Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, FEBRUARY 06, 2024 AT 2:30 PM MINUTES CALL TO ORDER Chairman Humphreys called the meeting to order at 2:31 p.m. PRESENT Chairman Cole Humphreys Council Member Junior Ezeonu ABSENT Council Member Kurt Johnson STAFF PRESENTATIONS 1. Neighborhood Recreation Centers: Venue Review Ray Cerda, the Director of Parks, Recreation, and Arts, introduced several City employees who had recently been promoted. The committee was apprised of the wide range of programs offered by the recreation centers, including the highly popular Daddy Daughter Dance event. The cost of participation in the Summer Days and Teen Camp programs was also discussed. Furthermore, the committee was informed about the various after-school programs, which included Spyda Basketball Skill Clinics, Youth Athletic Programs, Karate, Zumba, Ballet Folkorico, and Hoops for History. The Community Service Events such as Back to School Giveaway, National Night-Out, Halloween Special Events, and Community Thanksgiving Dinner were also discussed. Lastly, the committee was informed about the ongoing facility upgrades for the recreation centers and a comprehensive financial fiscal overview was presented. 2. Bond Sale Results Cathy Patrick, Chief Financial Officer discussed the results of the Bond Sales for the COS Series of 2024. The bonds had a negotiated sale value of $60 million, with a 5% interest rate. The Par Amount was $52.77 million, and the Premium was $7.75 million. The Interest Rate was 3.48%. Chairman Humphreys asked if the Municipality Bonds were tax-free, to which Ms. Patrick replied affirmatively that this bond was. The triple AAA rating of the bond allowed it to receive an excellent interest rate. Council Member Ezeonu inquired if any cities had purchased the bonds, to which Cathy stated they had not. When asked if they would like the list of cities, Chairman Humphreys declined. CONSENT AGENDA Motion to approve consent agenda item three and motion to recommend approval to City Council made by Council Member Ezeonu, seconded by Chairman Humphreys for consent agenda items four through nine. The motion carried unanimously. 3. Minutes of the January 9, 2024 Finance and Government Committee Meeting Finance and Government Committee – February 06, 2024 Page 1 of 4  Approved on Consent Agenda 4. Annual Contract with McMillan James for maintenance of Dectron systems at The Epic, The Summit, and the Kirby Creek Natatorium through a national cooperative agreement with BuyBoard. This contract will be for one year not to exceed $51,414 with the option to renew for two additional one-year periods. Total will not exceed $154,242 over three years if all extensions are exercised Approved on Consent Agenda 5. Authorize Payment of $118,623.25 to McGriff Insurance Services, Inc. for Renewal of the City’s Cyber Liability Policy With Underwriters at Lloyd’s of London for the Period of February 4, 2024, Through February 4, 2025 Approved on Consent Agenda 6. Annual Contract for Laserfiche Avante Maintenance Services from MCCi, LLC in the amount of $24,635.30 through a national interlocal agreement with Buyboard. This contract will be for one year with the option to renew for two additional one-year periods totaling $73,905.90 if all extensions are exercised Approved on Consent Agenda 7. Contract with Brandt Companies, LLC for repair and replacement of the filtration water return line at the McFalls Pool in the amount of $84,064.59 and include contingency of $5,935.41 for a total of $90,000 through a national inter-local agreement with BuyBoard Approved on Consent Agenda 8. Contract with DCC, Inc. in the amount of $120,000 for pool re-plastering at Tyre and McFalls outdoor pools through a national cooperative agreement with BuyBoard Approved on Consent Agenda 9. Annual contract for Risk Management Consulting services from McGriff for $35,000 annually. This contract is for one year, with the option to renew for five additional one-year periods, for total of $210,000 if all extensions are exercised Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 10. Annual Contract for Fleet Hydraulic Equipment Maintenance and Repair from TLR Hydraulics, up to $50,000 annually. This contract will be for one year, with the option to renew for four additional one-year periods, totaling $250,000 if all extensions are exercised Colby Frantz, Superintendent of Fleet Services presented to the committee the annual contract for the maintenance and repairs of City-owned equipment that is equipped with hydraulic systems, such as mowers, backhoes, and brush trucks. The maximum price of the annual contract is $50,000, and it includes augmented non-warranty maintenance costs that are associated with the continued use of units while awaiting delivery and placement in-service of new equipment. This contract is designed to deal with any unforeseen and significant repairs that may need to be undertaken, exceeding the spending of previous years. Reconditioning a Finance and Government Committee – February 06, 2024 Page 2 of 4  hydraulic pump system on heavy machinery can cost upwards of $10,000. Although the objective is to keep expenditures at a minimum, the available annual amount of $50,000 will enable us to promptly undertake any emergency repairs and ensure that the vehicles are put back in service for staff. Motion to recommend approval to City Council made by Council Member Ezeonu, seconded by Chairman Humphreys. The motion carried unanimously. 