City of Canyon Commission Meetings

AGENDA NOTICE OF MEETING Notice is hereby given that the governing body of the City of Canyon will meet at 5:30 p.m. on the 21st day of December 2015, in the Commission Chambers of City Hall at 301 16th Street in the City of Canyon to discuss the following agenda items: 1. Call to Order. 2. Invocation. 3. Pledge of Allegiance. 4. Approval of the Minutes of the Meeting of December 7, 2015. 5. Public Comment – Comments from Interested Citizens. 6. Consider and Take Appropriate Action on a Livestock Permit Renewal Request by Alberta Evans at 510 US Highway 60. 7. Conduct a Public Hearing and Consider and Take Appropriate Action on Ordinance No. 1032 to Rezone the Proposed Canyon Proposed Canyon East Unit No. 5 to SF-S (Single-Family Suburban Residential District) from SF-A (Single-Family Agricultural Residential District). 8. Consider and Take Appropriate Action on a Plat for Canyon East Unit No. 5. 9. Consider and Take Appropriate Action Bids Received for: Water System Improvements – Upper Pressure Plane Transmission Line and Pressure Plane Station No. 2. 10. Palo Duro Creek 2015 Golf Shop Report. 11. Palo Duro Creek 2014-2015 Fiscal Year Grounds Report. 12. Consider and Take Appropriate Action on Palo Duro Creek Tournament Policies. 13. Consider and Take Appropriate Action on Palo Duro Creek Tournament Fees. 14. Consider and Take Appropriate Action on Palo Duro Creek Daily Green Fees. 15. Consider and Take Appropriate Action on Possible Public Input Meetings for Development of a Short Term Strategic Plan. 16. Executive Session Pursuant to Texas Government Code §551.074 Personnel, Appointments to Boards and Commissions (Canyon Housing Authority), §551.072 Real Property, and §551.071Consultation With Attorney. 17. Consider and Take Appropriate Action on Items Discussed in Executive Session. 18. Consider Meeting Dates for January 2016. 19. Adjournment. Randy Criswell, City Manager I certify that the above Notice of Meeting was posted on the bulletin board of the Civic Complex of the City of Canyon, Texas on the 18th day of December 2015. City of Canyon City Commission Meeting December 07, 2015 The City Commission of the City of Canyon met in regular session at 5:30 p.m. in the City Commission Chambers of the Civic Complex. Mayor Pro-Tem Gary Hinders presided over the meeting with the following Commissioners in attendance: David Logan, Justin Richardson and Joe Shehan. Mayor Quinn Alexander was unable to attend. Also present were the following City Staff: City Manager Randy Criswell, Assistant City Manager Chris Sharp, Director of Code Enforcement Danny Cornelius, Assistant City Manager for Special Projects Jon Behrens, Director of Public Works Dan Reese, and City Attorney Chuck Hester. Item 1. Call to Order. Mayor Pro-Tem Hinders called the meeting to order at 5:32 p.m. Item 2. Invocation. Commissioner Shehan gave the invocation. Item 3. Pledge of Allegiance. Brett Rose of Boy Scouts Troop 4 led the Pledge of Allegiance. Item 4. Approval of Minutes of the Meeting of November 16, 2015. Commissioner Shehan moved, duly seconded by Commissioner Logan, to approve the minutes of November 16, 2015 as presented. Motion carried unanimously. Item 5. Public Forum – Comments from Interested Citizens. No comments were made. Item 6. Presentation of the Texas Police Chiefs Association Recognition Certificate from Chief of Police Robert Taylor, Recognition Committee Member, to the Canyon Police Department. Mayor Pro-Tem Hinders introduced Robert Taylor, Texas Police Chiefs Association Recognition Committee Member who presented the Canyon Police Department with their re-recognition Certificate for outstanding performance. Mayor Pro-Tem Hinders Commended the Canyon Police Department on the professional recognition status since 2008 and thanked the officers for making Canyon such a safe and great place to live. Item 7. Hear Presentation from TMRS Representatives Regarding the TMRS System and the Status of the City of Canyon’s Employee Retirement Fund. City Manager Randy Criswell introduced the Executive Director of the Texas Municipal Retirement System (TMRS), David Gavia and Leslie Hardy, the head actuarial for TMRS. Mr. Criswell said Mr. Gavia and Ms. Hardy were present to give details of the City of Canyon retirement plan and answer any questions as requested by the City Commission. City Commission Meeting December 07, 2015 Page 2 of 4 Mr. Gavia then gave a detailed presentation about the TMRS system while answering questions from the City Commission as he went along. The Commission thanked him for the very thorough, informative, and educational presentation. Item 8. Consider and Take Appropriate Action on the Acceptance of a Texas Forest Grant for Personal Protective Equipment. Fire Chief Mike Webb presented the award of a Texas Forest Grant for Personal Protective Equipment for the Canyon Fire Department. Chief Webb said the application for the grant with 10% match was approved by the Commission March 17, 2014. Chief Webb said the grant approval was for the purchase of structural and wildland personal protective equipment in the amount of $16,800 with a cost-share match of $1,680.00. After discussion Commissioner Richardson moved, duly seconded by Commissioner Shehan to accept the Texas Rural Fire Department Assistance Grant in the amount of $16,800.00 and approve the cost-share payment of $1,680.00. Motion carried unanimously. Item 9. Consider and Take Appropriate Action on Resolution No. 24-2015, Ballot for Potter- Randall Appraisal District Director Elections. City Manager Randy Criswell presented Resolution No. 24-2015 for consideration. Mr. Criswell stated the City Commission had recently nominated Joseph Shehan to serve on the Potter- Randall Appraisal District Board of Directors and it was time to cast the City of Canyon’s allotted 70 votes. After discussion, Commissioner Logan moved, duly seconded by Commissioner Richardson to adopt Resolution No. 24-2015 casting all 70 votes for Joseph Shehan to serve on the Potter- Randall Appraisal District Board of Directors. Motion carried unanimously. RESOLUTION NO. 24-2015 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF CANYON, TEXAS CASTING VOTES FOR THE MEMBERS OF THE BOARD OF DIRECTORS OF RANDALL COUNTY APPRAISAL DISTRICT. Item 10. Consider and Take