THE CITY OF JRANDVIEW TEXAS Founddd 1854 REGULAR CITY COUNCIL MEETING MINUTES JANUARY 6, 2025 The Grandview City Council met in regular session on Monday, January 6, 2025, at 6:00 p.m. at City Hall. 1. ROLL CALL. AND CALL TO ORDER BY MAYOR HOUSTON AT 6:01 PM. City Council Present: William Houston, Mayor Justin Medenwaldt, Place 1 Robert Weeks, Place 2 Curtis Jones, Place 3 Danny Webster, Place 4 Mary Sarver, Mayor Pro-Tem City Administration Present: Katherine Reading, City Manager Shannon Pruitt, City Secretary 2. Invocation was led by Mayor Houston 3. Pledge of Allegiance to the U.S.A. Flag and Texas Pledge was led by Mayor Houston. 4. PUBLIC COMMENTS: No comments made. 5. PRESENTATIONS, COMMENDATIONS AND ANNOUNCEMENTS: Mayor Houston Good to have everyone back today. 6. REPORTS AND PRESENTATIONS: A. Receive monthly municipal reports (City Manager). Project updates include department updates, permitting, finance, events, boards, project updates, and other items relating to municipal operations. Red Brick Project: The contract document has been submitted to Bart Clark for review. Page 1 of 16 Regular City Council Meeting Minutes, January 6, 2025 Water meter relocation will consist oftwo phases. Phase one. Relocate the meters from the south side ofthe property to the north side ofDavid's property (Property B). Phase two: Extend the water main from Main ST. to the new meters to cover the new meters and fire suppression line. The third phase, we discovered that there was afour-inch service line, that ran from the middle ofthe road to property that had never been metered and was not on any map or schematics anywhere. That would have put a halt on the Red Brick Project indefinitely. From what we understand it's been there since 2011. It was put in there by Bart Clark. Nobody knew the line existed. Mr: Clark was kind enough to bring it to our attention and then showed us where the line is. We were able to have access to Mr: Clarks building sO we could see where the line came in, what the line was feeding and how it was being. fed. We are hiring a licensed plumber to complete thej job. We received two quotes and selected a local plumber here in Grandview to perform the work. Next step: First Avenue (No slide presented to Council). We must close offvalves on First. Avenue, we must close them on the north side and the south side, and we have to fill them. We must cut the line offthere. We're working with Circle H, they believe this is something they can do one at time, four ofthem, and it is much less expensive for the city. This may be brought back at a later time as Circle H may have to shut off the city water to get the valves in. Ifwe schedule it, we time it and we communicate with the public. We may have to do this about 5 times, but we will do it between 12 AM to 2 AM. We are shooting for this side up by spring and then we will go to TXDOT Green Ribbon Grant: In May of2024, The City ofGrandview was awarded a Green Ribbon grant for for beautification projects. TXDOT contributes $400,000 offunding to enhance the TXDOT ROW's. Our total cost is $55,000. A concept plan was shown to the Councilfor review. It consists oflow maintenance landscaping and native vegetation. Public Works has questions about utilities in this area. We do not have a lot ofhistory in this area. Resolution for a Maintenance Contract. When work is completed, we agree and take over the maintenance ofthe area. Field washes on the North side. Will have to build some ofthat up. *File for another Grant. Tentative schedule provided to the Council for review. Page 2of 16 Regular City Council Meeting Minutes, January 6, 2025 City. Park Grant Update: Grant from 2021. We are under a massive timeline. The date ofcompletion is April 2025. This is a 50/50 match award with Texas Park and Wildlife. The total project cost is $228,503. The project award was. for $114,252 ofstate funds with the City providing $114,252 ofmatching, funds. There is a need for a surface change ofplayground. We had a playground specialist come to check the structural integrity ofthe playground set. The playground set in good shape. Made replacements on about 4-5 areas. Such as a slide, climbing