Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE MEETING CITY HALL - COUNCIL BRIEFING ROOM, 300 W. MAIN STREET TUESDAY, AUGUST 05, 2025 AT 4:00 PM MINUTES CALL TO ORDER Chairman Junior Ezeonu called the meeting to order at 4:00 p.m. PRESENT Chairman Junior Ezeonu Deputy Mayor Pro Tem Kurt G. Johnson Council Member Bessye Adams STAFF PRESENTATIONS 1. Financial Update Susan Sanders, Director of Finance presented the Financial Update as of June 2025 for the 2024-2025 fiscal year. She reviewed revenues and expenditures from October 2024 through June 2025 for the General Fund, Water/Wastewater Fund, Solid Waste Fund, Hotel Motel Tax Fund and Sales Tax. 2. Future Operations of Tangle Ridge Golf Course Stephen Bowles, Parks Fiscal Manager, presented the comparative review of operation structures for Tangle Ridge Golf. He discussed the current status, current structure of Tangle Ridge, current structure at Prairie Lakes, current and potential future options and potential timeline. Chairman Ezeonu requested clarification on the third-party flat fee model and the third-party revenue-sharing model. Deputy Mayor Pro Tem Johnson inquired about the advertising locations for the upcoming Request for Proposals (RFP). Thao Vo, Director of Budget, noted that the RFP would be posted on PlanetBids and in the newspaper. Deputy Mayor Pro Tem Johnson also requested that staff contact the PGA to encourage their participation in the bidding process. Megan Mahan, Deputy City Manager, confirmed that staff would do so. Council Member Adams asked whether there would be a threshold included for the third-party revenue-sharing model. Mr. Bowles responded that such a provision could potentially be added to the RFP. Deputy Mayor Pro Tem Johnson expressed concern about establishing a standard, suggesting that the language should instead indicate that the arrangement must remain financially beneficial to the city. Council Member Adams expressed support for the third-party revenue-sharing option, and Deputy Mayor Pro Tem Johnson agreed, stating that he preferred this model, particularly with a city-employed golf professional. Ms. Mahan concluded the discussion by recommending that staff issue the RFP, gather market responses, develop a pro forma, and bring the information back to the committee for review and consideration. Finance and Government Committee Meeting – August 05, 2025 Page 1 of 5  Chairman Ezeonu asked when the ninth year of the current contract would expire and requested a staff recommendation. Mr. Bowles responded that the contract ends in September 2025. Ray Cerda, Director of Parks, Arts and Recreation, recommended a six-month extension of the existing contract. The committee concurred with this recommendation. CONSENT AGENDA Chairman Ezeonu asked the committee if there were any questions regarding the consent agenda. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to approve consent agenda item three and to recommend approval to Council for consent agenda items four through six. The motion carried unanimously. 3. Minutes of the July 8, 2025 Finance and Government Committee Meeting Approved on Consent Agenda 4. Authorizing the transfer of real property located at 503 W. Church Street, Grand Prairie, Dallas County, Texas from the City of Grand Prairie to the Grand Prairie Local Government Corporation for the City’s Calvary Downtown Development Project for the purchase price of $0.00 plus additional appropriate closing or recording fees estimated at $100.00; and Authorizing the City Manager to execute the General Warranty Deed and any and all other documents necessary for and related to said transfer Approved on Consent Agenda 5. Approve contract with CBZ, LLC in the amount of $58,090.45 for holiday décor installation and takedown at the 2025 Prairie Lights Holiday Village Tent through a national cooperative agreement with The Interlocal Purchasing System (TIPS) (Reviewed by the Finance and Government Committee on 08/05/2025) Approved on Consent Agenda 6. Award Annual Contracts for the purchase of signs and banners to Exalt Printing Solutions, LLC, Grupo Guerra, LLC dba Frontend Solutions, and Risner Naukam Design Group, Inc. dba The Bubble. Each contract will be for an initial one-year term in an amount not to exceed $20,000 with the option to renew two additional one-year periods totaling an amount not to exceed $60,000 if all extensions are exercised. Staff will utilize one of the three vendors based on the lowest bid unit pricing and the needs of the City Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 7. A Resolution of the City of Grand Prairie, Texas, Adopting a Revised Competitive Bidding Threshold and Increasing the City Manager’s Contract Authority to $100,000 in Alignment with Senate Bill 1173, Effective September 1, 2025. Thao Vo, Director of Management Services presented this item to the committee noting the city to adopt a revised competitive bidding threshold of $100,000 and to authorize the City Manager to approve contracts and expenditures up to that same amount, consistent with Senate Bill 1173, which becomes effective September 1, 2025. Finance and Government Committee Meeting – August 05, 2025 Page 2 of 5  Council Member Adams inquired whether adoption of the resolution is mandatory. Mr. Vo clarified that it is not required. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this item to Council. The motion carried unanimously. 