City of Canyon Commission Meetings

City Commission Meeting October 2, 2023 The City Commission of the City of Canyon met 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, Robyn Cranmer, Paul Lyons and Danny Potter. Mayor Pro-Tem Cody Jones 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 Public Works Dan Reese, Planning and Development Director Lucas Raley, HR Director Hector Mendoza, Communications Director Megan Nelson, Economic Development Director Stephanie Tucker, Finance Director Joel Wright, Purchasing Manager Beau Boyer, Chief of Police Steven Brush, Fire Chief Dennis Gwyn, Director of Golf Casey Renner, Golf Superintendent John Haun, Parks Director Brian Noel, and City Attorney Chuck Hester. Item 1. Call to Order. Mayor Hinders called the meeting to order at 4:35 pm. Item 2. Invocation. Commissioner Potter gave the invocation. Item 3. Pledge of Allegiance. The Pledge of Allegiance was led by Commissioner Lyons. Item 4. Approval of the Minutes of the Meeting of September 18, 2023. Commissioner Cranmer moved, duly seconded by Commissioner Potter to approve the minutes of September 18, 2023 as presented. Motion carried unanimously. Item 5. Public Comment – Comments from Interested Citizens. Lynn Whitten of 601 Butterfield, Canyon, Texas – Mr. Whitten stated he had spoken with Randall County and they were ready to get the Brown Road Railroad Crossing open, but told him the City of Canyon wanted to do a study. Mr. Whitten stated the road has been closed for 14 months and nothing is being made safer, just prolonging the process. Mayor Hinders asked that City Manager Joe Price reach out to Mr. Whitten to discuss the situation. Item 6. Presentation of Proclamation Declaring October 2023 as National Chiropractic Health Month. Mayor Hinders presented a Proclamation declaring the month of October 2023 as National Chiropractic Health Month. Item 7. Update on Palo Duro Creek Golf Course Irrigation Project Including Discussion on Items 8 and 9 Regarding the Publication of the Notice of Intent for the Issuance of CO’s and Acceptance of Bids. City Commission Meeting October 2, 2023 Page 2 of 5 Assistant City Manager Jon Behrens presented information regarding the issuance of Certificates of Obligation and the acceptance of Bid’s for the irrigation project. Mr. Behrens stated the actions taken tonight could move the City closer to attaining the goal of a new irrigation system for Palo Duro Creek Golf Course. Mr. Behrens gave an overview of the process of issuing CO’s and how the green fees for the golf course were gradually increased over the past two years with the dedicated green fee increasing to $10 per round in January 2024. Mr. Behrens said the dedicated green fee will be used to fund the new irrigation system. Mr. Behrens provided a timeline of project events for the replacement of the irrigation system that included estimated expenses. No action required, informational only. Item 8. Consider and Take Appropriate Action on Resolution No. 36-2023, A Resolution of the City of Canyon, City Commission Considering all Matters Incident and Related to Approving and Authorizing Publication and Posting of Notice of Intention to Issue Certificates of Obligation. Director of Finance Joel Wright presented Resolution No. 36-2023 for consideration. Mr. Wright stated adoption of Resolution No. 36-2023 would begin the process of the issuance of Certificates of Obligation with the required publication of the notice of the City of Canyon’s intent to issue certificates of obligations. Mr. Wright said CO’s would be used to fund the project cost of the irrigation system replacement and improvement project and would not exceed $4,500,000. Mr. Wright stated the Ordinance to issue the certificates would be presented to the Commission December 4, 2023. After discussion, Commissioner Lyons moved, duly seconded by Commissioner Cranmer to adopt Resolution No. 36-2023 as presented. Motion carried unanimously. RESOLUTION NO. 36-2023 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF CANYON, TEXAS APPROVING AND AUTHORIZING PUBLICATION AND POSTING OF NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION Item 9. Consider and Take Appropriate Action on Bids Received for the Construction of the Palo Duro Creek Golf Course Irrigation System. Purchasing Manager Beau Boyer presented bids received and opened September 11, 2023. Mr. Boyer said the City of Canyon has worked with both vendors in the past and relied heavily on Bowlin Consulting to provide an opinion to their qualifications and experience. Mr. Boyer said that bid prices are good for 90 days but with construction not starting for a year, there could be increases. Mr. Boyer stated two (2) bids were received. Mid-America Golf and Landscape, Inc. United Golf, LLC Toro & Pump Station $3,869,131 $3,227,506 City Commission Meeting October 2, 2023 Page 3 of 5 Rain Bird & Pump Station $3,869,131 $3,276,505 Mr. Boyer said it was staff’s recommendation to award the bid to United Golf, LLC. After discussion, Commissioner Cranmer moved, duly seconded by Commissioner Potter to award the bid for the construction of the