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 4:30 p.m. on the 3rd day of December 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 November 19, 2018. 5. Public Comment – Comments from Interested Citizens. 6. Comprehensive Plan Workshop. 7. Consider and Take Appropriate Action on Ordinance No. 1091, Adopting the 2018 Comprehensive Plan. 8. Palo Duro Creek Golf Course Annual Report. 9. Consider and Take Appropriate Action Ordinance No. 1102, Adopting a Temporary Speed Limit of 30 mph on Russell Long Boulevard. 10. Consider and Take Appropriate Action on Applications From the Villages of Timbercreek Canyon, Lake Tanglewood, Palisades and Bishop Hills to Become Members of the Bi-City-County Public Health District. 11. Consider and Take Appropriate Action on the Water Meter Replacement and Automated Meter Reading Project. 12. Executive Session Pursuant to §551.071, Consultation with Attorney, §551.072, Real Property and §551.074 Board Appointments (Board of City Development, Canyon Housing Authority, Construction Advisory and Appeals Board, Canyon Area Library Board, Planning and Zoning Commission, Parks, Open Space and Recreation Advisory Committee, Zoning Board of Adjustment, and Main Street Advisory Board). 13. Consider and Take Appropriate Action on Items Discussed in Executive Session. 14. Consider and Take Appropriate Action on Meeting Dates for the Months of December 2018, and January/February 2019, and Consider and Take Appropriate Action on Changing Meeting Start Time to 4:30 For All Future Meetings. 15. 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 30th day of November 2018. Gretchen Mercer, City Clerk City of Canyon City Commission Meeting November 19, 2018 The City Commission of the City of Canyon met in regular session at 4:30 pm 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, Assistant City Manager for Special Projects Jon Behrens, Planning and Development Director Danny Cornelius, Director of Public Works Dan Reese, Chief of Police Dale Davis, Police Captain Rey Resendez, Parks Director Brian Noel, Fire Chief Mike Webb, Utility Superintendent Eric Whitten, Business and Community Development Director Evelyn Ecker, and City Attorney Chuck Hester. Item 1. Call to Order. Mayor Hinders called the meeting to order at 4:32 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 November 5, 2018. Commissioner Jones moved, duly seconded by Commissioner Remlinger, to approve the minutes of November 5, 2018 as presented. Motion carried unanimously. Item 5. Public Comment – Comments from Interested Citizens. No Comments were made. Item 6. Comprehensive Plan Workshop. Assistant City Manager Jon Behrens presented a final Draft of the City of Canyon Comprehensive Plan for discussion. Commissioners discussed Chapters 5, 6, 7 and 8 making the following points: • Mayor Hinders stated he would like for City Engineer Dwight Brandt to make a presentation about infrastructure priorities at some point within the next year. • Mayor Hinders said he would like to see the feasibility study for City of Canyon facility needs brought back for discussion. • Mayor Hinders stated he would like to see the Trails at Buffalo Hill and Brown Road Park be officially dedicated as parks. • Commissioner Lyons stated he was vehemently opposed to Impact Fees and Parkland Dedication Ordinances being included in the Comprehensive Plan. Mr. Lyons said housing is the lifelong blood of the community and these fees will City Commission Meeting November 19, 2018 Page 2 of 5 drive up the cost of housing. Commissioner. Lyons stated people say taxes are low and he sees that as City Manager Randy Criswell running the city very well. Commissioner Lyons said the way things are done now is working great and to begin charging these fees would hurt Canyon / Canyon Businesses. Commissioners agreed to pick up discussion of Chapter 9, the last chapter, of the final draft of the Comprehensive Plan at the next. Item 7. Presentation of Annual Financial Report for Canyon Aqua Park. Parks Director Brian Noel presented a report for the first full season that Canyon Aqua Park (CAP) was open. Mr. Noel stated the CAP operated in the black after the consideration of a few one-time unexpected expenditures such as overtime paid. Mr. Noel stated they would be fine tuning personnel for next summer and feel it will be a very successful year. Item 8. Consider and Take Appropriate Action on the Acceptance of Texas A&M Forest Service Grants for Training Aids and Personal Protective Equipment. Fire Chief Mike Webb presented a grant received from the Texas A&M Forest Service providing funding to rural volunteer fire departments enhancing training, equipment and fire event capabilities. Chief Webb stated the Canyon Fire Department had been approved for the purchase of training aids in the amount of $8,000, with no cost share, and $15,000 for personal protective equipment with a cost share of $1,500. After discussion, Commissioner Jones moved, duly seconded by Commissioner Remlinger to approve the acceptance of the grants for purchase of training aids for $8,000 and personal protective equipment for $15,000 with a cost share of $1,500 from the Texas A&M Forest Service. Motion carried unanimously. Item 9. Consider and Take Appropriate Action on Purchase of New 700 Mhz Radios and Resolution No. 17-2018. City Manager Randy Criswell and Chief of Police Dale Davis addressed the City Commission concerning the purchase of new 700 Mhz Radios. Mr. Criswell stated the City of Canyon was at the point of having to act on the purchase of the new 700 Mhz radios as has been discussed in the past. Mr. Criswell said the cost breakdown was: Police Department (16 units) $253,490 Fire Department (20 units +/-) $376,154 (includes $5,000 installation fee) Public Works (6 units) $ 36,075 Planning and Development (3 units) $ 19,369 TOTAL COST $685,358 Mr. Criswell stated this was not budgeted since it was unknown on the timing for the purchase. Mr. Criswell stated funding options were: City Commission