE OF THE CITY OF WYLIE, TEXAS, CREATING, ESTABLISHING AND APPOINTING THE CITY COUNCIL SUBCOMMITTEE FOR WISD RELATIONS; PRESCRIBING THE PURPOSE, COMPOSITION, FUNCTION, DUTIES, AND TENURE OF EACH SUBCOMMITTEE MEMBER; AND PROVIDING FOR AN EFFECTIVE DATE HEREOF. WHEREAS, the City Council of the City of Wylie, Texas ("City Council"), has investigated and determined that it will be advantageous and beneficial to the City of Wylie, Texas ("Wylie") and its citizens to create a City Council Subcommittee for WISD Relations, as set forth below; and WHEREAS, the City Council desires to prescribe the purpose, composition, function and duties of said Subcommittee; and WHEREAS, the Board of Trustees of the Wylie Independent School District ("WISD") has established a similar subcommittee of its members to work with the City's subcommittee ("WISD Subcommittee"); and WHEREAS, the City Council desires to appoint members to the Subcommittee and prescribe the duties and tenure for said members. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS: SECTION 1: Findings Incorporated. The findings set forth above are incorporated into the body of this Ordinance as if fully set forth herein. SECTION 2: Establishment of Subcommittee. A. There is hereby created the City Council Subcommittee for WISD Relations (the "Subcommittee") of the City Council, and such Subcommittee shall meet with WISD representatives to work on maintaining and recommending partnerships between the City and WISD and to further a positive working relationship between the City and the WISD, and any other such functions as the City Council may direct in writing. It shall function according to the laws of the State of Texas and the provisions of this Ordinance. The Subcommittee shall serve in an advisory capacity to the City Council. B. The Subcommittee shall consist of three members, to be appointed by the City Council for the remainder of the term that said member serves on the City Council, Page 1 Ordinance No. 2005-55 Subcommittee for WISD Relations or until said member resigns from the Subcommittee, whichever occurs first. If a replacement has not been appointed by the City Council upon the expiration of a member's term, that member shall not continue his membership until replaced. C. When vacancies occur on the Subcommittee, the City Council shall appoint, by majority vote, a replacement to serve the remainder of that term. D. Each Subcommittee Member shall serve at the pleasure of the City Council and may be removed at the discretion of said Council. F. Each Subcommittee Member shall serve without compensation, but may be reimbursed for actual expenses approved in advance by the City Council. G. The Subcommittee shall keep and maintain minutes of any and all proceedings held and shall submit a written or make an oral report of such proceedings to the City Council not more than three (3) weeks following each such meeting. SECTION 3: Officers. The Subcommittee shall have a Chair and Vice-Chair whose terms shall be one (1) year. The Chair and Vice-Chair shall be elected by the members of the Subcommittee. The Chairperson shall preside over meetings. The Vice-Chair shall assist the Chair in directing the affairs of the Subcommittee. In the absence of the Chair, the Vice-Chair shall assume all duties of the Chair. SECTION 4: Duties and Responsibilities. The Subcommittee shall have