09-24-2019 (City Council) Agenda Packet Work Session Wylie City Council
NOTICE OF MEETING
Work Session Agenda
September 24, 2019
6:30 p.m.
(or immediately following City Council Meeting)
Wylie Municipal Complex
Council Chambers/Council Conference Room
300 Country Club Road, Building #100
Wylie, Texas 75098
Eric Hogue Mayor
David R. Duke Place 1
Matthew Porter Place 2
Jeff Forrester Mayor Pro Tern
Candy Arrington Place 4
Timothy T. Wallis, DVM Place 5
David Dahl Place 6
Chris Hoisted City Manager
Richard Abernathy City Attorney
Stephanie Storm City Secretary
In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie Municipal
Complex, distributed to the appropriate news media, and posted on the City website: www.wylietexas.gov within the
required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website:
www.wylietexas.gov.
The Mayor and City Council request that all cell phones and pagers be turned off or set to vibrate. Members of the audience
are requested to step outside the Council Chambers to respond to a page or to conduct a phone conversation.
The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled
attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6020.
Hearing impaired devices are available from the City Secretary prior to each meeting.
CALL TO ORDER
Announce the presence of a Quorum.
JOINT WORK SESSION - CITY COUNCIL AND THE WYLIE PARKS AND RECREATION
BOARD
0o Discuss the proposed Parks and Recreation Foundation. (R. Diaz, Parks &Recreation Director)
September 24,2019 Wylie City Council Work Session Agenda Page 2 of 2
WORK SESSION
co Discuss two intersection configurations provided by the engineering consultant for the intersection
of FM 544, County Line Road and Vinson Road. (T. Porter, Public Works Director)
co Provide an update on partnership with Enterprise Fleet Management for the cities fleet. (B. Parker,
Asst. City Manager)
co Work Session/Discussion/Presentation of the current City of Wylie Outdoor Warning System and
future options. (B. Blythe, Fire Chief)
EXECUTIVE SESSION
If during the course of the meeting covered by this notice,the City Council should determine that a closed or executive meeting or session of the City
Council or a consultation with the attorney for the City should be held or is required,then such closed or executive meeting or session or consultation with
attorney as authorized by the Texas Open Meetings Act,Texas Government Code§551.001 et. seq.,will be held by the City Council at the date,hour and
place given in this notice as the City Council may conveniently meet in such closed or executive meeting or session or consult with the attorney for the City
concerning any and all subjects and for any and all purposes permitted by the Act,including,but not limited to,the following sanctions and purposes:
Texas Government Code Section:
§551.071—Private consultation with an attorney for the City.
§551.072—Discussing purchase,exchange,lease or value of real property.
§551.074—Discussing personnel or to hear complaints against personnel.
§551.087—Discussing certain economic development matters,
§551.073—Discussing prospective gift or donation to the City.
§551.076 -Discussing deployment of security personnel or devices or security audit.
Recess into Closed Session in compliance with Section 551.001, et.seq. Texas Government Code, to wit:
RECONVENE INTO OPEN SESSION
Take any action as a result from Executive Session.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on this 20th day of September, 2019 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.
Stephanie Storm,City Secretary Date Notice Removed
Wylie City Council
ie AGENDA REPORT
Meeting Date: September 24, 2019 Item Number: WS 1
(City Secretary's Use Only)
Department: Parks and Recreation
Prepared By: Robert Diaz Account Code:
Date Prepared: July 23, 2019 Exhibits:
Subject
Discuss the proposed Parks and Recreation Foundation. Joint session with the Parks and Recreation Board.
Recommendation
N/A
Discussion
In 2018 Parks and Recreation Staff was approached by Anne Hiney, President of the Blackland Prairie Playground
Foundation (BPPF), with the possible closing down of the Foundation. The reason for closing the foundation is that a
majority of the maintenance associated with Pirate Cove Playground is now being performed by the parks and recreation
department and there was no longer a need for the foundation. Robert Diaz, Parks and Recreation. Director, discussed
with Mrs. Hiney the possible transition of moving the BPPF to a parks and recreation foundation. This foundation would
be similar to other non-profit associations in the City, i.e. Friends of Smith Public Library. The purpose of the foundation
would be to provide a non-profit fundraising organization specifically for parks and recreation. One of the functions of a
foundation could be to provide funding for scholarships for parks and recreation activities to those in the City who are not
able to afford them.
