MEMORANDUM TO: Mayor and City Council FROM: Jack Thompson, City Manager DATE: March 19, 2025 SUBJECT: City Council Meeting Attached is your information packet for the Monday, March 24, 2025 City Council Meeting. If you have any questions about a particular item, please contact me. NOTICE OF REGULAR MEETING Grange OF THE CITY COUNCIL OF THE Ta CITY OF LA GRANGE, TEXAS In accordance with the provisions of the Texas Open Meetings Act, Chapter 551, Texas Government Code notice is hereby given that a Regular Meeting of the governing body of the City of La Grange, Texas, will be held on the 24th day of March, 2025 at 6:00 P.M. in the City Hall Council Chambers at 155 E. Colorado St., La Grange, Texas. I. CALL TO ORDER/ROLL CALL II. PLEDGE OF ALLEGIANCE "Ipledge allegiance to the flag ofthe United States ofAmerica and to the Republic for which itstands, one nation, under God, indivisible, with Liberty and. Justice for all. 1 "Honor the Texas fag; Ipledge allegiance to thee, Texas, one state, under God, one and indivisible. 3 III. INVOCATION IV. PRESENTATIONSPROCLAMATIONS V. PUBLIC HEARINGS SUBJECTS TO BE CONSIDERED FOR DISCUSSION AND/OR ADOPTION, APPROVAL, AMENDMENT, RATIFICATION OR OTHER ACTION AT SUCH MEETING INCLUDE: VI. CONSENT AGENDA (The Consent Agenda includes non-controversial and routine items that the Council may act on with one single vote. The Mayor or a Councilmember may pull any item from the Consent Agenda in order that the Council discuss and act upon it individually as part ofthe Regular agenda.) 1. Discuss and/or Consider approval of March 10, 2025 minutes. Pg.1 VII. REGULAR AGENDA 1. Discuss and/or Consider the establishment of the La Grange Arts & Culture Fund to be known as the La Grange Arts Council. Pg. 4 2. Discuss and/or Consider approval of a Lease Agreement between the National Multiple Sclerosis Society, South Central Region, and the City ofLa Grange, TX, for the VFW Hall during the annual BPMS 150 bike ride. Pg.14 The Council will meet in closed Executive Session as authorized by the listed section(s) of The Open Meetings Act, Section 551, Texas Government Code, to discuss the following matters: VIII. EXECUTIVE SESSION Section (551.074)Personnel Matters. 1. Review proposed City Manager Evaluation Form and Direct Report Feedback document. The Council may take final action on any ofthe before mentioned matters while convened in open session pursuant to Chapter 551 of the Texas Government Code; it may also take certain action in executive session on competitive electric matters pursuant to Section 551.086. The Council may also meet in closed Executive Session, pursuant to Section 551.071, to receive advice from legal counsel (consultation with attorney) on any items listed in this notice. RECESS EXECUTIVE SESSION AND RETURN TO OPEN SESSION. REGULAR AGENDA (CONTINUED) 3. Discuss and/or Consider approval of City Manager Evaluation Form and Direct Report Feedback document. Pg.17 IX. CITY COUNCIL COMMITTEE/BOARDS/ADVISORY REPORTS 1. Airport Board 2. La Grange Economic Development Corporation 3. Library Board 4. Main Street Board 5. Tax Appraisal Board X. STAFF UPDATES Review of Current issues and projects Cash/Investment Balances per Statements as of February 28, 2025 - Brett Wolff, Finance Director Pg.29 Sales Tax Collection Reports Pg.31 XI. CITIZEN PARTICIPATION: (Registration forms are available on table as you enter the City Council Chambers. This form should be completed and delivered to the City Secretary prior to 6:00 p.m. The City Council will receive the information, ask staff to look into the matter, or place the issue ona future agenda. Topics of operational concerns shall be directed to the City Manager.) XII. ITEMS OF COMMUNITY INTEREST Items of community interest include expressions of thanks, congratulations, or condolence; information regarding holiday schedules; honorary recognitions of city officials, employees, or citizens; reminders about upcoming events sponsored by the City or other entity that is scheduled to be attended by a city official or employee; and amouncements involving imminent threats to the public health and safety. XIII. ADJOURNMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services such as interpreters for persons who are deaf or hearing impaired, readers, large print or Braille, are requested to contact, Janet Bayer at 979/968-5805 at least two (2) work days prior to the meeting SO that appropriate arrangements can be made. More information on the above listed matters is available from the City of La Grange - Office of the City Manager at 979/968-5805. Posted at 4:45 P.M. on this the 20th day