Appropriate Action on Bids Received for 5-Year Lease of the City Wastewater Treatment and Irrigation Facility (WWTIF); City Farm). Director of Public Works Dan Reese presented bids opened November 10, 2015 at 2:00 pm for the 5-year lease of the City of Canyon Wastewater Treatment and Irrigation Facility (City Farm). Mr. Reese said eight bid packets were sent out and three were received. Bidder Yearly Bid Total Amount Bid Wade Davis $38,560 $192,800. Canyon, Texas Darren Johnson $42,000 $210,000 Happy, Texas City Commission Meeting December 07, 2015 Page 3 of 4 Scott Avent $33,571 $167,855 Canyon, Texas Mr. Reese said additional information from each bidder was requested, including a five-year farm plan, signed releases for obtaining financial information from financial institutions and for criminal background checks through the Texas DPS Crime Records Database. No issues were found with any of the bidders. Mr. Reese said it was the recommendation of the Public Works Department to award the five-year lease of the City Waste Water Treatment and Irrigation Facility to the highest bidder, Darren Johnson of Happy, Texas with an annual bid of $42,000, for a total bid of $210,000. After discussion, Commissioner Logan moved, duly seconded by Commissioner Richardson to award the bid of the five-year lease of the City Waste Water Treatment and Irrigation Facility to the highest bidder, Darren Johnson of Happy, Texas with an annual bid of $42,000, and total bid of $210,000. Motion carried unanimously. Item 11. Executive Session Pursuant to Texas Government Code, §551.074 Personnel: Appointments to Boards and Commissioner (Planning and Zoning Commission; Zoning Board of Adjustment; Construction Advisory and Appeals Board; Board of City Development; Canyon Area Library Board; Main Street Advisory Board; and Canyon Housing Authority); and City Manager Evaluation. Mayor Pro-Tem Hinders indicated the Commission would adjourn into executive session at 7:03 pm. Item 12. Consider and Take Appropriate Action on Items Discussed in Executive Session. Upon returning from executive session at 8:02 pm, the following action was taken. Commissioner Logan moved, duly seconded by Commissioner Richardson to reappoint James Hartman, Rich Hopson and Mary Ellen Brandt to another term on the Zoning Board of Adjustment. Motion carried unanimously. Commissioner Shehan moved, duly seconded by Commissioner Logan to reappoint Charles Munger, Jon Davis and Kevin Luetkahans to another term on the Planning and Zoning Commission. Motion carried unanimously. Commissioner Logan moved, duly seconded by Commissioner Richardson to appoint Brian Winkelman to the place vacated by Paul Grizzle and to reappoint Louis Tijerina to another term on the Construction Advisory and Appeals Board. Motion carried unanimously. Commissioner Richardson moved, duly seconded by Commissioner Logan to reappoint Dave Hutson and Jim Bryan to another term on the Board of Community Development. Motion carried unanimously. City Commission Meeting December 07, 2015 Page 4 of 4 Commissioner Richardson moved, duly seconded by Commissioner Logan to appoint Cenee Precure and Deborah Woolsey to places vacated by Michael Reagan and Shannon Wilson on the Canyon Area Library Board. Motion carried unanimously. Item 13. Adjournment There being no further business, Commissioner Logan moved this meeting be adjourned. ______________________________ Gary Hinders, Mayor Pro-Tem ATTEST: ________________________________ Gretchen Mercer, City Secretary REGARDING ITEM 6 AGENDA To: Mayor and City Commission From: Danny Cornelius, Director of Code Enforcement Date: December 14, 2015 Re: Consider and Take Appropriate Action on a Livestock Permit Renewal Request by Alberta Evans at 510 US Highway 60. Alberta Evans has submitted a request to renew her livestock permit at 510 US Highway 60. According to the request, the maximum number of boarding livestock (horses and donkeys) would be 4 animals. The permit was renewed at the December 15, 2014 meeting. The minutes of the meeting are attached. According to Section 91.21 of the Code of Ordinances, any person desiring to keep livestock in the city shall make an application to the City Commission. The permit, if granted, would expire annually on December 31 and must be renewed in the same manner as the original application. The City Commission has the right to revoke any livestock permit if it finds the premises to be a public nuisance. Five notices were sent to property owners within 200 feet. We received no responses. The letter of application from Alberta Evans is attached. An itemized list of buildings within 500 feet of the property is required by the ordinance. The list is attached. City of Canyon To: City of Canyon Re: Livestock Permit renewal Alberta Evans My name is Alberta Evans I reside at 510 Hwy 60, Canyon, TX 79015. My phone number is 806‐ 655‐3647/806‐683‐9693. I am located on the frontage road on the south side of Hwy 60, west of the empty lot that used to be the old extension property and, on the West side of me is the Economy Storage business property. Highway 60 is on the North side of me and on the South side directly behind me is a dirt road; N. 2nd Ave, with no homes directly behind me. There is a mostly empty lot with old vehicles and other miscellaneous things on it and a small privately owned recreation area. There is one residence to the east of that lot with stuff on it and one residence to the West of this rec area. There are no other residences on that entire stretch near my property. I have complied with all requests regarding my property and animals. I also tractor the grounds regularly and have built a solid fence all the way across the front of the property where the livestock are, blocking view of all things on my property from the frontage and highway traffic as well. I would like to once again convey my desire to extend my Livestock permit. I would like to ask again to keep the number at 4, which I currently own. This number is just for horses/donkeys; no cattle, chickens, etc. I hope that you consider my application and again grant me the extension necessary to keep my much loved livestock on the premises. Alberta Evans  List of Buildings within 500’ of the Permit Request 5 Deer Crossing ‐ House 7 Deer Crossing ‐ House 9 Deer Crossing ‐ House 11 Deer Crossing ‐ House 13 Deer Crossing ‐ House 15 Deer Crossing ‐ House 17 Deer Crossing ‐ House 608 N 2nd Ave ‐ House and 2 storage buildings 409 1st Ave ‐ House 501 1st Ave ‐ House and storage building 509 1st Ave ‐ Empty House used as storage, storage building and an office 100 N 5th St ‐ Empty House used as storage 400 Hwy 60 ‐ Inland Fisheries – 2 buildings – warehouse and office 406 Hwy 60 ‐ Paul Blake Construction – commercial building 500 Hwy 60 ‐ Economy Storage – office and 3 storage unit buildings 601 1st Ave ‐ Lanky Pitman – commercial storage containers and carports 609 1st Ave ‐ Howard Morris ‐ Storage building 12-10-2010 Minutes Item 5. Consider and Take Appropriate Action on Request by Alberta Hockett of Xtreme Grooming at 510 Highway 60 for a Livestock Permit. Code Enforcement Director Danny Cornelius presented a request for a livestock permit to board horses and donkeys from Alberta Hockett of Xtreme Grooming at 510 US Highway 60. Mr. Cornelius stated currently Xtreme Grooming is boarding 3 donkeys (2 miniature and 1 full size) and a horse and the permit application resulted from complaints received by Animal Control. Mr. Cornelius said if the permit is granted, Xtreme Grooming would be allowed to board 4 to 8 animals and would have to inform the City Commission of how many animals were being boarded. Mr. Cornelius said 5 notices were sent out to property owners within 200 feet, with two responses received that were both opposed to the request. Ms. Hockett addressed the Commission stating she had no plans to board anything other than horses and donkeys and answered questions. After discussion, Commissioner Hinders moved, duly seconded by Mayor Pro-Tem Welch, to approve the permit for 6 months and for only 4 animals. Motion carried 4-1 with Commissioner Logan opposed. 6-20-2011 Minutes Item 7. Consider and Take Appropriate Action on Request by Alberta Evans of Xtreme Grooming at 10 US Highway 60 for a Livestock Permit Renewal. Code Enforcement Director Danny Cornelius presented a request to renew a livestock permit from Alberta Evans of Xtreme Grooming. Mr. Cornelius stated in December 2010 Ms. Evans requested a 1 year permit to board 3 – 8 animals and was granted a 6 month permit as a trial period with a limit of 4 animals. Ms. Evans would like a 1 year extension at this time for 4 animals. Mr. Cornelius stated 5 notices were sent out to property owners within 200 feet with 3 responses received back, 2 opposed, 1 unopposed. Ms. Evans addressed the commission and stated she only had 3 animals at this time and was not planning to expand. Ms. Evans stated she would like to build a privacy fence between her and Economy Storage and didn’t want to do this until she knew she would be able to continue boarding up to 4 animals. Ms. Evans stated she has cleaned up the property and would continue to keep it up. After brief discussion, Commissioner Hinders moved, duly seconded by Mayor Pro-Tem Welch to extend the livestock permit for 1 year with a limit of 4 animals. Motion carried 3 – 2 with Commissioners Behrens and Logan voting against. 6-18-2012 Minutes Item 9. Consider and Take Appropriate Action on a Livestock Permit Renewal Request by Alberta Evans at 510 Highway 60. Director of Code Enforcement Danny Cornelius presented a livestock permit renewal request from Alberta Evans. Mr. Cornelius stated Ms. Evans was requesting to board a maximum number of 4 animals, the same as before. Mr. Cornelius said the permit was last approved June 20, 2011 and in the past year he has not noticed anything that could be construed as a nuisance. Commissioner Behrens asked about all the vehicles and the mowing that was needed to which Ms. Evans responded all of that was currently being addressed and she could put a privacy fence up if it was the wish of the commission. Commissioner Logan expressed he felt this would be good and Ms. Evans agreed to construct the privacy fence. Commissioner Hinders moved, duly seconded by Commissioner Logan to approve the livestock permit for another year. Motion carried unanimously. 06-17-2013 Minutes Item 7. Consider and Take Appropriate Action on a Livestock Permit Renewal Request by Alberta Evans at 510 Highway 60. Code Enforcement Director Danny Cornelius presented a request for the annual renewal of a livestock permit at 510 Highway 60 by property owner Alberta Evans. Mr. Cornelius referenced the minutes from June 18, 2012 where the Commission stipulated that a general cleanup of the property is completed and a privacy fence is in place before requesting renewal of the permit for 2013. Mr. Cornelius said the fence is almost complete and he monitored the property for accumulation violations. Mr. Cornelius stated even though not required, 5 letters notifying property owners within 200’ of the request to renew the livestock permit were sent out with only one reply received back, from Economy Storage, opposed to the Permit. Mr. Cornelius said as stated in Section 91.21 of the Code of Ordinances, “any person desiring to keep livestock in the city shall make an application to the City Commission. The permit, if granted would expire annually on December 31 and must be renewed in the same manner as original application. The City Commission has the right to revoke any livestock permit if it finds the premises to be a public nuisance”. Mayor Alexander asked if it was possible to get on the renewal schedule as stated in the ordinance. Mr. Cornelius said a permit could be granted for 1 ½ years if desired by the commission. Mayor Alexander asked Ms. Evans if the fence was complete, to which Ms. Evans said it would be totally complete by September or October this year. Commissioner Logan asked about the junk vehicles. Ms. Evans said one had been removed; one was running when it was parked, which she hopes to have running again this Fall, and the other is a project of her son’s. Mr. Cornelius said if they were not tagged and inspected, they were still considered junk vehicles. City Attorney Chuck Hester stated if the junk vehicles were on private property and not visible, they were ok. After discussion, Mayor Pro-Tem Welch moved, duly seconded by Commissioner Hinders to grant the permit for 1 ½ years with renewal December 2014. After discussion, Mayor Pro-Tem Welch amended his motion to include the completion of the fence. Motion carried 3-1 with Commissioner Logan voting against. 