the following duties and responsibilities: a. Advise and make recommendations to the City Council on matters relating to the City's relationship with WISD and on ways to maintain and develop partnerships with WISD. b. Attend meetings with the WISD Subcommittee and other designated WISD representatives. c. Any other duties requested in writing to be performed by the City Council that are consistent with the purposes of forming the Subcommittee. Page 2 Ordinance No. 2005-55 Subcommittee for WISD Relations SECTION 5: Power to Obligate and Finance. The Subcommittee shall have no power to obligate Wylie in any manner whatsoever. The Subcommittee's finances shall be handled in the same manner as any division of the City Government. SECTION 6: The City Manager shall act as facilitator to the City Council Subcommittee for WISD Relations. SECTION 7: 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 8: 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 9: Effective Date. This Ordinance shall become effective immediately upon its passage and execution. DULY PASSED AND APPROVED by the City Council of the City of Wylie, Texas on this 25th day of October, 2005. JOHN MONDY, Mayor ATTEST: CAROLE EHRLICH, City Secretary Date to be published in The Wylie News— November 2, 2005 Page 3 Ordinance No. 2005-55 Subcommittee for WISD Relations Drop in Childcare Ages 1 7 .......1 W yli e R ecreati on Center .., , .., ,,,,,, ,,,,,,,,,n,,,,,,-„,1„,x...v_.1. ..... ,,, I'"'AV V> , ° - Children ages 7 - lticipaWinygliaes 1 Parent is actively patmember or registered in anActivity at a Recreation Center. Drop in childcare Policy and procedure mirror existing childcare for 0 ages 6 months - 6 years . Include video games , board games and other age appropriate activities . Proposed fee , $ 5 per child ( members and non — members . ) 2 hour maximum (same as existing childcare .) ii Wylie Recreation Center Classroom (located across the hall from the childcare room) Accommodate maximum of 30 children b. Utilize general public restrooms in hallway. Staff escort to and from restroom , requiring 2 staff ( male and female) scheduled in the program area. Why n ? Proposed b. (September - May) b (June , July & August) ► M -Thurs 4 :00-9 : 00pm � M -Thurs 7- 11 : 30am � Friday 4 : 30- 7 : 30pm 4 : 00-9 : OOpm Saturday gam- noon ► Friday 7- 11 : 30am 4 : 30- 7 : 30pm Saturday gam- noon IS ll eeteteetetteeeteeetetetteletelleeeeetteteeeetteeeeetetee"elelese,leeetteeleteteleteeeeseeteeteeeteee.e,,,,,,,,eteeeteteetleeteeteeeteeetteeetteeteeeeeteeteeleee leelleleelletelleelleleenelttleetteeteeetteetteeleeeteeleteleleletee elect...eel'- -et,---- ,---,,-,--et-tee-e eetet--tee.etteteee t-we te Current Chiidcare Schedule for children ages 6 mont s - 6 years Monday-Thursday 7am - 1 1 •. 30am 4pm - 9pm Friday 7am - 1 1 •. 30am 4 : 30pm - 7 : 30pm Saturday Noon - 1 2pm = • • NT* , k-",›SV*IVX*' •<> ,„ 3\ l Provide a childcare option to parents requesting d irect supervis ion , while the parent is partic ip at ing at Wy lie Recreation Center. Children. age 7 - 1 1 may currently partic ipate in Open Clmb, Open Gym and registered Activ it ies . . t t s \\..1,,,,, t. k _ „ • „-- All . : :''' ' ' Program will operate approximately i 870 hours per year at a cost of about $ 40 , 000 . b. One time start up costs for items like laptop for check in , video game equip ment, and games would be $ 10 , 475 . Total start up costs would be $ 50 , 475 . yl Ii ,„„„‘. „„„„, , ,- „,„ „,„.