ofMarch, 2025. Vm Janet Bayer, City Secretary 04e La Grange City Council DEPARTMENT MEMO La Grange Staff Meeting Date: March 24, 2025 Contact: Janet Bayer, City Secretary Agenda Item: Consent Agenda #1 E-mail: sibsertar@ciyolecm Phone: 979-968-5805 SUBJECT: Discuss and/or Consider approval of March 10, 2025 minutes SUMMARY Consider approval of March 10, 2025 minutes as presented. PRIOR ACTION/INPUT (Council, Boards, Committees) N/A RECOMMENDATION Staff recommends approval oft the minutes as presented; council consideration is respectfully requested. FINANCIAL IMPACT None ATTACHMENTS Draft Minutes DRAFT REGULAR COUNCIL MEETING - March 10, 2025 The City Council of the City ofLa Grange met in Regular Session on Monday, March 10, 2025, in the City Hall Council Chambers at 155 E. Colorado Street with the following members present: Mayor Jan Dockery, Mayor Pro tem Kathy Weishuhn, Councilmember Bonnie Busch, Councilmember Kim Newton, Councilmember Ken Taylor, and Councilmember Violet Zbranek. Councilmember Katie Gross, Councilmember Chris Jernigan, and Councilmember Bryan Kerr were absent. Staff present: Manager Jack Thompson, Assistant City Manager Frank Menefee, City Attorney Marie Angela Flores City Beck, Finance Director Brett Wolff, City Secretary Janet Bayer, and Chief of Police David Gilbreath. Visitors: David Pettit and Natalie Ayala Moore from Pettit & Ayala Consulting, Justin Lopez, Emily Hudson, Derek Smith, and Teresa von Rosenberg. Mayor Jan Dockery called the meeting to order. Next were pledges to the US and Texas Pastor Justin Lopez with First Baptist Church gave the invocation. Flags. EATOSPNAGANATONS None. PUBLIC HEARINGS None. CONSENT AGENDA The first item under consent agenda was to discuss and/or consider approval of February 24, 2025 minutes. Motion Councilmember Taylor, Second Mayor Pro tem Weishuhn to approve the February 24, 2025, minutes as presented. Motion carried 5-0. REGULAR AGENDA The first item was to discuss and/or consider proposed street closures for Texas Burger Bash on April 12th, 9 2025. Motion Councilmember Zbranek, Second Councilmember Busch to approve the proposed street closures for the Texas Burger Bash on April 12, 2025. Motion carried 5-0. The second item was to discuss and/or consider adoption on Second and Final Reading of an Ordinance of the City ofLa Grange, Texas, amending Code ofOrdinances of the City ofLa Grange, Texas, by amending Chapter 11. Taxation, Article 11.03. Hotel Occupancy Tax, section 11.03.001. definitions to include Short Term Rentals in the definition of Hotel and by adding a definition of Short- Term Rental; providing any person who violates or fails to comply with this ordinance shall be subject to all of the penalties set forth in section 11.03.006 of this ordinance and shall include being guilty of a misdemeanor punishable by a fine not to exceed five hundred dollars ($500.00); and providing for an effective date. Motion Mayor Pro tem Weishuhn, Second Councilmember Zbranek to approve this Ordinance on Second and Final Reading. A roll call vote was taken: Councilmember Busch for, Councilmember Gross absent, Councilmember Jernigan absent, Councilmember Kerr absent, Councilmember Newton for, Councilmember Taylor for, Mayor Pro tem Weishuhn for, and Councilmember Zbranek for. Motion carried 5-0. The third item was to discuss and/or consider action on initiating a Tax Increment Reinvestment Zone (TIRZ). A TIF (Tax Increment Financing) is a tool that encourages and incentivizes economic -2- -1- DRAFT development within a Tax Increment Reinvestment Zone. A TIRZ is a mechanism that allows local governments to designate a specific area for redevelopment or encourage new development and utilize the incremental increase in property tax revenue generated within the zone to fund public improvements and infrastructure projects. David Pettit and Natalie Ayala Moore from Pettit & Ayala Consulting gave a presentation to guide the City Council through the fundamentals of Tax Increment Financing and the potential benefits of establishing a TIRZ in La Grange. The fee from Pettit & Ayala to establish the TIRZ is $40,000. The TIRZ can reimburse the city ofthis expenditure. Motion Mayor Pro tem Weishuhn, Second Councilmember Newton to approve the initiation of a Tax Increment Reinvestment Zone (TIRZ). Motion carried 5-0. City Council CemmiteBoariyd-ien, Reports Councilmember Newton stated the next Library Board meeting is on Tuesday, May 6th, ,at 5:15pm. Mayor Pro tem Weishuhn stated the Main Street Board met and is preparing for the upcoming Historic Walking Tour tentatively scheduled for May 17th as well as Movie Nights on the Square set for Fridays, May 30th and June 6th. The public is able to vote on their movie choices using the voting link found on the Main Street Facebook page. Councilmember Taylor stated the Tax Appraisal Board met on February 25th. Delinquent tax bills were mailed out on February 12th to those that were not paid by January 315t. StaffUpdates City Manager Thompson stated storm water surveys will be going out in the April utility bills as well as online. He will be putting together a mid-year project report to update the City Council on what has been happening in FY 2024-2025. Chief of Police David Gilbreath stated there were 249 calls for service in February. 