HomeMy WebLinkAbout062220 CC MinThe City of West University Place
A Neighborhood City
CITY COUNCIL STAFF
Bob Higley, Mayor David J. Beach, City Manager
Kevin Trautner, Mayor Pro Tem Alan Petrov, City Attorney
John P. Barnes, Councilmember Thelma Gilliam, City Secretary
Lauri Lankford, Councilmember
Ed Sobash, Councilmember
CITY COUNCIL MINUTES
The City Council of the City of West University Place, Texas, met in a workshop and regular session on
Monday, June 22, 2020, at 5:00 p.m. in the Municipal Building located at 3800 University.
Agenda items were as follows:
WORKSHOP (5:00 PM)
1. Call Workshop to Order
Mayor Higley called the Workshop to order at 5:00 p.m. Councilmembers Barnes, Lankford and Sobash
were present. City Manager Beach, City Secretary Gilliam, City Attorney Petrov, and PW Director
Barrera were also present. Mayor Pro Tem Trautner and City Attorney Petrov attended via
audio/videoconference.
Consultants Nawa Panthi and Hui-Fong Chang with HTJ, LLC, were also in attendance in the Bill Watson
Conference Room due for social distancing.
2. Storm Water Drainage System Modeling Study
Matters related to a modeling study on the City’s storm water drainage system. Mr. Gerardo Barrera,
Public Works Director
Public Works Director Barrera and Mr. Panthi with HT&J, LLC, presented an overview of the modeling
study, including background, drainage design criteria, existing conditions, hydrology and hydraulic
modeling and proposed alternatives to resolve some of the existing issues.
City Manager Beach said the goal for the workshop is to answer Council’s questions, provide Council
with options resulting from the study and to get direction from Council as to which option it would like
more information on so staff can prepare specific information for that option.
Mr. Panthi confirmed that the proposed options include improvements to Buffalo Speedway.
The proposed options, which include escalation pricing for a 5-year project, are:
Option 1: West side of the City along Academy plus shared line at City limit – $67M (Buffalo
Speedway Improvements take care of most of the East side)
Option 2: New trunk line along Community – $60M.
Option 3: New trunk line on west side along Railroad – $59M + ROW
Option 4: Improving drainage system along W est Point plus shared line at City limit – $66M
Option 5: Inline detention – $114M
City Manager Beach said staff will provide detailed information once Council provides direction on the
preferred option.
After further discussion, City Manager Beach said staff and the engineer will use Option 2 as a baseline
model.
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A copy of the study is attached and audio of the discussion is on the City’s website or you contact the City
Secretary’s office for a copy.
3. Adjourn Workshop
Councilmember Sobash moved to adjourn the Workshop at 6:27 pm. Councilmember Barnes seconded
the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
REGULAR MEETING (6:30 PM)
4. Call Regular Meeting to Order
Mayor Higley called the Regular Meeting to order at 6:31 p.m.
5. Roll Call
All members of Council were present, except Mayor Pro Tem Trautner who attend via
audio/videoconference.
City Manager Beach, City Secretary Gilliam, City Attorney Petrov, HR Director Urban, Public Works
Director Barrera, Fire Chief Taylor, Finance Director DuBose and Police Chief Walker were also present.
The City’s CAFR consultant, Sarah Roberts with Weaver, was also in attendance via teleconference.
6. Pledge of Allegiance
Councilmember Sobash led the Pledge.
7. Public Comments
This is an opportunity for citizens to speak to the Council relating to agenda and non-agenda items.
There were no public comments.
8. Comprehensive Annual Financial Report (CAFR)
Matters related to acceptance of the City’s Comprehensive Annual Financial Report. Recommended
Action: After hearing report from auditors, accept the Comprehensive Annual Financial Report. Ms. Katherine
DuBose
Finance Director DuBose introduced Sarah Roberts who presented Council with the results of the Fiscal
Year 2019 audit.
Councilmember Barnes moved to accept the Comprehensive Annual Financial Report. Councilmember
Sobash seconded the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
A copy of the presentation is attached and audio of the discussion is on the City’s website or you contact the City
Secretary’s office for a copy.
