City of Canyon Commission Meetings

City Commission Meeting March 15, 2021 The City Commission of the City of Canyon met at 4:30 pm in the Cole Community Center at 300 16th Street in the City of Canyon, Texas with the meeting broadcast on YouTube. Mayor Gary Hinders presided over the meeting with the following Commissioners in attendance, Mayor Pro- Tem Jones, Roger Remlinger, and Paul Lyons. Commissioner Randy Ray was unable to attend. Also present were the following City Staff: City Manager Joe Price, Assistant City Manager Jon Behrens, City Secretary Gretchen Mercer, Director of Finance Joel Wright, Fire Chief Dennis Gwyn, Fire Captain Vince Whitfill, Director of Communications and Community Engagement Megan Nelson, Municipal Court Clerk Sheila Roach, Municipal Court Judge Jennifer Cates, Director of Public Works Dan Reese, Wastewater Supervisor John Poole, Canyon Economic Development Corporation Board President Don Lee, Director of Planning and Development Danny Cornelius, Director of Finance Joel Wright, Utility Supervisor Eric Whitten, and City Attorney Chuck Hester. Item 1. Call to Order. Mayor Hinders called the meeting to order at 4:35 p.m. Item 2. Invocation. Mayor Pro-Tem Jones gave the invocation. Item 3. Pledge of Allegiance. The Pledge of Allegiance was led by Mayor Hinders. Item 4. Approval of Minutes of the Meeting of March 1, 2021. Mayor Pro-Tem Jones moved, duly seconded by Commissioner Remlinger to approve the minutes of March 1, 2021 as presented. Motion carried unanimously. Item 5. Public Comment – Comments from Interested Citizens. City Secretary Gretchen Mercer introduced Megan Nelson, Director of Communication and Community Engagement. Item 6. Consider and Take Appropriate Action on Update of Governor Greg Abbotts Executive Orders Directed at Slowing the Spread of COVID-19 in the State of Texas. City Manager Joe Price and Assistant City Manager Jon Behrens gave an update on COVID-19. Mr. Price stated people 50 years old and up would be eligible to receive the COVID-19 vaccine beginning Monday, March 22, 2021. Item 7. Update from Municipal Court Judge and Clerk on Municipal Court Procedures. Municipal Court Judge Jennifer Cates gave a review of the successful changes being implemented in Municipal Court. City Commission Meeting March 15, 2021 Page 2 of 4 Mayor Hinders moved to ITEM 12 at this time. Item 12. Consider and Take Appropriate Action Related to the Purchase and Installation of Outdoor Storm Warning Sirens. Fire Chief Dennis Gwyn presented a quote from Federal Signal for 2 outdoor warning sirens and the system control and activation point. Chief Gwyn introduced Director of Amarillo Emergency Management Chip Orton, and Max Dunlap the Deputy Director of Amarillo Emergency Management. Mr. Orton gave a presentation on how the proposed new outdoor warning sirens would operate and integrate with the Amarillo Emergency Management system. Chief Gwyn stated the current warning system is becoming obsolete with support and repair and the two new sirens would provide needed upgrades and additional coverage to areas that currently don’t have coverage. Chief Gwyn said one new siren would be place at a new site for a siren at Spring Canyon Elementary School providing coverage to the area north of Hunsley Road along FM 2590, and the other new siren would replace the current siren at Hix Drive and 4th Ave giving coverage to Canyon East and to the west along 4th Ave. Chief Gwyn said Federal Signal is the only source for the control software, Commander One, and only works with warning sirens manufactured by Federal Signal. Chief Gwyn said the control software is required to have dual control of the siren activation along with Amarillo, Canyon, Potter County and Randall County off of Emergency Management. Chief Gwyn provided a letter from Federal Signal regarding them being the sole source for the software. City Manager Joe Price and Chief Gwyn stated in light of the failures of the sirens during the recent tornado event, Mr. Price recommended instead of adding / replacing 2 sirens a year for 3 years, to go ahead and replace the entire system and add the sirens to cover all of the City of Canyon. Mr. Price stated since the new sirens would not be functional until the 2022 storm season, the current sirens be repaired to operate for the 2021 season. Mr. Price said at this time there were a few sirens that were still operating on a “low band width” with others on a “high band width”. The low band width sirens were unreliable so they would be fitted with high band functionality. Chief Gwyn stated during any weather events before the new system was functioning, they would have personnel stationed at each siren ready to manually set the siren off if the need arose. Mayor Hinders asked if the current system could be tested more frequently to help give the citizens confidence. Chief Gwyn said that could