33 calls were for animal control; 51 were for business checks; there were 7 total accidents in February. 82 citations were issued in February and 41 warnings. Citizen Participation Under Citizen Participation, Teresa von Rosenberg spoke. Items of Community Interest Councilmember Zbranek invited everyone to the Country Music Opry on Monday, March 17th. Doors open at 5:30; show starts at 7pm. Admission is $8.00. At 7:38 PM a Motion was made by Councilmember Newton, with a Second by Mayor Pro tem Weishuhn that the meeting be adjourned. Motion carried 5-0. Janet Bayer, City Secretary These Minutes Approved by City Council on: Jan Dockery, Mayor -3- -2- Cye La Grange City Council Grange DEPARTMENT MEMO La Staff Meetimg Date: March 24, 2025 Comtact: Jack Thompson, City Manager Agenda Item: Regular Agenda # 1 E-mail: thompson@etyotg.com Phome: 968-5805 SUBJECT: Discuss and/or Consider the establishment ofthe La Grange Arts & Culture Fund to be known as the La Grange Arts Council Overview of Agreement City Staff is seeking the City Council's approval to establish the La Grange Arts & Culture Fund in partnership with the Greater Fayette Community Foundation (GFCF). This fund is designed to support charitable organizations that promote arts, culture, and community-engaged design as key components of community development. The agreement ensures that the fund will be administered by the Foundation while allowing for structured distributions to support local creative initiatives. The Fund will operate as a Quasi-Endowed Fund, meaning it allows for annual distributions up to 5% of the fund's value while also permitting extraordinary distributions with approval. Governance of the Fund and Advisory Council The La Grange Arts & Culture Fund will be overseen by a Fund Advisory Council, known as the "La Grange Arts Council", which will play a crucial role in guiding the fund's impact. The Council will be composed of nine members, ensuring a diverse representation of artistic disciplines, cultural backgrounds, and community stakeholders. Desigmated Members: City Council Appointee - A representative appointed by the City Council to ensure alignment with municipal goals. City Manager (Ex-Officio Member) - Providing oversight and strategic insight. Greater Fayette Community Foundation Staff Member (Ex-Officio Member) - Ensuring proper fund administration and compliance. Additional Members: Six additional members will be selected based on their experience and expertise in arts, culture, fundraising, and community engagement. Ideal candidates will include: Arts & Culture Advocates - Leaders in performing and visual arts, education, and creative industries. Community Leaders & Philanthropic Experts - Individuals who can support fundraising and grant allocation efforts. 4. Public Art & Economic Development Specialists - Professionals experienced in placemaking, creative economic development, and nonprofit management. Business & Marketing Professionals - Providing insight into promoting and sustaining cultural initiatives. The Fund Advisory Council will be responsible for making grant recommendations, reviewing funding applications, and guiding strategic initiatives to maximize the fund's impact. While their recommendations are advisory, they will help ensure that distributions align with the cultural and economic needs ofLa Grange. Importance of the Arts to Our Community Investing in the arts is an investment in the future ofLa Grange. A strong arts and culture scene enhances the quality of life for residents, attracts tourism, and fosters community pride. Research shows that: The nonprofit arts and culture industry generates $166.3 billion annually in economic activity in the U.S., supporting 4.6 million jobs and generating $27.5 billion in revenue for local, state, and federal governments. On a local level, communities that invest in arts and culture see greater civic engagement. Every $1 spent on arts programming