Parks and Recreation Staff has discussed this type of foundation with the Parks and Recreation Board and the Board
supports this effort. Staff is seeking input from the City Council on their support of this type of foundation before more
efforts are made from the BPPF and parks and recreation staff to move forward in transitioning the current foundation to a
parks and recreation foundation. These efforts include an eventual agreement between the City and the newly formed
foundation. The Parks and Recreation Board will be invited to attend this work session in order to provide input directly
to the City Council.
Page 1 of 1
Wylie City Council
oF
1 AGENDA REPORT
Meeting Date: September 24, 2019 Item Number: WS 2
Department: Public Works (City Secretary's Use Only)
Prepared By: Wes Lawson Account Code:
Date Prepared: September 16, 2019 Exhibits: Presentation
Subject
Discuss two intersection configurations provided by the engineering consultant for the intersection of FM 544, County
Line Road and Vinson Road.
Recommendation
Direction
Discussion
The engineering consultant has looked at the traffic counts and existing right of way at the intersection of FM 544, County
Line Road and Vinson Road. They have proposed two layouts for the future intersections. One option is for a roundabout
with a bypass lane from southbound FM 544 to Vinson. The second option is for a horizontal curve to align FM 544 with
County Line Road and Vinson to intersect at a T intersection. Staff is asking council to select a preferred layout so that the
engineering consultant can continue the road design plans.
Page 1 of 1
FM 544 Intersection Layouts
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Wylie City Council
oF
1 AGENDA REPORT
Meeting Date: September 24, 2019 Item Number: WS 3
Department: City Manager (City Secretary's Use Only)
Prepared By: Brent Parker Account Code: N/A
Date Prepared: July 11, 2019 Exhibits: N/A
Subject
Hold a work session to provide an update on partnership with Enterprise Fleet Management for the cities fleet.
Recommendation
N/A
Discussion
The current fleet consists of 118 vehicles. Staff has researched cost saving options to address fleet management.
Enterprise Fleet Management was identified as an option. Over the past several weeks, staff has worked with Enterprise
to develop a five-year budget projection(attached).
The average vehicle replacement over the last six years has been 14 vehicles with the average budget amount being
between $600,000 and $630,000. Enterprise Fleet Management provides the city an option to lease vehicles on a four-
year rotation, which would enable the city to take advantage of equity, safer vehicles, and reduced maintenance costs.
The annual lease payment once the transition is complete will be approximately $1,000,000 for 118 vehicles. The
payment includes maintenance except for emergency response vehicles.
Page 1 of 1
City of Wylie Implementation Plan
Enterprise Fleet Management Implementation Plan
Fiscal Year 19-20 Fiscal Year 20-21 Fiscal Year 21-22 Fiscal Year 22-23 Fiscal Year 23-24
Accumulated Annual Payment(on EFM units) $ 250,586 $ 544,430 $ 821,138 $ 1,105,442 $ 1,105,442
Total Upfront Aftermarket Equipment Amount $ 174,497 $ 217,026 $ 111,548 $ 90,301 $ 174,497
Total Resale Estimate from Existing Fleet(1)(2) $ 182,500 $ 310,500 S. 235,500 $ 430,000 $ -
Total Equity Estimate at Term(3) $ - $ - $ - $ 265,000 $ 276,900
Net Cash after Equity $ 242,583 $ 450,956 $ 697,186 $ 500,743 $ 1,003,039
Total Number of Leased Vehicles from EFM 23 52 84 118 118
Total Number of City existing Vehicles 95 66 34 0 0
Fleet Total 118 118 118 118 118
(1)Will evaluate current fleet yearly for market value-current estimate is rough based on age and mileage for replacement year
(2)Estimated Equity is sight unseen and does not include the cost of deinstalling aftermarket or deidentifying vehicle
(3)Estimated Equity at Term is the equity at the end of the 48 month term for the first 23 vehicles replaced(for FY22-23)and second 30 vehicles replaced(for FY23-24)
City of Wylie Average Annual Fleet Replacement
FY14-21 Vehicles FY15-15 Vehicles FY16-16 Vehicles Average Annual Replacement 13
$750,531.00 $531,596.00 $606,000.00 Average Budgeted Amount $629,375.67
FY18-18 Vehicles, FY19-13 Vehicles FY20-10 Vehicles Average Annual Replacement 14
$663,200.00 $672,400.00 $462,200.00 Average Budgeted Amount $599,266.67
Wylie City Council
oF
1 AGENDA REPORT
Meeting Date: September 24, 2019 Item Number: WS 4
Department: Fire (City Secretary's Use Only)
Prepared By: Fire Account Code:
Date Prepared: September 6, 2019 Exhibits:
Subject
Work Session/Discussion/Presentation of the current City of Wylie Outdoor Warning System and future options.