9. Colonial Park East End Improvements
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Matters related to approving the concept design and budget for the Colonial Park East End Improvement
Project. Recommended Action: Approve the concept design and budget by adopting an ordinance amending the
budget for the improvements. Mr. Jeremy Veld, P&R Administrative Manager
Councilmember Barnes clarified for the record that the Friends of West U Parks Fund has approved the
budget up to $398,850.88 and will be reimbursing the City for this project so the net cost for the City will
be $0.
Councilmember Sobash moved to:
• Approve the Friends of West U Parks Fund, Inc., expenditure in an amount not to exceed
$398,850.88;
• Adopt an ordinance approving and adopting an amendment to the 2020 Budget;
• Accept the Colonial Park East Playground lampposts project as presented with known
deviations to the City’s Zoning Code;
• Authorize the City Manager to execute necessary agreements to complete the specified
Colonial Park East Improvements in an amount not to exceed $398,850.88.
Councilmember Lankford seconded the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
10. Boards and Commissions
Matters related to proposed projects for the City’s Boards and Commissions. Recommended Action:
Approve proposed projects. Mr. Dave Beach, City Manager
City Manager Beach presented and stated that the projects proposed were as a result of discussions
with Council. Instead of reviewing each one, all of Council indicated that they had read the memo that
outlined the projects and the responsible parties.
Councilmember Lankford proposed a project for the Seniors Board. She said as people age there may
be times when they will have to go to the hospital or a nursing home temporarily or for an extended
period and their homes will be vacant so it might be good to a have a program in place similar to the
Police Department’s House Watch for residents who go out of town. Councilmember Lankford said there
could be a system put in place so that a resident could sign up if the home will be vacant and they don’t
have family in town. She said the program could include having somebody check on the home
periodically to be sure there are no broken pipes, broken windows, etc. She said this will also help keep
the vacant home in good standing for neighbors and the community.
Councilmember Barnes asked if this would be a simple “watch” program where the City would be put on
notice that the house would be vacant for a period of time and that if something needs to be done it could
be communicated to the homeowner.
Councilmember Lankford said she was thinking more of a watch system where the City could
communicate to the resident who is away or to a family member (if they sign up) to give them information
about something going wrong with the house.
Mayor Higley said his first response is “A+” however he doesn’t want to break into a discussion right
now. He said he doesn’t want to send it to a committee because that takes time, but asked about sending
it to the Senior Board to “noodle” on it. Councilmember Lankford said that is what she was thinking.
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Councilmember Barnes said the Seniors Board has the Good Neighbor Team that does things like this.
He said the Seniors Board has been discussing this type of program and it’s been great concern about
what issues would be created having someone go onto someone else’s property.
Mayor Pro Tem Trautner said he wonders if Council needs to do something official as the Good Neighbor
Team does something like this. He said he worries a little about taking up people’s time on this when
one can just give a key to the neighbor and ask that they watch the house.
Mayor Higley asked that Councilmembers Lankford and Barnes get together and discuss this and bring
a proposal before Council for discussion.
City Manager Beach asked Mayor Higley if he would like to discuss his concern about the side setbacks
on corner lots and how they extend in front of the building setback line for adjoining lots on the side
streets. Mayor Higley asked if there is a committee that should hear this concern and City Manager
Beach said the Zoning and Planning Commission. City Attorney Petrov agreed that would be a direction
to the Zoning and Planning Commission.
Mayor Higley said he is coming from a place of deed restrictions and asked how the City would go about
addressing the issue of deed restrictions. City Attorney Petrov said over time deed restrictions can lose
their enforceability and said enforcement depends on the neighboring property owners. He also said
that the City doesn’t necessarily know if deed restrictions exist in respect to any particular piece of
property.
Councilmember Barnes asked what issue is involved. Mayor Higley said the problem is side setbacks
for houses on corners, an example of which is on the corner of Belmont and University.
Discussion on corner lots ensued and it was Council’s consensus to direct the Zoning and Planning
Commission to review the issue and recommend an ordinance to Council.