generates $5 in community impact. Creative placemaking, which this fund supports, has been proven to increase foot traffic, boost local businesses, and provide spaces for cultural and social exchange. By establishing the La Grange Arts & Culture Fund, we ensure that arts and culture remain a vibrant part of our city's identity while also supporting economic growth and community development. This initiative aligns with La Grange's commitment to fostering a thriving and growing local economy. PRIOR ACTIONANPUT (Council, Boards. Committees) None RECOMMENDATION Approve the Field of Interest Fund Agreement as presented FINANCIAL IMPACT $50,000 investment in the La Grange Arts & Culture Fund. The funds will come from the Hotel/Motel Tax reserves. ATTACHMENTS Field of Interest Fund Agreement Administrative Fee Schedule -5- RS-111808- Pg. 2 of2 Greater Fayette Community Foundation FIELD OF INTEREST FUND AGREEMENT 1. Agreememt This agreement is made on this date of between The City of La Grange (the "Donor Advisor") and Greater Fayette Community Foundation, a Texas nonprofit corporation (the "Foundation"). 2. Fund Name The Donor Advisor hereby contributes the assets listed in Addendum I to the Foundation to establish a Field of Interest Fund to be known as the La Grange Arts & Culture Fund (the "Fund"). 3. Purpose The purpose (the "Purpose") of the Fund shall be to support public charities (as defined in Section 170(b)(1)(A) of the Internal Revenue Code) which support (describe charitable work) equitable creative placemaking which elevates arts, culture, and community-engaged design as central elements of community development and planning in (geographic service area), City ofLa Grange, Texas. 4. Ownership and Administration This contribution is irrevocable, and the Foundation shall be the sole and exclusive owner of the Fund. The Fund shall be administered in accordance with the Foundation's Articles ofl Incorporation, Bylaws and Policy for Field of Interest Funds, as amended from time to time, copies of which shall be provided to the Donor Advisor upon request. 5. Variance Power In accordance with IRS regulations and the Bylaws of the Foundation, the Board of Directors shall have the power to modify any restriction or condition imposed by a Donor Advisor on the investment or distribution of assets if, in the sole judgment of the Board of Directors, such restriction or condition becomes illegal, unnecessary, uneconomical, impossible to perform, or inconsistent with the charitable needs ofthe community or area served, and such modification would more effectively serve the charitable purposes of the Foundation taking into consideration the initial wishes of the Donor Advisor. -6- Greater Fayette Community Foundation FIELD OF INTEREST FUND AGREEMENT 6. Distributions Distributions shall be made only to public charities as defined in Section 170(b)(1)(A) of the Internal Revenue Code (i.e., churches, schools, hospitals, government entities, and publicly supported 501(c)(3) organizations). The Fund shall be defined as either a Permanently Endowed Fund, Quasi-Endowed Fund, or Non-Endowed Fund as indicated below. If no selection is made, the Fund shall be considered a Permanently Endowed Fund. Permanently Endowed Fund - Ordinary distributions from the Fund shall be made once per calendar year in the amount requested by the Donor Advisor up to a cumulative limit of 5% ofthe value of the Fund determined as of the preceding December 31. No extraordinary distributions may be made from the Fund corpus at any time and no changes in this selection ofi investment type may be made, it being understood that the Fund corpus is intended to remain with the Foundation to be managed in accordance with this agreement. X Quasi-Endowed Fund - Ordinary distributions from the Fund shall be made once per calendar year in the amount requested by the Donor Advisor up to a cumulative limit of 5% oft the value of the Fund determined as of the preceding December 31. In addition to ordinary distributions, extraordinary distributions may be made from the Fund corpus at any time in any amount if requested by a 2/3 vote of thei total number ofFund. Advisory Council and approved by a majority vote ofthe Board ofDirectors of the Foundation. Non-Endowed Fund - A Non-Endowed Fund may distribute up to 100% of the value oft the Fund. 7. Recommendations The initial Fund Advisory Council (the "Council") members are listed on Addendum II. The Council shall make grant recommendations to the Foundation, in writing and signed by a majority of the members oft the Fund Advisory Council, regarding distributions