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09-22-2020 (City Council) Minutes IA/ IN Wylie City Council CITY OF WYLIE Minutes Regular Meeting September 22,2020—6:00 p.m. Wylie Municipal Complex—Council Chambers 300 Country Club Road,Bldg. 100 Wylie, TX 75098 CALL TO ORDER Mayor Eric Hogue called the regular meeting to order at 6:01 p.m. The following City Council members were present: Mayor pro tern Jeff Forester, Councilman Matthew Porter, Councilwoman Candy Arrington, Councilman Timothy T.Wallis, and Councilman David Dahl. Councilman David R.Duke was absent. Staff present included: City Manager Chris Hoisted; Assistant City Manager Brent Parker; Assistant City Manager Renae 011ie; Police Chief Anthony Henderson; Fire Chief Brandon Blythe; Public Information Officer Craig Kelly; Parks and Recreation Director Robert Diaz; Finance Director Melissa Beard; Public U Works Director Tim Porter; Planning Manager Jasen Haskins; Project Engineer Wes Lawson; WEDC Executive Director Jason Greiner; Public Arts Coordinator Carole Ehrlich; City Secretary Stephanie Storm, and various support staff. INVOCATION&PLEDGE OF ALLEGIANCE Mayor Hogue led the invocation and WISD Superintendent David Vinson the Pledge of Allegiance. PRESENTATIONS • Declaring October 4-10,2020 as Fire Prevention Week in the City of Wylie. This presentation was moved to the October 13,2020 City Council meeting. • Manufacturing Day Proclamation. Mayor Hogue presented a proclamation proclaiming October 2, 2020 as Manufacturing Day in Wylie,Texas. Representatives from WISD, Wylie Economic Development Corporation, Deanan Gourmet Popcorn, Collin College Wylie,and Barco Pump were present to accept the proclamation. CITIZEN COMMENTS ON NON-AGENDA ITEMS Aleksandra Rolfson, representing Riverchase HOA, addressed Council regarding concerns with street and infrastructure issues. Hogue requested staff bring back additional information at a future meeting. Minutes September 22,2020 Wylie City Council Page 1 • 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 September 8,2020 Regular Meeting and Work Session of the Wylie City Council. (S. Storm, City Secretary) B. Consider,and act upon,approval of a Final Plat for SeventyS&Westgate Addition,being a Replat of Lot 2,BlockA of the Westgate Center Phase One Addition,establishing two lots on 15.7208 acres, located at 960 and 970 South Westgate Way. (J. Haskins, Planning Manager) C. Consider, and act upon, Resolution No. 2020-51(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. (M Beard, Finance Director) D. Consider,and act upon,approval of the Purchasing Policies. (M. Beard, Finance Director) E. consider,and act upon,approving the Debt Management Policy. (M. Beard, Finance Director) F. Consider, and act upon, Resolution No. 2020-52(R) authorizing the City Manager to execute an Interlocal Cooperation Agreement with the City of Parker for Fire and Emergency Medical Dispatch Services in accordance with City of Parker Resolution#20-639. (B. Blythe, Fire Chief) G. Consider,and act upon,Resolution No.2020-53(R) of the City Council of the City of Wylie,Collin, Dallas and Rockwall Counties,Texas,Amending Resolution Nos.2020-35(R),2020-22(R),and 2020- 06(R),which Ordered a General Election for the purpose of electing the positions of Mayor and two Council Members(Place 5 and Place 6)of the Wylie City Council,to hold office for a period of three years; amending the locations of Polling Places; providing a repealing clause. (S. Storm, City Secretary) H. Consider,and act upon,Resolution No.2020-54(R) of the City Council of the City of Wylie,Collin, Dallas and Rockwall counties,Texas,amending Resolution Nos.2020-36(R),2020-22(R),and 2020- 10(R), which ordered a Special Election for the purpose of filling a vacancy in the office of City Council,Place No. 2, resulting from the resignation of council member Matthew Porter,amending the locations of polling places; providing a repealing clause. (S. Storm, City Secretary) I. Consider,and act upon,Resolution No.2020-55(R) of the City Council of the City of Wylie, Collin, Dallas and Rockwall counties,Texas,amending Resolution No.2020-37(R),which ordered a Special Election to be held on November 3,2020,for the purpose of submitting to the qualified voters of the City of Wylie certain proposed amendments to the existing Home Rule Charter of the City of Wylie, in conjunction with the City of Wylie General Election and Special Election to fill a vacancy on November 3, 2020, and administered by the Collin, Rockwall and Dallas County Elections Administrators; amending the locations of Polling Places; providing a repealing clause. (S. Storm, City Secretary) J. Consider,and place on file,the monthly Revenue and Expenditure Report for the Wylie Economic Development Corporation as of August 31,2020. (J. Greiner, WEDC