„ .i - e t Pul for eq enses exP TV $ 1 , 000 Cart / speakers $ 2 , 000 Gaming System and Games $ 600 Board Games $ 600 Arts and Crafts $ 1 , 000 Punch Cards $ 100 Storage $ 2 , 500 Laptop $ 2 , 200 Cart $ 400 ID Scanner $ 75 Total - Start up Eq u ipment $ 10,475 � .s Current Usage and Revenues of the Classroom space 5 %z months of operation {April 4, 201 1 - September 1 5 , 201 1 } Participants Rentals: 547 Activities: 354 Total Participants: 901 Revenue Rentals: $ 1 ,630 Activities•: $ 16, 182.60 Total Revenue: $ 17,812.60 yl vgif Proposed fee pe411 r child : $ 5 New children expected per hour: 5 Revenue per hour of operation : $ 25 Potential annual revenue : $ 32 , 000 UL@ . _ • _ Direct supervision for children ages 7 - 1 l . Provide an option to parents participating at 0, Wylie Recreation Center requesting direct supervision for their children . 0, Program could generate revenues to offset expenses . ,----A ,%,---,, -,,,.,,..,,,,,,,,,.. , Limits versatility of use of the cla ssroom • - space , tal and class and classes currently used for party/ meeting rentals . Potential loss of ren hours and revenue . A fee would need to be charged to users of the program to try and recover expenses . i CHILDCARE SERVICES IN SURROUNDING CITIES,conducted the week of August 25,2011 City Ages Schedule Fees youth not in childcare Total Mon-Thurs Friday Saturday Hours/Wk 6mo- 7-11:30am;4- Free w/annual;$4/visit;$20($30)for 10 Wylie 6yrs 7-11:30am;4-9pm 7:30pm 9am-12pm 49 punches 7-11 may use climbing wall,basketball courts Plano 18mcr- Muehlenbeck 7yrs Barn=12pm 8arn-12pm N/A 20 % $5/child 12U may use track if supervises[by adult 6mo- Cedar Hill 6yrs 8am-12pm;5-9pm 8am-12pm;5-9pm 9am-12pm 43 Free w/annual;$4/child;$20 for 10 visits 11U not allowed in fitness area or track 6mo- • 8am-1pm;4- • Keller Pointe° _.9yrs 8am-1pm;4-8:30pm 8;30pm 8am-1pm 52.5 $2/child;$30 for 20 visits 9U must be directly supervised by adult 8wks- Frisco 7yrs 8am-2:30pm;3-8pm 8am-4pm 8am-4pm 62 Free to members unsupervised game room for ages 8-12 6mo- M/W-9-11am;TJTH-;-. Teen room fori12=16.14U not allowed in fitness or Farmer's Branch 6yrs 6-8pm- N/A N/A 16 . $2/hr/child;$1/hr each additional child - track 6mo- Rowlett 6yrs 8:30-11:30am;5-8pm 8:30-11:30am N/A 27 $5/child/visit;$30/mo unlimited Ages 14-15 must be supervised in fitness area. Denton-=North 6mo.- $2/child;$1 each additional child;$12/mo 8-12-.and older may use gym game room,and Lakes 7yrs 8-10am;5:30-7;;30pm : 8-10am N/A 10. unlimited computer room 18mo- $5/child;included with gold level Euless 7yrs 5pm-8pm 5pm-8pm 8am-11am 18 membership 15U not allowed in weight room Allen N/A N/A -N/A .` N/A N/A. N/A 14U not allowed in fitness area Richardson N/A N/A N/A N/A N/A N/A N/A Watauga N/A - N/A N/A N/A N/A N/A 14U not allowed in fitness area North Richland Hills N/A N/A N/A N/A N/A N/A 12-15 with a parent/guardian in fitness area 9U must be supervised by adult;13-15 in weight Carrollton N/A N/A N/A • N/A N/A N/A room with adult Bedford N/A N/A N/A N/A N/A N/A 14-15 in fitness area with direct supervision Grapevine N/A N/A • N/A • N/A N/A N/A game room 15 w/fitness orientation. 