ladder: Engineered wood fiber below the center structure playground. Pour in play surfacing Track for toddlers to ride bikes. Logo's are now to be magnified. Getting all documents to construct. Using BuyBoard (bidding service) 7 Items we need to complete Park Board meets once a month, Katherine Reading, City Manager; will have to make any final calls. **Council Member Weeks would like to have further discussions with Katherine Reading, City Manager; about the Park and Events Board. Street Sign Replacement Status Report:. Mock design on Main St. provided to Council for review. City Council approved $20, 000 for this FY Budget. We have ordered the signs; we are putting one together: We are putting these together in-house. We do not have an estimated date. Many places are missing signs. Can we announce the new signs on social media to alert citizens? Yes, we can. Design options will be brought back to CPAC and the Council. Letters will be reflective. Zebra in corner: Will $20,000 be enough to get this done? We should be able to get about 60% done. Should be in full swing by Summer: Consider this to be on an annual budget. Cannot pay, for out of Street Maintenance. Prioritize which ones are done first. Logistical approach first. EDC Website Status Report: Launch in late Spring. Provide Workforce data. Page 3 of 16 Regular City Council Meeting Minutes, January 6, 2025 Photos that are community oriented. Drone photos (make known to the public). City Website per mayor Pro-Tèm - When we place gravel in the road, please add to the website to update citizens. Park Bathrooms and Park Stage: The quote came in for more than $50,000. We have to go out for a Request For Proposal (RFP). Publications in the Cleburne Times Review to be submitted by the City Secretary's Office. RFP must include Engineered Plans. RFP must be received by January 29, 2025. Lighting and drainage included. No cameras in the bathroom. RFP does not include cameras. We would add another camera onto our current system. Will have to come back to 4A Board in March as well as City Council because a budget amendment is required. There was $50,000 allotted to the project and the quote came in close to $75,000. It will need a budget amendment to change the amount offunds. City Stage: There was $100, 000 appropriated to the stage. *The estimated building timeframe for the bathroom is two = three weeks. Target date is April before Easter: Public Works Yard: City Council gave staff direction to look into the Public Works Kard demolition. The old Public Works Kard by the feed store. We have collected our quotes in accordance with our. finance policy. Fletcher Excavating turned in a quote of$12,400. We have been notified that there's a third potential interest who thinks that they could beat that quote. We're waiting to hear back from that. We will likely have to come back again for a budget amendment, this wasnt something that we allocatedfunds with at the beginning ofit. We have the reserve to get these one-time capital things done. Will come back in February for a budget amendment and a final project award on the Public Works Yard to get the demo. This project should take place this Spring. Bricks will not be thrown away; they will be moved to our yard. We will find a way to use it. TXDOT will be using existing bricks from Red Brick Road Project. We have been able to use a lot ofthe supplies at the PW Kard. Timeline: next month we will approve budget mechanisms. Not sure how long the project will take. Page 4 of 16 Regular City Council Meeting Minutes, January 6, 2025 Capital Improvement Plan (CIP) & Impact Fees: Katherine Reading, City Manager; spoke to Kristi with Jacob Martin today. We have a meeting with Kristi next week on Monday to. finalize the CIP Water and Sewer Projects. We will then bring itforward to CPAC, and then the impactfee. Will go in depth on Item 9B that we have on this agenda regarding the impactfees. Every 5 years you need an Impact Fee Study. Our roads came in for a CIP for a total of86 million. That does not account for us doing concrete in some areas like First Avenue and Main, all around Main and around R&K or doing around Knight Street. Our