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AGENDA

CITY COUNCIL WORK SESSION
City of Garland
Work Session Room, City Hall
William E. Dollar Municipal Building
200 North Fifth Street
Garland, Texas
October 9, 2023
6:00 p.m.

DEFINITIONS:

Written Briefing: Items that generally do not require a presentation or discussion by the staff or Council. On these items the staff is seeking direction from the Council or providing information in a written format.

Verbal Briefing: These items do not require written background information or are an update on items previously discussed by the Council.

NOTICE: Pursuant to Section 551.127 of the Texas Government Code, one or more members of the City Council may attend this meeting by internet/video remote means. A quorum of the City Council, as well as the presiding officer, will be physically present at the above identified location. Members of the public that desire to make a public comment must attend the meeting in person.

NOTICE: The City Council may recess from the open session and convene in a closed executive session if the discussion of any of the listed agenda items concerns one or more of the following matters:

(1) Pending/contemplated litigation, settlement offer(s), and matters concerning privileged and unprivileged client information deemed confidential by Rule 1.05 of the Texas Disciplinary Rules of Professional Conduct. Sec. 551.071, Tex. Gov't Code.

(2) The purchase, exchange, lease or value of real property, if the deliberation in an open meeting would have a detrimental effect on the position of the City in negotiations with a third person. Sec. 551.072, Tex. Gov't Code.

(3) A contract for a prospective gift or donation to the City, if the deliberation in an open meeting would have a detrimental effect on the position of the City in negotiations with a third person. Sec. 551.073, Tex. Gov't Code.

(4) Personnel matters involving the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear a complaint against an officer or employee. Sec. 551.074, Tex. Gov't Code.

(5) The deployment, or specific occasions for implementation of security personnel or devices. Sec. 551.076, Tex. Gov't Code.

(6) Discussions or deliberations regarding commercial or financial information that the City has received from a business prospect that the City seeks to have locate, stay, or expand in or near the territory of the City and with which the City is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect of the sort described in this provision. Sec. 551.087, Tex. Gov't Code.

(7) Discussions, deliberations, votes, or other final action on matters related to the City's competitive activity, including information that would, if disclosed, give advantage to competitors or prospective competitors and is reasonably related to one or more of the following categories of information:

generation unit specific and portfolio fixed and variable costs, including forecasts of those costs, capital improvement plans for generation units, and generation unit operating characteristics and outage scheduling;
bidding and pricing information for purchased power, generation and fuel, and Electric Reliability Council of Texas bids, prices, offers, and related services and strategies;
effective fuel and purchased power agreements and fuel transportation arrangements and contracts;
risk management information, contracts, and strategies, including fuel hedging and storage;
plans, studies, proposals, and analyses for system improvements, additions, or sales, other than transmission and distribution system improvements inside the service area for which the public power utility is the sole certificated retail provider; and
customer billing, contract, and usage information, electric power pricing information, system load characteristics, and electric power marketing analyses and strategies. Sec. 551.086; Tex. Gov't Code; Sec. 552.133, Tex. Gov't Code]

Public Comments on Work Session Items

Persons who desire to address the City Council on any item on the Work Session agenda are allowed three minutes to speak. Speakers are taken only at the beginning of the meeting, other than invited testimony.

Speakers are grouped by Work Session item and will be taken in the order of the Work Session agenda. Speakers must submit to the City Secretary a completed speaker's card before the beginning of the meeting. Speaker cards will not be accepted after the Mayor calls the meeting to order. Speaker cards are available in the lobby, at the visitor's side of the Work Session Room, and from members of staff.

Speakers are limited to addressing items on the Work Session agenda – any item relating to a Regular Session agenda item should be addressed at the Regular Session and any item not on an agenda may be addressed during the open microphone at the end of the Regular Session.

Consider the Consent Agenda

A member of the City Council may ask for discussion or further information on an item posted as a consent agenda item on the next Regular Meeting of the City Council. The Council Member may also ask that an item on the posted consent agenda be pulled from the consent agenda and considered for a vote separate from consent agenda items on the regular agenda. All discussions or deliberations on this portion of the work session agenda are limited to posted agenda items and may not include a new or unposted subject matter.

Written Briefings:

Garland New Sidewalk to DART Downtown Station

Written staff presentation and recommendation regarding an Advance Funding Agreement (AFA) with Texas Department of Transportation (TXDOT) for the construction of the Garland New Sidewalk to DART Downtown Station in Garland, Texas, prepared by Michael Polocek, Director of Engineering. Unless otherwise directed this item will be scheduled for formal consideration at the October 17, 2023, Regular Meeting.

