[0:01] Call us regular session of the colony city council to order, our first item of business is an invocation, and here to pray with us and for us tonight from the New Covenant Baptist Church Pastor James Filola. Welcome.

[0:16] All

[0:28] right, together.

[0:31] Our Father God, we thank you for the access you have given to us

[0:39] to know the wisdom and the knowledge

[0:45] to give you to go and in your will that your name will be glorified.

[0:51] Thank you for the members of this city council.

[0:56] And the blessings that you continue to call upon this city

[1:02] I pray that your presence will be with everyone today's decisions are made so that your name

[1:11] will be glorified.

[1:14] I pray these things through Jesus Christ.

[1:19] Oh, I know.

[1:20] Amen.

[1:21] Amen.

[1:22] Thank you very much.

[1:23] Please rise with me for the pledge of allegiance and salute to the Texas flag.

[1:28] I pledge allegiance to the flag of the United States of America and to the Republic for which it stands on nation under God in the visible with liberty and justice for all.

[1:43] Honor in the Texas flag, I pledge allegiance to the Texas one state under God, one in the visible.

[1:52] Thank you, maybe see.

[1:53] At

[2:01] 1.5, received presentation from Dr. Andrew Ateo regarding the colony animal services

[2:06] expansion project fundraising, honoring David Terry through naming the expansion and

[2:13] recognition of his contributions and services to the community.

[2:18] Dr. Ateo.

[2:18] Thank you very much.

[2:19] I appreciate that.

[2:20] So we have been working right now on fundraising, so just mostly updates on that.

[2:27] We're very excited about this project.

[2:28] It's a wonderful way to honor a man that's done so much for the city so and all of us I'm sure in this room have been touched by David Terry in some way and

[2:38] We are

[2:39] Really, it's you know work with Mark and Phil that's been a really interesting thing those guys are just so passionate about what they do and

[2:47] Of course we have Jennifer Anderson that's also here as well David Terry's daughter and so I just want to update you guys that right now

[2:54] We're sitting at about 35 to $36,000 in fundraising towards the $60,000 goal.

[3:00] And right now our projected goal is end of August to finish that $60,000.

[3:07] And so there are bricks, there's kennel sponsorships.

[3:12] And then of course just donations towards the project that we have.

[3:16] And so if anybody's interested in learning more about that, please stop by the colony animal services.

[3:21] And I also do have some flyers that I'll be leaving over here as well for everybody today.

[3:26] But it's a great way to have obviously, you know, animals, Texas heat.

[3:31] That's one of the things to help them acclimate and also help them find it forever at home.

[3:36] It's a wonderful way to kind of help these animals mitigate and be able to reacclimate into a new home.

[3:43] So, but I appreciate y'all.

[3:44] Thank you very much for having us over here.

[3:46] Thank you.

[3:53] And items of community interest, before we hear from Parks and Recs on upcoming, I just

[4:01] want to take a moment to thank and recognize all the city staff from Parks and Rec, Public

[4:09] Safety, all the different departments that shipped in over this weekend for a fantastic 4th

[4:18] the July celebration, whether, you know, we had folks working through the parade, through

[4:23] the run in the morning and then all through the evening for the festival.

[4:29] We had an amazing turnout to everything and just want to make sure that city staff knows

[4:37] how much we appreciate all the hard work and effort they went into making this a success.

[4:42] So absolutely fantastic job and we really appreciate how well and how smooth and how professional you guys were in pulling this off.

[4:54] So thank you so much for that.

[4:56] and out of 1.7 receive presentation for Parks and Recreation.

[5:00] Regarding upcoming events and activities. Mr. McCullough.

[5:13] Thank you, Mayor. Thank you, Council. My name is Matthew. I'm the other recreation manager for Parks and Rec.

[5:21] We are in the middle of our busiest season right now in Parks and Rec. Quatics division is halfway through our Lake and Red Cross and our Learners Room program. And since June, we have provided swim lessons and aquatic safety training, training education for 286 kids.

[5:39] One of our life cards, Brady Malone, he's an English card, and as part of this

[5:44] equals card project, the crew can start a life jacket learner station which will

[5:50] provide free access to U.S. Coast Guard approved life jackets for the public to

[5:55] use for aquatics purposes. My life cards will also be participating in the North

[6:00] Texas Guard games. Angela Knight is a way to show off their card skills.

[6:08] For athletics,

[6:09] We are covering the accepting registrations for our file leaks, those include ETH file

[6:13] bar, NFF-like football, dot kick bar, and our dot in the volleyball league, NFF-like football

[6:20] registration closes on July 27th, ETH file bar registration ends on August 3rd, and registration

[6:27] for both a dot kick bar and a dot volleyball closes on August 19th.