Director) K. Consider,and place on file,the City of Wylie Monthly Revenue and Expenditure Report for August 31,2020. (M. Beard, Finance Director) Minutes September 22,2020 Wylie City Council Page 2 L. Consider,and place on file, the City of Wylie Monthly Investment Report for August 31,2020. (M. Beard, Finance Director) 1 M. Consider,and act upon,the approval of the purchase of interior furnishings and installation for the Wylie Public Safety Building from Plano Office Supply in the estimated amount of$300,867 through a cooperative purchasing contract with Collin County Governmental Purchasing Forum(CCGPF), and authorizing the City Manager to execute any necessary documents. (G. Hayes, Purchasing Manager) N. Consider,and act upon,Resolution No.2020-56(R) of the City Council of the City of Wylie,Texas, approving the Rockwall Central Appraisal District's proposed building addition to the property located at 841 Justin Road,Rockwall,Texas. (C. Hoisted, City Manager) O. Consider, and act upon, approval of a vendor application from Wylie East High School Theater Department fundraiser event at Community Park on October 12,2020. (R Diaz,Parks&Recreation Director) Councilman Porter requested Items C, D, and E be pulled from Consent and considered individually. The consensus of Council was to consider Items C,D,and E individually. Council Action A motion was made by Councilman Dahl, seconded by Mayor pro tem Forrester, to approve the Consent Agenda items A, B, and F-O as presented. A vote was taken and motion passed 6-0 with Councilman Duke absent. C. Consider, and act upon, Resolution No. 2020-51(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. (M. Beard, Finance Director) Council Comments Councilman Porter asked if the City has looked at changing any of the strategies in regards to investments. Finance Director Beard responded that there were no plans to change the investment strategies. The excess funds are currently in TexPool,or TexStar which is managed by Hilltop Securities. Council Action A motion was made by Councilman Porter, seconded by Mayor pro tem Forrester,to approve Resolution No. 2020-51(R) approving the current Investment Policy. A vote was taken and motion passed 6-0 with Councilman Duke absent. D. Consider,and act upon,approval of the Purchasing Policies. (M. Beard, Finance Director) Council Comments Councilman Porter expressed concerns regarding Chapter 7,Methods of Procurement process,and the matrix scoring. City Manager Hoisted and Purchasing Manager Hayes gave additional information on the current bidding and matrix scoring process. Council Action A motion was made by Councilman Porter, seconded by Mayor pro tem Forrester, to approve the Purchasing 111 Policies.A vote was taken and motion passed 6-0 with Councilman Duke absent. Minutes September 22,2020 Wylie City Council Page 3 E. Consider,and act upon,approving the Debt Management Policy. (M. Beard, Finance Director) Council Comments Councilman Porter asked if there are any major changes being implemented from the prior policy, and where does the City stand on a percentage basis regarding the debt. Finance Director Beard responded the City has not had a separate Debt Management Policy in the past.Debt was previously addressed vaguely in the general financial policies. Beard stated the new Debt Management Policy has benchmarks for staff to refer to and was drafted using GFOA best practices and by reviewing surrounding cities Debt Management Policies. Council Action - A motion was made by Mayor pro tem Forrester, seconded by Councilman Porter, to approve the Debt Management Policy.A vote was taken and motion passed 6-0 with Councilman Duke absent. REGULAR AGENDA 1. Consider,and act upon,approving the Financial Management Policies. (M. Beard, Finance Director) Staff Comments Finance Director Beard addressed Council stating the purpose of the Financial Management Policies is to formalize financial guidelines for the City. The scope of the policies span accounting, auditing, financial reporting, internal controls,operating and capital budgeting,revenue management and expenditure control. Beard stated the Financial Management Policies were previously approved on September 24, 2019 and two changes have been made for FY 2020-2021: Section VII (G) previously had contract signature authority for contracts equal to or less than $1,000 delegated by the City Manager to the purchasing agent. This has been updated to $10,000 to the Purchasing Manager, and Section X (A-D) was deleted with a note that debt management is now addressed by a separate Debt Management Policy. Beard reported Section II(E)addresses external auditor rotation if Council would like to address any specific changes. Council Comments Councilman Porter asked if Council was to add language regarding auditor rotation, is there is a time frame