roadway impactj fees are $546. This is everything we want to complete for 2025 calendar year; plus whatever Council gives to us throughout the year to do. Development Services: Development submittal date is the first Wednesday ofevery month. Ifyou dontsubmit it that day, you have to wait until the next Wednesday (ofthe next month). Please note, the day ofthe week for the submission is the first Wednesday of each month not Monday. Must go through Planning and Zoning We have specific calendars ofthings that have to be kept. We have certified notices to be sent out to property owners within 200'of the property the Developer is applying, for a zoning change for; publications in the newspaper: ANEKIN: Development Development calendar for Services 2025 is the first Monday Replats of each month except for January because it falls on Amended Plats 4 DS a holiday. Finall Plats Development: services are through the City Development Manager s Office. Plat CMO's office is currently Zoning Change working developers with for two Zoning Zoning Board of change and a Zoning Adjustment Board of Adjustment. Land Usc Page 5 of 16 Regular City Council Meeting Minutes, January 6, 2025 2024 Development Services Summary GRANDMIEN 2024 Development Services Summary - Finance Update: Sales Tax History Chart provided to Council for review. Sales Tax is 91% ofthe totalyearly projections. Topfive sales taxpayers: AFG, Leland Industries LLC., Leland Cabins LLC., Amazon. Com Services, and Stallion Buildings, LLC. SALES TAX HISTORY 210.3021 212 2002323 - 30-304 0 00 1543008 onsona 00 o sa E - Page 6 of 16 Regular City Council Meeting Minutes, January 6, 2025 Sales Tax Revenue YTD & Projections JRANDVIEW $1,200,000 Total Fiscal Year Projection across all funds. Total Projected Sales YTD FY24-25 Tax Revenue Distributions $300,000 $273,971 910 The total year-to-date City-wide Year-to-Date budgeted sales tax collections. Sales Tax revenue collections for Projections down fiscal year 2024-2025. $26,029. Disbursements from the comptrollers, two months behind. GRANDVIEW GENERAL GOVERNMENTI MONTHYHUDGETUPDATE December '24 25% Budget Actual Department oft theyear jeneral Government $972,317 $224,225 23.06% Police Department $1,428,663 $348,768 24.41% Streets & Park $167,735 $34,916 20.82% Municipal Court $161,393 $36,825 22.82% Permits & Code $65,557 $16,461 25.11% Non-Departmental $169,252 $8,450 4.99% TOTAL $2,964,917 $669,677 22.59% GRANDVIEW V2024 2025 ""Quart Expenditure BudgettoActual FY24-25 Quarter FY24-25 2-d Quarter FY24-25 3 Quarter FY24-25 4 Quarter Permit Code 25.1145 Municipal Court 22.82% Streets Parks 20.824 Police Department 24.419 Adminstration 23.0696 Va und 30.28% General Fund 22.59 Page 7 of 16 Regular City Council Meeting Minutes, January 6, 2025 GRANDVIEW GENERAL FUND DEPARTMENT OVERVIEW Permits & Code SRO Non Departmental $8,450 2% $21,250 3% 1% Administration Municipal Court 69 Police Department Streets & Park Streets & Park 5% Administration 33.48% Municipal Court Permits & Code Police Department 4996 . SRO . Non Departmental SRO slide has been added per Council Member Weeks request. GRANDVIEW WATERSEWERI FUNDGOVERNMENT MONTHLY BUDGET UPDATE December '24 Budget Actual 25% Department oftheyear Administration $211,442 $23,543 11.13% Water $567,151 $340,791 60.09% (with Capital Outlay) Capital Outlay $567,151 $129,701 22.9% (Without Water associated Costs) Sewer $398,708 $109,776 27.53% NonDepartmental $511,374 $37,302 7.29% TOTAL $1,688,675 $511,413 30.28% Public Works has to go though many challenges at the sewer plant. Such as,, finding turkey, feathers, pounds and pounds and trash barrels of them found their way into our sewer plant. This clogged our sewer plant. This cost us approximately $60,000 plus. We are going to look at ways to communicate this to citizens. Raise an awareness to citizens on our website. List of items that cannot be flushed, mud flaps, baby wipes. Maybe put a notification in with the monthly water bills. Page 8 of 16 Regular City Council Meeting Minutes, January 6, 2025 JRANDVIEW SPECIALE FUNDS 19 Quarter Special Fund Budget Actual 25% Balances of theycar Municipal Court Technology $13,672 $2,317 16.95% Municipal