Meeting November 19, 2018 Page 3 of 5 Grant from Potter/Randall 911 $126,745 Possible JAG Grant $116,970 (not guaranteed) Utilize all or portion of LSDP taxes $300,000 Finance all or portion through Government Finance. Utilize all or part of LSDP taxes with remainder to come from Fund Balance. Mr. Criswell stated it was his recommendation to: • Accept the Potter/Randall 911 grant of $126,745, leaving a balance of $559,613. • Lower that balance by spending all or part of the $300,000 LSDP windfall. • Finance remaining balance through Government Finance. • In the event that the JAG grant becomes available, apply to the principal financed at that time. After discussion, Commissioner Remlinger moved, duly seconded by Commissioner Jones to use the LSDP windfall of $300,000, the Potter/Randall 911 Grant of $126,745 and adopt Resolution No. 17-2018 financing the remaining balance of $258,613. Motion carried unanimously. RESOLUTION NO. 17-2018 A RESOLUTION REGARDING A FINANCING AGREEMENT FOR THE PURPOSE OF PROCURING “RADIOS AND RELATED EQUIPMENT”. Item 10. Consider and Take Appropriate Action on Resolution No. 16-2018, Leasing GPS Equipment for New Golf Cars at Palo Duro Creek Golf Course, Lease No. 008- 0185326-301, Dated as of November 2, 2018. Director of Golf Casey Renner presented Resolution No. 16-2018 for consideration. Mr. Renner stated as previously approved, the purchase of new golf carts and the accompanying GPS System and monitors from EZ-Go was in the works. Mr. Renner said the golf carts will be purchased outright, but the GPS System is a lease agreement between Textron and the City of Canyon. Mr. Renner said a resolution had to be officially adopted authorizing the lease agreement. After discussion Commissioner Remlinger moved, duly seconded by Commissioner Jones to adopt Resolution No. 16-2018 as presented. Motion carried unanimously. RESOLUTION NO. 16-2018 LEASE NO. 008—0185326-301, DATED AS OF NOVEMBER 2, 2018. Item 11. Consider and Take Appropriate Action on Ordinance No. 1099, An Ordinance Amending the City of Canyon Code of Ordinances, Sections 98.13 and 98.15, Relating to Events at the Cole Community Center Where Alcohol Is To Be Allowed. Mayor Hinders stated this Ordinance was back on the Agenda because of a request by one of the City Commissioners that wanted to see it come to a vote. At that point, Mayor Hinders called for a motion. City Commission Meeting November 19, 2018 Page 4 of 5 Commissioner Jones moved, duly seconded by Commissioner Remlinger to adopt Ordinance No. 1099 as presented. Commissioner Jones commented that the City of Amarillo, WTAMU, and the Golf Course all allow alcohol to be served. Commissioner Jones stated the City of Canyon Police Department needed to be able to regulate alcohol at functions being held at the Community Center and allow the Officers the ability to enforce the laws without putting them in a bind. Commissioner Jones said Ordinance No. 1099 would also help to address concerns from city staff of people currently consuming alcohol while using Cole Community Center even though it clearly states in the rental agreement alcohol is prohibited. Mayor Hinders called for a vote on the motion. Motion failed due to a tie with Commissioner Jones and Commissioner Remlinger voting in favor, and Mayor Hinders and Commissioner Lyons voting opposed. ORDINANCE NO. 1099 AN ORDINANCE OF THE CITY OF CANYON, TEXAS, AMENDING SECTIONS 98.13 CODE OF ORDINANCES RELATING TO EVENTS WITH ALCOHOL AT COLE COMMUNITY CENTER; AMENDING SECTION 98.15 RELATING TO CONDITIONS OF PERMITS; PROVIDING FOR SEVERABILITY; AND, PROVIDING FOR AN EFFECTIVE DATE. Item 12. Executive Session Pursuant to §551.071, Consultation with Attorney, §551.072, Real Property and §551.074, Board Appointments (Board of City Development, Canyon Housing Authority, Construction Advisory and Appeals Board, Canyon Area Library Board, Planning and Zoning Commission, Parks, Open Space and Recreation Advisory Committee, Zoning Board of Adjustment, and Main Street Advisory Board). Mayor Hinders indicated the Commission would adjourn into Executive Session at 5:39 pm. Item 13. Consider and Take Appropriate Action on Items Discussed in Executive Session. Upon returning from Executive Session at 6:42 pm, the following action was taken. Commissioner Remlinger moved, duly seconded by Commissioner Jones to authorize the City Manager to enter into a developer’s agreement with the developers of Spring Canyon and for the purchase of ground water rights for the agreed amount of $750,000. Motion carried with Mayor Hinders Abstaining. Item 14. Adjourn. There being no further business, Commissioner Remlinger moved this meeting be adjourned. ______________________________ Gary Hinders, Mayor City Commission Meeting November 19, 2018 Page 5 of 5 ATTEST: ________________________________ Gretchen Mercer, City Secretary REGARDING ITEM 7 AGENDA To: Randy Criswell, City Manager From: Jon Behrens, Assistant City Manager for Special Projects Date: November 26, 2018 Re: Consider and Take Appropriate Action on Ordinance No. 1091, Adopting the 2018 Comprehensive Plan. Over the past several City Commission meetings I have had the opportunity to lead the Commission through a review of the proposed Canyon Comprehensive Plan. The final chapter, Chapter Nine – Implementation, will be reviewed tonight. This chapter contains an overview of the Plan’s implementation process and the Implementation Matrix. During the review process the following items have been identified that will require changes to be made to the document by our Freese and Nichols team: • Page 34 – Amarillo MPO – Update the copy to ensure it best describes our soon to be confirmed role with the MPO. • Page 80 – Add Midway Alternative High School to the Future Land Use Map • Page 117 – Last line on the page – “to”…Should this be changed to “or” or “and”? • Page 137 – Housing Quick Fact Sheet – Column two row three is the number correct? Should this refer to houses built from 1970-1989? As previously stated both the