CITY OF TROY REGULAR CALLED MEETING AGENDA

Transcription

1 CITY OF TROY REGULAR CALLED MEETING AGENDA Notice is hereby given of a meeting consisting of a REGULAR MEETING of the City Council of Troy to be held on MONDAY, JANUARY 9, 2016 STARTING at 6:00 PM AT: CITY HALL - COMMUNITY CENTER, 201 EAST MAIN STREET TROY, TEXAS for the purpose of considering the following agenda items. All agenda items are subject to action. The City Council reserves the right to meet in a closed session on any agenda item should the need arise and if applicable pursuant to authorization by Title 5, Chapter 551, of the Texas Government Code. REGULAR CALLED MEETING 1. CALL TO ORDER and Declare a quorum 2. Prayer 3. Pledge of Allegiance 4. Police Report 5. City Administrator Report 6. Permit Report 7. Project Reports 8. Court Report 9. Water and Wastewater Report 10. CITIZEN COMMUNICATION 11. CONSENT AGENDA: a. Council to consider profit & loss budget vs. actual budget. b. Council to consider accounts payable. c. Council to consider approval of minutes for: December 12, 2016 Regular Called Meeting REGULAR AGENDA 12. Discuss and consider accepting donation to Troy PD for the acquisition and deployment of department owned side-arms. 13. Discuss and consider executing a four (4) month rental agreement with Auqua-zyme Disposal Systems, Inc. for dewatering equipment to be used to dewater liquid waste at the City waste water treatment plant. 14. Discuss and consider conversion of utility clerk position to that of municipal clerk.

2 15. ADJOURN In compliance with the Americans with Disability Act, the City of Troy will provide for reasonable accommodations for persons attending City Council meetings. To better serve you, requests should be received 24 hours prior to the meetings. Please contact Jeff Straub, City Administrator, at Certification I, the undersigned authority, do hereby certify that the attached agenda of meeting of the City of Troy Council is a true and correct copy and that I posted a true and correct copy of said notice on the official bulletin board affixed to the outside of the Municipal Building, a place convenient and readily accessible to the general public at all times, and said Notice was posted on the 6 th day of January, 2017 at and will remain so posted continuously for at least 72 hours preceding the scheduled time of said meeting in accordance with Chapter 51 of the Texas Government Code. Jeff Straub, City Administrator I certify that the attached notice and agenda of items to be considered by the City Council of Troy was removed by me from the City Hall bulletin board on this the day of January, 2017 at. Jeff Straub, City Administrator

3 Police Report for City Council - December 12, 2016 Activity November 2016 Month Fiscal YTD All Events 519 2,114 Calls For Service 332 1,165 Reckless Driver Disabled Vehicle Crash Unknown Situation Medical Disturbance Suspicious Person Alarm 4 27 Meet Complainant Traffic Hazard Welfare Concern 7 31 Shots Fired 1 6 Mental Subject 1 5 Theft 4 9 Burglary of a Building 1 5 Fight 0 1 Burglary of Vehicle 1 3 Armed Subject 1 3 Burglary of a Habitation 5 5 All Other Percentage of All Activity 64.0% 55.1% Month Fiscal YTD Officer Initiated Events Traffic Stops Citations Charges Building Check 5 21 Citizen Contact House Watch 5 29 Pedestrian Stop 1 5 Percentage of All Activity 36.0% 45.1%

4 Month Fiscal YTD All Reports Accident Assault - Misdemeanor 0 2 Assault - Felony 0 0 Burglary 1 2 Burglary of Vehicle 1 4 Credit Card Abuse 2 3 Criminal Mischief 0 2 Drug Paraphernalia 0 2 Driving While Intoxicated 0 2 Driving While License Suspended 0 1 Emergency Order of Detention 2 4 Public Intoxication 1 3 Theft 2 7 Warrant Arrest 2 3 Other 5 11

5 TWDB Funding - Well City Administrator Report Over the course of December and January we will seek Council approval on the issuance of this debt for the receipt of funds. An engineering calendar/drawdown schedule has been established. Monday, 1/16 Interest rates provided by TWDB (approximately five days prior to issuance) Monday, 1/23 Meeting to consider action authorizing issuance of Certificates and approving sale (Special Meeting ) Wednesday, 2/22 Final executed documents provided to TWDB for closing, including Attorney General Opinion (at least seven business days prior to closing) Wednesday, 3/1 Closing; receipt of funds Residential Development Turtle Creek Development, LLC. s project is pending awaiting final plat submission with its subsequent review. Mixed Use Development Platting pending platting/agreement prior to lift station engineering. Alcohol Petition Issued An effective application for the issuance of a petition for a local option liquor election was filed by Sammy Warren. He is seeking for Troy s alcohol sales authorization to be expanded from beer only to beer and wine. The petition was issued on January 4 th and may be circulated for 60 days. The number of signatures required to invoke the calling of an election is 35% (95) of the number of voters in the jurisdiction that voted in the last gubernatorial election (271).