12-15-2014 Minutes Item 8. Consider and Take Appropriate Action on a Livestock Permit Renewal Request by Alberta Evans at 510 US Highway 60. Code Enforcement Director Danny Cornelius presented a request from Alberta Evans to renew her livestock permit for another year and to allow her to house 5 animals, up 1 from the 4 currently allowed. Mr. Cornelius said the permit had been renewed once with the stipulation that a privacy fence be built around the property and the junk vehicles taken care of. Mr. Cornelius presented photos of the property showing the fence had been built with the exception of an opening to get tractors and vehicles through. The Commissioners inquired about the junk vehicles still on the property. Ms. Evans said she was going to be using one of them and had plans to build a “carport / almost garage” to house the vehicles and act as a place to work on them. Mr. Cornelius stated that was something that could be discussed. After discussion, Commissioner Hinders moved, duly seconded by Mayor Alexander to renew the Livestock permit for one year and keep the current limit of 4 animals. Motion carried 2-1 with Commissioner Logan voting against.  Alberta Evans Property—Photo timeline 2013 2014 2015 2013 2014 2015 2014 2015 REGARDING ITEM 7 AGENDA To: Mayor and City Commission From: Danny Cornelius, Director of Code Enforcement Date: December 15, 2015 Re: Conduct a Public Hearing and Consider and Take Appropriate Action on Ordinance No. 1032 to Rezone the Proposed Canyon East Unit No. 5 to SF-S (Single-Family Suburban Residential District) from SF-A (Single-Family Agricultural Residential District). Kuhlman and Sons LP and Canyon East Development LLC recently submitted a plat for Canyon East Unit No. 5 and an application for a change in zoning. The property was annexed as SF-A (Single-Family Agricultural Residential District). SF-A is intended for principally undeveloped land and agricultural uses. The proposed use is single-family dwellings. The proposed zoning is SF-S (Single-Family Suburban Residential) District. We will need to hold a public hearing and take action the zoning change before the plat can be considered. Letters were sent to 16 property owners within 200 feet. Responses were received from 3. All were in favor of the request. The Planning and Zoning Commission voted unanimously to recommend approval of the zoning request. City of Canyon  APPLICATION FOR CHANGE IN ZONING 1. Name of Applicant: Kulman & Sons LP, Canyon East Development, LLC A. Address 1001 E Nance Road, Canyon, Texas 79015 Fax ______________________________ B. Telephone 806-488-2541 E-Mail __________________________ C. Interest (Owner, Agent, Leasor, Agent-Buyer) Owner D. Representative’s Name Gary Kulman Address 1001 E Nance Road, Canyon, Texas 79015 _____________________________ Fax _____________________________ Telephone 806-488-2541 E-Mail ___________________________ 2. Legal Description of Property: A. Block(s) New Subdivision B. Lot(s) Lots 1-29 C. Addition(s) Canyon Canyon East Unit No. 5 3. Property Area in Square Feet 279,655 in Acres 6.42 4. Present Zoning Agriculture 5. Present Land Use (detail every use) Prairie 6. Proposed Zoning. SFS – Single Family Suburban 7. Proposed Land Use. Single Family Residence 8. What conditions have changed since the original zoning which would warrant a change in zoning? New Subdivision 9. How will the proposed change affect the neighborhood? New Subdivision 10. What affect will the proposed zoning change have on traffic and street? New Subdivision 11. List owners of record (list all if more than one): Kulman & Sons LP, Canyon East Development, LLC 12. Signatures of all owners of record and address: Gary Kulman_______________________ 1001 E Nance Road Canyon, Texas 79015  ORDINANCE NO. 1032 Rezoning Canyon East Unit No. 5 AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF CANYON, TEXAS, REZONING CANYON EAST UNIT NO. 5, AN ADDITION TO THE CITY OF CANYON, RANDALL COUNTY, TEXAS, PROVIDING THAT THE ZONING CLASSIFICATION BE POSTED UPON THE ZONING DISTRICT MAPS OF THE CITY OF CANYON, PROVIDING THAT ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH ARE EXPRESSLY REPEALED, AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Planning and Zoning Commission conducted a public hearing on December 14, 2015 for the purpose of considering rezoning certain properties situated in the City of Canyon. All owners of property within 200 feet, as indicated by the most recently approved municipal tax roll of real estate property, were given written notification, and opportunity to be heard, and proper notice by publication was given through the local newspaper in accordance with City Charter provisions, the Code of Ordinances and the Texas Local Government Code; and WHEREAS, the Planning and Zoning Commission has recommended rezoning the properties from SF-A (Single-Family Agricultural Residential District) to SF-S (Single-Family Suburban Residential District); and WHEREAS, the City Commission conducted a public hearing at its regular meeting and considered the recommendation by the Planning and Zoning Commission for rezoning; and WHEREAS, the passage, promulgation, and enforcement of the provisions herein contained are deemed necessary and advisable for the promotion of the general welfare of the community to carry out the governmental powers delegated to and possessed by the City of Canyon; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF CANYON, TEXAS: SECTION 1. The City Commission finds that SF-S (Single-Family Suburban Residential District) would be more appropriate than SF-A (Single Family Agricultural Residential District) zoning for the properties in question. SECTION 2. That Lots 1 through 29, Block No. 10 of Canyon East Unit No. 5 are hereby zoned SF-S (Single-Family Suburban Residential District). SECTION 3. That this Zoning classification be posted upon the Zoning District maps of the City of Canyon and filed with the City Secretary and Building Inspector of the City of Canyon. SECTION 4. Severability. If any provision, section, subsection, sentence, clause, or the application of the same to any person or set of circumstances for any reason is held to be unconstitutional, void or invalid or for any reason