Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE CITY HALL - COUNCIL BRIEFING ROOM, 300 W. MAIN STREET TUESDAY, OCTOBER 28, 2025 AT 2:30 PM MINUTES CALL TO ORDER Chairman Ezeonu called the meeting to order at 2:30 p.m. STAFF PRESENTATIONS 1. Financial Update Luis Barrera, Assistant Director of Finance provided a financial update including the audit timeline and sales tax for October. CONSENT AGENDA Chairman Ezeonu asked if there were any questions regarding the consent agenda. Hearing none, Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to approve consent agenda item two and to recommend approval of consent agenda items three through six to Council. The motion carried unanimously. 2. Minutes of the October 7, 2025 Finance and Government Committee Meeting Approved on Consent Agenda 3. Resolution Adopting the Fiscal Year 2026 Internal Audit Work Plan Approved on Consent Agenda 4. Award bid for the completion of one residential reconstruction project as part of the HOME Reconstruction Program to Symone Construction Services, in the amount of $174,378.00 Approved on Consent Agenda 5. Contract with Thatch Engineering, LLC for the purchase and installation of two hot water heaters and two boilers for the Summit through a national interlocal cooperative agreement with The Interlocal Purchasing System (TIPS) in the amount of $493,088.12 Approved on Consent Agenda 6. Professional Services Contract with Westwood Professional Services, Inc. for traffic signal design at the intersection of Post and Paddock Road and Paddock Way Drive in an amount not to exceed $108,000.00 Approved on Consent Agenda Finance and Government Committee – October 28, 2025 Page 1 of 5 ITEMS FOR INDIVIDUAL CONSIDERATION 7. Ordinance Amending the FY 2025/2026 Operating Budget Thao Vo, Director of Management Services presented this item to the committee noting seeking approval for several FY 2025/2026 Operating Funds budget adjustments. Adjustments by fund noted were the Hotel Motel Tax Fund and the EpicCentral Fund. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this agenda item to Council. The motion carried unanimously. 8. Ordinance Amending the FY 2025/2026 CIP Budget Tabled to the December meeting 9. Resolution Adopting the Debt Disclosure Policy and Designating the Director of Management Services as the City's Disclosure Working Group (DWG) Chair Mr. Vo presented this item to the committee noting the City must meet specific disclosure requirements when preparing bond offering documents, as well as through annual financial reports and when certain events trigger disclosure, as mandated by IRS and SEC regulations. Due to the specificity and importance of these requirements, having a formal debt disclosure policy is not only best practice recommended by the Government Finance Officers Association (GFOA), but it is also good financial stewardship. Having a debt disclosure policy demonstrates to investors that the City is committed to transparency and its ability to comply with the stated guidelines. The policy outlines in detail the duties and responsibilities of staff who manage the debt portfolio and establishes the Director of Management Services as the Chair of the Disclosure Working Group (DWG), serving as the primary point of contact for debt disclosure and oversight. The city is currently fulfilling all disclosure requirements but has not yet established a dedicated policy to formalize these actions. It is the intent, as stated in the policy, to annually review the policy and make updates as necessary. The annual review ensures the policy remains current with best practices, legal requirements, and operational needs. The City Council formally adopts the policy, and any significant changes are presented to the Council for confirmation. Council Member Adams moved, seconded by Deputy Mayor Pro Tem Johnson to recommend approval of this agenda item to Council. The motion carried unanimously. 10. Construction contract with RLM Earthco for Turner Park Phase II construction in the amount of $2,563,336.71; include a 3% contingency in the amount of $76,900.10 for a total construction cost of $2,640,236.81; and allocate $124,851.08 from the Tree Preservation Fund for the purchase and installation of 39 trees Steve Plumer, Parks Planning and Development Manager, presented this item to the committee, noting that Turner Park Phase II will include a range of enhancements designed to expand recreational opportunities and improve overall park accessibility. He added that, to support the landscaping component, the requested funding will cover the purchase, installation, and irrigation of 39 new trees at the Turner Park site. Finance and Government Committee – October 28, 2025 Page 2 of 5  Council Member Adams asked whether park usage is tracked. Ray Cerda, Parks, Arts and Recreation Director, stated that it would be difficult to obtain this data, but noted that rentals are tracked and that Turner Park is a well-used park. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this agenda item to Council. The motion carried unanimously. 