6 The last day to call a May election is Friday, February 17 th. May Election The uniform election date this year is May 6 th. The first day to file for the election is Wednesday, January 18 th. The position up for re-election this year are those of Mayor Morgan and Councilmen Ramirez and Sheffler.

7 1/5/2017 Query Tool New Permit Issued Permit Type: Building Permit Application From: 12/01/2016 To: 12/31/2016 City of Troy Building Permit Application Issued Report Date Range: 12/01/2016 To 12/31/16 Applicant Property Permit # Issue Date Valuation Description 213 NORTH Central Suite 300 B /08/2016 $3, Construct Storage Building Marcos Fernandez 305 Parque Vista Georgetown TX Property Owner: Francis Rubel 505 Trey DRIVE B /16/2016 $17, Remodel Existing Bathroom 316 Curtis AVENUE B /28/2016 $4, Replace roofiing 619 EAST Main STREET B /28/2016 $2, Install Fencing TOTAL $26, /1

8 Permit # Date Fiscal Year Property Address Property Owner Type of Permit Check # Permit Fee Cap Fee Tap Fee Total Amount Valuation /08/ North Central Dennis Johnson Accessory Bld $40.00 $40.00 $3, /16/ Trey Drive Francis Rubel Rebath Remodel Bath Visa $ $ $17, /28/ Curtis Avenue W R Davis Piel Roofing Reroof 1046 $40.00 $40.00 $4, /28/ East Main Street Roman Cubilla Fence 1211 $40.00 $40.00 $2, $ $26,700.00

9 Temple 15 West Central Avenue Temple, Texas V: (254) Waco 4800 Lakewood Dr., Ste. 2 Waco, Texas V: (254) Hutto 210 Hwy. 79, Ste. 101 Hutto, Texas V: (512) January 5, 2017 City of Troy Project Update To: Mayor and Council Members From: Anthony Beach, PE City of Troy BSP Engineers, Inc. abeach@bspengineers.com (254) The intent of this update is to enhance the project team s communications and maintain project schedules and budgets. The following provides a brief outline of upcoming events, needs/requirements, and issues that may be important to the project s success. Please contact me for any questions or additional information. Texas Parks and Wildlife Park Grant Eagle Scout candidate, Trevor Shultz, led a group of Boy Scouts to install the Trojan Park Splash Pad permanent sign and landscaping. This concludes the requirements of Texas Parks and Wildlife Department to close out this project. Texas Water Development Board Drinking Water State Revolving Fund The Texas Water Development Board has approved a commitment for financial assistance on the water well project. BSP met with City Staff, Bond Counsel, and Financial Advisor to discuss the next steps toward receiving the funds. Following is the schedule: 12/12/2016 City Council to consider Resolution authorizing Notice of Intent to Issue Certificates of Obligation 12/16/2016 Bond Counsel to provide draft documents to initiate the closing Process 12/16/2016 First publication of Notice of Intent to Issue Certificates of Obligation 12/23/2016 Second publication of Notice of Intent to Issue Certificates Of Obligation 01/16/2017 Interest rates provided by TWDB 01/23/2017 Special City Council Meeting to consider action on issuance of Certificates of Obligation Copyright 2016 BSP Engineers, Inc. All rights reserved.

10 Temple 15 West Central Avenue Temple, Texas V: (254) Waco 4800 Lakewood Dr., Ste. 2 Waco, Texas V: (254) Hutto 210 Hwy. 79, Ste. 101 Hutto, Texas V: (512) /22/2017 Final executed documents provided to TWDB for closing, including Attorney General Opinion 03/01/2017 Closing; receipt of funds 09/30/2017 TWDB commitment expiration 2017 City of Troy Sewer Lift Station for the Sheguit Development BSP submitted an engineering proposal On December 9, 2016 for design and preparation of construction documents as required to construct subject lift station. This lift station and associated force main will serve the proposed residential and commercial developments planned for the tract of land north of the existing Troy High School. Copyright 2016 BSP Engineers, Inc. All rights reserved.