Recommendation
Discussion
Wylie Fire Rescue and the City of Wylie believe awareness and preparation can help save lives. The outdoor warning
system is used as one resource in our community to alert citizens to severe weather events and other incidents. Discussion
topics will include:
00 The benefits and limitations to using this resource.
00 How the system is currently utilized and the expense to do so.
00 Options going forward that range from moving away from the system altogether to a saturation strategy to ensure
the whole city is covered including the necessary system upgrades.
00 Other alert systems that will be used in conjunction with the outdoor warning sirens and public outreach so
citizens clearly understand their functionality.
Page 1 of I
CITY OF WYLIE
OUTDOOR WARN ! NG
SI RE N REVIEW
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OUTDOOR WARNING SIRENS
• Discuss the current Outdoor Warning System (OWS)
• Determine what other options are available moving forward for comprehensive
notification system for the safety of our community
• Seek direction from Council on what avenue should be taken for the best interest of the
citizens of Wylie.
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BACKGROUND
• Current sirens are 1950's era civil defense sirens except for one
• During the 1970s they became a warning system to alert citizens "OUTDOORS" of
impending tornadoes and other hazardous incidents
• The City of Wylie acquired six used sirens between 1997- 1998
• The City of Wylie paid $500.00 for all 6 sirens at a City of Plano Auction
• These sirens were installed as areas of population grew
• In the last decade numerous applications and other notification/communication systems
have been evaluated
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OUTDOOR WARNING SIRENS
The City of Wylie currently operates 7 outdoor warning sirens.
95% effective outdoor coverage
I . Public Safety Building
2, Fire Station I
3. Fire Station 2
4. Olde City Park
5. E FM 544 between Braddock and Cedar Point
6. Country Club and Anchor
7. Lewis/McMillen (Only battery backup location)
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TESTING OF OUTDOOR WARNING SIRENS
• Sirens are polled automatically daily at 8:00 am
• Report is generated detailing any errors in communications
• The public does not hear this test
• Communications system utilized by Sirens is outdated.
• Security poses a risk
• Functionality is tested monthly —Audible Test
• First Wednesday of every month @ 1 :00 PM, weather permitting
CURRENT COSTS / ONGOING MAINTENANCE
• Replacement of existing siren poles
• Transitioning from wood to steel poles
• One wooden pole remains to be switched over and the cost for this is $9,750
• Maintenance and repair costs annually $2,500 - $3,000
• Annual Maintenance is currently averaging $5,200
• Ongoing issues with batteries and circuit breakers needing replacement
• Downtime is increasing every year
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QUESTIONS? - PART I
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SEVERE WEATH ER
• During severe weather in our area, Wylie Public Safety begins monitoring early before
the storms enter the Metroplex
• Resources utilized to monitor developing storms:
• The National Weather Service (NWS), NWS Chat, weather radio, various radars, reliable
major media outlets, Phone applications and the recommended OWS framework
UTILIZATION OF OUTDOOR WARNING SIRENS
• Outdoor warning sirens are often mistakenly referred to as "tornado sirens",
• However,they are utilized for other types of hazardous conditions which they may be activated for
• Examples of other uses include:
• Hazardous material release
• Severe weather that can be hazardous to people or property such as large hail and high winds
• Catastrophic emergencies such as a dam failure
• Criteria for Activation
• The North Central Texas Council of Governments (NCTCOG) created the North Central Texas Outdoor
Warning Siren Framework which is a recommended framework for regional jurisdictions to follow with criteria
for setting off the outdoor warning sirens
• The decision of each jurisdiction to activate the sirens is based on the totality of risk from the
information they are receiving during the time of the event
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MINIMUM ACTIVATION CRITERIA
❖ Severe Thunderstorm Warning - The National Weather Service issues a Severe Thunderstorm
Warning with the phrase "Destructive Winds in excess of 70mph or higher are likely with this
storm" for your immediate area or "Tornado Warning"
