Special City Council Meeting and Workshop

AGENDA Special City Council Meeting and Workshop 5:00 PM - Tuesday, March 2, 2021 City Council Chambers, 201 E. Nash Street, Terrell, TX Mayor Rick Carmona Council Members District 2 - Grady Simpson District 3 - Mayrani Velazquez District 4 - Charles Whitaker District 5 - Tim Royse City Manager Mike Sims NOTICE IS HEREBY GIVEN that the Terrell City Council will conduct a Special City Council Meeting and Workshop at 5:00 p.m. on Tuesday, March 2, 2021, at Terrell City Hall located at 201 East Nash Street. The meeting is open to the public with limited seating in the Council Chambers. Recommendations of the CDC regarding social distancing will be practiced during the course of the public meeting to slow the spread of the Coronavirus (COVID-19). If you choose not to attend in person and you wish to submit public comments, email support@cityofterrell.org and title the email ”Public Comment”. All public comments submitted by 12:00 pm on Tuesday, March 2, 2021 will be provided to the City Council members and read into the record for the Tuesday, March 2, 2021 City Council Meeting. Page 1. CALL TO ORDER 2. INVOCATION 3. PLEDGE TO AMERICAN FLAG AND TEXAS FLAG. 4. MAYOR AND COUNCIL COMMUNITY RECOGNITION AND EVENTS 5. HEAR REMARKS FROM VISITORS. Page 1 of 41  This time is set aside on the agenda to invite any person to address the Council on issues not subject to a public hearing. Routine administrative matters are best discussed with the appropriate City Staff before bringing them to the Council. Prior to the meeting, please complete a "Citizen Participation Form" and present it to the City Secretary. In accordance with the Texas Open Meetings Act, Section 551.042, the City Council cannot discuss, consider, or take action on matters not listed on the agenda. Speakers should limit their comments to 3 minutes and are asked to speak into the microphone provided, identifying themselves for the record. The total amount of time set aside for this place on the agenda is 15 minutes. Comments of a personal nature directed at the Council or Staff are inappropriate. 6. DISCUSSION ITEMS 6.1. Discuss Engineering/Utilities Department Strategic Plan. 3 - 41 Engineering-Utilities presentation 7. ADJOURN INTO EXECUTIVE SESSION IN ACCORDANCE WITH SECTION 551 OF THE TEXAS GOVERNMENT CODE TO DISCUSS THE FOLLOWING: Section 551.071 Consultation With Attorney Regarding Pending or Contemplated Litigation. Section 551.072 Deliberations Regarding Real Property. 8. ADJOURN. I, the undersigned authority, do hereby certify that the above NOTICE OF MEETING of the Governing Body of the City of Terrell is a true and correct copy of said NOTICE, which has been posted on the front OUTDOOR BULLETIN BOARD CABINET FOR AGENDAS of the Terrell City Hall, Terrell, Texas, a place convenient and readily accessible to the General Public and on the website at cityofterrell.org, and which has been continuously posted for a period of seventy-two (72) hours prior to the date and time said meeting was convened. Posted Friday, February 26, 2021 –5:00 p.m. _______________________________________ Dawn Steil, City Secretary This facility is wheelchair