16 and up allowed in Garland N/A N/A N/A N/A N/A N/A fitness area Irving N/A N/A N/A N/A N/A N/A game room Mesquite N/A N/A N/A N/A N/A N/A N/A The Colony,. N/A N/A. N/A N/A N/A .. N/A .: 15-16 in fitness area with direct supervision :.. Bedford N/A N/A N/A N/A N/A N/A 14-15 in fitness area with direct supervision Lewisville N/A N/A N/A N/A N/A N/A N/A Hurst N/A N/A N/A N/A N/A N/A 16+in fitness area. Youth activity room for 6-15 * Frisco has 4 dedicated rooms for Child Care. 1 for infants,1 for toddlers,and 2 for older kids. Wylie Recreation Center Classroom Usage (2011 ) School Schedule(September-May) Summer Schedule(June,July&August) Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday 6:00 AM 5:30 AM 6:04 AM 6:30 AM _ 7:00 AM 7:30 AM .a ,ti ::Ch• \\ \\,al�i.�a\ `3t7`ea\\ ,,\\\\�� \ ettleatiftlettNirla --.. 8:00 AM <ar �arA'&e�:'� , ` cI Q�., ;LTA,Idca� ,.- .' 1114-61tkzse; 8:30 AM IT \\\\ `.°:' rween ,-�,; rween 4 `�� rween „',` rween \ ween ,'t?..,'', 9:00 AM \ � "„a:`\ -`'"3','" ne 6�L \".\ Beene .<�+`,''`,`\*\ scene `�",'r;J"\ scene ' scene t`;s';��\. 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BEGINNING ce°r.°0®° c a.syrkr rrnwLxs AmI Iran ammrilorrENT WOOL IMMO TRACT THREE '„"KKR u+r s. ruin or mu;xnrm.,.a +tic+uvt u.c.ee. ID. N f ElI1rJ1 sue ' -- «.CE tas xr.a s` a. w+cuac.. BOUNDARY SURVEY toa as PIM ��„ alms eae aawszoa >�c Goa 60° Goo �,W. CURT15 SURVEY aesr. Np. 196 sL� Mt M. WILLIRON SURVEY ASST. No. 563 Mir=GGLLG IN Mr - ,,....rcu r°'°' CITY OF WYLIE, COWS COLINr7. TEXAS ` o->na av,a- Ri�yrrmimea�rrn. • J "', L. ;.J,„ � 1.,l", 0:. �, t a � � t a 5,,.t � � a a i ,, � � sa � 1 \ 1, .,\ '� ^,L;, Z1� t.'3 �S. "`„ .. +ua.��..:..a3.„. .tea.,at',.>. va..�,.,,._.�`';..,,. a,..ta,.� �:.,a�..,. .2w�,.,�.o.,$.� \x .,.,.,..,.A,ro�.�Z..A.:�,.C�.,.,,^,.�.. �a„w��,. Z..�,.,..,.,...,,,�km.,�...,4,. ,h\A„`v�.,'\ ,`-:.��'t..,� ,.. ,,,....,u_. ti.,.<.,,..,..;.,. ,,..ta..._<.�_,.,.;.,..,.;,'�,,na.^aa'1,._ ~•.�, ,a:..�. t _....ea.:�,.,�,.,... .: Table work session to wait for firm numbers from CCEA to hold the city election annually in May ri Based on final costs consider holding elections annually in May or November CONTRACT WITH ROCKWALL �.,:i.. ,�r��4, OF tirkt ✓ 05 ///___ r COUNTY EACH MAY � �[, 44. fr ,- s\_ t. ,.`., `l. `1 1';, .tiff `�. `a \. '... J� \ ti \ti- �r,` ,`\ ``, ,tom.,, ,� ��..- a.. 3�:. "\\., 3 ,,. .,� `',.� ,v�. -,a `"a j�.L�' .':o \,.., 1 ^,..-S .l ,00„oa,. .r� 'G. � Via..`=�'a"�.. mil, u'. ,,. '�..., 1. 3,oo,„^...,,.�h ,., •, ^,..,...n l.il.,,,.1,,,,, .."� .:,,v.„ .,, a ti.ti,.� � '., :rm. .\ .- '\, l ,.w,,.v;y.J-.v �' \<>� �,\l `s`,o...s, a c ~v ice, �..,�, �,"�.,of \ ;u �. 1. 1 Z, �o .,,,,-.,s.,,,..,v s 'u >uo;,.. :.,... `,-, A , a.e,. ,. M,n. a... i, ',. ta.,,ac a,,.`; ,: .. \.,> ,.,\ : �. � t �,.v... �� 1.ram, .� 1 ti � ..� �.. .. ,., .., ,,,1,. ,.. .. � .'1. , s. v. :v. ,.,moo�, <.. ,., , ll:, ,->,. Mail �..,;, ..,. �-`1,.,�.v.,�.� \� .,�� z..�,.,...�.�,,.u�,mow, . ,'vA ys ,`, ,�-:.��u..,, ,.. ...u._�w>5 �.,1.,�:..,ai�ua tea. ,. ay.V._ ,,..,.�,ro oZ, A.�,.C�.,,,,,.�.. �a �,,ty,COLOR4IIp. .. to row.,PE RAILW4 ilit �' .1887o s-4TE OF 1 �5 ri 1-1 WYLIE ISD TRUSTEES HAVE OPTED TO GO TO 4 YEAR TERMS IN EVEN NUMBERED NOVEMBER ELECTIONS AND CONTRACT WITH COLLIN COUNTY. ROCKWALL COUNTY ELECTION COSTS ri COST TO WYLIE FOR EQUIPMENT RENTAL AND ALL SERVICES CURRENTLY PROVIDED BY CCEA INCLUDING ALL THREE COUNTIES AND USE OF SAME POLLING PLACES $9,357. (Approved by County Commissioners) ofp?' Gr.