❖ Tornado - Trained storm spotters report a tornado in our jurisdiction or a neighboring
jurisdiction which has the potential to affect the City of Wylie
❖ Hail 1 .5" or greater - Hail observed to be 1 .5" or greater - In the event of a large outdoor
public gathering where the potential for injury would be great, local officials can use their
discretion to activate the OWS
.:. Community Initiated - Any emergency in a community where the public safety officials feel
necessary to activate the system
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PUBLIC PERCEPTION
• OutdoorWarning Sirens are only meant to be heard by those who are outdoors
• They are to alert persons outside that they need to go indoors to take shelter and get more
information and instruction as to what is taking place
• Citizens need to have pre-determined means of getting up to date information such as a
weather radio, favorite local media station, and phone apps just to list a few
■ During a storm when the sirens would be set off for a tornado, they cannot be heard
indoors due to the rain, wind, thunder, and other factors
■ Sirens are not meant to be heard indoors and should not be the only alert method
citizens use for severe weather notifications and warnings
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MAJOR FLAW OF ALERTING SYSTEM
• Warnings are not automatic. It's a layered approach, and a human has to make a decision
• Outdoor warning systems only Notify the public of an emergency
• Sirens cannot communicate what the emergency is
• Sirens cannot communicate what to do
• When sirens sound they generate fear in the public
• Many 91 I calls are received every time sirens are sounded
• On-Going efforts include identifying a common method to accurately communicate what
emergency exists and what actions to take
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COMMUNICATION
• The City of Wylie also utilizes additional notification systems along with the OWS system
which include Nixle and city social media outlets to notify citizens of impending severe
situations
• We will also be working with Collin County to implement the Integrated Public Alert and
Warning System (IPAWS) which is a location specific alerting system
• A renewed effort would be put in place to push educational information out to citizens
in regard to severe weather to help them understand the siren system and additional
methods they can use to get information before, during and after a severe weather event
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OPTIONS MOVING FORWARD
• MOVE AWAY AND ABANDON THE CURRENT OUTDOOR WARNING SIRENS
• UPGRADE CURRENT SYSTEM PROVIDING TOTAL SATURATION OF EFFECTIVE
RANGE
• MAINTAIN CURRENT SYSTEM AND ADD LAWS HAZARD ALERT SYSTEM TO ALL
COMMUNITY PARKS
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MOVE AWAY FROM OUTDOOR WARNING SIRENS
• Move away from the outdoor warning system
• San Angelo:
1 . July 2019 began phasing out their OWS.They will use only 1PAWS, a cell phone alert system.
2. Positives to this are the reduced costs for annual maintenance and the cost of replacing the
system due to age
3. This option is only relying on a single resource for warning information
• Houston and San Antonio do not utilize the siren system due to the vast coverage area and
Austin has chosen not to implement the system due to the cost to build, develop and maintain
the system. Houston uses a mass notification system Alert Houston which is similar to Code
Red
BUILD OUT AND SATURATE THE COMMUNITY
• Add new sirens and replace current ones for complete coverage
• This would lead to saturation of the city and include alerting communication upgrades
• Add up to three (3) new sirens to complete saturation
• Year I (FY 20-21 request)
• Add two sirens to uncovered areas
• Add NEXGEN software upgrade and an encrypted communication card
• ApproximateYear I funding requests $ 140,000
• Future year requests approximately $ 100,000
• Expansion and replacement would take place over the next 5-6 years
• Ongoing costs would include on-going maintenance and repairs
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MAINTAIN SYSTEMS AND ADD LAWS SYSTEM
• Maintain current System through on-going maintenance and necessary maintenance
• Add LAWS hazard alert systems to the community parks where there would large
outdoor populations.
• These systems are mobile and activate with a voice message from the NWS as soon as
warnings are issued
• These units are $40,000 per unit and includes the system, lightning warning and installation
FINAL QUESTIONS
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