School Zone on Miller Road

Written staff presentation and recommendation regarding the establishment of a school zone on Miller Road between Parkhurst Drive and Country Club, prepared by Paul Luedtke, Director of Transportation. Unless otherwise directed by Council, this item will be scheduled for formal consideration of the October 24 regular meeting.

Verbal Briefings:

Discuss and consider parking for bicycles in the downtown area, and provide direction to staff where needed.

Andy Hesser, Assistant City Manager, will give a presentation for Council's consideration regarding parking for bicycles in the downtown area. Unless otherwise directed by Council, this item will be scheduled for formal consideration at a future Regular Meeting.

Discuss and consider Garland's Community Rating System (CRS), and provide direction to staff where needed.

Michael Polocek, Director of Engineering will give a presentation for Council's consideration regarding Garland's Community Rating System (CRS) to provide some relief to those citizens paying for flood insurance in the designated Special Flood Hazard Area (SFHA).

Discuss and consider GCACI Hotel Occupancy Tax Revenue Budget, Sub-grant Recipients and Hotel Occupancy Tax Program Management Agreement, and provide direction to staff where needed.

Amy Rosenthal, Cultural Arts Director, will give a presentation regarding the 2023-2024 Garland Cultural Arts Commission Inc. (GCACI) budget the list of sub-grant recipients, and authorization of the City's execution of the agreement. Unless otherwise directed, this item will be considered for formal consideration at the October 17, 2023 Regular Meeting.

Discuss and consider the 2024 City of Garland City Council Meeting Calendar, and provide direction to staff where needed.

Staff will give a presentation for Council's consideration regarding the 2024 Garland City Council Meeting Calendar. This item will be brought back for formal consideration at a Council Regular meeting in November.

Discuss Appointments to Boards and Commissions

Council Member Carissa Dutton

Susan Vaden - Library Board
Patrick Abell - Plan Commission

Announce Future Agenda Items

A member of the City Council, with a second by another member, or the Mayor alone, may ask that an item be placed on a future agenda of the City Council or a committee of the City Council. No substantive discussion of that item will take place at this time.

Council will move into Executive Session

EXECUTIVE SESSION
AGENDA

The City Council will adjourn into executive session pursuant to Sections 551.071 and 551.072 of the Texas Government Code to deliberate or discuss:

the purchase, exchange, lease or value of real property located in the vicinity of the medical district (551.072); and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071);
the purchase, exchange, lease or value of real property located in the vicinity of 400 South First Street (551.072); and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071);
the purchase, exchange, lease or value of several tracts of real property located in the vicinity of LBJ and South Garland Avenue (551.072); and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071);
the purchase, exchange, lease or value of two tracts real property located in the vicinity of State Highway 66 between First Street and Dairy Road (551.072); and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071);
the purchase, exchange, lease or value of real property located in the vicinity of the 600 block of W. State Street (551.072); and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071);
the purchase, exchange, lease or value of real property located in the vicinity of the 1100 block of W. State Street (551.072); and attorney/client matters concerning privileged and unprivileged client information related to the same (551.071); and
attorney/client matters concerning privileged and unprivileged client information related to nonconforming uses (551.071).

Adjourn

GARLAND
POLICY REPORT

City Council Work Session Agenda

Work Session Item 3.a.

Meeting Date:

10/09/2023

Item Title:

Garland New Sidewalk to DART Downtown Station

Submitted By:

Michael Polocek, Engineering Director

Strategic Focus Areas:

Well-Maintained City Infrastructure
Customer-Focused City Services
Sound Governance and Finances

ISSUE

Consider whether to enter into an Advance Funding Agreement (AFA) with Texas Department of Transportation (TXDOT) for the construction of the Garland New Sidewalk to DART Downtown Station in Garland, Texas.

OPTIONS

Adopt a Resolution which authorizes the City Manager to execute an AFA with TXDOT for the construction of the Garland New Sidewalk to DART Downtown Station in Garland, Texas.
Take no action.

RECOMMENDATION

Option 1. If Council concurs, this item will be scheduled for formal consideration at the October 17, 2023 Regular Meeting.