11. Annual contract with Josh Barnett Productions, Inc., for design and construction of Prairie Lights displays for up to $600,000 annually plus a 48% revenue share to vendor on ticket sales after initial spend has been recovered. Contract shall be for one year with the option to renew for nine additional one-year terms totaling $6,000,000.00 if all extensions are renewed Kelly Eddlemon, Parks Administration and Community Engagement Manager, presented this item to the committee and noted that this is an annual contract with Josh Barnett Productions, Inc. for the design, fabrication, installation, and maintenance of displays at Prairie Lights. Mr. Eddlemon explained the revenue share and noted that the current contract with Josh Barnett Productions, Inc. is set to expire before the 2026 Prairie Lights event. Staff is bringing this forward at this time to ensure the contract is in place. Chairman Ezeonu inquired how long the city has partnered with Josh Barnett Productions, Inc. Mr. Eddlemon stated it has been 10 years. Council Member Adams moved, seconded by Deputy Mayor Pro Tem Johnson to recommend approval of this agenda item to Council. The motion carried unanimously. 12. Construction Contract Amendment No. 1 with Fransen-Pittman Construction Co., Inc. accepting the Guaranteed Maximum Price (GMP) for the City Hall Campus Performance Stage Project in the amount of $5,554,239.00; Authorizing an owner-controlled construction contingency in the amount of $276,796.36; Authorizing an owner-controlled supplemental audio/visual allowance of $215,000.00; owner-controlled furniture, fixtures and equipment (FF&E) allowance of $25,000.00, and an Oncor franchise utility allowance of $10,000.00 for a total funding request of $6,081,035.36 Andy Henning, Director of Design and Construction, presented this item to the committee, noting that Construction Contract Amendment No. 1 in the amount of $5,554,239.00 represents the Guaranteed Maximum Price (GMP) for the scope of work currently defined in the Gaylen Howard Laing Architect, Inc. construction documents. This amount reflects the competitive bids received from subcontractors through Fransen-Pittman Construction Co., Inc., in accordance with City and State procurement regulations. Mr. Henning stated that the GMP was achieved through a collaborative effort between Fransen-Pittman Construction, Gaylen Howard Laing Architects, and City staff and construction personnel, resulting in a cost reduction of nearly $500,000 with no negative impact to the overall quality of the completed project. Deputy Mayor Pro Tem Johnson inquired about the budget and contingency. Andy Henning reviewed the figures for the committee. Council Member Adams asked what percentage is being charged for the project. Mr. Henning provided an overview, noting that the percentage was approved in February 2025. Chairman Ezeonu asked about the type of oversight the city Finance and Government Committee – October 28, 2025 Page 3 of 5  maintains over the vendors. Mr. Henning responded that the City has never experienced any issues with subcontractors. Council Member Adams moved, seconded by Deputy Mayor Pro Tem Johnson to recommend approval of this agenda item to Council. The motion carried unanimously. 13. Contract for the demolition and replacement of the swimming pool filtration system at the Bowles Pool from Sunbelt Pools Inc., in an amount of $119,398.40 through BuyBoard contract and include a 3% contingency in the amount of $3,581.95 for a total amount of $122,980.35 Jeremy Thomas, Parks Division Manager, presented this item to the committee noting the existing sand filtration system at Bowles Pool has exceeded its expected service life and to ensure continued safe and efficient pool operations, the system needs to be fully replaced. Sunbelt Pools, Inc. has been awarded the contract for this project. Mr. Thomas discussed the scope of work. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this agenda item to Council. The motion carried unanimously. 14. Change Order # 2 in the amount of $205,051.63 for the addition of Motorola Managed Services and Microwave Support for Fire Station 11 New Radio Site (RF Subsite) to the Annual contract with Motorola Solutions for a total cost of $6,342,642.85 Keshnel Penny, Chief Information Officer, presented this item to the committee noting this change order is to the existing agreement with Motorola Solutions, Inc. to add the new Radio Site at Fire Station 11 to the Managed Services and Microwave Support contract. These services are essential for maintaining seamless operational reliability, robust cybersecurity, and peak performance across the City's public safety communications infrastructure. Integrating this Radio Site into our current agreement will provide continuous 24/7 proactive monitoring, prompt incident management, comprehensive technical support, and specialized troubleshooting. These services will be consistent with the standards established for our existing Radio Sites. The microwave support services will also establish and maintain high- availability connectivity between the new Radio Site and the City's radio network, ensuring uninterrupted communications during both routine operations and emergencies. This strategic expansion directly supports mission-critical communications for Police and Fire departments, as well as other essential city services that depend on reliable radio communications for daily operations and emergency response. Deputy Mayor Pro Tem Johnson moved, seconded by Council Member Adams to recommend approval of this agenda item to Council. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS There were no citizen comments. Finance and Government Committee – October 28, 2025 Page 4 of 5 ADJOURNMENT Chairman Ezeonu adjourned the meeting at 3:08 p.m. Chairman Junior Ezeonu Finance and Government Committee – October 28, 2025 Page 5 of 5