unenforceable, the validity of the remaining portions of this ordinance or the application thereby shall remain in effect, it being the intent of the City Commission of the City of Canyon, Texas in adopting this ordinance, that no portion thereof or provision contained herein shall become inoperative or fail by any reasons of unconstitutionality of any other portion or provision. SECTION 5. Repealer. All ordinances and parts of ordinances in conflict with this ordinance are hereby repealed to the extent of conflict with this ordinance. SECTION 6. This ordinance shall become effective immediately. INTRODUCED AND PASSED at the regular meeting of the City Commission on the 21st day of December, 2015. _______________________ Quinn Alexander, Mayor ATTEST: _________________________ Gretchen Mercer, City Clerk REGARDING ITEM 8 AGENDA To: Mayor and City Commission From: Danny Cornelius, Director of Code Enforcement Date: December 15, 2015 Re: Consider and Take Appropriate Action on Plat for Canyon East Unit No. 5. We need to consider approving the plat for Canyon East Unit No. 5. A copy of the plat is enclosed. The Planning and Zoning Commission voted unanimously to recommend approval of the plat. City of Canyon REGARDING ITEM 9 AGENDA To: Randy Criswell, City Manager From: Dan Reese, Public Works Director Date: December 15, 2015 Re: Consider and Take Appropriate Action on Bids Received for: Water System Improvements – Upper Pressure Plane Transmission Line And Pressure Plane Station No. 2. After a couple of years of planning, design and right-of-way acquisition, this project will complete the necessary infrastructure needed to accomplish some long term goals to secure water supply delivery to the City. Two major needs will be addressed by this project. First, we will add some redundancy to our supply delivery by being able to bring water in from the Kim and Rockwell wellfields as well as our Amarillo supply, which, as everyone is aware, supplies the majority of our water. This pipeline will provide redundancy to the over thirty year old pipeline, currently in use. Also, this line will provide water service to potential development north of Hunsley Road and west of FM 2590. An additive change order to the contract is already anticipated to add service through Crestview Canyon Estates, once its design is completed. We will also be able to connect the Aztec subdivision, to the higher pressure plane. Aztec has had marginal water pressure since being developed, many years ago. Bids were opened on December 3, 2015. Nine (9) bids were received. For this project, we used an online bidding process that greatly added to the project’s exposure, created interest outside of the region and was more convenient for the contractors. We’re extremely pleased with the results of this process, the increased interest in our work, and the potential savings. BRB Contractors from Topeka, Kansas submitted the low bid for the project. The project consisted of a base and one alternate. The total bid submitted by BRB was in the amount of $ 2,225,920.00. The completion time bid was for a total of 180 calendar days, including the alternate. This bid was approximately $ 875,000 under the engineer’s estimate of $ 3,100,000. A recommendation letter from Brandt Engineers is also attached. A bid tabulation sheet and sketch of the proposed route is also attached. This project will be funded with the most recently issued certificates of obligation for water system improvements. Needless to say, we are extremely pleased with the results of the bidding and are pleased that the savings can be applied to other water related projects. The public works department concurs with the engineer and recommends awarding the bid to BRB Contractors in the amount of $ 2,225,920.00 City of Canyon BID TABULATION SHEET WATER DISTRIBUTION SYSTEM IMPROVEMENTS UPPER PRESSURE PLANE TRANSMISSION LINE AND PRESSURE PLANE STATION NO. 2 City of Canyon – December 3, 2015 – 2:00 pm Bidder Base Bid Calendar Days Alternate #1 Calendar Days Total Amt. Bid Amarillo Utility Contractors Amarillo, TX $ 2,278,320.00 180 $ 82,020.00 40 $ 2,360,340.00 BRB Contractors Topeka, KS $ 2,159,410.00 150 $ 86,510.00 30 $ 2,225,920.00 Garney Construction Houston, TX $ 2,168,250.00 300 $ 57,950.00 30 $ 2,226,200.00 L.A. Fuller & Sons, LTD Amarillo, TX $ 2,752,575.00 385 $ 67,762.00 20 $ 2,820,337.00 MH Civil Constructors Amarillo, TX $ 2,501,100.04 300 $ 69,843.61 30 $ 2,570,943.65 Redpoint Contracting Phoenix, AZ $ 2,522,322.00 120 $ 55,840.00 7 $ 2,578,162.00 Smithco Construction Caballo, NM $ 2,550,020.00 210 $ 77,940.00 0 $ 2,627,960.00 Spiess Construction Mansfield, TX $ 2,413,100.00 300 $ 95,290.00 60 $ 2,508,390.00 Whitewater Construction Waco, TX $ 3,233,490.00 180 $ 182,520.00 30 $ 3,416,010.00 REGARDING ITEM 10 AGENDA To: Mayor and City Commission From: Casey Renner and John Haun Date: December 14, 2015 Re: Palo Duro Creek 2015 Golf Shop Report Palo Duro Creek had another good year in 2015. Rain fell and the golf course looked great! Rounds increased by around 600 rounds this year. We held 37 tournaments this year, 20 Thursday Night Scrambles, 5 junior high and high school events and 3 NTPGA Jr. Tour events. We also had the great pleasure of hosting, for the 2nd time, a Drive, Chip and Putt Regional Event. This event brought in 80 juniors, from age 6-13, from all over the region. There were kids that traveled from Houston, Arkansas, Colorado and Kansas to compete in that event. PDC also hosted the 24th Annual Western Lonestar Senior Ladies Golf Association Match Play event. 