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 1:00 p.m. on the 24th day of July 2018, 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 July 9, 2018. 5. Public Comment – Comments from Interested Citizens. 6. Executive Session Pursuant to §551.074 Appointments to Boards and Commissions (Canyon Economic Development Corporation Board of Directors, and §551.071, Consultation with Attorney. 7. Consider and Take Appropriate Action on Items Discussed in Executive Session. 8. Budget Presentation and Work Session. 9. Consider and Take Appropriate Action on Taking Record Vote on Proposed Tax Rate, and Adopt Budget Calendar Setting Dates for Public Hearing. 2 motions have to be made 1st - Motion to adopt $0.4200 as the maximum M&O proposed tax rate and $0.0566 as the maximum I&S proposed tax rate for a combined tax rate of $0.4766. Each Commissioner will have to verbally vote individually. 2nd - Motion to adopt the budget calendar setting the dates for two public hearings. 10. Adjourn. 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 20th day of July 2018. Gretchen Mercer, City Clerk City of Canyon City Commission Meeting July 9, 2018 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 Gary Hinders presided over the meeting with the following Commissioners in attendance, Cordell Jones, Roger Remlinger and Paul R. Lyons. Mayor Pro-Tem Justin Richardson was unable to attend. Also present were the following City Staff: City Manager Randy Criswell, Assistant City Manager Chris Sharp, City Secretary Gretchen Mercer, Public Works Director Dan Reese, Safety Director Tony Lawson, Utility Superintendent Eric Whitten, Parks and Recreation Director Brian Noel, Planning and Development Director Danny Cornelius, Code Enforcement Inspector Stan Barnard, and City Attorney Chuck Hester. Item 1. Call to Order. Mayor Hinders called the meeting to order at 5:31 p.m. Item 2. Invocation. Commissioner Jones gave the invocation. Item 3. Pledge of Allegiance. The Pledge of Allegiance was led by Commissioner Remlinger. . Item 4. Approval of Minutes of the Meeting of June 18, 2018. Commissioner Jones moved, duly seconded by Commissioner Remlinger, to approve the minutes of June 18, 2018 as presented. Motion carried unanimously. Item 5. Public Comment – Comments from Interested Citizens. No comments were made. Item 6. Consider and Take Appropriate Action on Resolution No. 12-2018, A Resolution of the City Commission of the City of Canyon, Texas, Requesting Membership Into the Amarillo Metropolitan Planning Organization. Public Works Director Dan Reese presented Resolution No. 12-2018 for consideration. Mr. Reese stated the Amarillo Metropolitan Planning Organization (MPO) had been planning on expanding the MPO boundaries to include Canyon once the population of Amarillo rose to above 200,000 and they could become a Transportation Management Area (TMA). Mr. Reese said it has been determined that an MPO can expand its boundaries and membership without becoming or serving a TMA. Mr. Reese stated the MPO boundary had not been expanded in years and the recent growth in the area opened up greater avenues to receive federal transportation funding. Mr. Reese stated the MPO Policy Committee approved the boundary expansion in April 2018 and revised by-laws and membership must be adopted, and a packet submitted to the Texas Transportation Commission and Texas Governor for approval. Once everything is submitted and City Commission Meeting July 9, 2018 Page 2 of 3 approved, the new boundaries will take effect and include Canyon and some of the surrounding area. After discussion, Commissioner Remlinger moved, duly seconded by Commissioner Jones to adopt Resolution No. 12-2018 as presented. Motion carried unanimously. RESOLUTION NO. 12-2018 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF CANYON, TEXAS, REQUESTING MEMBERSHIP INTO THE AMARILLO METROPOLITAN PLANNING ORGANIZATION. Item 7. Bid Award for Water System Improvements to Serve Kimbrough Stadium and Adjacent Areas. Director of Public Works Dan Reese presented a request from Canyon Independent School District for water service to be provided to Kimbrough Stadium. Mr. Reese stated extending the current water system to the east across US 60/87 would be beneficial to the City of Canyon by allowing service to be available on the east side of US 87 for possible future development and has been a part of the cities long range plan to have an alternate distribution line from the Kim Road Pump Station. This would allow all of the main water facilities to be tied together in the future. Mr. Reese stated that CISD would pay their portion and said bids were opened Wednesday, June 13, 2018 with the bids being split into two pieces; Project A for the City of Canyon portion and Project B for CISD’s portion which would include an Interlocal Agreement. Mr. Reese stated funding for the project would come from the remaining water bond funds. BID TABULATION Water Distribution System Improvements Water Line to Serve Kimbrough Stadium June 13, 2018 3:00 pm Bidder Project A Bid Project B Bid Total Bid Days to Complete Amarillo Utility $304,680.00 $127,590.00 $432,270.00 150 Contractors MH Civil $325,515.00 $130,485.00 $456,000.00 180 Constructors West Texas $435,357.00 $200,170.00 $635,527.00 220 Utility Contractors Scott Wampler $449,485.00 $199,765.00 $649,250.00 240 Construction L.A. Fuller $577,198.00 $216,622.00 $793,820.00 210 City Commission Meeting July 9, 2018 Page 3 of 3 Mr. Reese said it was City staff’s and the City Engineers recommendation to award the bid to the low bidder, Amarillo Utility Contractors for the total amount of $432,270.00 for Projects A and B. After discussion, Commissioner Jones moved, duly seconded by Commissioner Remlinger to award the bid for extension of the current water system to Kimbrough Stadium to Amarillo Utility Contractors with the low bid of $432, 270.00. Motion carried unanimously. Item 8. Consider and Take Appropriate Action on Interlocal Agreement with CISD for Cost Share of Water System Improvements to Kimbrough Stadium. City Manager Randy Criswell presented an Interlocal