With no further discussion, City Manager Beach said it is staff’s recommendation that Council forward
the proposed items outlined in his agenda memo, plus the additions, to the appropriate boards,
commissions and staff for review and recommendations on possible changes. Councilmember Sobash
made the motion on staff’s recommendation. Mayor Pro Tem Trautner seconded the motion. MOTION
PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
Before moving on to the next item, Mayor Pro Tem Trautner suggested providing the boards and
commissions, possibly via the website, with a one-page summary of Council’s list of high-level priorities
so they know Council’s general direction of thinking. City Manager Beach said staff will provide the list
to the boards and commissions.
11. Information and Updates related to COVID-19
Matters related to COVID-19. Recommended Action: Discuss and take any desired action. Mr. Dave Beach,
City Manager and Mr. Aaron Taylor, Fire Chief and Emergency Management Coordinator
Fire Chief reported following on COVID-19:
• The West U specific data received by the Harris County Public Health Department and reported
to Council at its last meeting was inaccurate. It was reported that we were up to 22 reported
cases, but it is actually 15 confirmed cases 5 of which are active, 10 recovered and 0 deaths.
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• Staff continues to monitor state and regional COVID data and is seeing a concerning increase in
both new cases and the positivity rate, currently at 9%. Governor Abbott previously warned that
the critical level is the 10% positivity threshold.
• Harris County threat level remains at Level 2 which is to minimize all contact.
• Staff will continue to monitor and make adjustments accordingly in order to keep staff and the
public safe.
• Regarding the employees that tested positive for the virus at Colonial Park, staff has identified
those individuals that might have been at risk to exposure. Those individuals have been directed
to self-quarantine and the City has offered COVID-19 testing for those employees.
• Additional safety measures have been identified and implemented to provide a higher level of
safety for both staff and residents.
• The City is changing policy to require the public to wear masks when entering City facilities.
12. Consent Agenda
All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by
one motion. There will be no separate discussion of these items unless a Council member requests in
which event the item will be removed from the Consent Agenda and considered in its normal sequence
on the agenda.
A. City Council Minutes
Approve the City Council Meeting Minutes of June 8, 2020, June 14, 2020 City Council Strategic
Visioning Workshop and June 15, 2020 City Council Strategic Visioning Workshop.
B. Council Rules of Procedure
Matters related to an ordinance adopting revisions to Council’s Rules of Procedure. Recommended
Action: Adopt ordinance on second and final reading. Mr. Dave Beach, City Manager
C. Texas Local Government Investment Pool Authorizations
Matters related to a resolution amending authorized representatives to the Texas Local Government
Investment Pool (TexPool / TexPool Prime) to conduct transactions for the investment of City funds.
Recommended Actions: Approve resolution amending the Authorized Representatives and appointing the
Authorized Representatives as Investment Officials. Ms. Katherine DuBose, Finance Director
Councilmember Lankford requested that Item B removed from the Consent Agenda for discussion. She
also requested that the June 8, 2020 and June 15, 2020 be removed from Item A for small corrections.
Councilmember Sobash moved to approve the remaining Consent Agenda Items (June 14th Minutes in
Item A and Item C) Councilmember Barnes seconded the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
Regarding the June 8, 2020 Minutes, the following changes were made by Councilmember Lankford:
• Note that the consultant from GovHR attended via teleconference for the consultant from GovHR.
• At the bottom of Page 2 it should be 4 out of 18, not 14 out of 18.
• On Page 3 of the same Minutes, Councilmember Lankford said that where it states that
Councilmember Sobash stated that acceptance of the compensation study…” and that he said
“if there are more questions, Council can table the item and not accept it.” She said she thinks
somebody else said that. City Manager Beach said he believes he said that and City Secretary
Gilliam agreed.
• On Page 5 “state and regional data” should be “state and regional date.”
City Council Meeting Action Minutes, June 22, 2020
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Councilmember Sobash moved to approve the June 8, 2020 Minutes with corrections as noted.
Councilmember Barnes seconded the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
Regarding the June 15, 2020 Minutes, Councilmember Lankford asked that it be noted that Consultant
Lyle Sumek attended the meeting remotely or via teleconference.