Court Building Security $16,479 $2,811 17.06% Child Safety Fees $945 $50 5.29% Local Truancy Prevention & $16,381 $2,825 17.23% Diversion Municipal Jury $328 $56 17.23% Roadway Impact Fee SO $1,971 N/A Water Impact Fee SO $9,070 N/A Sewer Impact Fee SO $9,767 N/A Not afund balance, it is a fund collection to this budget. The balances are much higher: This is what we have collected SO far: These are all siate-mandated, minus the impactfees. Public Works: When we put in the well that pumps in more water at Well 5 on Louisiana, it triggered the need for us to get a new operating permit from Prairieland. We did not know this needed to be done. We are not pumping any more than we are supposed to, it is just a bigger pump. This is necessary due to the increased size and pumping capacity. Monitoring Red Brick and will continue to. fill in areas when needed with flex-base as allowed with TxDOT Needing to fix valves and hydrant near the fire department, shutting off the city between the hours of12 AM-2 AM. We do not have working valves. Our water went from 93 % of our HUP at about 81 million gallons a year we are now at 66 million gallons for the whole year: Our water loss is at 2%. Did we have anything out there that lets them know that we 've gotfreezing temperatures coming, shut off) your sprinkler system? We can do a weather update post. We have some bags ofsalt here at City Hall. Mayor Pro-Tem Sarver; please add Hot Topics; Red Brick Road, City Park, City updates on number ofprojects, high lights ofpresentations, spotlights, Frontier Waste update, weather advisory. Keep citizens aware. Residents Corner; add ULR and or OR code to newsletter: Mayor Houston - Old Fire Station - discussion at next meeting, City owns property/ building. Page 9 of 16 Regular City Council Meeting Minutes, January 6, 2025 B. Receive monthly communications and awareness reports (City Secretary) Monthly calendar GRANDVIN Di January Calendar Monday Tuesday Wednesday Thursday Friday Saturday Event Schedule 3 4 2-Bulk Trash Pick-Up 6 7 & 9 10 II CiyCouscil Mecting Katherine caking ata JC 6 Regular City Council Realters Meeting at 61 PM Assoication 13 14 15 16 17 18 94 Katherine speaking at JC Realtors Association 20 21 22 23. 24 25 P&Z Meeting Park & Events Board 27 28 29 30 31 PRZ PakREEs Baard My Water Advisor subscribers, Code Red, Open Records Request, ETJ Release, and Report an Issue. GANDw City Secietanya Office Citys Secretary' soflice 0124 02/24 03/24 0424 0524 0624 07/24 08/24 0924 1024 1/24 1224 My Water Advisory 126 126 126 126 126 124 124 0 12 32 43 47 Subscribers Code Red Subscribers 152 160 155 159 161 127 127 127 127 127 127 127 pen Records Requests 4 4 6 4 5 13 15 10 11 9 18 9 ETJ Release Petitions 0 3 I 0 0 0 0 0 0 0 0 0 Report an Issue I 15 7 3 4 5 7 2024 (12 Month) Yearly Report GRANEMIENE 2024 (12 MONII) - ARIV RI PORI MyV Water Advisory Subscribers Code Red Subscribers Page 10 of 16 Regular City Council Meeting Minutes, January 6, 2025 Code Red Subscribers no longer active, Carolyn is working on moving Code Red subscribers to the website city alerts and notifications Open Records Request, ETJ, and Report an Issue 2024 (12 Month) Yearly Report CGnsin 2024(12 MONTIyYEARIN REPORT Feb Mar Apr 4 May Open Records Requests ETI Relcase Petitions Report Tisue What's the flavor ofthe reporting issue? Red Brick Project. Street conditions, water leaks, limbs hanging over in the street, or "Ic cant see a stop sign' ". We did discuss in the last meeting. for citizens to "Report an Issue " for the Red Brick Road issues SO we can report this to TXDOT A lot ofthe open records requests that come in are usually. for permitting. Customers can sign up on our city website to receive alerts Monthly Newsletter will be mailed out January 2, 2025. Upcoming.January 2025 Newsletter January 2023 Newsletter 2023 MAPPY NEW YEAR Grandview - : : No comments were made. Nothing to add to future updates. Page 11 of 16 Regular City Council Meeting Minutes, January 6, 2025 C. Receive monthly public safety reports (Chief of Police). Stats: GRANDYIEN Public Safety Operations Yearly Summary Public Safety Operations 0124 0224 0324 0424 0524 0624 0724 0824 0924 1024 1124 1224 Calls 110 112 102 127 123 94 121 85 82 96 80 87 Self- Initiated Activity 88 117 117 247 278 363 328 416 449 398 290. 