Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, JUNE 04, 2024 AT 2:30 PM MINUTES CALL TO ORDER Chairwoman Clemson called the meeting to order at 2:30 p.m. PRESENT Chairwoman Jorja Clemson Council Member Junior Ezeonu ABSENT Council Member Kurt G. Johnson STAFF PRESENTATIONS 1. Budget Process Timelines Thao Vo, Budget and Audit Services Director presented the upcoming Budget Calendar timeline. The Deputy City Manager review will begin this month, followed by the City Manager's Office review in July. The Finance and Government Committee reviews will occur on July 23rd, 30th, and Aug 6th. The City Council's Annual Budget Workshop will be held on August 14th-15th, with a public hearing on September 17th. 2. Update on Epic Central Restaurants Cheryl De Leon, Deputy City Manager, and Lisa Norris, Managing Director provided an update on Epic Central Restaurants' revenue structure and Fee Summary for May 2024, per Council Member Johnson's request. CONSENT AGENDA Motion to approve consent agenda item three and motion to recommend approval to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson for consent agenda items four through thirteen. The motion carried unanimously. 3. Minutes of the May 7, 2024 Finance and Government Committee Meeting Approved on Consent Agenda 4. Award a contract for roof surface reconditioning at The Summit from Garland/DBS Inc for $674,048 through a Master Cooperative Agreement with OMNIA Partners Finance and Government Committee – May 07, 2024 Page 1 of 5  Approved on Consent Agenda 5. Award a contract for roof replacement at Fire Station #1 from Garland/DBS Inc for $556,430 through a Master Cooperative Agreement with OMNIA Partners Approved on Consent Agenda 6. Annual Contract for products, services, and support of the City’s telephone system from Lantana Communications in the amount of $58,050.00 annually through a Master Cooperative with Choice Partners. This contract will be for one year with the option to renew for 2 additional one-year periods, allowing an increase not to exceed 5% annually with an estimated total of $183,002.63 if all extensions are exercised Approved on Consent Agenda 7. Annual Contract with Solid Border Inc. for Barracuda Networks Inc. Email Protection Premium Plus software in the estimated amount of $182,319.60 annually through a National Interlocal Agreement with DIR-TSO-4365. This contract will be for one year, with the option to renew for four additional one-year periods, allowing an increase not to exceed 10% with an estimated total of $1,113.079.39 if all extensions are exercised Approved on Consent Agenda 8. Annual contract for fire alarm monitoring and repair services from Pye Barker through a Cooperative Agreement with The Interlocal Purchasing System (TIPS). This contract will be for one year (up to $230,000 annually) with the option to renew for four additional one-year periods, totaling $1,150,000 if all extensions are exercised Approved on Consent Agenda 9. Purchase of a generator for the Emergency Operations Center (EOC) from Holt Cat through a Master Cooperative Agreement with Sourcewell. This is a one-time purchase in the amount of $478,628.26 with a contingency of $47,862.83 totaling $526,491.09 Approved on Consent Agenda 10. Annual Contract for Avaya phone system software subscription licensing from Lantana Communications in the amount of $126,916.00 annually through a Master Cooperative Agreement with DIR. This contract will be for one year with the option to renew for 2 additional one-year periods, allowing an increase not to exceed 5% annually with an estimated total of $400,102.69 if all extensions are exercised Approved on Consent Agenda 11. Ordinance amending the FY 2023/2024 Operating Budget for the Golf Fund for the purchase of (2) Toro Workman HDX Utility Vehicles ($34,515.50 each) for the Prairie Lakes Golf Course and Tangle Ridge Golf Course, totaling $69,031 Finance and Government Committee – May 07, 2024 Page 2 of 5  Approved on Consent Agenda 12. Ordinance amending the FY 2023/2024 Operating Budget for the Tree Preservation Fund permitting the Cemetery to utilize $6,300 for the purchase of protected canopy trees to be installed at the Grand Prairie Memorial Gardens Cemetery Approved on Consent Agenda 13. Change Order No. 1 in the amount of $6,900 to add additional contract hours and funding to the Personal Services annual contract with Kathleen Mercer. The original contracted amount totaled $50,000 for Business Operations and Financial Consultant Services for the Epic Central Development. The change order will result in a total project cost of $56,900 Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 14. Annual contract with Sole Source vendor OTL, Inc. for preventative and recurring maintenance of ($92,472), feature stock inventory replacement ($32,274), and expandable programming ($90,000) for the Illuvia Water Fountain and show at Epic Central. This contract will be for one year, totaling $214,746, with the option to renew for four additional one-year periods, for a total cost of $1,102,302 Zane King, Creative Producer, Epic Central presented to the committee updates concerning the renewal contract's maintenance services, including weekly and recurring maintenance, as well as the need for a preventive maintenance program. The contract also includes provisions for stock parts and inventory for replacing components not covered by warranty. Furthermore, the contract allows for expanded programming and integration of a larger library of songs for the Illuvia Water Fountain show, ensuring its relevance and diversity throughout the year. Additionally, the contract is exempt from the competitive bid process due to the sole provider status of OTL for maintenance and programming services as per the Local Government Code Chapter 252. Council Member Ezeonu asked what some of the issues the Illuvia Water Fountain has experienced, and Mr. King stated that the major issue has been wildlife and humidity. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 15. Ordinance approving the Program Year 2024 Community Development Block Grant (CDBG) and HOME Budgets Esther Coleman, Housing and Neighborhood Services Director spoke with the committee about the Housing and Community Development Act of 1974 consolidating federal programs into a single block grant. Funding for the Community Development Block Grant (CDBG) has Finance and Government Committee – May 07, 2024 Page 3 of 5  decreased to $1,539,351.00 in 2024. The program aims to benefit low and moderate-income individuals and neighborhoods. The proposed 2024 programs are detailed in Exhibit 1, and the 2024 CDBG/HOME budget is outlined in Exhibit 2. The HOME Program, created in 1990, aims to provide affordable housing to lower-income households. Grand Prairie will receive $525,476.00 for the 2024 program year, a decrease from the previous year's allocation of $620,008.00. Council Member Ezeonu inquired about the reduction in housing funds for 2023. Mrs. Coleman explained that they are currently providing maintenance for a neighborhood garden, which is why they are considering reducing the number of home repairs to possibly eight. She also mentioned the possibility of using leftover funds from previous budgets to help cover any shortfall. This program works on a reimbursement basis, so they must demonstrate how and when they serve the community and families and meet all the necessary criteria. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 16. Change Order #3 in the amount of $60,000 to add additional funds for general staffing to the annual contract with Ad A Staff for a total cost of $1,565,000 Thao Vo, Director of Management Services presented to the committee concerns regarding the Management Services the City Council is being asked to approve Change Order #3, which increases the funding for the annual contract with Ad A Staff, LLC by $60,000. This will bring the total annual cost to $360,000 and the total project cost to $1,565,000The City requires additional funding for temporary staffing in various departments due to short-term increases in workload, more special projects, and ongoing vacancies in hard-to-fill positions. The contract allows for flexible and cost-effective staffing as needed. The requested amount of $60,000 is expected to cover the costs of general temporary staffing for the remaining contract period. The funds for Change Order #3 are available within the existing budget allocations of the departments that use temporary staffing services. Each department will need to manage its budget to accommodate this expense until the end of the current fiscal year. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 17. Construction contract with Cole Construction, Inc. for National Fitness Campaign (NFC) Courts construction in the amount of $586,855.38 plus a 10% contingency in the amount of $58,685.00 for a total project cost of $645,540.38 Steve Plummer, Parks Planning and Development Manager presented to the committee plans for the construction of NFC Courts at five locations and the installation of NFC fitness equipment at all six sites. The base bid from Cole Construction, Inc. came to $586,855.38 with a 10% contingency, making the total project cost $645,540.38. The bid notice #24110 was published in the Fort Worth Star-Telegram and PlanetBids. It's important to note that the work for the sixth site (Tyre Park) is part of the Tyre Park Phase II project and is not included in this request. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. Finance and Government Committee – May 07, 2024 Page 4 of 5  18. Consent to sublease agreement between Lynn Creek SMI, Inc, LLC/Lynn Creek SMI Series LLC and BJG Lynn Creek LLC, Inc for construction of improvements and operation of the golf range at Lynn Creek Marina, subject to approval by the United States Army Corp of Engineers Ray Cerda, Parks Arts and Recreation Director introduced Brian Keelan, General Manager for Lynn Creek Marinas, who spoke with the committee of negotiations regarding Lynn Creek SMI, LLC and a sublease agreement with Blue Jeans Golf., BJG Lynn Creek for the improvement and operation of the existing golf range at Lynn Creek Marina. BJG Lynn Creek will be responsible for funding the improvements to the golf range, which will include modernization and the addition of technological elements such as ball tracing technology and TVs at each station. The new sublease agreement will be for a term of ten years, with an option to extend for an additional ten years. BJG will pay the City 5% of the monthly gross revenues. It is estimated that the annual revenue from the golf range will increase from $150,000 to $650,000, potentially boosting the City's annual revenue from $7,500 to $32,500. The sublease agreement is currently under review by the US Army Corps of Engineers and requires consent from both the City and the Corps for execution. Council Member Ezeonu asked if there were any requests in the plans for city funding with this. Mr. Keelan confirmed there was not. Chairwoman Clemson inquired about the operating hours and potential cost difference between the proposed facility and TopGolf. Mr. Keelan clarified that the facility would be open from 7:00 a.m. to 9:00 p.m., would not offer food or drinks, and would be at least half the price of TopGolf. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS Lynn McGinley, 1302 Green Hills Rd., Duncanville, TX 75137 spoke in support of item 15. Mrs. McGinley expressed concern that when the City allocates the same amount of funding to the top three non-profits, it may not accurately reflect their individual needs. She mentioned that she had to hire individuals with master's degrees and is worried that they might feel constrained by existing parameters. She also stated that they have requested a significant amount of funding from the City Council to launch a new parenting program in the community. She asked if there was a possibility of receiving additional support and expressed gratitude for the assistance they have received thus far. ADJOURNMENT Chairwoman Clemson adjourned the meeting at 3:31 p.m. Chairwoman Jorja Clemson Finance and Government Committee – May 07, 2024 Page 5 of 5