accessible and accessible parking spaces are available. Requests for accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the City Secretary’s office at 972-551-6600 for further information. Braille is not available. Council Reserves the Right to Adjourn into Executive Session to Seek Legal Counsel on a Matter Which the Canon of Legal Ethics Demands to Preserve the Attorney-Client Privilege Pursuant to Section 551.071(2) of the Texas Government Code. Page 2 of 41  ITEM 6.1. ENGINEERING / UTILITIES 1 Strategic Plan – FY22, 23, 24 Page 3 of 41 2/24/2021  SUMMARY OF PROJECTS ITEM 6.1. PROJECT LOCATION AMOUNT 12-02 Pass-Through Toll Projects $34,700,000 13-01 CDBG Grant - Bachelor Creek $800,000 13-02 Impact Fees/CIP Report 2014 $125,000 13-03 Water Conservation/ Drought Plan 2014 $75,000 14-02 Airport T Hanger Improvements $1,000,000 14-04 Utility Improvements, Pay As You Go, Phase 4 $1,500,000 14-06 Airport Utility Improvements $250,000 14-07A STEP Grant - Hwy 34 Lighting Improvements $800,000 14-07B STEP Grant - West Grove Sidewalk, Drainage $400,000 15-02 WW Sys Prioritization Study Phase 2 $185,000 15-03, 15-04 Utility Improvements, Pay As You Go, Phase 5 $500,000 15-05 Wayfinding Signs $25,000 16-02 Kings Creek WWTP 2016 Improvements $430,000 16-03 Monument Signs $150,000 16-04 Ninth St. EST Removal $150,000 16-05 Lakes MHMR Drainage/Pavement Improvements $700,000 Page 4 of 41 16-06 Alley S. Medora/S. Rockwall Water/WW Mains $475,000 16-07 W. Moore at Chamber Water/WW Mains $650,000 16-10 Water & WW Point Repairs $320,000 2/24/2021 2  SUMMARY OF PROJECTS ITEM 6.1. PROJECT LOCATION AMOUNT New Police Facility $12,500,000 16-12 Water/Sewer Repairs at Various Locations $310,000 16-13 Drainage Improvements - E. Moore / Rochester & 34 $175,000 17-04 Ninth @ Musser Drainage Project $350,000 17-06 CR 305 Alignment Plan and Floodplain Study $135,000 17-11 Town North Sidewalk Improvements $80,000 18-03 FM 148 12 Inch Water Main Replacement $145,000 18-04 Griffith Avenue Improvements $5,500,000 18-05 2017 Drainage Masterplan $550,000 18-07 Kings Creek WWTP Phase 1 Design $343,250 19-03 Rosehill Road Improvements $1,100,000 19-08 Impact Fee Update 2018 $65,000 19-10 WWTP Phase 1 Construction $4,436,000 19-05 Airport Runway Improvements $2,200,000 19-17 Skyline Drive Drainage Improvements $230,000 19-14 Kings Creek WWTP Phase 2 Design $1,400,000 Page 5 of 41 19-13 N Alley Water / Sewer Design $210,000 19-12 Hwy 80/205 Utility Relocations Design $240,000 2/24/2021 3 Total Cost Since 2002 = $118,431,530  ITEM 6.1. TWDB PROJECTS – LOAN STATUS Resolution 882, approved by Council in February 2018 ⮚ $24.55 M for Wastewater Projects ⮚ $7.385 M for Water Projects ⮚ Total = $31,935,000 Page 6 of 41 2/24/2021 4  ITEM 6.1. TWDB PROJECTS – TOTAL AUTHORIZED Wastewater Water WWTP, Phase 1 $ 3,750,000 WWTP Phase $15,000,000 Poetry Elevated Tank $4,000,000 North Alley $ 790,000 North Alley $ 790,000 South Alley $ 950,000 South Alley $ 950,000 Utility Relo Hwy 80/205 $ 230,000 Utility Relo 80/205 $1,645,000 Market Center LS $ 1,830,000 Main Replacements $ 2,000,000 TOTALS $24,550,000 $7,385,000 Page 7 of 41 2/24/2021 5  ITEM 6.1. TWDB OVERALL STATUS