11. Contract for installation of fuel islands with an above-ground storage tank(s) (AST) at Mike Lewis Park and the Parks Maintenance Compound from Stovall Commercial Contractors, LLC for a combined total of $390,306.66 through a Cooperative Agreement with BuyBoard Colby Frantz, Superintendent of Fleet Services, spoke with the Committee concerning Mike Lewis Park and the Parks Maintenance Compound being identified by both Parks, Arts, and Recreation, and General Services as sites that could benefit from having fuel tanks installed to better serve the employees of Grand Prairie by increasing productivity and efficiency. Ray Cerda, Director of Parks, Recreation, and Arts interjected and introduced Joey Gomez, Parks Superintendent to further elaborate concerning the fuel islands. Mr. Gomez stated that Mike Lewis Park’s location would allow both the Police and Fire departments to utilize the site for their fueling needs in the north sector of Grand Prairie. The Mike Lewis Park has an estimated total of $206,385.95. The Park Maintenance Compound is approximately $183,920.71. State Purchasing laws, Government Code, Chapter 271.102 authorize local governments to enter joining contracts and cooperative agreements for the performance of governmental functions normally associated with government operations such as purchasing necessary materials and supplies. During the meeting, Council Member Ezeonu inquired about the potential cost savings for the City, estimated to be around $75k annually. Mr. Gomez confirmed that such savings would indeed be possible, achieved through reduced work hours. Chairman Humphreys raised a concern about the need for additional resources in south Grand Prairie and asked whether this was being considered. Mr. Gomez responded that there are several resources available at different Fire Stations and that Fire Station Eleven is also being considered. Motion to recommend approval to City Council made by Council Member Ezeonu, seconded by Chairman Humphreys. The motion carried unanimously. 12. Contract amendment 01 for Main Street Fest vendor sourcing and management from B-Weiss Entertainment Group LLC for an amount not to exceed $250,000 through a Master Interlocal Agreement with the City of Lewisville, Texas Kelly Eddlemon, Parks, Arts and Recreation Marketing and Communication Supervisor updated the Committee City staff on an amendment to collaborate with B-Weiss Entertainment Group, LLC (BWEG) to acquire various products and services necessary for the Main Street Fest event while staying within a predetermined budget. Examples of such products and services include tents, tables, chairs, stage audio/visual/lighting, fencing/barricades, porta- potties, stage technical staffing, artist rider requirements/hospitality, generators/electrical, arts and craft/business vendor coordination, and any other items critical to the event, as deemed necessary by City staff. BWEG will offer a negotiated low vendor pricing option for each item to the City for final approval. BWEG will also coordinate with vendors from the beginning of the event through its tear-down. By utilizing BWEG, the Special Events team will receive much-needed assistance, potential cost savings through BWEG's vendor contacts, and Finance and Government Committee – February 06, 2024 Page 3 of 4  additional expertise in festival management to improve the event's efficiency. Additionally, state purchasing laws, Government Code, Chapter 271.102, allow local governments to enter into joint contracts and cooperative agreements for the performance of governmental functions that are typically associated with the operation of government, such as purchasing necessary materials and supplies. The City has approved a Master Interlocal agreement with the City of Lewisville, Texas, which allows the City to use all the entity's agreements. During the discussion, it was told that the City had earmarked a certain amount for the event, and the $250,000 mentioned was separate from the budget for entertainment. However, an additional $30,000 increase was required for BWEG to manage the contractors instead of City staff handling it as in previous years. Chairman Humphreys expressed a desire for City staff to be involved in the event, even though third-party vendors may be used. Additionally, he asked if the $250,000 covers the entertainment cost. Mr. Eddlemon confirmed that city staff will still be present and stated that the $250,000 will not cover the separate entertainment. Council Member Ezeonu asked why it was stated as an amendment and Mr. Eddlemon said it was because of the additional cost required for additional stage production and assistance. Motion to recommend approval to City Council made by Council Member Ezeonu, seconded by Chairman Humphreys. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS No citizen comments. ADJOURNMENT Chairman Humphreys adjourned the meeting at 3:12 p.m. Cole Humphreys, Chairman Finance and Government Committee – February 06, 2024 Page 4 of 4