11 DECEMBER COURT REPORT New Cases filed 51 Dispositions prior to Court Appearance 45 uncontested Dispositions at Trial Guilty or Nolo Contendere 0 By Court 0 Jury Trials 0 Aquittals 0 Dismissed by Prosecution 0 Compliance Dismissals After Driver Safety Course 4 After Proof of Financial Responsibility 1 After Deferred Disposition 0 All other Dispositions 0 Total Cases Disposed 50 Show Cause Hearings 0 Cases Appealed 0 Juvenile (non traffic) 2 FINES, COURT COSTS & OTHER AMOUNTS COLLECTED: Kept by City 10, Remitted To State 5, TOTAL 16, OMNI $6,005.80

12 Page 1 11:18 PM City of Troy, Texas, General Fund 01/04/17 Profit & Loss Budget vs. Actual Accrual Basis September 2016 through August 2017 Sep '16 - Aug 17 Budget % of Budget Ordinary Income/Expense Income 4000 Ad Valorem Tax - Current 343, , % 4001 Fines & Forfeitures- Police Fines & Forfeitures - Police 89, , % Refund Citation Overpayments Fines & Fort. Overpmts & Adj Total 4001 Fines & Forfeitures- Police 89, , % 4004 Sales Tax Receipts 54, , % 4005 Franchise/Gross Receipts Tax 79, , % 4006 Rent Charges= Comm. Center/Park 1, , % 4007 Beer Licenses % 4013 Building Permits 7, , % 4016 Miscellaneous Income PD Vehicle Use 2, , % Police Reports % 4016 Miscellaneous Income - Other 7, , % Total 4016 Miscellaneous Income 10, , % 4017 Law Enforcement Educ. Alloc % 4019 Interest Income % 4022 Filing Fees % 4027 Road Maintenence Tx Income 1/4% 13, , % 4028 Sales Tax Property Rebate 1/4% 13, , % 4055 Bell Cty Crossing Guard Alloc. 1, , % Total Income 617, ,165, % Gross Profit 617, ,165, % Expense Personnel and Support General Fund Salaries 73, , % TMRS - Admin 8, , % Health Plan Insurance - Admin 4, , % Payroll Taxes - Admin 5, , % Personnel Training , % Water/Sewer Payroll 4, Total Personnel and Support 97, , % Police Department Police Department Salaries 110, , % Police Overtime Pay , % PD Ed & Cert Pay 1, , % TMRS - Police 13, , % Health Plan Insurance - Police 15, , % Payroll Taxes - Police 8, , % Police Training-Off. Ed Fund , % PD Office Supplies , % PD Technology , % PD Communications 2, , % Dues and Subscriptions - Police 4, , % Fuel - Police Dept 7, , % Police Equip-Vehicle Rep-Maint 6, , % Tactical Sup.-Equip Purchase 1, , % Uniform Purchase , % Police Building Rep-Maint 1, , % Police K Community Night Out Vehicle Purchase 4, Total Police Department 180, , % Animal Control Animal Control Annual Salary 4, , % Supplies/Equipment % Payroll Taxes - Animal Control , % Animal Control (Dogs to Temple) 1, , % Fuel - Animal Control %

13 Page 2 11:18 PM City of Troy, Texas, General Fund 01/04/17 Profit & Loss Budget vs. Actual Accrual Basis September 2016 through August 2017 Sep '16 - Aug 17 Budget % of Budget Total Animal Control 6, , % Administrative Postage 1, , % Telephone 1, , % Office Supplies , % Copy Machine Lease , % Pest Control % Public Notifications , % Election Expense % Dues & Subscriptions 1, , % Computers - Office 3, , % Tech Support/Website 2, , % Tax Collection Expens 3, , % Janitorial , % Miscellaneous , % Bank Charges , % Total Administrative 16, , % Municipal Court Municipal Court Salaries 19, , % City Attorney 1, , % TMRS - Court 1, , % Health Plan Insurance - Court 2, , % Payroll Taxes - Court 1, , % Court Personnel Training , % Court Costs , % Correctional Institut. Fees % State Criminal Costs and Fees 8, , % Total Municipal Court 36, , % Professional Team Engineering Fees , % Legal Fees , % Accounting Fees 10, , % Ordinance Publishing , % Information Technology 2, , % Hazard/WC Insurance 32, , % Inspection Fees % Total Professional Team 44, , % City Infrastructure Street Repair 1, , % Utilities 7, , % Diesel/Fuel 1, , % Supplies 6, , % Repairs and Maintenance 1, , % Repairs and Maintenance - Equip 1, , % Demolition , % Total City Infrastructure 20, , % Considerations School Crossing Guard Program , % Bell County Health District 3, , % Fire Department Consideration 15, , % City Wide Clean up , % Park , % Total Considerations 18, , % 6007 Payroll Taxes 0.00 Total Expense 421, ,165, % Net Ordinary Income 195, % Other Income/Expense Other Expense 9996b Transfers- Asset Purchases 9996c 2016 Roadway Rehab 201, d Splashpad 13,306.37