Comprehensive Plan Action Committee (CPAC) and the Planning and Zoning Commission have reviewed and unanimously recommended the adoption of this document. It is staff’s recommendation that Ordinance 1091, an ordinance adopting the 2018 Canyon Comprehensive Plan, be adopted. City of Canyon  ORDINANCE NO. 1091 Adopting the 2018 Comprehensive Plan AN ORDINANCE OF THE CITY OF CANYON, TEXAS, ADOPTING THE 2018 COMPREHENSIVE PLAN; PROVIDING FOR SEVERABILITY; PROVIDING FOR REPEALER; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS; the City Commission of the City of Canyon retained a professional planning consultant to assist in the preparation of a 2018 Comprehensive Plan for the City; and WHEREAS; the City Commission appointed the Comprehensive Plan Advisory Committee (CPAC) to guide in the preparation of a workable 2018 Comprehensive Plan for the City of City of Canyon; and WHEREAS, the CPAC reviewed and studied recommendations made by the planning consultant for the 2018 Comprehensive Plan; and WHEREAS, the Planning & Zoning Commission recommended the 2018 Comprehensive Plan to the City Commission on August 13, 2018; and WHEREAS, the City Commission conducted a public hearing held on October 1, 2018, in which notice of the meeting was posted, where major issues about the 2018 Comprehensive Plan were presented and all persons were given the opportunity to present verbal and written testimony; and WHEREAS, the City Commission considered this testimony and, on , 2018, the City Council approved the 2018 Comprehensive Plan. NOW THEREFORE: BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF CANYON, TEXAS; SECTION 1: That the 2018 Comprehensive Plan, including Introduction, Vision and Goals, Land Use, Transportation, Utilities and Infrastructure, Public Facilities, Housing and Neighborhoods, Community Livability, and Implementation chapters, and all the maps, which are attached hereto and incorporated herein for all purposes is hereby adopted by the City Commission as a guide and public policy. SECTION 2: That this Plan is intended to constitute the Comprehensive or Master Plan of the City of Canyon, Texas, for all matters relating to long-range guidance relative to zoning decisions, land subdivision, thoroughfare construction, land use planning, and growth management. SECTION 3: That it is hereby officially found and determined that the meeting at which this Ordinance is passed was properly noticed and open to the public as required by law. 1 SECTION 4: Severability. If any provision, section, subsection, clause, or the application of 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 continued herein shall become inoperative or fail by any reasons of the unconstitutionality of any other portion or provision. SECTION 5: Repealer. All ordinances, parts of ordinances, resolutions, and parts of resolutions in conflict with this ordinance are hereby repealed to the extent of conflict with this ordinance. SECTION 6: This ordinance shall become effective upon approval. INTRODUCED AND PASSED by the City Commission of the City of Canyon, Texas on the day of , 2018. ________________________ Gary Hinders, Mayor ATTEST: __________________________ Gretchen Mercer, City Clerk 2 REGARDING ITEM 8 AGENDA To: Mayor and City Commission From: Casey Renner and John Haun Date: November 16, 2018 Re: Palo Duro Creek Golf Course 2018 Report 2018 was a good, busy year for Palo Duro Creek Golf Course. Due to the dry conditions, we had more playable days than we did in 2017, and because of this our rounds and revenues were up. We had more rounds this year (27,282) than we have had since 2013, which was the first year after the re-designs of all the Amarillo courses. We are still the leader in the metro area of 18 hole rounds played. PDC hosted 45 charitable or fundraiser scrambles and 19 Thursday Night Scrambles for a total of 5,500 tournament rounds. We also hosted 11 high school, junior high and NTPGA Jr. Tour events as well as 10 PGA Jr. League Matches. Below is a summary of this year’s revenue totals: Rounds in 2018 – 27,282 Cart Revenue in 2018 - $274,965.00 Green Fee Revenue in 2018 - $416,859.00 Pro Shop Revenue in 2018 - $254,758.00 Grill Revenue in 2018 - $128,393.00 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. For 2019, we are already raising our cart fees $1 per 9 holes and $2 per 18 holes to help with the cost of our new fleet and its’ GPS system. With the increase in cart fees, we believe that this is not the time to raise our green fees or permit fees, however, we would like to introduce a new fee this year. This fee, which we will call the PDC Golf Pass, is something that we believe the customers will take advantage of and utilize the golf course more. The PDC Golf Pass will be a pass sold for either 10 rounds for $225.00 or 20 rounds for $399.00. The PDC Golf Pass will be pre-paid green fees that the golfer will be able to use at any time or day during the week, as long as there is space available. Our point of sale software will easily keep track of how many times the pass has been used so that the customer does not have to worry about handling and keeping up with a punch card. We believe that this will be an attractive offer for the golfer that plays 30-40 times a year and they can buy the pass at a discounted rate without having to buy an annual permit. The pass is good for green fees only, the golfer must purchase a cart if he/she would like to play at that time. Thank you for your time and consideration. City of Canyon Mo. 2010‐2011 2011‐2012 2012‐2013 2013‐2014 2014‐2015 2015‐2016 2016‐2017 2017‐2018 Avg. Cart Fees $ 20,130.00 $ 21,858.00 $ 17,706.00 $ 18,426.00 $ 19,992.00 $ 18,519.00 $ 26,144.00 $ 15,935.00 $ 19,622.40 Oct. Green Fees $ 17,434.00 $ 27,608.00 $ 16,554.00 $ 18,270.00 $ 21,400.00 $ 20,142.00 $ 33,088.00 $ 22,175.00 $ 22,083.88 Rounds 1857 2325 1964 2250 2472 2067 2343 2004 2160 Cart Fees $ 10,046.00 $ 10,758.00 $ 16,218.00 $ 10,146.00 $ 10,500.00 $ 14,612.00 $ 12,299.00 $ 15,798.00 $ 12,547.13 No v. Green Fees $ 