Councilmember Barnes moved to approve the June 15, 2020 Minutes as amended. Councilmember
Lankford seconded the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
Regarding Item B (Rules of Procedure) City Manager Beach requested the following changes:
• On Page 4, regarding Agenda Deadline, change “by 5:00 pm on the fifth day” to “by noon on the
fifth calendar day” preceding a meeting.
• On Page 5, change “meeting” presiding officer to “meeting’s” presiding officer.
• On Page 7, add a period at the end of Rule.
Councilmember Sobash moved to approve the new Rules of Procedures with the proposed changes.
Councilmember Barnes seconded the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
13. Adjourn Regular Meeting
Councilmember Barnes moved to adjourn the meeting at 8:15 p.m. Councilmember Sobash seconded
the motion. MOTION PASSED.
Ayes: Higley, Trautner, Barnes, Lankford, Sobash
Noes: None
Absent: None
Audio of this Council Meeting is available on the City’s website or contact the City Secretary’s office for a copy.
Prepared by: City Secretary Thelma A. Gilliam
Approved by City Council on: July 13, 2020
Attached: City-wide Storm Sewer Analysis
Financial Audit Presentation
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City of West University Place
Citywide Storm Sewer Analysis
Prepared for:Prepared by:
June 22, 2020
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•Background Introduction
•Drainage Design Criteria
•Hydrology & Hydraulic Modeling
•Alternatives
Agenda
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Basic H&H Information (FOR I
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Rainfall Total and Annual Exceedance (FOR INFO PURP
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Hurricane Harvey Rain Total
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Historical Information
Flood frequency based on 24-hour duration
Memorial Day
Tax Day
(100-Year)
(10-Year)
(50-Year)
(10-Year)
Top of the Bank = 48.4 ft.(FOR I
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Design Criteria
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Drainage Design Criteria –2-year
•Hydraulic Grade Line (HGL) at or below the gutter
Storm
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Drainage Design Criteria –100-year
•Water at or below right-of-way (ROW)
Storm
Sewer
Sidewalk
ROWROW(FOR INFO PURP
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Existing Conditions
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3B
3A
5 6
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89
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2B
2A Streets where
point repairs
or asphalt
overlays have
been used as
a temporary
measure.
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Road
Reconstruction (FOR INFO PURP
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Existing
Drainage
System (FOR INFO PURP
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Existing
Topography
2018 LiDAR
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Results / Findings
Existing 2-Year Inundation Map
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Results / Findings
Existing 10-Year Inundation Map
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Results / Findings
Existing 50-Year Inundation Map
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Results / Findings
Existing 100-Year Inundation Map
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Proposed Conditions
1.Academy Street + Shared Line
2.Community Street + Shared Line
3.West Side Along Rail-Road + Shared Line
4.West Point + Shared Line (FOR INFO PURP
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Results / Findings
Proposed Improvements $67M
Option 1
Along Academy
Street and shared
line at city limit
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Storm
Sewer
100-yr Δ = 2.5”
50-yr Δ = 2.8”
10-yr Δ = 5.2”
2-yr Δ = 9.3”
100-yr EX WSEL
100-yr PR WSEL
Average Drop in Water Surface Elevation
50-yr EX WSEL
50-yr PR WSEL
10-yr EX WSEL
10-yr PR WSEL
2-yr EX WSEL
2-yr PR WSEL
Homes
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Results / Findings
Proposed Improvements $60M
Option 2
Along Community
Drive and shared
line at city limit