Palo Duro Creek Golf Course Irrigation System to United Golf, LLC and authorize staff to negotiate a contract. Motion carried unanimously. Item 10. Consider and Take Appropriate Action on the Purchase of Golf Course Maintenance Equipment from John Deere. Purchasing Manager Beau Boyer presented information for the lease of equipment for Palo Duro Creek Golf Course from John Deere. Mr. Boyer said new maintenance equipment would ensure the best experience for golfers and avoid costly maintenance of aging equipment. Mr. Boyer stated this was a lease to own with a purchase cost of $500,877.60; a trade-in value of $58,000.00 for a total purchase/lease cost of $442,877.60. Mr. Boyer stated it was planned to finance through John Deere Financial, but nothing would be signed until the equipment is delivered.  2 John Deere 2700 E-Cut Hybrid Grass Greens Mowers – 14 blade cutting units  2 John Deere 2700 E-Cut Hybrid Grass Greens Mowers – 11 blade cutting units  1 John Deere 8800A TerrainCut Rough Mower  2 John Deere 9009A TerrainCut Rough Mowers Mr. Boyer went over the lease details. After discussion, Commissioner Cranmer moved, duly seconded by Commissioner Potter to authorize City staff to purchase golf course maintenance equipment from John Deere in the amount of $442,877.60. Motion carried unanimously. Item 11. Consider and Take Appropriate Action the Purchase of Golf Course Maintenance Equipment from Professional Turf Products, L.P. Purchasing Manager Beau Boyer presented information for the lease to own equipment for Palo Duro Creek Golf Course with a purchase cost of $81,705.00. Mr. Boyer said the equipment would be financed through Huntington National Bank with the lease being signed upon delivery. Mr. Boyer stated this is additional maintenance equipment to provide best services for golfers and Palo Duro Creek Golf Course and included:  1 Foley 633 Accu-Pro SC with Boom & Hoist  1 Foley 673 Accu-Pro AC Mr. Boyer went over the lease details. After discussion, Commissioner Potter moved, duly seconded by Commissioner Cranmer to authorize City staff to purchase golf course maintenance equipment from Professional Turf Products in the amount of $81,705.00. Motion carried unanimously. City Commission Meeting October 2, 2023 Page 4 of 5 Item 12. Consider and Take Appropriate Action on the Purchase of Golf Course Maintenance Equipment from James Bros. Implement Company, Inc. Purchasing Manager Beau Boyer presented information for the purchase of 3 Kubota TRV- X900WL-H Utility Vehicles for Palo Duro Creek Golf Course from James Bros. Implement Company, Inc. for $53,925.69. Mr. Boyer stated equipment would be internally financed using the Capital Equipment Fund and gave a brief overview of the details. Mr. Boyer said this was more equipment needed for proper maintenance of Palo Duro Creek Golf Course. After discussion, Commissioner Cranmer moved, duly seconded by Commissioner Potter to authorize City staff to purchase golf course maintenance equipment from James Bros. Implement Company in the amount of $53,925.69. Motion carried unanimously. Item 13. Consider and Take Appropriate Action on a Right-of-Way Abandonment Application for N 7th Street Between 1st Ave. and N 2nd Ave. Director of Planning and Development Lucas Raley presented a request to abandon the right-of-way for a section of property currently platted as North 7th Street between 1st Ave. and N 2nd Ave as submitted by Jed Welch and Jimmy Ashford. Mr. Raley stated the section of the street was never constructed by the City of Canyon and remains vacant. Mr. Welch approached the City with an offer to purchase the land and proposes to develop more commercial type shop facilities as currently built around the area. Mr. Raley stated the current zoning for the area is I-1 (Industrial) and the Development Review Team has considered and are in support of vacating the right-of-way and of the proposed project that will allow the land to be added to the tax role. Mr. Raley reported Mr. Welch reached out to all neighboring landowners and received signatures from 3 of the 4 adjacent owners and obtained a certified appraisal report that determined the market value of the property is $7,500. After discussion, Commissioner Cranmer moved, duly seconded by Commissioner Lyons to approve the Right-of-Way abandonment application for N 7th Street between 1st Ave. and N 2nd Ave as requested. Motion carried unanimously. Item 14. Executive Session Pursuant to §551.071 Consultation with Attorney, §551.072 Deliberations about Real Property and §551.074 Personnel Matters (City Manager Annual Evaluation). Mayor Hinders indicated the City Commission would adjourn into Executive Session at 5:19 pm. Item 15. Consider and Take Appropriate Action on Items Discussed in Executive Session. Upon Returning from Executive Session at 6:24 pm, no action was taken. Item 16. Adjourn. There being no further business, Mayor Hinders moved this meeting be adjourned at 6:24 pm. City Commission Meeting October 2, 2023 Page 5 of 5 ______________________________ Gary Hinders, Mayor ATTEST: ________________________________ Gretchen Mercer, City Secretary