9,868.00 $ 10,878.00 $ 15,986.00 $ 10,477.00 $ 13,211.00 $ 14,703.00 $ 13,359.00 $ 22,596.00 $ 13,884.75 Rounds 1171 1355 1622 993 1047 1288 1313 1325 1264 Cart Fees $ 11,054.00 $ 5,610.00 $ 9,066.00 $ 6,648.00 $ 7,482.00 $ 7,616.00 $ 5,090.00 $ 7,614.00 $ 7,522.50 Dec. Green Fees $ 7,422.00 $ 5,450.00 $ 8,720.00 $ 4,794.00 $ 8,045.00 $ 7,124.00 $ 5,106.00 $ 7,814.00 $ 6,809.38 Rounds 874 543 776 652 660 780 569 799 707 Cart Fees $ 19,848.00 $ 23,052.00 $ 14,400.00 $ 14,665.00 $ 9,038.00 $ 12,289.00 $ 8,965.00 $ 11,288.00 $ 14,193.13 Ja . Green Fees $ 9,602.00 $ 10,218.00 $ 6,041.00 $ 7,139.00 $ 3,801.00 $ 8,667.00 $ 8,429.00 $ 10,601.00 $ 8,062.25 n Rounds 1106 1286 776 800 466 889 774 1018 889 Cart Fees $ 9,966.00 $ 8,004.00 $ 9,312.00 $ 14,935.00 $ 16,000.00 $ 18,089.00 $ 16,161.00 $ 8,684.00 $ 12,643.88 Fe . Green Fees $ 8,760.00 $ 7,404.00 $ 7,362.00 $ 9,459.00 $ 10,441.00 $ 15,897.00 $ 16,084.00 $ 7,829.00 $ 10,404.50 b Rounds 973 858 891 1103 1143 1542 1271 827 1076 Cart Fees $ 26,376.00 $ 24,996.00 $ 18,906.00 $ 20,075.00 $ 23,980.00 $ 22,012.00 $ 19,960.00 $ 22,781.00 $ 22,385.75 ar. Green Fees $ 25,140.00 $ 24,812.00 $ 19,700.00 $ 16,648.00 $ 22,061.00 $ 21,403.00 $ 23,289.00 $ 25,544.00 $ 22,324.63 M Rounds 2775 2574 2312 1958 2294 1981 1970 2074 2242 Cart Fees $ 24,516.00 $ 24,336.00 $ 20,682.00 $ 15,829.00 $ 21,332.00 $ 23,231.00 $ 19,935.00 $ 19,415.00 $ 21,159.50 Ap r. Green Fees $ 27,240.00 $ 27,446.00 $ 24,914.00 $ 15,305.00 $ 22,122.00 $ 25,876.00 $ 24,612.00 $ 27,835.00 $ 24,418.75 Rounds 2955 2986 2681 1892 2298 2482 2070 2274 2455 Cart Fees $ 29,742.00 $ 33,252.00 $ 25,500.00 $ 29,487.00 $ 21,915.00 $ 27,919.00 $ 28,676.00 $ 35,341.00 $ 28,979.00 ay Green Fees $ 33,504.00 $ 37,322.00 $ 29,537.00 $ 32,488.00 $ 24,248.00 $ 36,737.00 $ 40,130.00 $ 51,857.00 $ 35,727.88 M Rounds 3482 3614 3129 2802 2157 3010 3082 3219 3062 Cart Fees $ 34,434.00 $ 37,440.00 $ 32,802.00 $ 29,722.00 $ 34,998.00 $ 35,820.00 $ 28,344.00 $ 31,684.00 $ 33,155.50 Ju e Green Fees $ 37,296.00 $ 41,784.00 $ 39,149.00 $ 31,146.00 $ 36,585.00 $ 43,270.00 $ 38,669.00 $ 42,010.00 $ 38,738.63 n Rounds 3706 4138 3577 3398 3567 3226 3050 3529 3524 Cart Fees $ 41,688.00 $ 41,700.00 $ 33,390.00 $ 40,160.00 $ 37,947.00 $ 32,501.00 $ 35,321.00 $ 36,884.00 $ 37,448.88 Juy Green Fees $ 46,380.00 $ 46,600.00 $ 37,530.00 $ 41,522.00 $ 41,949.00 $ 37,231.00 $ 53,614.00 $ 51,903.00 $ 44,591.13 l Rounds 4771 4360 3953 3560 3710 3519 3579 3750 3900 Cart Fees $ 37,002.00 $ 31,848.00 $ 36,528.00 $ 37,100.00 $ 32,065.00 $ 34,511.00 $ 31,162.00 $ 35,465.00 $ 34,460.13 Au g. Green Fees $ 38,924.00 $ 33,374.00 $ 41,437.00 $ 39,662.00 $ 34,412.00 $ 40,159.00 $ 42,484.00 $ 45,375.00 $ 39,478.38 Rounds 3885 3534 4117 3732 3664 3258 3047 3486 3590 Cart Fees $ 31,980.00 $ 27,828.00 $ 30,858.00 $ 25,968.00 $ 35,498.00 $ 27,156.00 $ 25,320.00 $ 31,606.00 $ 29,526.75 Se t. Green Fees $ 36,258.00 $ 33,704.00 $ 35,496.00 $ 29,263.00 $ 39,235.00 $ 31,097.00 $ 38,858.00 $ 43,867.00 $ 35,972.25 p Rounds 3360 3144 3117 2501 2804 2613 2411 2977 2866 Cart Fees $ 296,782.00 $ 290,682.00 $ 265,368.00 $ 263,161.00 $ 270,747.00 $ 274,275.00 $ 257,377.00 $ 272,495.00 $ 277,348.00 Tota Green Fees $ 297,828.00 $ 306,600.00 $ 282,426.00 $ 256,173.00 $ 277,510.00 $ 302,306.00 $ 337,722.00 $ 359,406.00 $ 284,107.40 l Rounds 30915 30717 28915 25641 26282 26655 25479 27282 28494  REGARDING ITEM 8-1 AGENDA To: Mayor and City Commission From: John Haun, Casey Renner Date: December 3, 2018 Re: December 1, 2017 through November 27, 2018 PDC Grounds Report Palo Duro Creek Golf Club Grounds Maintenance Report Year 2017-2018 Three words describe the first nine months of this year, dry, dry, and dry. We had a total of just over 7 inches of moisture from last December through August, no snow, and then we have had just over 8 inches of moisture in September, October and November. Hopefully, this trend will continue in the coming year. The total rainfall for the past year is 15.82”. Tree trimming continues again this fall. We trimmed all of the major elm trees on the front nine that either come into play or has a direct impact on turf quality. We have chipped all of this and have plenty of chips for us, the parks department and any citizen that wants some chips. We continue to plant more new trees on the course with the majority being conifers. Fifteen Pinyon pine trees, 5 Austrian pine and 2 Hoops blue spruce were planted. I hope to continue this in the future. There were no new major irrigation additions done this year. The main emphasis was on continued repair of existing irrigation system. Gentlemen, our irrigation system is in great need of replacement. We currently have 27 heads that need replaced, 7 valves that need replaced and several pipe leaks. We continue to do irrigation repair on a daily/weekly basis. All greens are in great shape except for some small blemishes on #3, #7, #14 and #18. These are a direct result of an old irrigation system. Lass continues to do a great job of keeping the geese off the course. The geese have not come to the course this year in great numbers, just several groups of 9 to 15, and just arrived in the past week. The two year project of rebuilding the lower parking lot has been completed. The lot was extended and there are 53 parking spaces. Here is a main list of the continued capital needs at the golf course. A new irrigation system, a master plan, expansion/renovation of the club house, resurface the maintenance yard and around the maintenance building, new bridges, new cart storage building, new bathroom on the front nine, a wash area for equipment. In summary, we continue to increase our turf grass cover and improve playability and aesthetics. Thank you and we look forward to 2019. City of Canyon REGARDING ITEM 9 AGENDA To: Mayor and City Commission From: Randy Criswell, City Manager Date: December 3, 2018 Re: Consider and Take Appropriate Action on Ordinance No. 1102, Adopting a Temporary Speed Limit of 30 mph on Russell Long