[6:33] At our senior senior, we recently had a loyal party back in June, a little about many

[6:39] seniors come up for that.

[6:42] For the rest of the summer, we were offering an AI-based workshop in the Grand Prix and

[6:47] Summer Craft Day for our seniors as well.

[6:51] At the back side, for the fall, we were offering 15 grand new programs, such as Archery, Gymnastics,

[6:59] and Cheer, and a few other new programs as well.

[7:02] but it will be offering over 50 programs in the fall.

[7:06] Those are even registered for a starting day.

[7:10] We also still have our senior clubhouse coming in,

[7:13] which is every Friday throughout the summer.

[7:15] Starting at 10 o'clock we have different entertainers coming in,

[7:18] whether it's magic shows,

[7:21] puppeteers, and things like that.

[7:24] Our back to school bash is Wednesday July 22,

[7:27] from 5-date 30 at the back summer.

[7:29] and it's an opportunity for the first 500 kids to get school supplies.

[7:34] There also will be community resource booths and vendors on-site as well

[7:39] for families that you know act with.

[7:41] And they don't have a slide for it, but we are hosting

[7:45] our popsicles in the park on July 18th.

[7:48] That's part of our national pops and recreation month.

[7:52] I'm going to just be ready for the community to come out and have popsicles

[7:55] and to celebrate the reopening of our playground at Pairman Park.

[8:01] Thank you.

[8:02] Thank you very much.

[8:06] Who's our monitors?

[8:08] Oh, good.

[8:15] Actually, I have citizens input.

[8:17] Anna, are there any cards?

[8:19] Anyone wishing to speak on a non-agenda item?

[8:22] It's just the time to do that.

[8:29] Seeing none, we will move on to the work session.

[8:33] Item 3.1.

[8:34] Council provide direction to staff regarding future agenda items.

[8:37] Anyone wishing to add an agenda item for future meeting?

[8:45] Here you know we will move on to the consent agenda.

[8:49] I will be pulling item 4.7 for separate consideration.

[8:56] Are there any other items council would like to pull for separate discussion?

[9:07] We have a motion a second to approve the remaining items other than 4.7.

[9:13] any further questions, comments, discussion? Council, enter your vote.

[9:26] Those items pass.

[9:27] Item 4.7, consider approving resolution adopting the 2024 Water Conservation Plan for the 2025

[9:35] Plan Year. You're taking this, Tim?

[9:39] Okay.

[9:42] All right. Thank you, Mayor and Council. This is our Water Conservation Plan. It's a report

[9:47] We are required to do this by TCQ in the Texas Water Board every five years.

[9:52] We did this in 2024. However, when we submitted, our documents said 2023.

[10:01] We have to go back and redo the work. We took the opportunity to change a couple things in there so we added some graphs. We needed to add a couple of paragraphs about policies of things that we already do, like public awareness, website information, things like that. Most of the changes that are on there are requirements so that we can be so that we are available for grant funding so that we can get that when we go for it. Outside of that, we decided to update it to 2026 since what was the point of

[10:29] updating it to 2024 while we're doing the work now. So we would like for you to approve

[10:34] this. And again, this is no real change to our citizens or water conservation uses just

[10:40] so that the public knows or anybody in the audience. We are required to follow this as

[10:45] every water service in the state of Texas does. We are also required to match the water stage of

[10:52] restrictions that Dallas does, the city of Dallas, since we're a Dallas water utility customer.

[10:57] part of our contract with Dallas water utilities in every city that buys water from Dallas, which is most of them around here

[11:03] You've got to meet their water restrictions so when they go up in restrictions so that we and every other city Plano and who is still in everybody else that buys water from them

[11:15] That is correct

[11:17] I would ask there's a motion

[11:19] and I'm sorry, James, do you want to ask anything?

[11:22] Yes, you need me to.

[11:23] All right, Judy, it'll be up in 2030,

[11:25] and then maybe back in 2031 when we change the dates

[11:27] on everything.

[11:28] I don't know.

[11:30] I would ask that if any motion on this

[11:34] would be as amended, since we are changing it from what

[11:38] was in the vacuum.

[11:41] I will move to accept the 2026 water conservation plan

[11:47] As amended.

[11:50] Emotions by Ms. Insweiler, second by Mr. Marx.

[11:54] Council, is there any further discussion, questions?

[11:59] We've got James right here.

[12:02] All right, Council, enter your vote.

[12:08] That item passes.

[12:08] Thanks very much.

[12:11] Move on to the regular agenda item 5.1.