331 Traffic Stops 373 518 616 410 521 416 450 507 422 345 210 248 Arrests 9 9 4 7 7 8 8 5 4 7 4 4 Felony Investigations 6 5 6 2 7 I 0 3 2 3 3 (District Attomey) Misdemeanor Investigations 7 3 7 9 3 4 5 2 5 4 3 2 (County Attomey) Pending Investigations 7 12 6 7 10 13 3 11 2024 (12 month) Public Safety Report: 2024 (12month) Public Safety Report pr-24 May-24 un-24 24 g 24 4 Ilul Calls Self- Iniated Activity, Traflic Stops 2024 (12 month) Public Safety Report: 2024(12month Public Safety Report 24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 ul-24 ug 24 ep-24 D01-24 Nov-24 - Dec-24 Arrests Felony Investigations Misdemeanor Investigations Pending Investigation Page 12 of 16 Regular City Council Meeting Minutes, January 6, 2025 For those that were not here last month, SGT. Richard's got five pounds ofheroin off the street, black tar heroin. Street value is $150,000. What about the TXDOT on 3rd Street regarding the speed limit? We have not talked to them yet; they would have to come out and do a traffic study. There is a stop sign on 4th and 5th St., we looked at it. Whenyou come up on 4th from 5th you come up even at the stop sign. We are going to move it North, possibly 15' and that will keep them from stopping at that intersection. D. Discuss and provide staff direction about potentially engaging with Home Serve for their ServLine program, which the National Rural Water Association endorses. Program discovered while at NLC. External water and sewer lines, covers cost ofbreak in the lines. Optional program. Look into a qualifier program, discussions ofhomes built prior to 1970's. Consideration of engaging with Home Serve for a service line program, including insurance options for leak protection and external line coverage. Direction from the Council, get all logistics and budget impacts. 7.CONSENT AGENDA: A. Consider approval of the minutes from the Regular City Council meeting held on December 16, 2024. B. Consider approval of December 2024 monthly expenses for Fiscal Year 2024-2025. C. Consider approval of Resolution R25-01061 approving Pinnacle Bank credit card limits allowing monthly limits for the Chief of Police, Public Works Director, City Manager's Office, and the City Secretary's Office. D. Consider approval of Resolution R25-01062 designating Cleburne Times Review as the official newspaper for the City of Grandview. Council Member Medenwaldt made a motion to approve Consent Agenda Items 7A - 7D. Mayor Pro-Tem Sarver seconded the motion. Motion carried - all ayes 8. PUBLIC HEARINGS: No Public Hearings are scheduled, for the City Council Meeting on January 6, 2025. 9. GENERAL GOVERNMENT: Presented by: Katherine Reading, City Manager A. Discuss and consider approval of Resolution R25-01063 Expressing Official Intent to Reimburse for Streets. Page 13 of 16 Regular City Council Meeting Minutes, January 6, 2025 Mirrors Resolution from previous City Council Meeting. Required if city needs to have immediate expenses, that needs to come out of pocket but wants to issue debt later. We have a sewer line that needs attention. We would like to issue approximately $1 million to $1.5 million in bonds. However, if we have an emergency, we can't wait 6 to 7 months to do a bond issuance. Bonds are tax exempt. Resolution is a requirement that we pass this and then we are allowed to do it. Suggestion from Financial Advisor, Hilltop Security, City Council's pass these resolutions pretty much with every budget just in the event something ends up happening. Ifthere is an emergency expense, they can pay for it with cash and then issue the debt, pay themselves back SO you don't drain all the cash funds. This resolution is for the streets. We received the quote from Commissioner Wooley to fix Hughes Lane in accordance with county standards. Commissioner Wooley is going to need an answer on fixing the road quicker than we can go and issue the debt for it due to it costing a couple hundred thousand dollars, which is inexpensive for Hughes Road considering the $750,000 to $1.2 million that it would cost. We