8. An Ordinance of the City of Grand Prairie, Texas, Amending Chapter 2, “Administration,” Article III, “City Manager,” Section 2-55, “Authority to Execute Certain Interlocal Agreements,” of the Code of Ordinances, to Increase the City Manager’s Interlocal Agreement Authority from $50,000 to $100,000 to Align with State Law, Effective September 1, 2025 Mr. Vo presented this item to the committee noting an ordinance to update Section 2-55 of the City Code to allow the City Manager to execute interlocal agreements up to $100,000 without separate City Council approval, in line with the new state-mandated competitive bidding threshold established by Senate Bill 1173, which becomes effective September 1, 2025. Chairman Ezeonu asked how the City could ensure that, with the City Manager's expanded authority, small businesses still receive fair opportunities to compete. Mr. Vo responded that the change does not alter the City's current procurement practices but rather provides additional flexibility. Deputy Mayor Pro Tem Johnson added that the update may actually enhance opportunities for small businesses to bid on larger contracts. Council Member Bessye Adams noted that the city already has processes in place—including the prioritization of small business support on the Council agenda—to ensure this focus is maintained. She emphasized the importance of transparency and trust, particularly when oversight is not directly performed by the Council. Cheryl De Leon, Deputy City Manager, affirmed that the City has established practices and policies to ensure compliance with all guidelines and maintain accountability. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this item to Council. The motion carried unanimously. 9. Resolution revising the project listing for the Fiscal Year 2025-2026 Capital Improvement Plan for Bond-funded Projects Mr. Vo presented this item to the committee noting that on May 20, 2025, the City Council approved Resolution No. 5481-2025, which authorized the project listing for all proposed Fiscal Year 2025–2026 Capital Improvement Projects. This approval applied only to projects planned for funding through bond proceeds. As in previous years, the full Fiscal Year 2026– 2030 Capital Improvement Plan (5-Year CIP) will be presented in September 2025 as part of the regular budget adoption process. At that time, projects funded by non-debt sources will be included for review and approval. Following Council approval, staff began developing the project schedule, updating cost estimates, and preparing for the upcoming bond issuance. During this process, some updates were made to projects scheduled for Water and Wastewater Revenue Bond funding in August and September. Staff is now requesting approval of a revised Fiscal Year 2026 CIP Project Listing as presented to reflect those updates. Chairman Ezeonu noted that the Duncan Perry Bridge was removed from the list. Noreen Housewright, Director of Engineering/Utility Services said this project was removed from the bond project list based on the updated cost estimates for this project. Finance and Government Committee Meeting – August 05, 2025 Page 3 of 5  Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this item to Council. The motion carried unanimously. 10. Second Amendment to the Master Services Agreement with Collaborative Solutions, LLC for additional scope modifications related to the Workday Software Implementation Project in an amount of $253,694.40, bringing the contract total to an amount not to exceed $3,418,976.60 Lisa Norris, Managing Director presented this item to the committee noting this Second Amendment to the MSA requests authorization to increase implementation scope for all items specifically noted in the attached “Project Change Order #2,” in the amount of $253,694.40, bringing the total of the MSA to an amount not to exceed $3,418,976.60. As city staff reviewed the initial build of the system and basic configuration and processes, additional functionality (“scope”) critical to our efficiency, operations, and/or business processes were identified and requested. Items proposed were vetted by our project management team, project staff and the implementor to ensure they provide critical functionality, enhance operational efficiency, and/or streamline processes. Costs include consultant hours to design, configure and test the setup results from the requested items prior to intense testing by city staff that begins in October. No additional funds are needed as the project is currently under budget and has built in contingency to fund such project changes. Council Member Adams asked whether the amendment reflects scope creep or part of implementation. Ms. Norris responded that it is part of the implementation process, aimed at improving efficiency and ensuring project success. Chairman Ezeonu inquired about the contingency amount approved a year ago. Ms. Norris provided that information. Council Member Adams also asked about the go-live date. Ms. Norris confirmed that the project is scheduled to go live in September 2026. Council Member Adams moved, seconded by Deputy Mayor Pro Tem Johnson to recommend approval of this item to Council. The motion carried unanimously. 11. Award a contract for roof surface reconditioning at The Summit to Garland/DBS Inc for $650,942 through a Master Cooperative Agreement with OMNIA Partners Jayson Ramirez, Director of General Services presented this item to the committee noting the roof surfaces at The Summit are deteriorating due to age resulting in increased repair and maintenance expenses. Reconditioning of the roof surface has been deemed necessary to maintain the integrity of the structure. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this item to Council. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Finance and Government Committee Meeting – August 05, 2025 Page 4 of 5 Chairman Ezeonu adjourned the meeting at 4:50 p.m. Chairman Junior Ezeonu Finance and Government Committee Meeting – August 05, 2025 Page 5 of 5