BACKGROUND

As a result of 2022 Transportation Alternatives Set Aside Call For Projects For North Central Texas Region – Safe Routes To Rail Application, the Regional Transportation Council (RTC) approved the funding to the City on October 8, 2022. The project includes approximately 1.5 miles of the construction of sidewalks to provide safe pedestrian routes to Dallas Area Rapid Transit (DART) Downtown Garland Station.The North Central Texas Council of Governments (NCTCOG) and Regional Transportation Council (RTC) agreed to fund an amount of $3,344,389.00 for the construction of the "Garland New Sidewalk to DART Downtown Station" project in Garland. The remaining balance would be paid through a commitment of local funds. The following is the estimated funds for the project by each Agency:

Description

Fiscal Year

Total Estimate Cost

Federal

State

Local Government Contribution

TXDOT Direct Costs (Engineering/ Environmental)

$83,609.72

TXDOT Direct Costs (Construction)

$83,609.72

$66,887.78

$16,721.94

Construction

2025

$4,096,876.78

$3,277,501.22

$819,375.26

TXDOT Indirect Cost

$193,782.25

TOTAL

$4,457,877.97

$3,344,389.00

$193,782.25

$919,706.92

3. Local Government (City of Garland) shall be responsible for 20% of project construction cost and 100% of engineering design and construction cost overruns.

CONSIDERATION

Council action is required to authorize the City Manager to enter into the AFA with TXDOT.
The City Attorney's Office has reviewed the Advanced Funding Agreement.

Attachments

Location Map

Advanced Funding Agreement

Resolution

GARLAND
POLICY REPORT

City Council Work Session Agenda

Work Session Item 3.b.

Meeting Date:

10/09/2023

Item Title:

School Zone on Miller Road

Submitted By:

Paul Luedtke, Transportation Director

Strategic Focus Areas:

Safe Community

ISSUE

Several children are walking across Miller Road to reach the GISD Alternative Education Center on the south side of Miller Road. A school zone will provide additional safety for these children.

RECOMMENDATION

Establish a school zone on Miller Road between Parkhurst Drive and Country Club. If council concurs an ordinance will be placed on the consent agenda of the October 24 regular meeting.

BACKGROUND

GISD contacted the Transportation Dept regarding children crossing Miller Road to reach the GISD Alternative Education School at the southwest corner of Miller Road and Country Club Road.
Transportation Staff observed 11 children crossing Miller Road between Parkhust Drive and Country Club Road.
Transportation Staff determined that a school zone was justified to increase safety for these school children.
The school zone will be in effect for the minimal amount of time in order to provide safety for these school children.

CONSIDERATION

A school zone will increase delay to motorists during school hours

GARLAND
POLICY REPORT

City Council Work Session Agenda

Work Session Item 4.a.

Meeting Date:

10/09/2023

Item Title:

Parking for Bicycles in the Downtown Area

Submitted By:

Andy Hesser, Managing Director

Strategic Focus Areas:

Commercially Thriving Downtown
Enhanced Quality of Life through Amenities, Arts, and Events
Vibrant Neighborhoods and Commercial Centers
Customer-Focused City Services
Future-Focused City Organization

ISSUE

A need has been identified to provide additional locations within the Downtown Square and surrounding streetscapes for secured bicycle parking.

OPTIONS

Install 3 bike lockers at the State St. entrance of the parking garage behind City Hall that will replace the existing bike racks.
Provide additional bike racks at the following locations:
- 1 bike rack along State St. between 5th St. and 6th St.
- 1 bike rack along 6th St. between State St. and Main St.
- 2 bike racks at the SE corner of 7th St. and Main St.

RECOMMENDATION

Staff recommends approval to add three (3) bike lockers in the parking garage behind City Hall and four (4) bike racks along the Downtown streetscapes.

BACKGROUND

Many Garland residents are diversifying their mobility options to include bicycles for transportation around the city. The City wants to encourage visits to the Downtown Square for extended periods of time and is providing amenities to encourage pedestrian activation. Bicyclists look for safe and secure locations to park their equipment while dining, shopping, and exploring the area. This recommendation will ensure the appropriate amenities are available when patrons on bicycles visit the newly renovated downtown district.
This topic was discussed at the Development Services Committee meetings on June 19, 2023 and August 14, 2023, and this item was requested to be brought in front of Council for discussion.

CONSIDERATION

Authorize staff to proceed with installation of three (3) bicycle lockers in the parking garage behind City Hall.
Authorize staff to proceed with installation of four (4) additional bike racks at the aforementioned locations within Downtown Garland. Please refer to attached exhibit for proposed locations.

Attachments

Presentation

GARLAND
CITY COUNCIL ITEM SUMMARY SHEET

City Council Work Session Agenda

Work Session Item 4.b.