[12:15] Discussing, consider approving resolution,

[12:16] authorizing the city manager to execute

[12:18] a construction services contract

[12:20] the amount of $453,619.24, structured construction LLC for the North

[12:26] Colony Boulevard Stormdrainage Upgrade Project. Welcome, Mr.

[12:32] Hartline. Thank you.

[12:54] Mayor and Council,

[12:58] this is a project,

[13:00] construction services contract, to try and handle that flooding issue we've been

[13:05] having on North Colony between sort of squires and page road.

[13:12] So this is the project area.

[13:18] It extends from page to squires a little bit further. You can see where that sort of

[13:23] media opening is with the

[13:28] landscaping. That's that low, the southern side of the roadway

[13:33] flood is really bad there. We even had floods in the past that flood at both sides of the

[13:38] roadway. And so this project is to try to correct that issue.

[13:48] Got a video here I'm going

[13:50] to try to play but you

[14:10] have to hit F8 for that.

[14:13] I

[14:20] just want to run that video right there.

[14:58] We'll skip the video, it's not working.

[15:00] So what we'll do with this project, we've got those two areas of red, we'll be pulling the concrete out in those areas. We are going to install three 20 foot inlets right now. Currently, we have four 10 foot inlets on the roadway and that what I was going to show in the video is basically all those homes, drain to page road, which drains into North Colony. There is no inlet until you get almost to squires.

[15:29] and so it's just a huge amount of water that those four small inlets are handling now.

[15:35] So you can see where you're going to add this inlet closer to pay drug.

[15:40] I hopefully pick a lot of that water up very quickly as it comes around the corner.

[15:46] These will also be 20 foot inlets.

[15:48] And we're going to add a 10 foot over here on the smaller line just to pick up a lot of the water

[15:52] that's coming from down near the aquatics center to take a lot of the load off this area

[15:58] that floods. We're also going to up size the underground piping to 30-inch RCP so that

[16:05] we can store a lot of that water underground.

[16:12] So this was proved in the CIP project for

[16:15] this, the 2025-26 year. Basically, it'll be the work I described previously. This was

[16:25] a project that engineering staff designed in-house. We requested a proposal from structured

[16:32] construction LLC utilizing the cooperative contracting program.

[16:37] This is the first time we've done that in engineering.

[16:39] I think some other departments have done that.

[16:42] They submitted a very detailed proposal.

[16:44] We have checked that proposal and their cost is $453,619,24.

[16:53] And we felt it was fair and reasonable cost

[16:55] and we are recommending approval of contract tonight.

[16:59] With approval we hope to start work.

[17:03] July, 2026, and hope to finish by November this year.

[17:07] Oh, so you started pretty quick.

[17:09] Yeah.

[17:10] It's not a very big project at the end of the day.

[17:13] Once I get started, they should not be quite clear.

[17:15] What is the phasing for lane closures, what you're doing this?

[17:23] One of the criteria of the job is we have to keep a lane,

[17:26] one lane open in both directions at all times.

[17:29] So we'll let the contractor do some of that.

[17:31] but as part of their means and methods of the work but there will always be

[17:39] traffic going about directions during the project.

[17:43] I understand the why and the need here but the concrete that's going to be

[17:47] removed, how old was it? It's pretty old in fact. So it's not some of the

[17:53] newer patches that we've done recently. If some of the areas we're

[17:57] going to have been patched for the last fall.

[18:00] If I could have played the video, you would have seen that.

[18:02] But I don't think there's any new concrete and areas where we're moving.

[18:06] There's one real rough spot there right now, so hopefully that's part of the, that's part

[18:10] of the project.

[18:12] Okay.

[18:13] I was just wondering because I know some of those patches that got and done not too long ago

[18:18] want to make sure we weren't replacing something that was kind of new.

[18:22] but if it's the older stuff then that'll improve the whole ride and the drainage.

[18:28] Council, any questions?

[18:35] Just like before, we have a motion by Ms. Insweiler and a second by Mr. Marks.

[18:40] Council, any further comments, questions, discussions?

[18:45] Please vote.

[18:52] That item passes.

[18:53] Thank you.

[18:53] Thank you very much.

[18:54] On

[18:58] a 5.2, discuss, consider approving a resolution authorizing the city manager to approve an amendment to city's finance policy, 100.07 purchasing, Mr. O'Rourham.

[19:14] Chief Mayor Boyer, members of the city council, I'm Joe O'Rourham, a city's purchasing manager.

[19:19] The item before you tonight is proposed update to the city's purchasing policy.

[19:24] There are five primary updates associated with this and I just want to touch on them briefly.

[19:31] The first update is to our purchasing card or a P card section, clarifying card holder

[19:37] responsibilities, identifying prohibitive purchases.