14 Page 3 11:18 PM City of Troy, Texas, General Fund 01/04/17 Profit & Loss Budget vs. Actual Accrual Basis September 2016 through August 2017 Sep '16 - Aug 17 Budget % of Budget Total 9996b Transfers- Asset Purchases 214, Total Other Expense 214, Net Other Income -214, Net Income -18, %

15 Page 1 11:18 PM City of Troy, Texas, General Fund 01/04/17 Bills Paid Listing Accrual Basis As of January 6, 2017 Date Num Name Memo Amount 1005 Extraco Checking /01/ AT&T Mobility /01/ Atmos Energy City Hall Gas /01/ PLIC- SBD Grand Island Acct Number Dental/V /01/ Scott & White Health Plan Dec , /01/ Texas State Board of Plumbing... Renew Kelvin Doehre /01/ Verizon Wireless Straub Cell /07/ Atmos Energy PD Gas /07/ Beach Sulak Partners Splashpad- Grant Admin /07/ Billy Payne Clean PD and City Hall /07/ Cintas Corporation # /07/ Extraco Technology -2, /07/ Fuelman Fuel, Acct #BG , /07/ GT Distributors, Inc. Ammunition /07/ Holy Contractors LLC 2016 Roadway Rehab- Main/E Austin/... -8, /07/ Hudson Energy Electric- 1 S. Central Ave /07/ Ivey Construction Base and Haul Cold Mix /07/ Jiffy Lube # /07/ Johnnies Cleaners/Tailors Account , Uniform Cleaning /07/ Lowe's Business Account Acct# /07/ Oldcastle Materials Texas, Inc. Cust No /07/ ReadyRefresh by Nestle Account # /07/ Smith Supply Company /07/ Tax Appraisal District of Bell C... 2nd QTR Pmt Taxing Unit Fee -1, /07/ Verizon Wireless PD Cell Phones /07/ William P. Gibson Municipal Court Prosecutor November /12/ Animal Medical Care Peaches- Nexgard and Rattlesnake To /12/ Applied Concepts, Inc. December Cloud Storage /12/ AT&T /12/ Billy Payne Clean PD and City Hall /12/ Brockway, Gersbach, Franklin... Client Number , Interim Bill on , /12/ Budget Pest Control Pest Control /12/ Cintas Corporation #86 Acct No Shop Supplies and Uni /12/ Goodyear '13 Tahoe Flat Repair, Account # /12/ Gorilla Lube Alfonso /12/ GT Distributors, Inc. Ammunition /12/ Texas Social Security Program Annual Administrative Fee for the Texa /12/ Xerox Corporation /12/ AT&T /21/ City of Morgan's Point Resort 2005 Crown Vic -4, /21/ Grande Communications-vendor PD and City Hall Internet /21/ Holy Contractors LLC 2016 Roadway Rehab- Main/E Austin/ , /29/ Cintas Corporation # /29/ Epperson Paint & Body, Inc. -2, /29/ Extraco Technology Jeff PC -1, /29/ Fuelman Fuel, Acct #BG , /29/ Goodyear '12 Tahoe Repairs, Account # /29/ InterAct Public Safety Systems -4, /29/ Lowe's Business Account Acct# /29/ Mueller, Inc /29/ Oxbow Steakhouse & Bar-B-Que City Christmas Dinner 2016, 32 meals /29/ ReadyRefresh by Nestle Account # /29/ Reliant -5, /29/ SA-SO /29/ Scott & White Health Plan January , /29/ Temple Towing, Inc /29/ Texas City Management Assoc... Jeff Straub, City Administrator- Membe /29/ Verizon Wireless Straub Cell Phone /29/ Youngblood Automotive & Tire Flat Repair /29/ Billy Payne Clean PD and City Hall /04/ All American Diesel & Tire '06 Ford P/U Repairs -1, /04/ AT&T Mobility /04/ Birch Communications Telephone Service, Acct /04/ Johnnies Cleaners/Tailors Account , Uniform Cleaning /04/ PLIC- SBD Grand Island Acct Number Dental/V /04/ Youngblood Automotive & Tire Flat Repair Total 1005 Extraco Checking , TOTAL -89,550.45