72 golfers came and played our golf course for a week at the beginning of September. It was a great event and all the ladies loved our golf course, as well as what Canyon had to offer them. Below is a summary of 2015: Rounds in 2015 – 26,282 Cart Revenue in 2015 - $270,747.00 Green Fee Revenue in 2015 - $277,510.00 Permit Fee Revenue in 2015 - $48,791.00 Pro Shop Revenue in 2015 - $220,768.00 Grill Revenue in 2015 - $142,206.00 Please see the attached document that has our yearly comparisons and this year’ totals. If you have any questions, we’ll be happy to answer them. Going forward in 2016, the PDC Staff would like to recommend a small increase in our green fees. We would like the increased amount to be put into a Capital Improvement Fund that would go specifically towards a renovation of our irrigation system. We are aware that this will take a long time to raise the amount of money needed towards the needed improvements, but we have to start somewhere. We would like to increase our daily green fees; this would include regular, senior and college fees, by $1.00. We would like to increase our weekend green fees; this would include regular, senior and college fees, by $2.00. We recommend that these funds be placed into a PDC Capital Improvement Fund. Also, please see the attached 2016 Tournament Agreement form. This new agreement will more plainly state what I need from tournament directors, and rules and regulations set forth to protect PDC and its’ staff. Thank you for your time and consideration. City of Canyon  Month 2010‐2011 2011‐2012 2012‐2013 2013‐2014 2014‐2015 Avg. Cart Fees $ 20,130.00 $ 21,858.00 $ 17,706.00 $ 18,426.00 $ 19,992.00 $ 19,622.40 No Green Fees $ 17,434.00 $ 27,608.00 $ 16,554.00 $ 18,270.00 $ 21,400.00 $ 20,253.20 Oc Rounds 1857 2325 1964 2250 2472 2174 ve to Cart Fees $ 10,046.00 $ 10,758.00 $ 16,218.00 $ 10,146.00 $ 10,500.00 $ 11,533.60 m be Green Fees $ 9,868.00 $ 10,878.00 $ 15,986.00 $ 10,477.00 $ 13,211.00 $ 12,084.00 be be r Rounds 1171 1355 1622 993 1047 1238 r r Cart Fees $ 11,054.00 $ 5,610.00 $ 9,066.00 $ 6,648.00 $ 7,482.00 $ 7,972.00 De Green Fees $ 7,422.00 $ 5,450.00 $ 8,720.00 $ 4,794.00 $ 8,045.00 $ 6,886.20 ce Rounds 874 543 776 652 660 701 m Cart Fees $ 19,848.00 $ 23,052.00 $ 14,400.00 $ 14,665.00 $ 9,038.00 $ 16,200.60 uary Green Fees $ 9,602.00 $ 10,218.00 $ 6,041.00 $ 7,139.00 $ 3,801.00 $ 7,360.20 Ja n Rounds 1106 1286 776 800 466 887 Cart Fees $ 9,966.00 $ 8,004.00 $ 9,312.00 $ 14,935.00 $ 16,000.00 $ 11,643.40 Fe br Green Fees $ 8,760.00 $ 7,404.00 $ 7,362.00 $ 9,459.00 $ 10,441.00 $ 8,685.20 ua ry Rounds 973 858 891 1103 1143 994 Cart Fees $ 26,376.00 $ 24,996.00 $ 18,906.00 $ 20,075.00 $ 23,980.00 $ 22,866.60 ch ar Green Fees $ 25,140.00 $ 24,812.00 $ 19,700.00 $ 16,648.00 $ 22,061.00 $ 21,672.20 M Rounds 2775 2574 2312 1958 2294 2383 Cart Fees $ 24,516.00 $ 24,336.00 $ 20,682.00 $ 15,829.00 $ 21,332.00 $ 21,339.00 Ap ril Green Fees $ 27,240.00 $ 27,446.00 $ 24,914.00 $ 15,305.00 $ 22,122.00 $ 23,405.40 Rounds 2955 2986 2681 1892 2298 2562 Cart Fees $ 29,742.00 $ 33,252.00 $ 25,500.00 $ 29,487.00 $ 21,915.00 $ 27,979.20 ay Green Fees $ 33,504.00 $ 37,322.00 $ 29,537.00 $ 32,488.00 $ 24,248.00 $ 31,419.80 M Rounds 3482 3614 3129 2802 2157 3037 Cart Fees $ 34,434.00 $ 37,440.00 $ 32,802.00 $ 29,722.00 $ 34,998.00 $ 33,879.20 Ju e Green Fees $ 37,296.00 $ 41,784.00 $ 39,149.00 $ 31,146.00 $ 36,585.00 $ 37,192.00 n Rounds 3706 4138 3577 3398 3567 3677 Cart Fees $ 41,688.00 $ 41,700.00 $ 33,390.00 $ 40,160.00 $ 37,947.00 $ 38,977.00 Ju l y Green Fees $ 46,380.00 $ 46,600.00 $ 37,530.00 $ 41,522.00 $ 41,949.00 $ 42,796.20 Rounds 4771 4360 3953 3560 3710 4071 Cart Fees $ 37,002.00 $ 31,848.00 $ 36,528.00 $ 37,100.00 $ 32,065.00 $ 34,908.60 gu st Green Fees $ 38,924.00 $ 33,374.00 $ 41,437.00 $ 39,662.00 $ 34,412.00 $ 37,561.80 Au Rounds 3885 3534 4117 3732 3664 3786 ber Cart Fees $ 31,980.00 $ 27,828.00 $ 30,858.00 $ 25,968.00 $ 35,498.00 $ 30,426.40 te m Green Fees $ 36,258.00 $ 33,704.00 $ 35,496.00 $ 29,263.00 $ 39,235.00 $ 34,791.20 Se p Rounds 3360 3144 3117 2501 2804 2985 Cart Fees $ 296,782.00 $ 290,682.00 $ 265,368.00 $ 263,161.00 $ 270,747.00 $ 277,348.00 Tota Green Fees $ 297,828.00 $ 306,600.00 $ 282,426.00 $ 256,173.00 $ 277,510.00 $ 284,107.40 l Rounds 30915 30717 28915 25641 26282 28494  REGARDING ITEM 11 AGENDA To: Mayor and City Commission From: John Haun, Casey Renner Date: December 14, 2015 Re: 2014-2015 Fiscal Year PDC Grounds Report Palo Duro Creek Golf Club Grounds Maintenance Report Fiscal Year 2014‐2015 The fiscal year started out normal with fall and winter months dry and windy which is normal. In October, we planted 28 new trees throughout the course. Most of these trees were conifers with several Texas red oak and Chinese pistache. In the late winter and early spring we installed new irrigation in the right rough of hole #17 and then we rewired all heads in hole #17, 84 heads in all, and installed a new satellite controller to run these heads. We continued to trim the Large Siberian elm trees on the course, 37 trees in all were trimmed this year. We will continue to trim these yearly. In July we had a major storm with high winds through the course that led to a lot of Siberian tree damage. One tree was blown completely over behind #8 green and a tree right of #7 green the top half of the tree was blown off and landed on the green. There was such extensive damage that it took us two days to clean up all the debris and that did not include chipping the limbs. We installed a new roof on the club house after a May hailstorm damaged it. We are glad to get a new roof as the old cedar shake roof was in bad shape. Insurance paid all but the deductible and new code upgrades. The hail cause slight damage to the green surfaces, but they grew out of it in a few days. A new flag pole was installed, given to us by the Girl Scouts. We now fly the American and Texas flags daily and it is lighted at night with a solar powered light. The summertime projects were as follows. Install new drains in #1 fairway, repaint the existing tee signs, laid sod in #11 and #17 fairway landing areas, continue maintenance along creek, seed the right rough in hole #17 and increase maintenance along creek edges on front 9 with extra weed eating down to the water’s edge. The year 2015 was a record breaking year with just over 31” of rainfall and 23 inches of snow. We put more hours on our equipment and used more fuel than in the previous several years due to extensive mowing due to lots of moisture. The golf course was closed the entire Memorial weekend due to flooding (second year in a row this has happened). The rounds would have been close to 27,000 if this would not have happened because Memorial weekend is usually our busiest of the year. The City of Canyon  AGENDA upside of all this moisture is we have re‐established deep sub‐soil moisture and did have extensive growth and coverage of our Bermuda turf course wide. Here are some of the major capital improvements needed at PDC in the future: a master plan, new