(v! CCEA CURRENT COSTS-WORSE CASE = „,,,,,, _ ." ,�r -c elr,‘17:iff-7---4� � t AI 3c, 1 "`.,, ,y `,N `, "tea' `a 14,1 3, <:,�� ,\l `l\n.."�, a c, ,,ice. ^..,a;,�,"�.,o� \ u,. - <;�.: 1,,•a c: \.. `�. U � L, 1 .. ua �..�.�3. ... ,a.��',.>.. ,v��,.,,_�`x..,,. a,..V._� �:.,: ,,. �-��1,.,:.o.,�..� ',� a.,..,..,.�,�,�.�Z..A.:�C�.,.,,^,.�.. z..�,.,..,.�a„��,mow,v. ,h\`„s'v�`.,',., ,`-:.��...,, ,.. .,s...u"_,waa......,, F ICOLOiBADp �i a�..a., Goi, spiv*FE RA it i'. 1887 CURRENT CCEA COST ESTIMATES 0 COST TO WYLIE FOR EQUIPMENT PURCHASE AND ALL SERVICES CURRENTLY PROVIDED BY CCEA INCLUDING ALL THREE COUNTIES AND USE OF SAME POLLING PLACES $44,776. 14. 0 COSTS INCREASED FROM $ 25,756.39 DUE TO WISD MOVING TO NOVEMBER mmwnwvmzrw5-mm,wtawwaN;wfnt,VIM%Sr,- agr'*W*,MinipeWTNViSKZMMVnr-fMIMSWWtWtiV-NrcZtNAVWAMP-ZPFeWMSWM-,WennVaaWkitNMCNN-k-*m M;;OUVVA ,m,W.St*kt-eA, • SUMMARY OF COSTS FOR THE CITY OF WYLIE SUPPLY COST $437. 14 • EQUIPMENT RENTAL COST $28,907.00 • EARLY VOTING $4,013.56 ELECTION DAY $ 1 ,096.00 • ADMINISTRATIVE EXPENSES $81 .00 TABULATION/CENTRALIZED COSTS $6, 170.88 Total $40,705.58 • 10% Administrative Fee $4,070.56 • Total $44,776. 14 J ', L. ;.J,„ \' � 1.,l", 0:. �, .,., t t a � � t a 5,,. � t ,,t1� � a a � w, �, i ,, � � sa � 1 \ 1, �\ ,\- `;`;._ ,,l ,ti:. g. *`'tea. `x,' "2 �;1 -..a ,\..1, �,.� a Yy. c ii t .,\ ' ^,L;, Z1� t.'3 �S. b,, !"",,., a,mow'^ru "`,. ,:-.,., +ua.��..:a.„. as.,at',.> va..�,.,,._.a`';..,,. aa..tas...� �:.,a�..,. .2w�,.,�.o.,$.a \x .,.,.,..,.A,ro�.�Z..A.:�,.C�.,. ,.�.. �a„w��,. Z..a,.,..,.,...,,,�km.,�...,4,. ,`-:a�'t...,a x.. ,,,.a...,u ti. .<.,,..,..;.,. ,,.ta..._<.�_,.,.;.,..,.;'�,,na.^aa'1,._ ~•.�, aa:..�.�,?,`t _....ea.:�,.,�,.,... • DATE: September 2,2011 • TO: City Secretaries,School District Officials,and Special Utility District • Officials • FROM: Sharon Rowe, Collin County Elections Administrator • RE: SB1 00 Options for Contract Election Services The Collin County Elections Administration has provided cost estimates for election services under various scenarios for 2012. If your jurisdiction chooses to remain on the May 2012 Limited Uniform Election Date, we must receive notice of your intent by October 1, 201 1 . In order to purchase the required voting equipment, a Memorandum of Understanding (MOU) will be provided to you by my office and must be signed by your entity no later than November 16, 2011 . The MOU will specify the details of the actual purchase price of the equipment plus licensing fees. Your jurisdiction will be responsible for remitting this amount to the County upon execution of the Memorandum of Understanding. This payment is non-refundable. The election services contract will be handled separately and the preparation fee will remain at $75.00 in the event a jurisdiction is able to cancel their election. I would like to remind you that the cost estimates provided are based on a worst case scenario. It is based on all jurisdictions holding an election on the May 2012 date. We already know that is probably not going to happen: 1 ) some do not have a scheduled election for 2012, 2) some are changing terms and moving to odd-year cycles, and others are 3) moving to the November election date. Cost estimates will be refined again after we have confirmation of the number of jurisdictions that will hold their election in May 2012. " L. ;.J,„ \' � 1.,l", 0:. �, .,,� ^ t t a � � t a 5,. � t ,, t1� � atv w, 1 Vt ,\ '� ^,L;, Z1 ,,,,,,,-a,„,.