that Finance recommends. GFOA best practices recommends a multi-year agreement of at least five years to allow for greater continuity,helps to minimize potential for disruption and connection with the audit,and helps reduce audit costs. Mayor pro tem Forrester asked how many consecutive five-year contracts is staff recommending.Beard responded that staff would not recommend a policy that requires the City to rotate and not allow the current firm to submit a bid. Beard responded this is Weaver's 11th year to conduct the audit. During that time frame, Weaver provided rotation by assigning four different audit managers, three different audit partners,and five different audit seniors.Beard also stated it is rare for the field work staff to return more than two years in a row; the personnel are rotated frequently. Weaver currently serves at least 50 north Texas cities and only one of these clients currently requires an audit rotation: Councilmen Porter and Wallis,Mayor pro tem Forrester,and Councilwoman Arrington stated they would like to see options of adding an auditor rotation into the Financial Management Policies. Purchasing Manager Hayes addressed Council stating she confirmed with Legal that an audit rotation can be added to the Finance policy, and subsequently referenced in the bid specification that would preclude the incumbent firm from submitting a bid. Hayes went on to explain the ramifications of the policy will be that if the City received no bids, or no qualified bids during a bid process, the only option is to rebid or go to Council and request an exception to the Finance policy.Porter asked what the proper wording would be,if an audit rotation was included in the policy, to ensure the City receives at least one bid. Hayes stated that if the Minutes September 22,2020 Wylie City Council Page 4 rotation policy is adopted, she does not believe wording could be added to a bid to allow the current vendor to submit just in case no qualified bids were received; the City would have to prohibit them from submitting a ' bid altogether. Councilman Wallis asked who sets the evaluation criteria. Hayes explained that the evaluation criteria is established by her and the associated City department based on what is important to the department for the particular service,the importance of the cost,and the complexity of the project. Council Action A motion was made by Councilman Dahl to approve the Financial Management Policies.The motion died for the lack of a second. A motion was made by Councilman Porter to approve the Financial Management Polices with an amendment to Section 2(E)changing the wording to the City will require an external auditor rotation at an interval of eight years.The motion died for the lack of a second. A motion was made by Councilman Wallis, seconded by Councilman Porter, to table the approval of the Financial Management Policies to allow for a work session discussion prior to approval at the October 13, 2020 City Council meeting. A vote was taken and motion passed 5-1 with Councilman Dahl voting against and Councilman Duke absent. 2. Consider,and act upon,the submission of an Official Ballot for the Texas Municipal League Intergovernmental Risk Pool Board of Trustees Election. (C. Hoisted, City Manager) Staff Comments 111 City Manager Hoisted addressed Council stating the City received a ballot for four places for Texas Municipal League Intergovernmental Risk Pool. The TMLIRP defends the City in cases of workers compensation, property, and liability litigation. The members serve a six-year term and the packet included additional information regarding each candidate. Council Action A motion was made by Mayor Hogue, seconded by Mayor pro tern Forrester, to cast the City's ballot for the election to the TML Intergovernmental Risk Pool Board of Trustees to Robert Herrera for Place 1,John Fullen for Place 2,George Hyde for Place 3,and Kimberly Meismer for Place 4. A vote was taken and motion passed 6-0 with Councilman Duke absent. Mayor Hogue convened the Council into Work Session at 7:31 p.m. WORK SESSION • Discuss the remaining 2020 City events and the impact of COVID-19. (C. Kelly, Public Information Officer) City Manager Hoisted addressed Council stating staff is planning on proceeding ahead with the remaining events for year with some changes. Council supported staffs decision to move forward with the events and feels the events can be held in a safe manner. Appreciation was expressed to the representatives in attendance which included Downtown Merchants, City staff, and First Baptist Church (FBC) Wylie. Public Information Officer Kelly and FBC representative Craig Watson stated a safety plan would be put in place for each event and that plan will be submitted to Emergency Operations for approval. Minutes September 22,2020 Wylie City