irrigation system, expansion/renovation of the clubhouse, expansion/renovation of the existing cart storage facility, new bathroom facilities on the front 9, parking lot and entrance improvements, sand, soil and gravel storage areas and recyclable equipment wash area, bridge assessments/renovations and retaining wall in front of #5 green. Thank you and we look forward to 2016. City of Canyon  REGARDING ITEM 12 AGENDA To: Mayor and City Commission From: John Haun, Casey Renner Date: December 14, 2015 Re: Consider and take appropriate action on PDC Tournament policies. Casey has written new policies that will govern all tournaments and outings at PDC. These policies will ensure that all parties have notice of their responsibilities and the policies will not be negotiable. It is staff recommendation that these policies be adopted for tournaments starting January 1, 2016. Palo Duro Creek Golf Course Tournament Policies Thank you for choosing Palo Duro Creek Golf Course for your golf event this year. Listed below are Palo Duro Creek Golf Course’s Rules and Guidelines that will make planning your tournament much easier and more organized for both PDC and your event. After reading this information, please feel free to contact Casey Renner or Lance Ratliff (806-655-1106) if you have any questions. 1. Tournament Dates: Dates and times for upcoming events can start to be scheduled on January 1st of each year. Consideration will be given to previous tournaments that have played in previous years. 2. Tournament Chairman: Each event will appoint one person to be the Tournament Chairman. This person will be responsible for all arrangements made with the staff at PDC. These duties may include but are not limited to: Signing the contract, financial arrangements, tournament list, etc... 3. Damage: The Tournament Chairman will assist the Golf Professionals and staff in every possible way to find those responsible for damage to the golf course, golf carts, and any public or private property by the event City of Canyon  AGENDA participants while they are at Palo Duro Creek Golf Course. If restitution is not made, the event will be held responsible for damages. 4. Fees and Collection of Fees: All fees are established by the Canyon City Commissioners and are non‐negotiable. Tournament fees will be decided and agreed upon by signing the Tournament Agreement Form. The Tournament Chairman is responsible for collecting fees from the events participants. The Chairman is also responsible for paying all tournament fees agreed upon before the event. a. Merchandise Policy: All prizes must be in the form of Gift Certificate through Palo Duro Creek Golf Course. Cash awards for amateurs are not permitted by the U.S.G.A. and therefore, not allowed at Palo Duro Creek Golf Course. 5. Tournament Preparation: PDC Staff will be responsible for preparing cart tags, scorecards, rule sheets, scoreboards, and for posting scores provided you submit a list of players to the Golf Professional two (2) days prior to the event. Designated areas will be provided for each event for registration and scoring. If any items are borrowed, i.e. tape, pens, scissors, etc…, the Tournament Chairman will be responsible for returning those items. 6. Tournament Signage: The Tournament Chairman is responsible for all tournament signage, i.e. tee box signs, sponsorship banners, etc... 7. Pace of Play: It is the Tournament Chairman’s responsibility to organize the event so it will move at a steady pace with undue delay. PDC would like the pace set to 2:15 minutes per 9 holes at the maximum. 8. Food and Beverage: All Food and Beverage arrangements will be made through the Golf Professional. PDC Grill is prepared to meet your catering needs. Please note our menu on the Tournament Agreement Form. 9. Beer: It is a violation of T.A.B.C. Rules and Regulations to carry beer or any other alcohol onto the premise of Palo Duro Creek Golf Course; this includes parking lots or any adjacent areas. It is also unlawful to consume beer or alcohol before noon on Sunday. It is the Tournament Chairman’s responsibility to inform all participants of these rules. If any beer or alcohol is brought onto the premise, it will be seized by the PDC Staff and will not be given back. 10.Turning in Carts: The Tournament Chairman will encourage his players to turn in their golf carts promptly upon completion of their round. If any City of Canyon  AGENDA players are caught playing after their round is complete, they will forfeit their score. 11.Clean Up: The Tournament Chairman will be responsible for cleaning up all trash, boxes, tee signs, etc… both inside and outside the club house after their event is complete. I have read and do hereby agree to and understand the above conditions and details of the Tournament Policies. ____________________ ________________ Tournament Chairman Director of Golf City of Canyon REGARDING ITEM 13 AGENDA To: Mayor and City Commission From: John Haun, Casey Renner Date: December 14, 2015 Re: Consider and take appropriate action on PDC Tournament Fees Casey has updated the PDC tournament fees. Listed below are the old tournament fees and the new tournament fees. These changes are a direct reflection of the proposed changes in daily fees. Establishing these new fees with the city commission means that the fees are non-negotiable. It is staff recommendation that these new fees be approved for tournaments and outings beginning January 1, 2016. Old Fee New Fee Weekday (Monday-Thursday), shotgun start 40 players and up $27.00 Weekday (Monday-Thursday), shotgun start 40 players and up $28.00 Weekend (Friday-Sunday), shotgun start 40 players and up $31.00 Weekend (Friday-Sunday, Holidays) SG start 40 players and up $33.00 Weekday (Monday-Thursday), Tee times start 39 players and under $27.00 Weekday (Monday-Thursday), Tee times start 39 players and under $28.00 Weekend (Friday-Sunday, Holidays), Tee times 39 players and under $31.00 Weekend (Friday-Sunday, Holidays), Tee times 39 players and under $33.00 A new administration fee of $3.00 per player has been added to cover the costs of paper, ink, score sheets, etc. City of Canyon  REGARDING ITEM 14 AGENDA To: Mayor and City Commission From: John Haun, Casey Renner Date: December 14, 2015 Re: Consider and take appropriate action on PDC daily green