16 Page 1 11:20 PM City of Troy, Texas- Water/Sewer Fund 01/04/17 Profit & Loss Budget vs. Actual Accrual Basis September 2016 through August 2017 Sep '16 - Aug 17 Budget % of Budget Ordinary Income/Expense Income 4000 Water Revenue 186, , % Bulk Water % 4001 Sewer Revenue 89, , % 4002 Garbage Revenues 34, , % 4003 Sales Tax for Garbage Revenues 2, , % 4005 Franchise Fee (comm garbage) 1, , % 4006 Taps 7, , % 4007 Penalties Revenue 14, , % 4011 Interest Income % 4014 Voluntary Fire Donation % 4016 Drainage Fee Revenue 6, , % 4205 Misc. Income % 4400 Capital Recovery Fee 5, , % Total Income 349, , % Gross Profit 349, , % Expense Personnel and Support Systems Mngmt-H2O Management 53, , % Water/Sewer Salaries 34, , % Texas Muni Retirement Expense 4, , % Employee Health Insurance 4, , % Payroll Taxes - FICA/MC 2, , % Total Personnel and Support 98, , % Water System Purchased Water 84, , % Meter Purchases , % Commercial Meter Purchases , % Line Replacement Projects Elm Creek-TXDOT Betterment (GF) , % Line Replacement Projects - Other 7, , % Total Line Replacement Projects 7, , % Line Repairs and Maintenance 10, , % Water Plant Repair&Maintenance Chlorine- Water PlantR&M % Repairs- Water Plant R&M 4, , % Total Water Plant Repair&Maintenance 5, , % Well Plant R&M Chlorine Well Plant R&M % Repairs Well Plant R&M 2, , % Total Well Plant R&M 2, , % Electricity - Water System 6, , % Water Testing 4, , % Total Water System 120, , % Sewer System Sludge Removal 1, , % Telephone - Sewer Plant , % Line Replacement Projects , % Line Repairs and Maintainence , % Sewer Plant Repair&Maintenance Chlorine/Chemicals Sewer 2, , % Sewer Plant Repair&Maintenance - Other 3, , % Total Sewer Plant Repair&Maintenance 5, , % Sewer Plant Testing 2, , % Electricity - Sewer System 3, , % Total Sewer System 14, , % Administrative Postage 1, , % Answering Service , %

17 Page 2 11:20 PM City of Troy, Texas- Water/Sewer Fund 01/04/17 Profit & Loss Budget vs. Actual Accrual Basis September 2016 through August 2017 Sep '16 - Aug 17 Budget % of Budget Office Supplies , % Voluntary Fire Donation-Expense % State Association Dues 4, , % Computers/Software 1, , % Miscellaneous Expense % Bank Charges % Total Administrative 8, , % Garbage Garbage Collection Fee 25, , % Sales Tax-Garbage Collection 2, , % Total Garbage 27, , % Professional Team Engineering Fees 18, , % Legal Fees % Total Professional Team 18, , % Business Equipment Automobile Repairs&Maintenance , % Total Business Equipment , % Debt Bad Checks 1, , % IH 35 S Bore Loan Interest on Loan IH 35 S Bore Loan - Other 20, , % Total IH 35 S Bore Loan 21, , % Total Debt 23, , % Drainage Drainage Fee Expense , % Total Drainage , % Total Expense 311, , % Net Ordinary Income 37, , % Net Income 37, , %

18 Page 1 11:21 PM City of Troy, Texas- Water/Sewer Fund 01/04/17 Bills Paid Accrual Basis As of January 6, 2017 Date Num Name Memo Amount 1011 Cash-Bank of Troy-W/S Rev /01/ City of Temple Account No , /07/ Act Pipe & Supply For South of Sewer Plant /07/ Answerfirst Acct 35264, Answering Service /07/ Beach Sulak Partners 2015 Water Well Expansion -7, /07/ RVS Software /13/ Act Pipe & Supply /13/ AT&T Telephone- Sewer Plant /13/ Bio Chem Lab, Inc. October 2016 Analysis /13/ HACH Company , /13/ HD Supply Waterworks, LTD. Acct# /13/ LoneStar Maintenance & Service, Inc /13/ Paramount Porta-Potty, LLC /13/ RVS Software , /13/ S & M Vacuum & Waste Ltd. Monthly Box Rental and Service /13/ Waste Management of Texas, Inc. Acct , November Service -8, /20/2016 Draft State Comptroller Garbage Sales Tax- Nov /21/ H2O Utilities January , /29/ Act Pipe & Supply /29/ BSure Bacflow /29/ Certified Laboratories Cust Acct. No /29/ DPC Industries, Inc /29/ HD Supply Waterworks, LTD. Acct# /29/ J Herring Electric -1, /29/ Lengefeld Lumber Company /05/ Answerfirst Acct 35264, Answering Service /05/ Beach Sulak Partners 2015 Water Well Expansion -4, /05/ City of Temple Account No , /05/ Texas Rural Water Association Membership Dues Total 1011 Cash-Bank of Troy-W/S Rev , TOTAL -72,779.41