LOAN UNDER AMOUNT CONTRACT SPENT ▪ CWSRF 2019 $5,275,000 $4,962,500 $3,700,000 ▪ CWSRF 2020 $6,000,000 $3,300,000 $2,500,000 ▪ DWSRF 2019 $1,700,000 $ 192,500 $ 140,000 $12,975,000 $8,455,000 $6,340,000 ADDITIONAL LOANS FY21 ESTIMATED AT $4 MILLION Page 8 of 41 2/24/2021 6  ITEM 6.1. CURRENT UCR ▪ AMI Project $200,000 ▪ CDBG Grant Administration $ 40,000 ▪ CDBG Project Design $115,000 ▪ Boone Street Water / Sewer $ 50,000 ▪ Pay As You Go $215,000 ▪ Development Partnerships $345,000 ▪ WWTP Phase 1 Inspections $ 25,000 ▪ June Harrisse Water Design $211,000 Page 9 of 41 2/24/2021 7  ITEM 6.1. CURRENT UCR (CONTINUED) ▪ Bachelor Creek (Hwy 80 Utility) $250,000 ▪ CR305 Terrell RV Park Sewer $200,000 ▪ N. Frances ROW Acquisition $100,000 ▪ Paving Repairs (xfer to CIP) $100,000 ▪ Maintain Retail Water Mains $254,000 Total = $2,105,000 Page 10 of 41 2/24/2021 8  ITEM 6.1. CURRENT UCR (CONTINUED) ▪ Pay As You Go ▪ Boone Street ▪ Washington Street ▪ Sixth Street ▪ Retail Water Mains ▪ Boone Street ▪ Washington Street ▪ 1801 N Frances ▪ E. Moore - Design of 10” Water Page 11 of 41 2/24/2021 9  ITEM 6.1. ADDITIONAL PROJECTS ▪ Elmo Dam Rehabilitation - $15 Million Construction Cost Estimate ▪ Temple Street Paving Improvements ▪ N Blanche Street ▪ Stormwater/Sanitary Sewer Alignment Study ▪ Paving, Drainage ▪ Stormwater – ▪ Colquitt at Lovers Drainage ▪ Colquitt at Bachelor Creek Drainage ▪ Drainage – Ninth to Grace Page 12 of 41 2/24/2021 10  ITEM 6.1. ADDITIONAL FUNDING NEEDS ▪ WWTP Phase 2 $4,000,000 FY22 ▪ Highway 205 Utility Relocations ▪ Bachelor Creek Sewer $3,500,000 FY22-23 ▪ 20” Water Main $ 750,000 FY22-23 ▪ 16” Water Main Along Hwy 205 $ 800,000 FY23 ▪ June-Harrisse Water Main $1,200,000 FY22 ▪ E. Moore 10” Water Main $1,200,000 FY22 ▪ Westside Pump Station Upgrade $4,000,000 FY22 Page 13 of 41 2/24/2021 11  ITEM 6.1. GRANT PROJECTS ▪ Awarded Project ▪ CDBG 2019 - $500,000. Notified November 2020. Award design March 2021. Sewer main in N. Blanche, High Street and N. Delphine ▪ Grant Applications: ▪ GLO CDBG-MIT Grant – Drainage Projects - $7,000,000 ▪ Submitted October 2020 ▪ TDA, CDBG Grant - Water Project, Highway 205 - $350,000 ▪ Submission by April 2021 Page 14 of 41 2/24/2021 12  ITEM 6.1. CURRENT DEVELOPMENTS ▪ Camden Homes (N. Frances) ▪ Woodlands (Rosehill Road / Windsor) ▪ Venture Apartments ▪ Crossroads – ▪ GM Dealerships ▪ Outparcels ▪ Pad Sites ▪ La Quinta Hotel Page 15 of 41 2/24/2021 13  FUTURE OR POTENTIAL DEVELOPMENTS / ITEM 6.1. SERVICE AREAS ▪ Downtown Square – Utilities, Drainage, Street Improvements ▪ Terrell Assisted Living - Creekside ▪ Venture Apartments Phase 2 ▪ Builders First Source Expansion ▪ Greater Texas Land Resources (1132 Acres) South of IH-20 ▪ Lawrence WSC (partial) ▪ Rosehill SUD (partial) ▪ Brushy Creek Corridor Page 16 of 41 2/24/2021 14  ITEM 6.1. UPCOMING STUDIES ▪ Complete Streets ▪ Highway 80 (Moore Avenue) – Bowser to Dellis ▪ Adelaide Street – E. High to Rochester ▪ South Alley ▪ Rochester – SH 34 to S. Frances Street ▪ Quiet Zones – UPRR, 16 Crossings Page 17 of 41 2/24/2021 15  ITEM 6.1. SCHEDULE OF KEY PROJECTS Mar 21 Sep 21 Mar 22 Sep 22 Mar 23 Sep 23 Mar 24 Sep 24 Market Center LS Utility