fees. Casey and I would like to propose a change in Palo Duro Creek golf fees for calendar year 2016. The fee change we propose would increase all weekday green fees by $1 and the Friday, Saturday, Sunday and Holiday green fees by $2. No other fees would be affected. We propose that these extra fee increases be placed in the current, existing one dollar per cart fee account to be used strictly for capital improvements to the golf course, excluding equipment. These new fee increases plus the existing cart fees should raise between $20,000 and $30,000 per year. These fees could be used to help fund capital improvements such as clubhouse expansion, new irrigation, cart barn improvements, parking lot improvements, new bridges, front 9 bathroom, Etc. It is staff recommendation that these fee increases be approved to start on January 1, 2016. Palo Duro Creek Golf Course Proposed 2016 Fee Schedule Fee name 2015 Proposed 2016 Permits Permits‐ Senior, single 60+, weekday only $550.00 $550.00 Additional per person fee, any category $275.00 $275.00 Single, any day $825.00 $825.00 Jr. Permit High school senior or younger, June thru August, Monday thru Thursday only $180.00 $180.00 Green fees Green fee‐ Monday thru Thursday $14.00 Proposed new green fee‐Monday thru Thursday $15.00 Green fee‐ Friday, Saturday, Sunday, Holidays $18.00 Proposed new green fee‐Friday, Saturday, Sunday, Holidays $20.00 Twilight‐ After 4 pm $10.00 $10.00 Jr. Fee High school senior or younger $8.00 $8.00 College Monday thru Thursday $10.00 Proposed new green fee‐Monday thru Thursday $11.00 Friday, Saturday, Sunday, Holidays $13.00 Proposed new green fee‐Friday, Saturday, Sunday, Holidays $15.00 Senior 60+ Monday thru Thursday $10.00 Proposed new green fee‐Monday thru Thursday $11.00 Senior 60+ Friday, Saturday, Sunday, Holidays $13.00 Proposed new green fee‐Friday, Saturday, Sunday, Holidays $15.00 City of Canyon  AGENDA Cart fees Cart fees 18 holes $13/$26 $13/$26 9 holes $7/$13 $7/$13 All above prices include sales tax. Single permit is defined as a permit that allows golfers to play 7 days a week. The Senior permit is defined for single golfers age 60 and above to play Monday through Friday. Additional Family permit is defined by any dependent or co‐dependent living in the same household. “Additional per person fee” shall be defined as any dependent or co‐dependent living in the same household. “Children” shall be defined as a dependent, living in the home, up to age of 18, OR a full time college student not over the age of 24. Proof of full time college student status will be required. “College” shall be defined a full time college student not over the age of 24. Proof of full time college student status will be required. Annual permit fee may be prorated for the purchase of a holder’s first Annual permit. Proration shall be based on the total number of months (including partial months) remaining in the year. This policy shall apply to the first purchase only of an Annual Permit. Anyone previously possessing an Annual Permit will not be eligible for a prorated purchase the following year or any future year. City of Canyon REGARDING ITEM 15 AGENDA To: Mayor and City Commission From: Randy Criswell, City Manager Date: December 21, 2015 Re: Consider and Take Appropriate Action on Possible Public Input Meetings for Development of a Short Term Strategic Plan. It has been discussed that you’d like to solicit public input from a series of Public Meetings, most likely in January, so that you can determine items of importance to the citizens of Canyon, and then utilize this information to help develop a Short Term Strategic Plan. A plan such as this would have many uses, and especially as we approach time to develop a budget for next year it would be nice to know if we’re really doing what our citizens want. Obviously, there are a lot of things that you already have as priorities, but I think we’ve all agreed it could be beneficial to see what the public feels should be important. Justin and I have been working on this, and we’ve developed a plan to have somewhere around 4 Public Meetings. Here’s a draft of what we’re proposing and need to discuss: 1. Schedule 4 public meetings in January, two in the day and two in the evening 2. We would need to personally invite (letter from the Mayor) about 100 people. Maybe each of you could provide 20 names. And, of course, the meetings would be advertised as open to the public as well. 3. Work with WT to provide journalism students to collect the comments and compile the results. The students would be able to provide a level of neutrality, just compiling information and clarifying comments. 4. Set up different tables with different subjects. This has a lot of possibilities. We can either use subjects that directly relate to our functions, such as Parks, Public Works, Public Safety, etc., or we could set up subjects like “What are we doing well”, “What are we doing poorly”, “What should we be doing that we aren’t”, “What should we stop doing”, things like that. 5. Justin and I were thinking maybe 4 or 5 tables. 6. Once WT finished with their compilation of the results, then we would work together to establish a small list of short term goals that we would work toward. These are just our ideas up to this point. I would hope that we can come up with our list of subjects and invitees pretty soon so that we can proceed as quickly as possible. City of Canyon REGARDING ITEM 18 AGENDA To: Mayor and City Commission From: Randy Criswell, City Manager Date: December 21, 2015 Re: Consider and Take Appropriate Action on Meeting Dates for January, 2016. We talked last month about meeting only one time in January, on the 4th. Since then, staff has begun to think about the timing of putting together an agenda between the Christmas and New Year’s holiday, and we would respectfully ask that the meeting in January be moved to January 11. There would only be the one meeting. This would be instead of the meeting on the 4th. We can make it work on the 4th if that’s what you want, but the 11th would be easier on the staff. I apologize for not thinking of this when we talked about it previously. I appreciate your consideration. City of Canyon January 2016 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Martin Luther King Day 24 25 26 27 28 29 30 31