Boulevard. ___________________________________________________________________ With all of the new facilities on the north side of Russell Long Boulevard and the related foot traffic of students, WTAMU has requested a lower speed limit for Russell Long Blvd. Normally that would be completely at the discretion of TxDOT, and thru their processes, my experience is that speed limit would NOT lower. However, since we’ve expressed a desire and willingness to take over the right of way of Spur 48 in its entirety (at some point in the future), TxDOT has agreed that if the City Commission would pass an Ordinance to lower the speed limit, they would allow it and would even install signage. Ordinance No. 1091 has been prepared to change the speed limit on Spur 48 (Russell Long Boulevard) from 23rd Street to 4th Avenue, to 30 mph. Staff feels this is a reasonable request and supports the change It is staff’s recommendation that Ordinance No. 1102 be adopted. City of Canyon  ORDINANCE NO. 1102 AN ORDINANCE OF THE CITY OF CANYON, RANDALL COUNTY, TEXAS, ESTABLISHING A TEMPORARY CONSTRUCTION SPEED LIMIT OF 30 M.P.H., WHEN SO POSTED OR INDICATED, FOR TRAFFIC TRAVELING EAST AND WEST ON SPUR 48 (RUSSELL LONG BLVD.) FROM 100 FEET WEST OF WEST TEXAS A&M UNIVERSITY DRIVE TO NORTH SIDE OF S.H. 217 (4TH AVENUE.), PROVIDING FOR FINDINGS OF FACT; PROVIDING A SEVERABILITY CLAUSE; AND ESTABLISHING AN EFFECTIVE DATE WHEREAS, the City Commission of the City of Canyon has in the Code of Ordinances provided for the orderly regulation of traffic and vehicles; and WHEREAS, it is the intent of the City Commission to protect the public health, safety, and Welfare of its citizens as well as other members of the public who may drive on the streets and highways in the City of Canyon; and WHEREAS, West Texas A&M University has begun and is preparing for more construction on new facilities along Spur 48 (Russell Long Blvd.) which is within the corporate limits of the City of Canyon; and SECTION 1: Finding of Fact. All of the above premises are hereby found to be true and correct legislative and factual findings of the City of Canyon and are hereby approved and incorporated into the body of this Ordinance as if copied in their entirety. SECTION 2: Construction Speed Limit. It is hereby determined, under the selection criteria for determining regulatory speeds for construction zones pursuant to 43 Texas Administrative Code S 25.22 (c)(3)(A), that the prima facia maximum speed on SPUR 48 (Russell Long Blvd.), for the limits shown below, shall be 30 miles per hour. This prima facia maximum speed shall be effective at all times from its effective date of passage until completion of the West Texas A&M University facilities and the completion of roadway upgrades on and along SPUR 48 (Russell Long Blvd.). Signs shall be erected giving notice of the prima facia maximum speed limit so declared. The speed zones on SPUR 48 (Russell Long Blvd.) within the limits described below within the City of Canyon are hereby temporarily revised as follows: The speed limits for SPUR 48 (Russell Long Blvd.) traveling both East and West for which a maximum speed of 30 miles per hour applies, when said speed is so posted and/or indicated, is hereby ordained and shall extend from 100 feet west of West Texas A&M University Drive to the north side of the intersection of S.H. 217 (4th Avenue). SECTION 3: Severability. If any provision, section, subsection, sentence, clause, or the application of 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 the unconstitutionality of any other portion or provision. SECTION 4: This Ordinance shall become effective following its publication as required by law. The general penalty prescribed in Section 10. 99 of the Code of Ordinances shall apply to any violation under this Section. ADOPTED ON December 3, 2018 ___________________________________ GARY HINDERS, Mayor ATTEST ___________________________________ Gretchen Mercer, City Clerk REGARDING ITEM 10 AGENDA To: Mayor and City Commission From: Randy Criswell, City Manager Date: December 3, 2018 Re: Consider and Take Appropriate Action on Applications From The Villages of Timbercreek Canyon, Lake Tanglewood, Palisades, and Bishop Hills to Become Members of the Bi-City-County Public Health District. ___________________________________________________________________ As you know, the Bi-City-County Public Health District serves as what is commonly referred to as the “Health Department” for the Counties of Potter and Randall, and the Cities of Amarillo and Canyon. When the District was formed many years ago, the intent was that Amarillo would employ these individuals, and they would charge fees to those subject to Health Department Rules that would pay for their services. That arrangement has worked extremely well for Canyon. Over the years, other political subdivisions have been created or grown to the point that the rules of the State of Texas need to be equally applied to them as well, and under the auspices of the Bi-City-County Public Health District. I’ve had more than one conversation with Mr. Shaun May, Director of the Health Department, about this, and the fact that it is best if all entities are subject to the same regulations and the same regulators. The Villages of Timbercreek Canyon, Lake Tanglewood, Palisades, and Bishop Hills have applied to be accepted into the District. Attached is a letter of recommendation from Dr. Kenneth Crossland, Chairman of the Board of Health, acknowledging these applications. It is staff’s recommendation that the applications be accepted. City of Canyon REGARDING ITEM 11 AGENDA To: Randy Criswell, City Manager From: Dan Reese, Public Works Director Date: November 28, 2018 Re: Consider and Take Appropriate Action on the Water Meter Replacement and Automated Meter Reading Project. Back in May of this year, we presented this project during Commission work session. At that time, no action was taken and some additional information was requested. In fact, we lacked the appropriate time to fully discuss the project. Now, we’d like to bring this back to the Commission with the additional information and attempt to answer any and all of the unanswered questions about the project. Without having to reiterate the whole project, we’ve broken it down into more of an outline. HISTORY AND PROPOSAL 1) The metering system has been partially automated (radio read) since 2000. Originally intended for Hunsley Hills where no alleys existed. 