Council Page 5 • Annual CWD report and discussion of potential solutions for bulk/brush service and contract extension. (B. Parker,Asst. City Manager) Assistant City Manager Parker addressed Council stating CWD provides a report annually to the Council. The 2019 report was delayed due to COVID. In addition to the annual report, staff would like to discuss possible solutions to the bulk/brush service. Greg Roemer, president of CWD, gave CWD's annual report regarding solid waste pickup, X-treme Green Events, and sponsorship within the City for 2019. Parker reported the current bulk/brush service requires citizens to call-in and schedule a pick-up.Staff recently met with CWD to identify possible solutions to enhance the bulk/brush service. CWD identified two possible solutions.The first solution is to provide monthly pick-up service without citizens having to call and schedule. The option would divide the City into four quadrants and with one quadrant serviced each week. This service would cost an additional$0.97/month.The second solution is to stage two rear load trucks at the Service Center on Hensley Lane from 8-12 each Saturday to allow citizens to drop-off bulk and brush.The cost for this service is an additional $0.47/month. CWD is requesting a five-year extension of their contract if one of the above is chosen. Parker stated some benefits with option one includes a quarter of the City would be free of bulk three weeks out of the month, Code Enforcement would be able to enforce compliance on a routine basis, and the overall appearance of the City would be enhanced. Some benefits with option two include citizens being able to dispose of bulk/brush without having to call-in or when it is not their week for pick-up, provides Code Enforcement an option during enforcement,covenant for citizens, and enhances the overall appearance of the City. Parker stated the current rate charged to the residents is $13.16 a month. If the City proceeded with both options, CWD would charge the City$11.33 a month, for once a month no call-in bulk would be$10.87,and for Saturday brush and bulk drop off only the increase would be $10.36. CWD will not be requesting a rate increase this year.Parker stated if the City absorbed half the monthly cost the rate increase would be$0.72 for both, $0.49 for once a month no call-in bulk pickup, and $0.23 for Saturday drop off. If the City passed the monthly cost to customer the rate increase would be$1.43 for both, $0.97 for once a month no call-in pickup, and$0.46 for Saturday drop off. Parker answered questions from Council. Hogue asked Roemer if CWD would consider one of the three options without the five-year contract extension. Roemer stated they would consider that. Consensus from Council was to proceed with the second solution of staging two rear load trucks at the Service Center on Hensley Lane from 8 a.m.-12 p.m. each Saturday with the City absorbing half the monthly cost increase and continue to allow call-in. RECONVENE INTO REGULAR SESSION Mayor Hogue convened the Council into Regular Session at 8:19 p.m. Mayor Hogue convened the Council into Executive Session at 8:20 p.m. 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 Minutes September 22,2020 Wylie City Council Page 6 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 puposes: Texas Government Code Section: I §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.seg. Texas Government Code, to wit: Sec.551.087.DELIBERATION REGARDING ECONOMIC DEVELOPMENT NEGOTIATIONS; CLOSED MEETING. This chapter does not require a governmental body to conduct an open meeting: (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations;or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision(1). • Deliberation regarding commercial or financial information that the WEDC has received from a business prospect and to discuss the offer of incentives for Projects 2018-10c,2019-3a, 2019- 12a,2020-4c and 2020-7a. Sec. 551.072. DELIBERATION REGARDING REAL PROPERTY; CLOSED MEETING. A governmental body may conduct a closed meeting to deliberate the purchase,exchange, lease,or value of real property if deliberation in an open meeting would have a detrimental effect on its negotiating position. 111 • Consider the sale or acquisition of properties located at: Cooper&FM 544. RECONVENE INTO OPEN SESSION Take any action as a result from Executive Session. Mayor Hogue convened the Council into Open Session at 9:02 p.m. ADJOURNMENT A motion was made by Councilman Porter, seconded by Councilman Wallis, to adjourn the meeting at 9:03 p.m. A vote was taken and motion passed 6-0 with Councilman Duke absent. r ,ice Eric Hogue,Ma ii / cer iL,, , E ATTEST: Ma i 1 '_ ... 4 o: 04 Q� i. dthw •� 9P„tAIER41(Wq` •• Stephanie Storm,City Secretary , .c .18870 s ` 1 Minutes September 22,2020 Wylie City Council Page 7