„„„,,'3 �S. "" a,mow'^ru "`„ ,:-.,., .. ,.� ,. a ,.��:�i^:.^ .1. . �s , � �,. .. ..,_ \ . .ate,.'\ �-�:x .\„Y ^ ,, t *.. a x ,,,,.,.. +ua.��..:..a3,„ .tea.,at',.>.. va..�,.,,._.�`';..,,. a,..ta,...� �:.,a�.., .2w�,.,�.o.,$..� \x .,.,.,..,.A,ro�.�Z..A.:�,C�.,. ,,.�.. �a„w� ,...,,,�km.,�...,4,. ,h\A„`v�.,'\ ,�'t..,� ,.. ,,s..,u_. ti,.<.,,..,...,. �_,.,.;.,..,.;,'�,,na.^aa'1,._ ~•.�, ,a:..�.�,?,t _....ea.:�,.,�,.,.. ri DETERMINE HOW MANY CITIES WILL CONFIRM PARTICIPATION FOR THE MAY 2012 ELECTION. FEWER CITIES WILL GREATLY REDUCE THE COSTS FOR MACHINE PURCHASE/LEASE AND TABULATION AND CENTRALIZED COSTS. CCEA/COUNTY WILL SEND RFP SEPTEMBER 16T" TO VENDORS TO SECURE LOWER COSTS FOR PURCHASE AND LEASE OPTIONS TO CITIES AND SCHOOL DISTRICTS. ( Deadline for submissions 10/6) J "', L. ;.J,„ \' � 1.,l , . a �t1 � a a , sa � 1 \ 1, ^,L;, Z1i t.'3 �S. b,, !"",,., a,mow'^ru "`,. ,:-.,., va..�,.,,._.�`';.,,. a,..tas..� �:., ..,. .2w�,.,�.o.,$..� \x .,.,.,..,.A,ro�.�Z. .:�,.C�.,.,,^,.�.. �a �,. Z..�,.,..,.,...,,,�km.,�...,4,. ,h\A„`v�.,'\ ,`-:.��'t..,� x.. ,,s...,u_. ti.,.<.,,..,..;.,. ,,..ta..._<.�_,.,.;.,..,.;,'�,,na.^aa'1,._ ~•.�, ,a:..�.�,?,`t _....ea.:�,.,�,.,... CCEA WILL KNOW OCTOBER 1 , 201 1 HOW MANY CITIES ARE OPTING IN FOR MAY. CURRENTLY MANY CITIES ARE: Wi MOVING TO NOVEMBER ci HOLDING CHARTER AMENDMENT ELECTIONS TO GO TO 4 YEAR STAGGERED TERMS IN ODD YEARS (Deadline to call election was September 7th) ci CONTRACTING WITH OTHER COUNTIES FOR FULL SERVICE ANNUAL MAY ELECTIONS , \ � pfm tom. t.\ , t a � � t a 5,,. � t ,,� ,tom k, i ,, � � sa � 1 t ^a is .s CzZ*www-e ,;;�. .. ,y..,. >,�`s,.�., �ti. ,.'a �, ."`a ,.s v ti _\. '.\,.. v'�.,.t, �`1,u..t ti. \ \ '\. a ..„, \, .� `�,?" .� \ate\., tL .\ `,,.."�4 c.1.. �S',. .v`,,. ,�,.�.,\ '� ^,L;, Z1� t.'3" �S. b,, !"",,., a,mow'^ru "`,. ,:-",., +ua.��..:..a3.„. .tea.,at',.>.. ,va..�,.,,._.�`';..,a at..tat...� �:.,a�..,. .2w�,.,�.o.,$..� ',x .,.,.,..,.A,ro�.�Z..A.:�,"C�.,.„^,.�.. �a„w��,. Z..�,.,..,.,...,,,�km.,�...,4,. ,h\`,,,`vim.,`, ,`-a�'t...,� t. „s...,u_. ti",.<.,,..,..;.,. ,,..ta..._<.�_,.,.;.,..,.;,'�,,na.^aa'1,._ ~•.�, ,a:..�.�,?,`t _....ea.:�,.,�,.,... COLLIN COUNTY CITIES/ISD COMMITTED OPTONS: .:, City of Plano/PISD - Charter Amendment in Nov. 2011 to move to 4 year staggered terms in May odd years. .:, City of McKinney/MISD — Charter Amendment in Nov. 2011 to move to 4 year staggered terms in May odd years. .:, City of Frisco/FISD — Contract for annual May elections with Denton County to serve all voters. (3 year terms) .:, City of Richardson — Currently holding elections in May (odd years) with 2 year terms. .:, City of Allen/AISD — Committing with CCEA on Oct. 1 but waiting for the MOU with final costs to determine whether to commit to purchase machines or hold their own elections. (committed to stay with annual May elections and 3 year terms) .:, City of Murphy — Has no election in 2012, no decision made. F wit .k _....;\\\ CONTRACT WITH COLLIN COUNTY c.�� r�� (Con't) ...„..... _______..„, t. 1,,•a c: \.. wt.�. U � L, \..„, .'.,, .� `J,?" .� ,\ate\., 1 „ .^v `,,.".4, :.,s" .. ua �..�.�3. ... .tea.��A>.. ,v��,.,,_�`x..,,. a,..V._� �:.,:,'�,,. �-��1,.,:.o.,�..� 's a.,..,..,.�,�,�.�Z..A.:�C�.,.,,^,.�.. �a.,�� y..�,.,..,.�a„��,mow,v. ,h\As'v�A'v ,`-:.��...,, ,.. .,s...u"_,w�v....,, F ICOLOiBADp �i a,�..a., oi, �. SPUTA FE RAILW4Y, 44. . 