2) Currently, we radio read about 2000 meters w/ handheld devices or a receiver connected to a computer in a vehicle. It is planned to upgrade most (all but about 400) of these to the current radio technology. We’re on the 5th version of the R900, system now. All of the earlier versions of registers (V1-V4) will be replaced, so that all of the meters will have the latest automation technology. About 600 of these original, Hunsley Hills automated meters are approaching 20 years old and will be replaced, meter and all. 3) The remaining 3000 meters will be a complete replacements (meter and register). These are of various sizes, brands and ages, and are located around the rest of town. 4) Any meter replacements and new installs, during the last 15 years, have been automated. Some will need upgraded registers, depending on age. Anything installed within the last 2 years is up to date and will need nothing done to them (about 400 or so, mentioned above). ADVANTAGES 1) Increase in productivity. We can save over 2000 man-hours per year and devote that time to better routine maintenance and small projects. Billing / customer service will see better productivity with time savings from the use of manual meter readings needed for re-reads, customer questions / complaints, service transfers, etc. 2) Operator safety. Our operators will no longer have the risks of injuries associated w/ meter reading. 3) Leak detection and water loss control. More than half of our reported leaks are on the customer’s side. Sometimes, a lot of water passes thru the meter before the leak is detected. With real time data, we can find leaks quicker, saving the customer money and reducing our water loss. City of Canyon  AGENDA 4) Increase in revenue. Old, inaccurate, worn out meters flow more water than is actually recorded on the register. It’s what we call under-reads. Revenue is lost as the customer pays for less water than is actually used. Even a 5% increase would generate over $200,000 per year. CUSTOMER WEB PORTAL 1) This is an online service to be offered to our customers so that they can monitor their own water use. 2) The meter reading data can be integrated directly into the portal. 3) Customers can “budget” their water use / bill. They can detect their own leaks when continuous use is seen. Alarms can be set when usage thresholds are reached. Data can be available as frequent as hourly. 4) Beneficial to the City as well. Helps explain high usages. Can assist with water conservation / drought contingency monitoring. 5) Most Cities and water systems that undertake conversion to a fixed network also provide a customer portal, giving customers the opportunity to see the same data that the water system does. COSTS There has been a price increase from Neptune on the meters and also in the installation costs. We must clarify that previous estimates were 3 years old. Neptune and our vendor was confident in holding that price for that long. They can no longer do so. The current estimate looks like this: $ 1,705,000 meters, registers, collectors, installation $ 22,000 Neptune Web Hosting $ 36,000 Customer Portal TOTAL PROJECT $ 1,763,000 Annual subscriptions for the Neptune hosting, collector maintenance and customer web portal will be required. These annual costs will be approximately $ 42,000. We have attached a spreadsheet indicating the itemized costs. Partial funding could come from the remaining water bond funds. The current remaining balance is approximately $ 3.2 million. After completion of the Brown Road wellfield, (approx. $ 900,000 expenditure), $ 2.3 million will remain. The Public Works Department recommends serious consideration and Commission approval of this project as presented above. Our goal would be to have the project completed within the next 12-18 months. City of Canyon  AGENDA To: Randy Criswell, City Manager From: Dan Reese, Public Works Director Date: May 2, 2018 Re: Update On Design and Cost Estimates for the Water Meter Replacement and Automated Meter Reading Project. Back in April, 2016, the previous City Commission instructed us to begin a “design” of the project needed to completely automate our water meter reading. We have gotten closer to having done so and figured that an update was in order, and to take an opportunity to brief the current Commission on the project. Since 1991, the City has been exploring options and technology required to upgrade our meter reading capability. Neptune, our current meter vendor, came on board at that time. Lack of service and quality of the previous equipment caused the switch to Neptune. Since then, we have attempted to keep up with the technology that was current at the time and Neptune has always helped us to do that. In 1995, we began with the first automated system with some “touch-pad” readers. The automated technology was initially earmarked for Hunsley Hills, where the lack of alleys made meter reading difficult. In 2000, the technology evolved into the first “radio-read” system as the first version of the R900 system. Since then, the R900 system has been continually upgraded as the technology improved. Currently, our “radio reads” can be read with both our current mobile devices and/or from fixed collectors. Currently, this accounts for about 2000 meters. So, this means that about 40% of our existing meter infrastructure is ready to go, to receive some final upgrades and switch to the fixed network. This is another (if not the most important) reason for continuing with the Neptune equipment. A fixed network uses technology where the meter reading can be continuous, automatic and the data collected and processed at one central (fixed) location. All of the meter replacements (new meter & register) will have the latest technology. This accounts for approximately the remaining 3000 meters in the system. We have always expected this project to be sold more on our increase in productivity, rather than an increase in revenue, from meter replacement. So, we have tried to quantify that productivity increase with some time and money savings. We have gone through the billing / work order system, as well as involved both field and office personnel to attempt to estimate these savings. Ultimately, we have estimated that a total of over 2100 man-hours (approx. 