Relo Hwy 80/205 N. Alley S. Alley WWTP Phase 2 Highway 205 Utility Relo June-Harrisse Water Main Poetry Elevated Storage Tank AMI Project CDBG - Blanche / Delphine Sewer Temple Street Paving Brushy Creek Study Downtown Square Study Page 18 of 41 Quiet Zone Study Complete Streets Evaluation 2/24/2021 16 Construction Design Study  ITEM 6.1. STORMWATER FUND Revenue $1,400,000 $1,200,000 10-1-20 = $6.65 $1,000,000 10-1-18 = $5.65 $800,000 10-1-15 = $3.75 $600,000 $400,000 10-1-11 = $1.00 $200,000 Page 19 of 41 $0 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 FY21 2/24/2021 17  ITEM 6.1. SUMMARY OF PROJECTS COMPLETED ▪ Since inception, approximately $2,800,000 spent on drainage improvement projects ▪ Approximately $1,250,000 on 20 “small projects” ▪ Annual Maintenance by Public Service Department ▪ Additional work the last few years: ▪ Completed Drainage Masterplan $550,000 ▪ Various Flood Studies/Consultants $ 50,000 Page 20 of 41 2/24/2021 18  ITEM 6.1. FY21 STORMWATER PROJECTS Project Budget ▪ Colquitt @ Lovers $ 75,000 ▪ Colquitt @ Bachelor Creek $ 75,000 ▪ 9th to Grace (Evaluation) $ 75,000 ▪ Boone @ West End $ 75,000 Total = $300,000 Page 21 of 41 2/24/2021 19  ITEM 6.1. • SP28 Colquitt and Lovers Page 22 of 41 1 20 ITEM 6.1. 21 2/24/2021 Page 23 of 41  Ninth to Grace Drainage Study ITEM 6.1. Page 24 of 41 22 ITEM 6.1. 23 Airport Capital Page 25 of 41  ITEM 6.1. Planned Projects Project Budget TxDOT City Masterplan, Business Plan, Zoning Ordinance $ 400,000 $ 320,000 $ 80,000 Development Partnerships $1,900,000 $ 900,000 $1,000,000 Hangar and Aprons $3,000,000 $1,125,000 $1,875,000 Page 26 of 41 24  ITEM 6.1. Planned Projects (Cont) Project Budget TxDOT City Lighting, Fencing, Weather Station Improvements $3,175,000 $2,857,500 $ 317,500 New Fuel Farm $ 500,000 $ 0 $ 500,000 Drainage Improvements $ 575,000 $297,000 $ 245,000 Totals = $9,550,000 $5,499,500 $4,017,500 Page 27 of 41 25 ITEM 6.1. 26 2/24/2021 EQUIPMENT Page 28 of 41  ITEM 6.1. UTILITY DEPARTMENT - EQUIPMENT ▪ Replace Dump Trucks (Coordinate with Streets) ▪ Replace Backhoe ▪ Replace Skid Steer Loader ▪ Shoring Equipment ▪ Vac Trailer ▪ Main Line TV Camera ▪ Compactor (Backhoe Attachment) ▪ Add “Low-boy” Trailers for Backhoe Hauling Page 29 of 41 2/24/2021 27  ITEM 6.1. SOFTWARE CONSIDERATIONS Page 30 of 41 2/24/2021 28  ITEM 6.1. UPGRADES ▪ Billing Software ▪ After AMI system upgrade complete in FY22 ▪ Coordinate with financial software upgrade ▪ Work Management Software – review benefits of using one City-wide software ▪ Direct link to Municipal Development Permits ▪ Utility and Public Services Work Order / Citizen Requests ▪ Document preservation – Scan plans, specs, records ▪ ESRI / Map Accessibility Page 31 of 41 2/24/2021 29 ITEM 6.1. 30 2/24/2021 BUDGET Page 32 of 41  ITEM 6.1. KEY BUDGET CONSIDERATIONS ▪ Salary Increases Competitive with the Market (Compensation Plan) ▪ NTMWD Treated Water Costs and Contract Restructure ▪ Debt Service Impacts ▪ System Growth / Increase in Customers ▪ Maintain Cash Expenses (UCR, O&M Accounts) ▪ Continue to review Indirect Costs ▪ Review other revenue sources (TIF, Grants) ▪ Increase Reserves Page 33 of 41 2/24/2021 31  ITEM 6.1. LIKELY RATE INCREASES ▪ Water ▪ Average 5% to 6% over the next 3 years ▪ Sewer ▪ Average 4% to 6% over the next 3 years Page 34 of 41 2/24/2021 32 ITEM 6.1. 