be arranged. After discussion, Mayor Pro-Tem Jones moved, duly seconded by Commissioner Remlinger to authorize the purchase of Outdoor Warning Sirens, a System Control Activation Point, and the associated installation, and the repair / upgrade of the current system so it could function until the new one is fully functional. Motion carried unanimously. Chip Orton stated the Amarillo Emergency Management team was committed to assisting Canyon with the full process. City Commission Meeting March 15, 2021 Page 3 of 4 The City Commission moved to ITEM 8. Item 8. Consider and Take Appropriate Action on Audit of the Financial Statements of the City of Canyon as of and for the Year Ended September 30, 2020 as Presented by the Finance Director and Doshier, Pickens & Frances. Finance Director Joel Wright introduced John Merris of Doshier, Pickens & Francis and they presented the 2020 Audit for the City of Canyon for approval. Mr. Merriss reported the City of Canyon received a clean audit for 2019-2020. After discussion, Commissioner Remlinger moved, duly seconded by Mayor Pro-Tem Jones to approve the 2020 audit of the financial statements for the City of Canyon as of and for the Year Ended September 30, 2020. Motion carried unanimously. Item 9. Consider and Take Appropriate Action on Audit of the Financial Statements of the Canyon Economic Development Corporation for the Year Ended September 30, 2020 as Presented by the Finance Director and Doshier, Pickens & Francis. John Merris of Doshier, Pickens & Francis presented the 2020 Audit for the Canyon Economic Development Corporation for approval. Mr. Merriss reported the CEDC was doing a great job and reported they received a clean audit for 2019-2020. After discussion, Mayor Pro-Tem Jones moved, duly seconded by Commissioner Remlinger to approve the 2020 audit of the financial statements for the Canyon Economic Development Corporation as of and for the Year Ended September 30, 2020. Motion carried unanimously. Item 10. Consider and Take Appropriate Action on Appointment of Auditor for the City of Canyon’s Financial Statement Audit for Fiscal Year Ending September 30, 2021. Director of Finance Joel Wright recommended the appointment of Doshier, Pickens & Francis as the City of Canyon’s Auditor for FY 2020-2021. Mr. Wright stated he had worked with the firm over the years and felt they provided a great service. After discussion, Commissioner Remlinger moved, duly seconded by Mayor Pro-Tem Jones appoint Doshier, Pickens & Francis as the City of Canyon’s Auditor for FY 2020-2021. Motion carried unanimously. Item 11. Consider and Take Appropriate Action on Fleet Master Equity Lease Agreement and Fleet Management Agreement with Enterprise FM Trust and Enterprise Fleet Management, Inc. to Include Approval of Funding and Authorization of City Manager to Act on Behalf of the City with Regard to All Required Documents. City Commission Meeting March 15, 2021 Page 4 of 4 City Manager Joe Price stated he wanted to verify the vehicles that would be leased through Enterprise Fleet Management Program would include the Director of Planning and Developments vehicle. After discussion, Mayor Pro-Tem Jones moved, duly seconded by Commissioner Remlinger to authorize the Canyon Police Department to approve the Fleet Master Equity Lease Agreement and Fleet Management Agreement with Enterprise FM Trust and Enterprise Fleet Management. Motion carried unanimously. Item 13. Consider and Take Appropriate Action on Canyon Fire Department Annual Report. Fire Chief Dennis Gwyn presented the 2020 annual report for the Canyon Fire Department. After discussion Commissioner Ray moved, duly seconded by Commissioner Remlinger to approve the Financial Report as presented. Motion carried unanimously. Item 14. Executive Session Pursuant to §551.074 Board Appointments (Canyon Housing Authority, Planning and Zoning Commission), §551.071 Consultation with Attorney, and §551.072 Deliberations About Real Property. – Commission will move to City Hall at this Time. Mayor Hinders indicated the Commission would adjourn into Executive Session at 6:23 pm. Commissioners moved to the Conference Room in City Hall at 301 16th Street as stated on the posted agenda. . Item 21. Consider and Take Appropriate Action on Items Discussed in Executive Session. Upon returning from Executive Session at 7:20 pm, the following action was taken. Commissioner Remlinger moved, duly seconded by Mayor Pro-Tem Jones to appoint Corey Collier to replace Jason Trice on the Planning and Zoning Commission. It was discovered Mr. Trice lives outside the City Limits and is not eligible to serve. Motion carried unanimously. Item 22. Adjourn. There being no further business, Mayor Pro-Tem Jones moved this meeting be adjourned. ______________________________ Gary Hinders, Mayor ATTEST: ________________________________ Gretchen Mercer, City Secretary