Meeting Date:

10/09/2023

Item Title:

Community Rating System (CRS) Update

Submitted By:

Michael Polocek, Engineering Director

Summary of Request/Problem

This briefing is a followup to an item previously considered in the Transportation, Infrastructure and Mobility Committee agenda. Staff has worked with Garland's CRS Representative to provide some relief to those citizens paying for flood insurance in the designated Special Flood Hazard Area (SFHA).

Recommendation/Action Requested and Justification

Council briefing and questions.

Attachments

CRS Update

GARLAND
CITY COUNCIL ITEM SUMMARY SHEET

City Council Work Session Agenda

Work Session Item 4.c.

Meeting Date:

10/09/2023

Item Title:

Consider GCACI Hotel Occupancy Tax Revenue Budget, Sub-grant Recipients and Hotel Occupancy Tax Program Management Agreement

Submitted By:

Amy Rosenthal, Cultural Arts Director

Summary of Request/Problem

ISSUE
Staff seeks Council approval of the 2023-2024 budget of the Garland Cultural Arts Commission, Inc. (GCACI), sub-grant recipients, and authorization of the City Manager's execution of the "Hotel Occupancy Tax Program Management Agreement" between the City of Garland and the GCACI.

OPTIONS
Council may follow staff's recommendation to approve the 2023-2024 GCACI budget, the list of sub-grant recipients, and authorize the City's execution of the agreement; Return the item to staff for further review and discussion; Do not approve the 2023-2024 GCACI budget, list of sub-grant recipients, nor authorize execution of the agreement, thereby canceling the $190,843.00 in revenues, which support cultural arts in Garland.

RECOMMENDATION
This item is scheduled for formal consideration at the October 17, 2023 Regular Meeting.

BACKGROUND
In February 1986, the Garland City Council created the nine-member Garland Cultural Arts Commission to serve as a liaison between the City and all community based arts related programs, and historical organizations. The Commission's primary goal is to increase the visibility of the arts and promote an active and diverse arts culture in Garland.In 1987, the Commission created the private non-profit Garland Cultural Arts Commission Inc. (GCACI) to pursue various sources of revenue, contributions and support in order to grow a cultural arts grant program to provide funding assistance to meritorious arts and historical groups.The GCACI administers this grant program, funded primarily through revenues received from Hotel Occupancy Tax funds. Since the program's inception in 1987, grant funds have contributed over $2 million towards the advancement of local cultural arts organizations. GCACI's extensive promotional efforts have been the foundation for building Garland's cultural tourism, which attracts thousands of arts patrons from throughout North Texas to Garland's arts facilities and activities.The Cultural Arts staff reviews the applicants to ensure all organizations presented to the GCACI have met requirements for the granting process. The GCACI conducts interviews with each organization requesting funding, and then moves through the process with staff's guidance using a scoring rubric for applicants, followed by open panel discussion, and award granting.

CONSIDERATION
The attached "Hotel Occupancy Tax Program Management Agreement" in the amount of $190,843 provides the GCACI with a percentage of the hotel occupancy tax net revenue from Quarter 3 of 2021 thru Quarter 2 of 2022. As a provision of this agreement, the GCACI annually adopts a budget which details the proposed expenditures of the revenues provided by this program. Attachments include the GCACI budget and list of GCACI sub-grant recipients approved September 19, 2023 by the GCACI for this 2023-2024 fiscal year.

Recommendation/Action Requested and Justification

RECOMMENDATION
Staff recommends approval of the 2023-2024 GCACI budget, the list of sub-grant recipients, and authorization of the City's execution of the agreement.

Attachments

FY24 Hotel Agreement GCACI

FY24 GCACI Proposed Budget

FY24 GCACI Presentation

GARLAND
CITY COUNCIL ITEM SUMMARY SHEET

City Council Work Session Agenda

Work Session Item 4.d.

Meeting Date:

10/09/2023

Item Title:

2024 City of Garland City Council Meeting Calendar

Summary of Request/Problem

2024 City of Garland City Council Meeting Calendar

Recommendation/Action Requested and Justification

Attachments

2024 City of Garland City Council Meeting Calendar

GARLAND
CITY COUNCIL ITEM SUMMARY SHEET

City Council Work Session Agenda

Work Session Item 5.a.

Meeting Date:

10/09/2023

Item Title:

Board and Commission Appointment

Submitted By:

Tracy Allmendinger, Deputy City Secretary

Summary of Request/Problem

Council Member Carissa Dutton

Susan Vaden - Library Board
Patrick Abell - Plan Commission

Recommendation/Action Requested and Justification

Attachments

Susan Vaden

Patrick Abell