265 man-days) and over $60,000 (just in salaries / benefits) can be saved, annually. This is a lot of time spent meter reading that our operators can spend attending to the system. This will allow us to implement more preventative maintenance that is now overlooked or delayed by the time spent meter reading. We analyzed the last years’ worth of work orders dealing only with situations that require meter readings. We then estimated the time taken by both office and field personnel to complete these orders. This is a conservative estimate, as we know there will still be times when we have to dispatch someone to the field to handle certain issues. In the business office, the ladies spend a fair amount of time manipulating the meter reading data, working re-reads, answering customer questions / complaints, account City of Canyon  AGENDA transfers, and establishing new accounts. Automation will greatly reduce the time spent on these tasks. Meter re-reads caused by data entry errors, will be a thing of the past. Meter readings required for turn-offs and transfers will be handled automatically without a manual read being required. A lot of the “tickets” that we do will be eliminated. Our overall productivity can be greatly enhanced. Operator safety will be improved by automating. Manual meter reading is pretty tough work. Our men are walking the alleys, stooping over at each meter box, reaching in to flip the lid read the dial and entering the reading onto a handheld data collector. There’s an increased risk for injury, and bites from snakes and insects in the can. There is always some data entry error when humans read a number then are required to input that number into a device. Automation removes that error, too. Another advantage of employing automated metering that has not been discussed is control of water loss and unaccounted for water. Leaks can be detected before they surface. Accurate, automated metering can really help when determining these losses for the annual water audit. Replacing meters that are inaccurate or worn out will also help increase water revenue. As a meter wears, it reads less that what actually passes through it. So, if the meter is counting less than it is flowing, you’re under billing for that water, hence a loss of revenue. We don’t expect huge increases in revenue, because our meters are relatively accurate, from most of the testing we’ve done over the years. The stories that you hear about the large revenue increases are from small systems that have really old, failing meters. That’s why we’re saying that we can see the benefit more from productivity than revenue generation. Another change to the original proposal related to how we handle and process the data from the system. Initially, a dedicated computer server was required to compile, store and manipulate the raw data from the field. Prior to the last presentation, an option became available where Neptune could “host” the data collection and management software online, in the cloud. This service would be provided via an annual subscription. No additional hardware or software would be required, we simply would use and manage the data via the internet. We have consulted our IT Department for their input and they confirmed that either method would be fine. Within the last couple of months, Neptune has informed us that they’re moving away from the local “hosting” (where we have the data onsite in our computer). They want everything moving to the cloud. These facts helped us to choose the online option. We see no reason to spend over $30,000 on hardware and software that, within a relatively short time could be unsupported. The last part of the project is what we call the “customer web portal”. It’s simply what the name implies. Customers will have the opportunity to be able to go online and look at their water usage. The automation software will be linked to another platform that will allow this. This helps both the customer and the City. We can now involve the customer to be a part of their water usage. This will help us explain high usage / bill complaints, quickly find leaks, help with drought contingency plan monitoring, and promote overall water conservation and management. It will help us educate the public on how they’re using water. They will be able to see their usage hour by hour. Customers will be able to set their own alarms so that they can be alerted when their usage reaches a certain threshold. This could also be used for leak alerts, such as water running at times when it’s not supposed to run, continuous use, etc. The customer portal is something that we could defer on for the time being and bring online at a City of Canyon  AGENDA later date. We would recommend that we move forward with it now, while we’re becoming automated. Now, let us clear up some confusion over the different cost estimates that have been presented, over the years, for this project. The original cost estimate of $900-950,000 was just that, an estimate. It was our best guess, first presented in our 2016 Budget Notes, based solely on a very rough estimate of the number of data collectors and meters to enhance / replace. We had not gone into the system to get exact numbers. We were looking at a number of collectors based on some possible locations and assuming that 3-4 collectors would be adequate. This initial