19 CITY OF TROY REGULAR COUNCIL MEETING MINUTES 201 East Main Street Troy, Texas December 12, :00 PM MINUTES: Item 1 CALL TO ORDER: A Regular City Council of the City of Troy was held on December 12, The meeting was called to order at 6:00 PM by Mayor Morgan with a quorum present, to wit: Mayor Pro-Tem Harriet Prinz Councilperson Paul Ramirez Councilperson Laurie Bailey Councilperson Calvin Creech Councilperson Jason Sheffler Item 2 Prayer Mayor Morgan opened the meeting in prayer. Item 3 - Pledge of Allegiance Mayor Morgan led the pledge of allegiance. Item 4 - Police Report Chief Smith provided the police report. Smith reported that the primary calls for service were again Interstate traffic related. Mayor Morgan asked if the calls classified as suspicious persons calls could be police response to solicitors. Smith responded that it depended on how those calls were reported to the communications center. Councilman Ramirez asked for any details on the reported shots fired call. Chief Smith responded that there was an accidental shooting that had occurred where two individuals were injured. Smith advised that he did not anticipate charges would be filed with that incident. Item 5 - City Administrator Report Mr. Straub provided the city administrator report Item 6 - Permit Report Mr. Straub provided the permit report. Item 7 - Project Reports Mr. Straub provided the project report which also contained the calendar of benchmarks and council meetings Regular Council Meeting, December 12, 2016 Page 1

20 needed to authorize the issuance of debt for the Texas Water Development Board funds. Item 8 - Court Report Mayor Pro-tem Prinz provided the court report. Item 9 - Water and Wastewater Report Sammy Marse of H2O provided the water and waste water report. Marse advised that H2O addressed 4 water leaks during the month and also dealt with sewer issues. Mr. Straub asked about calls the previous weekend on Leah Street. Marse advised that it appears a sewer cleanout was struck with a lawnmower which resulted in sewer backups in both duplex units at the location. He stated that H2O went ahead and repaired the issue because the owner refused to do so. Mr. Straub thanked H2O for their going above and beyond their responsibilities to serve the community. Item 10 - CITIZEN COMMUNICATION There was no citizen communication. Item 11 - CONSENT AGENDA: a. Council to consider profit & loss budget vs. actual budget. b. Council to consider accounts payable. c. Council to consider approval of minutes for: November 14, 2016 Regular Called Meeting Aye: 5 Nay: 0 Motion by: Councilman Creech Second by: Councilman Ramirez Motion to: Approve consent agenda as presented. Item 12 Presentation of check from Bell County. Mayor Morgan passed on this item in that no representative from Bell County was present. Item 13 Consideration and action with respect to Resolution directing the publication of notice of intention to issue City of Troy, Texas combination tax and surplus revenues certificates of obligation, Series 2017 and other matters related thereto. Mayor Morgan introduced this item. Mr. Straub advised that this resolution was the next step in the City s being able to receive the Texas Water Development Board funds. Mr. Straub then introduced the City s Bond Counsel, Bart Fowler of McCall, Parkhurst and Horton. Mr. Fowler elaborated on the timing of the debt issuance and suggested some minor changes to the resolution s language. Aye: 5 Nay: 0 Motion by: Councilman Sheffler Second by: Mayor Pro-tem Prinz Motion to: Approve Resolution with changes as presented. Regular Council Meeting, December 12, 2016 Page 2