1887 r4rEofT `�5 , CCEA WILL PURCHASE EQUIPMENT WITH COSTS PAID BY CITIES/ISD , IF CITY OR ISD CALLS OFF THE ELECTION AFTER COMMITTING TO EQUIPMENT, THE EQUIPMENT COSTS MUST BE PAID > CCEA IS ANTICIPATING LOWERING COSTS FOR EQUIPMENT IF BIDS TO PURCHASE MACHINES COME IN LOWER WYLIE HOLDS MAY ELECTIONS OF ,.., :,,,,, , (,_111-, .......-- 111. '''- WITH ROCKWALL OR COLLIN COUNTY , „..y, ,,,,....„. Alk rip '1--- Fl.,M 6 111- . .,---A --t -/ ...„/ „:------.;-,----", , -iie •/ ---,,,,r,,,,,,mmgowwwwm II Aria oft-. .„..,, ._,,..„ :, ,,Qs ............._,..„_,,,,„,_ , ........_ R,tm,V-,,,W 5''',''''',,,W'4'a Zr IR,z Z''':'",'M kn,,e,s t km ,,,,,,&•-;77:Z;',;r,A,Irr:Zt"'Zr4tr,.rtrjr72f Itt-SitTr,,,,,,Friferlitt,S..'1.67,--1,f:,,,,I,-1:,,Ffk,1:<fi,t,'";2rtt,,r7,Sf:,'',,,,,tiirt„ L.M.IE• 4._---- ,,,,c.„,„,. ."4, afilray,c;)/dz rivh-::-..i.,;_gi. \ kV,,V*VV'*',24V-1,w*-- ktat.""MA>3Vvq,,WW***51WV:3-,,,,,'.**W1*-4*.itt- 10,VNAM,-,41 ,%-- 4:**,:`,WM,VVOitc,atkCzitawsmA.....-a. .,-.., 10,...j.L. ....aire,,....... .„.. s,..,. "'A'ivi' "4s''''*'ll''"'" :AwtArlt'v:11NV-tgKatteilft,tatsaz*avmvamtak,aoaaa,A_c,.. ,„...,„..,.,,,..k,,,..--,,„..„„,.. „._ Kitatt.t,4,14 ,1,43.,,,ewa,„Awke„.,:,.„,....„.,,,,,,,..---,..„<„,,„„,...„.....,_ . .' .)/ 6----: OLORADo,i.,,,c _. 0v A,FE RAILIv-i7 iii'lp tar ska41- 4 1-1 PROS: ‘i .1887. 8 t, -,ITE OF 0 TERMS STAY THE SAME ri ELECTIONS ARE HELD ANNUALLY , ,,„„,, t ri POLLING PLACES REMAIN THE SAME I- oF W WYLIE HOLDS MAY ELECTIONS ,(0:-( ` a !II _, WITH ROCKWALL OR COLLIN COUNTY �` � = AA �. � ».ate,,. -A WAN M � ,.a a„L l,, t tMa „ .<.^ 1. ti . `;. �� .,,,," ^,;..;av ,_^,.�.',,. ,. 'u :.�:... ,.,.\, `,-,, tak,, v,..�;..,,,.,,�, ._.. 2 .,<\, tea. ,,.,.\.,. `w�: �., .,,.�,.�^�,�,,�, *,,, `�. � 5 � r,� �„ ate.., L .�.. ..,10 .'al m1 �er.. 1, 1 -� .. +ua.�h'�..:..a3. .. te ',.>.. .a..� .,,._.�`x..,,. a,.V.� �:.,; �,,. .2w�,.,�.o.�.� '.s .,. ��Z..A.:,.C�.,. ,^,.�.. �a w� ,,,�km„� 4, h\`,,,`vim.,`, ...,u '.� �:f\f y� j �— �.y CONS: \�\( f,COLOFt4d04 ELM �/ N S• is some.FE RAILQ4y, Y'• , 1887. s `at'OF Tv, SO .: CITY OF WYLIE WOULD BE HOLDING AN ELECTION WITHOUT SCHOOL DISTRICT VOTERS AND COULD RESULT IN FEWER VOTERS. > HIGHER ELECTION COSTS WOULD BE INCURRED EVERY YEAR (COST INCREASE DEPENDENT UPON COUNTY CHOSEN) 4,1 „,,,0_,,......,F, _117-1,-). . ..., , . NOVEMBER -rerr_ - .._ a� t� \"u '. ' uxi'ttu- a\. �...' \ �',,. ,ua tlr Ilitti—itr, tu�i„..,. ,,, a Cq. ...\ u u v `,. l m„.,,.._, �+a,;.'a;;. U <-`, u.an ,. NU 3ca \e Irv, ,a. �' `, �a,;,y \ 33Y rs�vtr� u,� � � ��,�,,�u, �, � � ,.ate.,. » .<.^ 1. ti .�`;. .tea\ .,,,." ^,;..;av ,_^,.�.'t,. ,. 'u ;�,>,,.,�; :.�:... ,.,.\, `,- , � ,, v,..�,va,,.,�, ._.. � \ .,<\, ,.'a" �,. .�, .'`a � .,,s v ` _�. 1\,.. a'`u.�,tea. ,,.,.\a. `w�: �., .,,.�,.~,^� ,� G� ,�, � a ,>.ti.�. �'..,. Ica.. '� .\' ?, �`\,>,, h, .1; 1. \ `�.,, .'.1:% V. �-. � f .. +ua.�^a..:..a3u„. tea,�,'v.>.. .va..�,., .,,. a,.V..� �:.,;v'�,,. .2w�,.,�.o.�..� 's -,.,.,..,.A,ro�.�Z..A.:�,.C�.,.,,v,.�.. as„w� ,,,�kmv,� 4,, h\A `v�.,'\ b ...,u '� ��f\f y� � �— �.y o188?Q Li MOVE ELECTIONS TO NOVEMBER S�r _ BEGINNING IN 2012 O MAINTAIN THREE YEAR TERMS ri Li ALL POSITIONS' TERMS AUTOMATICALLY HOLDOVER SIX MONTHS TO END IN NOVEMBER r-((/ {`✓CCEA FINAL COSTS FOR NOVEMBER gJtvile ....,...„ \k„....1/4„ e ir,` `\,.,; :1„`, .1, �.', �,. ,tom.,, ,� ��..- a, �, a.. 3�: "l\., `\;, ,x ,,,,;1x,. a\. \" ' '.. ,,1 _„\, 3ti, '`., ,a `,� `, "tea' `a 1 \.,c��m 3,,..a a J .,,,,,?S^"..:, x,,S C .w,. " . �.,.