estimate was made only as an attempt to feel out the desires of the Commission, if any, and give them a very preliminary, “ball park” estimate. The estimate presented in April 2016 ($1,260,000) was based on the original radio propagation study (an engineering model estimating the quality of the radio reception / collector coverage, etc.), performed in December 2014. The study indicated the collectors that were needed to achieve 99% coverage and were located by the study, i.e., they were placed where the study said that they needed to be, without regard for our existing facilities, except for the two elevated tanks. So, the bottom line is, the initial $ 900,000 estimate was unreasonably low, and the April 2016 figure was fairly accurate. Since the last presentation, we have worked hard to put together the best estimate that we can based on a more in-depth look at the system, the number of meters to replace, and using our current facilities to locate the collectors (namely our existing tornado siren poles and elevated tanks). Neptune has re-run the radio propagation analysis based on our facilities locations and heights and according to the most recent analysis, we can get good coverage with 5 collectors (located on two siren poles, the two tanks and one new monopole at Canyon East). Also, since that last report, Neptune has released a new, better performing radio / register that is higher powered. Rather than have a different mix of equipment, we’ve decided to replace all of the registers (on new and existing meters) to the “latest and greatest”. This means replacing all but about 50 registers on our existing meters. The meters that are to be replaced will have this new register. The last major piece to the design change was that we realized that some of the first automated meters are approaching 20 years old, or older. Upon Neptune’s recommendation, and further study, we didn’t see the reasoning in changing the dials on these aging meters now, and then have to come back later, possibly soon, and replace the meters when they begin to wear out. Some or possibly most of these meters, mainly in Hunsley Hills may need to be replaced. We’ve added about half of these meters to the estimate. We’ll need some more time to do some testing and investigating as to the actual number and location of these replacements. Both of these facts; about the new registers (being consistent with their replacement) and the replacement of some of the Hunsley Hills meters has also added to the cost of the project. Plus, our previous figures were two years old. Updated cost estimates have been obtained from Core & Main, our Neptune vendor that will supply this project. Since we first started the discussion, costs have increased some, plus we have looked closer into the system to get the best estimate possible. We will be continuing to tweak on the design and further refine the quantities. The best estimate we have at present for the entire system upgrade is approximately $ 1,700,000, with the customer web portal. City of Canyon  AGENDA The revised cost estimate looks like this: $ 1,614,000 Meters, Registers, Collectors, Installation $ 21,000 Neptune Web Hosting $ 28,000 Customer Web Portal TOTAL PROJECT $ 1,663,000 Also, there will be annual costs / subscriptions for maintenance of the collectors, online data hosting and customer web portal. These annual expenses would add up to approximately $40,000. We have invited experts from Neptune and Core & Main to come and present more information to the Commission and be prepared to answer any questions that you or they may have. No action is expected at this time. This is an information only agenda item. The Public Works Department would hope that after further consideration, the City Commission would approve this project and authorize us to proceed with the construction of the automated system. Our goal would be to have a project underway within the next 9-12 months. City of Canyon REGARDING ITEM 14 AGENDA To: Mayor and City Commission From: Randy Criswell, City Manager Date: December 3, 2018 Re: Consider and Take Appropriate Action on Meeting Dates for the Months of December 2018, and January/February 2019, and Consider and Take Appropriate Action on Changing Meeting Start Time to 4:30 pm For All Future Meetings. ___________________________________________________________________ We are planning on having the December 17 meeting, due to the fact that we’ll still have Board Appointments to finish up, and another item or two of business. In January, our scheduled meetings are on Jan 7 and Jan 21 (Martin Luther King Day). I thought you might want to discuss Jan 21st. In February, we would meet on the 4th and 18th (President’s Day). These holidays don’t affect the staff, as we have neither, but we wanted to give you a chance to decide on when you would want to meet and if these holidays would affect it. The other thing I wanted to bring up was meeting time. Since we’ve been going through the Comprehensive Plan, we’ve been meeting at 4:30 pm. I’m not sensing that anyone dislikes finishing up earlier by starting earlier, so I felt maybe this would be something you’d like to discuss. Staff is fine with whatever time you desire. The City Charter requires that you meet once a month, with no reference to time. The First and Third Mondays have been established by Ordinance, but that could be changed as well if so desired. I’m really more proposing a potential change to an earlier time, and not to change the day of the week, but like I said earlier, the staff is here to accommodate your needs. City of Canyon  DECEMBER 2018 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 24 25 26 27 28 29 30 31  JANUARY 2019 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 Commission Meeting 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Martin Luther King Day 27 28 29 30 31  FEBRUARY 2019 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 Commission Meeting 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 28 26 27 28