21 Item 14 Discuss and consider purchase of handheld electronic citation devices from Tyler Technologies. Mayor Morgan introduced this item and asked Mr. Straub to elaborate. Straub advised that the handheld citation writers currently owned by Troy PD had reach the end of their useful life. Straub advised that the PD had received a proposal from Tyler Technologies for new, upgraded citation writers with the added capability that they could be used for wanted checks, etc. Straub mentioned that these added features could aid officer safety. Councilman Sheffler asked about the age of the old citation writers noting that they were over 5 years old and that was a common lifespan for electronic items. Aye: 5 Nay: 0 Motion by: Councilman Sheffler Second by: Councilperson Bailey Motion to: Approve agreement with Tyler Technologies and/or permit the city administrator to expend up to $13,000 on this project. Item 15 Discuss and consider extending agreement with Reliant for electricity rates through July Mayor Morgan introduced this item and asked Mr. Straub to provide the details. Straub advised that the Council previously approved an agreement for electricity rates with Reliant from July 2016 to July 2018, lowering the city s costs to per kwh, resulting in an annual savings of about $14,500. As we continue to monitor this market, an opportunity has arisen for us to lock in an even lower rate from July 2018 through January of 2022 (.04048). This will result in an estimated additional savings of $2,800. Aye: 5 Nay: 0 Motion by: Councilman Ramirez Second by: Councilman Sheffler Motion to: Approve agreement with Reliant for 42 additional months as presented. ADJOURN The meeting was adjourned at 6:24 PM. Approved By: Mayor Michael Morgan Regular Council Meeting, December 12, 2016 Page 3

22 Regular City Council Meeting January 9, 2017 Agenda Item Transmittal Agenda Item: 12 Agenda Title: Discuss and consider accepting donation to Troy PD for the acquisition and deployment of department owned side-arms. Council Action to be taken: Approve, Deny or Table Initiating Department: Staff Contact: City Administration Jeff Straub, City Administrator 1. INTRODUCTION/PURPOSE The Troy Police Department has a received a $5,000 donation (so that the department may acquire city-owned side-arms and holsters) from an individual that wishes to remain anonymous. Staff is requesting that Council accept the donation and authorize the chief of police to utilize these funds for their intended purpose. 2. DESCRIPTION/ JUSTIFICATION Department issued side-arms are a benefit to police departments in that: 1) Officers do not have to incur the expense of acquiring side-arms 2) Uniform side-arms allows for uniform training 3) They allow for single type of ammunition purchases 4) They allow for ready weapons and ammunition usage from officer to officer 3. FINANCIAL/BUDGET 4. TIMELINE CONSIDERATIONS 5. RECOMMENDATION Recommended Motion: I move that we accept the donation and authorize the chief of police to expend these funds for department issued side-arms, holsters and related equipment. 201 East Main Street PO Box 389 Troy, Texas Office: Fax:

23 Regular City Council Meeting January 9, 2017 Agenda Item Transmittal Agenda Item: 13 Agenda Title: Discuss and consider executing a four (4) month rental agreement with Aquazyme Disposal Systems, Inc. for dewatering equipment to be used to dewater liquid waste at the City waste water treatment plant. Council Action to be taken: Approve, Deny or Table Initiating Department: Staff Contact: City Administration Jeff Straub, City Administrator; Tin Pitts, H2O 1. INTRODUCTION/PURPOSE The wastewater treatment plan is once again due for sludge dewatering. Tim Pitts of H2O has received a potential rental agreement from Aqua-zyme Disposal Systems, Inc. for dewatering equipment. This is for a 4 month period. Items leased will be: One (1) 30 cubic yard Open-Top Dewatering Unit One (1) Polymer Mixing and Dosing Unit Add on: One (1) 5-gallon pail of ADS 5800 polymer 2. DESCRIPTION/ JUSTIFICATION 3. FINANCIAL/BUDGET Rental rate shall be $2, per month. Minimum rental period will be four (4) months, then month-to-month. The 1 st month's rent ($2,300.00), polymer ($128.00), and the delivery charge {$900.00) totaling $3, is due upon delivery. Thereafter, the monthly rent ($2,300.00) 4. TIMELINE CONSIDERATIONS 5. RECOMMENDATION Recommended Motion: I move that we approve the rental agreement with Aqua-zyme Disposal Systems, Inc. as presented. 201 East Main Street PO Box 389 Troy, Texas Office: Fax:

24

25

26 Regular City Council Meeting January 9, 2017 Agenda Item Transmittal Agenda Item: 14 Agenda Title: Discuss and consider conversion of utility clerk position to that of municipal clerk. Council Action to be taken: Approve, Deny or Table Initiating Department: Staff Contact: City Administration Jeff Straub, City Administrator 1. INTRODUCTION/PURPOSE Water clerk Jo Johnson has announced her intent to retire. With this change, there is an opportunity for the conversion of this position to one requiring a larger skill set, higher education and greater responsibility. 2. DESCRIPTION/ JUSTIFICATION The position of city administrator currently performs the duties of city administrator and those of city secretary. These are generally separate skill sets/professions. Because of this, it would be extremely difficult in the future for the City to recruit a city administrator willing and/or able to perform both duties. With the pending vacancy, it is an opportunity for the City to convert this position to a municipal clerk position where the employee would both operate utility billing and serve as city secretary in support of the Mayor, Council and city administrator. The conversion of this position would also assist the city in succession planning. The duties/responsibilities of the proposed new position are attached. 3. FINANCIAL/BUDGET 4. TIMELINE CONSIDERATIONS ASAP 201 East Main Street PO Box 389 Troy, Texas Office: Fax:

27 5. RECOMMENDATION Recommended Motion: I move that upon the vacancy of the utility clerk position that we convert this position that of municipal clerk and that we also authorize the city administrator to immediately advertise to fill this new position. 201 East Main Street PO Box 389 Troy, Texas Office: Fax:

28 Municipal Clerk Description Mission/Purpose The Municipal Clerk will perform the statutory duties of City Secretary and serve as an officer of the city as prescribed by state law. Work involves providing staff support to the city council and city administrator and managing the official records of the city in accordance with the Texas State Library and Archives Commission Records Retention Schedule; serves election administrator for municipal elections coordinating and administering each regular and special municipal election. The Municipal Clerk is responsible for managing requests made under the Public Information Act and performs accounting functions for the City. The Municipal Clerk also serves as the City of Troy s Utility System Coordinator providing staff support by responding to water customer service calls and complaints; managing the utility accounting database, develops reports and provides water sales billing services for the utility. Duties, Functions and Responsibilities Municipal Clerk Prepares and posts agendas and public notices for all City Council and other board or commission meetings, as necessary. Attends all meetings of the City Council; and prepares and preserves official minutes, records, laws, resolutions, ordinances and actions of the City Council. Prepares ordinances and resolutions in coordination with the City s law firm Maintains all City contracts and agreements. Assists City Administrator with creating draft agreements and contracts for review by the City s law firm. Assists in updating the city website and social media Maintains custody of the City seal and attests to official documents. Responsible for releasing public information in accordance with the Texas Open Records Act. Administers oaths and attests contracts, assessment certificates and other legal instruments when executed by the authorized officers of the City. Serves as Record Management Officer and oversees the City's record retention program. Assists in preparation and notification of official actions. Serves as administrator for all City elections, including posting and publishing of notices as required by law. Handling all early voting procedures and being available in the City Secretary's office on Election Day. Receives petitions, initiatives, and referendums, and applications for office, and verifies applications and petitions on behalf of the City.

29 Certifies acknowledgement of all applications for permits or licenses for the sale of alcoholic beverages within City limits. Prepares correspondence for the Municipal Clerk's Office, the City Administrator, and the Mayor and Council as required. Assists the City Administrator on special projects and initiatives. Provides back up for the court clerk, as needed. Engross and Enroll all laws, resolutions, and ordinances of the City Council. Keep a register of all bonds and bills issued by the municipality. Perform such other duties as the City Administrator may require. As Utility System Coordinator Initiate and coordinate new water tap services Initiate and transfer water service Bills for utility services Initiates re-reads of meters and follows up on and billing questions Receive billing payments and post to accounting database Initiate and manage past due account notices Setup and maintain records and files for water system Manage water database systems Maintain and record water system production data Coordinate with operator regarding any customer service requests Manage service work orders (e.g. line location, trouble call, repairs, new service) Assist with developing and updating emergency and standard operating plans Processes all required reports (TCEQ, TWDB, etc.) Assist with developing utility system fees, revenue estimates and operating budget Produce and mail annual CCR reports and any other required public notifications Requirements Knowledge, Skills and Abilities Communicate effectively and courteously in person, telephone, in writing and by . Knowledge of Texas Open Meetings Act Knowledge of Texas Public Information Act Knowledge of federal, state and local laws and city ordinances. Knowledge of budgeting methods. Skill in coordinating various functions. Skill in developing and implementing plans to efficiently achieve goals and objectives. Skill in establishing and maintaining effective working relationships. Skill in handling conflict and uncertain situations. Proficient with RVS Utility Billing System or similar software Proficient with Microsoft Office, (Word, PowerPoint, Access, Excel) and QuickBooks

30 Proficient with operation of copier, fax, recording and other office equipment Initiative, leadership and the willingness to learn new concepts and methods Ability to work independently Qualifications and Experiences High school diploma plus three (3) years of experience. Prefer a degree from an accredited four year college or university with major course work in a field related to accounting, business, public administration or other related field Possesses or is willing to achieve Texas Municipal Clerk Certification Any combination of the above listed qualifications and experience.