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Results / Findings
Proposed Improvements $59M
+
ROW
Option 3
Along Railroad
and shared line at
city limit
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Results / Findings
Proposed Improvements $66M
Option 4
Along West Point
and shared line at
city limit
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Results / Findings
Proposed Improvements
Inline
Detention
Inline Detention will
increase the cost by
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Option Cost
W/O Restrictor W/ Restrictor
2-Year 10-
Year
50-
Year
100-
Year 2-Year 10-
Year
50-
Year
100-
Year
1-Academy $67M 9.3 9.2 2.5 2.1 9.3 5.1 1.7 1.1
2-Community $60M 9.3 7.1 3.5 3.0 9.3 5.1 1.7 1.1
3-Rail Road $59M 9.3 7.1 3.6 3.0
4-WestPoint $66M 9.3 5.2 2.8 2.5 9.3 5.1 1.7 1.1
5-Inline $114M 9.3 14.4 6.9 5.9 9.3 8.6 4.3 3.2
Changes are Similar to Options 1 and 2
Summary of Average Drop in Water Surface Elevation, Inches
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Exclusions
•Buffalo Speedway
•Any ROW Acquisition
•Cost of Future Detention Volume
•Except where full reconstruction was identified, pavement replacement includes single panel replacement
Cost Estimate Assumption
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LOW IMPACT DEVELOPMENT (LID) Concept
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Bio Retention Basin /
Raingarden
Bio-Swales
Rain Barrel(FOR INFO PURP
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Additional Items
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Detention Pond at Coca-Cola Site
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Results / Findings
Detention Requirements for the Proposed
Improvements without Restrictor
230 acre-feet
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•Proposed storm Sewer Improvements provide nearly 50-year Level-of -Service (LOS)
•Low Impact Development (LID) improvements can provide LOS up to 10-year
•Inline Detention help for smaller rain events
•Coca Cola site is not helping the system in a meaningful manner after Buffalo Speedway improvements
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Questions & AnswersThank You
10351 Stella Link Road www.ht-j.com (O)832-767-0090
Houston,Texas 77025 hfc@ht-j.com (F)832-767-0141(FOR INFO PURP
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Results / Findings
Proposed Improvements
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Results / Findings
Proposed Improvements
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Results / Findings
Proposed Improvements
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Storm
Sewer
100-yr Δ = 3.0”
50-yr Δ = 3.6”
10-yr Δ = 7.1”
2-yr Δ = 9.3”
Railroad Trunk Line
100-yr EX WSEL
100-yr PR WSEL
50-yr EX WSEL
50-yr PR WSEL
10-yr EX WSEL
10-yr PR WSEL
2-yr EX WSEL
2-yr PR WSEL
Homes
(typ)(FOR INFO PURP
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Storm
Sewer
100-yr Δ = 2.1”
50-yr Δ = 2.7”
10-yr Δ = 9.1”
2-yr Δ = 9.3”
Academy Trunk LineHomes
(typ)
100-yr EX WSEL
100-yr PR WSEL
50-yr EX WSEL
50-yr PR WSEL
10-yr EX WSEL
10-yr PR WSEL
2-yr EX WSEL
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Storm
Sewer
100-yr Δ = 2.3”
50-yr Δ = 3.0”
10-yr Δ = 5.9”
2-yr Δ = 9.3”
Community Trunk LineHomes
(typ)
100-yr EX WSEL
100-yr PR WSEL
50-yr EX WSEL
50-yr PR WSEL
10-yr EX WSEL
10-yr PR WSEL
2-yr EX WSEL
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Storm
Sewer
West Point Trunk Line (with Restrictors)
100-yr Δ = 1.1”
50-yr Δ = 1.7”
10-yr Δ = 5.1”
2-yr Δ = 9.3”
Homes
(typ)
100-yr EX WSEL
100-yr PR WSEL
50-yr EX WSEL
50-yr PR WSEL
10-yr EX WSEL
10-yr PR WSEL
2-yr EX WSEL
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Storm
Sewer
West Point Trunk Line (all 10’x10’ Box Culverts)
100-yr Δ = 4.2”
50-yr Δ = 5.3”
10-yr Δ = 9.1”
2-yr Δ = 9.3”
Homes
(typ)
100-yr EX WSEL
100-yr PR WSEL
50-yr EX WSEL
50-yr PR WSEL
10-yr EX WSEL
10-yr PR WSEL
2-yr EX WSEL
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City of West University Place
Annual Financial Statement Audit
June 22, 2020
Slide 1 of 7
Audit Standards and Reports
Financial statement audit
Audit of the financials statements as of and for the year ended December 31, 2019