>,!z,, \,."l. `.,-, y. \ 1..,`, s ,.,,,, `u..s ,,. a '�, „,.,v,...,,a ., L`; a ,.,,.. ,,.,. 1 �...-S .l...w ha,»o„,,o.. .r.. 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'2.,,x � x,.a�,,�., ,.>., , .'-.... .\. ii ,'1 ,,.,. ��. �,t� '1 ,,..,.�i.1: ,,.- ,,,x „ti , .,.,-:: mit a m...a,., ....,, :.,� �.. .mot~ -.-.., ,,., . ..,,.. ...,,, ..,. .w .,,..,,\,. 4., :l .'1. \:, X .,. ,v`;,. ., ...,�'o.i, , �. .<a, ,., a� 1l\:. -, .. i ,. ,.,. ,.w\t_ .�. s. � .1 i �„ .. ..,_ \i.... ,,l�ti� �i:x .\,,Y ,. .1. ..„s�\�. �..,;, ..,. �-0`1,.,�.�.,�..� \x .,�� z..�,.,...�.�,,.u�,mow,v. ,�A.`:s`c�s,`, ,�-:.��u.,� x.. .,s.u_�w>5 �.,1„�:..,ai�ua �,•a.. 3.„. tea sA>. ,vim s._�`';..,,. a,..V_ a,.,.,.�,ro .oZ,.A.:�C�,,,,,�.. �a 411c.��,Y-F CO L4R.4IIp ilk SptyTA PE RAMLWgl, r �' .188? �T4T?OF T -S NOVEMBER ELECTIONS MUST BE CONTRACTED WITH EACH COUNTY (COLLIN, ROCKWALL & DALLAS) ri CURRENT ESTIMATED COSTS ( 2012) PER COUNTY: COLLIN - $ 13,765 CIF JOINTLY HELD WITH WISD IN EVEN YEARS - $ 18,317 IN ODD YEARS) DALLAS- $ 2,600 ROCKWALL- $ 1 ,897 �. QPWkt NOVEMBER , .rerr_{ .. --tar mil:,,filiG7 \ Lt, „ .tom \"u \'. 'i uxi'ttu- a\. �...' \ �',,. ,ua t tu�i„,, ..,. ,,, a Cq. ...\ u u v `,. l m„.,,.._, �+a,;.'a;;. U <-`, u.an ,. 3ca \e Irv, ,a. �' `, �a,;,y \ 33Y rs�vtr� u,� � � ��,�,,�u, �, � � ,.ate.,. » .<.^ 1. ti .�`;. .tea\ .,,,." ^,;..;av ,_^,.�.'t,. ,. 'u ;�,>,,.,�; :.�:... ,.,.\, `, � , v,..�,va,,.,�, ._.. 4 \ .,<\, a" . .'`a .,,s v _� 1\.. a'`.,tea. ,,.,.\a. `w�: �., .,,.�,.~,^� '� .\' ?, �v`\,>,, h, .1; 1. \ `�.,, .'.1:% V. �-. - f .. +ua.�a^a..:..a3u„. .tea.,�.�'v.>.. .va..�,.,,._.�`x..,,. a,.V..� �:.,;v'�,,. .2w�,.,�.o.�.� 's -,.,.,..,.A,ro�.�Z..A.:�,.C�.,.,,v,.�.. as„w� ,�kmv,� 4, h\A„`v�.,'\ ...,u ' tatuA .� �f\f y� F �— �.y aTA�E RA CO tDjg4y ! AL sm. 018870 s`at'OFT EAS 0 ESTIMATED COST WILL VARY DEPENDING ON COUNTY ELECTION TYPE AND TABULATION AND CENTRALIZED COSTS. CONST. AMENDMENT GOVERNOR'S RACE PRESIDENTIAL `,,,,...._of W NOVEMBER rerr_. ,-, 5'. t� \"u \'. 'i uxi'ttu- a\. �...' \ �',,. ,ta t boy..,. ,,, a Cq. ...\ u v v `,. l m„.,,.._, �+a,;.'a;;. U <-`, u.an ,. 3ca \e Irv, ,a. �' `, �a,;,y \ 33Y rs . tb� u,� � � ��,�,,�., �, � � .ate.,. » .<.^ 1. ti .�`;. .tea\ .,,,." ^,;..;av ,_^,.�.'t,. ,. 'u ;�,>,,.,�; :.�:... ,.,.\, `,-, � ,, v,..�,�a,,.,b, ._.. � \ .,<\, ,.'a" �,. .�, .'`a � .,s v `. _� 1\,.. a u.�,tea. ,,.,.\a. `w�: �., .,,.�,.~,^� ,� G ,�, a ,>.ti. �'..,. Ica.. '� .\' ?, �v`\,>,, h, .1; 1. \ `�.,, Jb V. �-. - f .. +ua.�a^a..:..a3u„. .mob.,�.�'v.>.. .va..�,.,,._.�`x..,,. ab.V..� �:.,;v'�,,. .2w�,.,�.o.�..� 's -,.,.,..,.A,ro�.�Z..A.:�,.C�.,.,,v,.�.. as„w� ,,,�kmv,� 4,, h\A„`v�.,'\ b ...,u '.� ��f\f y� i �— �.y in sAFRatdyyPROS• ll e •a im 4N .1887. lir El HIGHER VOTER TURNOUT O IF WISD GOES TO NOVEMBER ELECTIONS, COST SPLIT THREE WAYS IN EVEN NUMBERED YEARS O VOTER CONVENIENCE O MORE EMPHASIS ON ELECTIONS O CITIZENS ABLE TO VOTE IN LOCAL ELECTIONS EVERY YEAR O COUNTIES HAVE AGREED TO PLACE LOCAL ELECTIONS FIRST ON THE BALLOT (THIS IS NOT A GUARANTEE) „,, 0F ,,,,-,,,,, ....., NOVEMBER rerr_( t7 \”, \'. 'i uxi',tu- a\. �.' \ �',,. ,,u1 t tu.„..,. ,, a Cq. ...\ u u v `,. l ,`:^,.,,.._, �+,.'a;;. U <`, u.an ,. 3ca \e Iry ,. `, a,;, 33Y rs�vtr � � ��,�,,,u, �, � � ,.ate.,. » .<.^ 1. ti .�`;. tea\ .,,,." ^,;..;av ,_^,.�.' 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