[19:41] We recently updated to a new digital application for reconciling our monthly statements and

[19:48] reference for that in an update to possible violations

[19:52] and what those would look like.

[19:55] There's a new retainted section.

[19:57] The retainted section was added to a

[20:00] Established procedures and responsibilities related to the Retainage and how much Retainage is applicable to certain public works and construction projects, which just provide staff of guidance for the proper administration of the Retainage and the release of those Retainage funds.

[20:19] The third update is a new section. This is a new section on surplus and excess property. This new section formalizes the actual procedure for identifying and transferring excess city property.

[20:34] and it basically created a new procedure where there is documented path from

[20:40] disposing vexess surplus property and when those items are sold where those

[20:46] funds go into after the disposition process is complete. That's a whole new

[20:51] section in this. The fourth update is a section that references sales tax

[20:58] tax exemptions in regards to public works and construction projects and basically this

[21:03] section provides guidance to the city's tax exempt status as it relates to public works

[21:08] and construction projects. The section assist departments and project managers with evaluating

[21:13] the procurement methods and what items are tax exempt for the contractors during a public

[21:20] works and or construction project.

[21:24] And the last update is the inclusion of a signature

[21:28] Authority matrix. This is a document that's been incorporated into the policy to establish approval and signature authority levels based on position and dollar amount.

[21:39] This is centralized reference for staff in regards to the approval of invoices, disbursements, contracts, other financial documents, and basically puts a dollar threshold based on level of authority for the city. And that's now documented within the city's purchasing policy as well.

[21:55] Those are the primary updates to the policy and I'm available for any questions.

[22:01] Council, any questions?

[22:05] So a lot of times when there's a policy change, I mean somebody somewhere did something

[22:10] that prompted it.

[22:11] It doesn't mean necessarily anything happened here, but on the excess property, Perry, you're

[22:19] not, you didn't try to get anything to take home and use to prompt this or nothing like

[22:26] that provided you all the proof is he won't?

[22:29] Yes.

[22:31] Well if this is approved he can buy something that's on public auction now it does outline

[22:36] that in the polls.

[22:37] That's okay.

[22:37] I mean I know you've been looking for a skid steer or a backhoe or something.

[22:44] Any other questions or anything for Joe?

[22:47] I just have a question about the sales tax.

[22:52] Is the city exempt on everything or what what do we have to pay sales tax on?

[22:58] No, so we don't pay sales tax on it basically what it does is outlines the

[23:01] contractors responsibilities so when contractors are going out there getting their

[23:05] prices for their materials their equipment their labor and all of that some of

[23:10] those items are tax exempt meaning the contractor is tax exempt for buying these

[23:15] materials so basically what it comes down to is all inclusive materials that go

[23:19] So into that project, like the concrete, whatever it may be, those are tax exempt items.

[23:25] But when they're renting equipment, are they paying for fuel?

[23:28] The contractor would stop to pay sales tax on those items.

[23:32] The city's tax exempt across the board.

[23:34] This identifies what the contractors can be tax exempt for.

[23:37] Which ultimately saves a city money in the long run if they can be identified certain items

[23:42] that are tax exempt when they're putting their bids and proposals together for the city.

[23:50] Other questions, Council?

[23:56] We have a motion by Mr. Strong, is there a second?

[23:58] Second by Mr. Marks.

[24:01] Any further questions, comments, discussions?

[24:08] Council, please vote.

[24:13] That item passes.

[24:14] Thank you very much.

[24:15] All right, I am going to be pulling some things.

[24:18] I am going to pull item 5.3.

[24:23] We will not consider 5.3 tonight.

[24:25] And that will conclude the regular agenda.

[24:32] I am also pulling item 6.1 from the executive session.

[24:36] We will not consider item 6.1.

[24:39] So what we will consider in executive session is the council's 6.2.

[24:44] Council shall convene to a close executive session,

[24:47] pursuant to section 551.071 of the Texas Government Code

[24:51] to seek legal advice from the city attorney regarding

[24:53] pending our contemplative litigation or settlement offer, Lewisville ISD versus

[24:58] This is D-DRA...

[25:00] Councillor Cotto, a city of the colony, Texas, case number 25, 1, 2, 2, 7, dash 467, 467, B, Judicial District Court, Denton County, Texas, and item 6.3. Council shall convene to a close executive session section, pursuant to section 551.072 and 551.087 that Texas government code, to deliver regarding purchase, exchange, lease, value of real property, and commercial financial information that the city's received from a business prospect and to deliberate the offer of a financial

[25:29] financial or other incentive to a business prospect.

[25:32] With that, we will go to executives.

City Council - Jul 7th, 2026

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