Performed in accordance with Generally Accepted Auditing Standards (GAAS) and
Generally Accepted Government Auditing Standards (GAGAS –aka “Yellow Book”)
Reports issued
1.Independent Auditor’s Report on the Financial Statements
Type of report issued:Unmodified opinion
2.Report on Internal Control Over Financial Reporting and Compliance and Other
Matters (Government Auditing Standards report)
1.Internal control findings reported:Yes
2.Compliance findings reported:No
3.Other matters reported: No
Slide 2 of 7
Audit Findings
Current year findings
1.Material weakness in internal controls over financial reporting
Material audit adjustments to correct identified errors in year-end timing
and cut-off of accounts payable/expenses
Follow up on prior year findings
1.Errors related to basis of accounting differences (material weakness in
internal controls)
Not recurring in current year
2.Incomplete bank reconciliations (significant deficiency in internal controls)
Not recurring in current year
Note: uncorrected misstatements
Slide 3 of 7
Overview of the Financial
Statements
1.Statement of Net Position
Comparative balances as of December 31, 2019 and 2018:
2.Statement of Activities
Government-wide results for the year ended December 31, 2019:
Increase in total net position:$8.2 million
Increase in cash and investments:$5.1 million
Decrease in outstanding bonds (net):$3.5 million
2019 2018
Cash and investments 37,317,674$ 32,245,604$
Capital assets (net)109,414,978 110,400,182
Outstanding bonds (net)(35,349,556) (38,815,481)
Pension and OPEB (net)(9,859,526) (8,647,298)
Other assets and liabilities (net)(5,368,516) (7,207,359)
Total net position 96,155,054$ 87,975,648$
December 31,
Governmental Business-Type
Activities Activities Total
Program revenues 6,631,780$ 9,873,245$ 16,505,025$
General revenues 22,996,595 87,363 23,083,958
Expenses (23,790,415) (7,619,162) (31,409,577)
Net increase (decrease)
before transfers 5,837,960$ 2,341,446$ 8,179,406$
Transfers 2,756,038 (2,756,038) -
Net increase (decrease) 8,593,998$ (414,592)$ 8,179,406$
Slide 4 of 7
Overview of the Financial
Statements
Focus on the General Fund
Comparison of fund balances as of December 31, 2019 and 2018:
Budgetary comparison for the year ended December 31, 2019:
2019 2018
Nonspendable 180,424$ 189,376$
Resticted 332,455 303,424
Assigned 104,773 118,377
Unassigned 9,279,646 7,622,781
Total fund balance 9,897,298$ 8,233,958$
December 31,
Fund balance ratios:2019 2018
Unassigned / total 93.76%92.58%
Unassigned / expenditures 47.50%41.73%
December 31,
Original Amended
Budget Budget Actual Variance
Revenues 18,382,018$ 18,382,014$ 19,550,652$ 6.36%
Expenditures (19,904,635) (20,753,013) (19,534,472) -5.87%
Other financing sources (uses)1,560,000 1,560,000 1,647,160 5.59%
Net change in fund balance 37,383$ (810,999)$ 1,663,340$
Slide 5 of 7
Other CAFR items
Notes to Financial Statements
Significant accounting policies –described in Note 1
Accounting policies and note disclosures are consistent with the previous year; no new
accounting policies adopted and no change in existing policies
Other Required Supplementary Information (RSI):
Pension and OPEB schedules
Other Supplementary Information:
Combining and individual nonmajor fund statements and schedules
Statistical Section:
Financial and operating trends and information, demographic and economic
information
Slide 6 of 7
Other matters
Significant estimates
Pension and OPEB –based on actuarial valuation, provided by TMRS and consulting
actuaries
Other significant estimates: allowance for uncollectible accounts, useful lives of capital
assets (depreciation period) –based on historical experience
Other required communications
No significant difficulties encountered during the audit
No disagreements with management arose during the course of our audit; to our
knowledge management did not consult with other accountants on auditing or
accounting matters
Management representation obtained
No impairments to our independence
1% decrease Current 1% increase
Net pension liability 16,140,385$ 9,123,763$ 3,327,704$
Total OPEB liability 4,995,649 4,539,847 4,132,194
21,136,034$ 13,663,610$ 7,459,898$
+55%-45%
Discount Rate
Questions?
Sarah Roberts, CPA
Audit Partner
832.320.3252
sarah.roberts@weaver.com