can have them build up Hughes Lane for a cheaper amount, we cannot drain our entire fund to do it. We can issue debt later this year and pay for it to have it done now, then we can issue debt of possibly $1.5 million to be able to fix some ofthe streets that we have and then pay those funds back from Hughes Lane. Will bring this forward to CPAC and then back to City Council. Not an action Item. Timeline for bonds to get that passed, get them done before the end of this FY, by September 30, 2025. Ifwe pass the resolution today, we get 60 days prior. Do we have to pass this every year? Yes, you have to have a specific intent to do it. When are you thinking of putting Hughes Lane on the agenda? Next meeting. Are you going to have options on there or are you just going to have a proposal of one proposed fix? It would be the proposal Commissioner Wooley brought forward for Hughes Lane. He only brought forward one proposal. Is he doing the work? Yes, it would be the county. The price is county doing the repairs. Contracting with the county to fix the road. Neighborhood of$180,000 - $200,000 to fix Hughes Lane. Approval ofa resolution to reimburse street expenses through bond issuance, allowing for immediate repairs with later reimbursement. Please note there is a typo on Resolution it is R25.01063, not R2. Mayor Pro-Tem Sarver made a motion to approve Resolution R25-01063, as presented Council member Weeks seconded the motion. Motion carried - all ayes B. Consider approval of the Professional Services contract with Jacob Martin to perform the Impact Fee Study (IFS) for Water, Sewer, and Streets. Page 14 of 16 Regular City Council Meeting Minutes, January 6, 2025 Impactfees are basically an assessment. ofnew development. Ifnew development is going to come in, there's a cost that comes in when building more houses, trafic on the streets, we need. more police officers, we need more code enforcement, etc. The impact fee can only be geared through a Capital ImprovementPplan (CIP). The impact fee is based on your Capital Improvement Plan (CIP). City ofGrandview Planning and Zoning passed an Ordinance in 2023, allowing the P & Z to act as the Capital Advisory Committee. (CPAC). This is required by state law. When you are appointing Board Members to the P & Z, they have guidelines to. follow. 40%ofthe members must be a representative ofthe real estate development, building community, and they cannot be an employees or officials ofthe city. The P & Z. Commission has to have at least three members that quality in order to be consideredfor CPAC. The CPAC are the ones we take the impact fees to, they provide advice, then we moveforward with the capital plan with the engineers. Not everything in a CIP qualifies for the impact fee expenditure. An impact fee is set aside for specific costs that you have identified as a capital expansion. $546 for Roadway Impact Fees has been the most problematic as we have $6 million plus worth ofstreets that we need to do. We will need to reassess our Roadway Impact fees and get an appropriate amount that is suitable. for the CIP. Council Member Weeks moved to approve the Professional Services contract with Jacob Martin for the purpose ofan impact study in an amount not to exceed $55,000. Council Member Webster seconded the motion. Motion carried - all ayes 10. RECESS INTO EXECUTIVE SESSION: No voting items Mayor Houston convened into Executive Session at 8:02 PM. Mayor Houston reconvened into Regular Session at 9:13 PM. A. Convene into executive session in accordance with Tex. Gov't Code $551.071 to seek the advice ofthe City's attorney about pending or contemplated litigation, settlement offers or as required under the Texas Disciplinary Rules of Professional Conduct of the State Bar of7 TexasDiscuss and consider agreement with Johnson County, SOMA, and Vertosoit for Police Department Operations. 11.ADJOURN MEETING Mayor Houston adjourned the meeting at 9:13PM. CITY OF GRANDVIEW, TEXAS - William Houston, Mayor Page 15 of 16 Regular City Council Meeting Minutes, January 6, 2025 ATTEST: snommm hau GRA 9 Shannon Pruitt, City Secretary EKAB Page 16 of 16 Regular City Council Meeting Minutes, January 6, 2025