33 2/24/2021 PERSONNEL Page 35 of 41  ITEM 6.1. ANTICIPATED RETIREMENTS ▪ City Engineer Summer 2023 ▪ Assistant City Engineer March 2024 Page 36 of 41 2/24/2021 34  ENGINEERING / ITEM 6.1. UTILITIES ORG CHART CITY ENIGINEER STEVE ROGERS UTILITY ASSISTANT CITY BILLING Project Project Admiistative ENGINEEER GIS Analyst SUPERIVSOR Manager Manager Assistant RHONDA Kris Walker MIKE MIKEKSA Mike Shook Tony Stark Christy Norris THOMPSON Water/WW WWTP Utility Billing Superintendent Chief Operator Clerk Dick Boyd Gil Acuna Minnie McElroy Utility Billing Water Quality Distribution WW Collection Pretreatment Clerk Crew Leader Crew Leader Crew Leader Coordinator Dustin Starr Jeff Foster Xavier Willaims Roxanna Dela- Vacant Cruz Equipment Equipment Plant Operator Plant Operator Operator Operator Tommie Johnny Richard Shawn Tidmore Anderson Jackson Reitenbach Maintenance Maintenance Plant Operator Plant Operator Worker Worker Garry Burden Caleb Loden Connie Green Henry Rattler Maintenance Maintenance Plant Operator Worker Worker Plant Opeator Vacant Shuan Chante Albert Elliott Retirements within 3 years Rutkowski Hedgeman Maintenance Maintenance Retirements within 5 years Plant Operator Worker Plant Operator Worker Jeff Lewis Terrace Jonathan Reed Walter Moss Hawkins Page 37 of 41 Customer Service / Meter 24/7 Response – Reader Linus Clark Water/Sewer 2/24/2021 35  ITEM 6.1. RECOMMENDATIONS ▪ FY22: Initiate a Succession Plan for Transitioning City Engineer Position ▪ FY22: Evaluate Succession Plan for Transitioning Assistant City Engineer Position ▪ Review other likely retirements and determine succession plan for critical positions or Departments for operational continuity Page 38 of 41 2/24/2021 36  ITEM 6.1. ENGINEERING DEPARTMENT GOALS # Goal Status 3.1.1 Continue implementation of ESRI software to Water System make online mapping available completed; others On- going 3.1.2 Continue efforts to GPS system inventory and On-going update accuracy of maps 3.1.3 Initiate digital scanning of plans and records Pending 3.1.4 Develop and implement succession plan City Pending Engineer position 3.1.5 Continue to progress all TWDB and other On-going projects Page 39 of 41 3.1.6 Initiate construction on New Terrell City Lake Pending Dam project 2/24/2021 37  ITEM 6.1. UTILITY DEPARTMENT GOALS # Goal Status 3.2.1 Develop succession plan for vacancies Under review created by retirement 3.2.2 Provide licensing training and training to On-going develop for new employees 3.2.3 Complete transition to an Automated Contract award pending; Meter Infrastructure (AMI) system and begin installation FY21 replace all meters and complete by summer of 2022 3.2.4 Continue efforts in root control of priority On-going mains to reduce blockages and backups to customers 3.2.5 Identify avenues to reduce cost of On-going water/sewer services to customers while Page 40 of 41 building reserves 3.2.6 Increase capacity of wastewater treatment In Progress 2/24/2021 38 ITEM 6.1. 39 2/24/2021 Discussion Page 41 of 41