Agreement between the City of Canyon and CISD for sharing the cost of extending water services to Kimbrough Stadium as requested by CISD. The City of Canyon portion would be $304,680.00, and CISD’s portion would be $127,590.00. After discussion, Commissioner Remlinger moved, duly seconded by Commissioner Jones to approve the Interlocal Agreement with CISD as presented. Motion carried unanimously. Item 9. Executive Session Pursuant to §551.074 Personnel Matters (Canyon Economic Development Corporation Board Appointments). Mayor Hinders indicated the Commission would adjourn into Executive Session at 5:45 pm. Item 10. Consider and Take Appropriate Action on Items Discussed in Executive Session. Upon returning from Executive Session at 6:15 pm, no action was taken. Item 11. Adjourn. There being no further business, Commissioner Remlinger moved this meeting be adjourned. ______________________________ Gary Hinders, Mayor ATTEST: ________________________________ Gretchen Mercer, City Secretary REGARDING ITEM 8 REGARDING ITEM 9 AGENDA To: Randy Criswell, City Manager From: Chris Sharp, Assistant City Manager Date: July 11, 2018 Re: Consider and Take Appropriate Action on Taking Record Vote on Proposed Tax Rate, and Adopt Budget Calendar Setting Dates for Public Hearing Truth-in-Taxation requirements call for a vote to place a proposal to adopt a tax rate that exceeds the lower of the effective rate or the rollback rate, whichever is lower, on the agenda of a future meeting as an action item. The Commission must take a recorded vote on the proposed tax rate. The City’s current tax rate is $.39083 per $100 valuation. The 2018 effective and rollback tax rates are not known at this time. We are awaiting final numbers from the County. We have conservatively estimated our maximum rate for M&O to be $0.4200. We believe the effective rate and rollback rates will decrease from current rates based on the Lone Star plant, but we don’t know yet. The budget has been prepared using the current M&O rate of $0.39083 per $100 valuation, and we’re recommending a maximum M&O of $0.4200, either of which we believe will require a record vote. The I&S rate is expected to be $0.0566. Combining the M&O and I&S results in a combined tax rate of $0.4766. With this agenda item, the Commission must vote on the proposed tax rate and schedule two public hearings on the proposed rate. The proposed tax rate set by this vote cannot be increased. It becomes the maximum tax rate that can be adopted. Please keep in mind that the 2018-2019 tax collection will include $301,000 from Lone Star Milk Producers. We will NOT collect that amount in our 2019-2020 fiscal year since the payment in lieu of taxes agreement will be in effect at that time. This needs to be taken into consideration this year when setting our tax rate. With that in mind, staff recommends a vote of the maximum M&O tax rate of $0.4200. This amount will give us some flexibility to go down if desired or needed for the official rate but does not tie our hands to an amount that may be too low if you should choose to vote for a lower rate. It is staff’s recommendation that a recorded vote be taken on the proposed tax rate and for the Commission to adopt the budget calendar, setting dates for two public hearings. Motion should be stated in the following manner; I move to adopt $0.4200 as the maximum M&O proposed tax rate and $0.0566 as the maximum I&S proposed tax rate for a combined tax rate of $0.4766. Mayor and each Commissioner will verbally vote yay or nay to be recorded. Then you will need to adopt the budget calendar, setting the dates for two public hearings. First public hearing – August 6th, 5:30 in Commission Chambers Second public hearing – August 20th, 5:30 in Commission Chambers City of Canyon  2018 Planning Calendar for City of Canyon Date Activity April - May Mailing of notices of appraised value by chief appraiser. The chief appraiser prepares and certifies to the tax assessor for each county, municipality, April 30 and school district participating in the appraisal distrcit and estimate of the taxable value. May 15 Deadline for submitting appraisal records to ARB July 20 Deadline for ARB to apprice appraisal records July 25 Deadline for chief appraiser to certify rolls to taxing units Certification of anticipated collection rate by collector Calculation of effective and rollback tax rates July 20 72-hour notice for meeting (Open Meetings Notice) July 24 Meeting of governing body to discuss tax rate Publish Notice of 2015 Tax Year Proposed Property Tax Rate for City of Canyon. Use the ad that will correspond to the proposed tax rate; if the proposed rate is at or below the effective tax rate, then use the shorter ad. Use the longer ad if the proposed rate will exceed the effective tax rate. This ad must be published by September 1st and 7 days before July 31 public hearing. It needs to be one quarter page or larger, the headline must be 24-point or larger, and it must not be published in the legal section. You must also post the notice on your website no later than September 1st and keep it posted until you have adopted. Aug 3 72-hour notice for meeting (Open Meetings Notice) Aug 06 Public hearing (should be 7 days after notice is published in the newspaper) Aug 17 72-hour notice for meeting (Open Meetings Notice) Second public hearing (should be no earlier than 3 days after 1st hearing and no later than Aug 20 14 days) Sept 7 72-hour notice for meeting at which governing body will adopt (Open Meetings Notice) Sept 10 Meeting to adopt tax rate. Meeting is 3 to 14 days after second public hearing.  AUGUST 2018 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 City 7 8 9 10 11 Commission Meeting: 1st Public Hearing on Proposed Tax Rate & Public Hearing on Budget 12 13 14 15 16 17 18 19 20 City 21 22 23 24 25 Commission Meeting: 2nd Public Hearing on Proposed Tax Rate. 26 27 28 29 30 31  SEPTEMBER 2018 Sun Mon Tue Wed Thu Fri Sat 1 2 3 City Hall 4 5 6 7 8 Closed 9 10 City 11 12 13 14 15 Commission Meeting: Adopt Tax Rate and Budget 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30