to fulfill the purpose of the Fund. Recommendations are advisory only, and the Foundation shall not be bound by such recommendations. -7- Greater Fayette Community Foundation FIELD OF INTEREST FUND AGREEMENT 8. Pledges and Benefits No distribution from the Fund shall be made to satisfy a written pledge or legal obligation of the Donor Advisor or any other person, and neither the Donor Advisor nor any other person may receive any benefit or privilege (such as gifts or tickets to events) in return for a distribution from the Fund. 9. Remainder In the event the stated purpose oft the Fund is no longer needed, its remaining balance shall be transferred to the unrestricted fund of the Foundation unless the agreement establishing the Fund provides otherwise. (Ex: once a cure. for cancer is found and the disease is eliminated, a Fund created to assist cancer, patients would be transferred to the Foundation 's unrestricted, fund unless the agreement provided otherwise.) 10. Fees Administrative fees help support the operational costs oft the Foundation to administer the Fund and philanthropic advising that enables charitable gifts to achieve their greatest impact. The Foundation shall charge the Fund an annual administrative fee, plus any other expenses incurred directly by the Fund. a. Administrative - The Foundation will assess administrative and investment management fees against the Fund in accordance with GFCF's published fee schedule, as amended from time to time. GFCF may also assess the Fund to cover any unusual expenses incurred in connection with the contributed assets, including the cost of disposing of them, and in the administration of the Fund. b. Other Expenses: Funds may require additional professional services and administrative support from time to time which are over and above normal administrative costs. Each fund shall be charged for any out-of-pocket expenses incurred directly by that fund. Such additional costs may include but are not limited to: consulting, legal, accounting, marketing, and other fees for professional services incurred to support a specific charitable fund, or the processing of an unusually large number of disbursements or gifts. Authorized Person (Donor Advisor) Date Cheryl Pekar, GFCF President Date -8- Greater Fayette Community Foundation FIELD OF INTEREST FUND AGREEMENT ADDENDUM I nitial Transfer of Assets and Initial Investment Initial Transfer of Assets The Donor Advisor transfers the following assets to the Greater Fayette Community Foundation to establish the Field of Interest Fund to be known as the La Grange Arts & Culture Fund. X Cash in the amount of $50,000.00 Non-Cash in the form of valued at the amount of Other valued at the amount of Initial Investment The Donor Advisor recommends that the funds be initially invested in the (select one): Cash Fund X Quasi-Endowed Fund Endowed Fund If no recommendation is made, assets will be invested in the Foundation's Community Impact Fund. Authorized Person (Donor Advisor) Date Cheryl Pekar, GFCF President Date -9- Greater Fayette Community Foundation FIELD OF INTEREST FUND AGREEMENT ADDENDUM II Fund Advisory Coumcil Members Definitions and Recommendations Fund Advisory Council Members play a crucial role in shaping the impact of GFCF's community-led, community-driven initiatives by broadening diverse connections across the Foundation'" s service area and ensuring funding priorities address real community needs. Fund Advisory Council Members contribute through community representation, grant review, strategic input, and impact evaluation, ultimately maximizing the reach and effectiveness oft the Fund's purpose. In addition to reviewing applications and recommending recipients for review and approval by the GFCF Board, Fund Advisory Council Members act as the leaders and decision makers of the Fund by providing advice and assistançe with coordination and implementation of communication, fundraising strategies, materials, and programmatic needs as they arise. Each Fund Advisory Council may adopt rules for its own governance not inconsistent with GFCF Bylaws or with rules adopted by the Board of Directors. To ensure true representation of the population in which the Fund aims to benefit, the following composition of mime designated and diverse community members is recommended to serve as the Fund Advisory Council Members (also known as the "La Grange Arts Council"): for the Field ofInterest Fund to be known as the La Grange Arts & Culture Fund (the Fund"): Designated Members: To ensure alignment with the city's strategic goals while also providing insight and collaboration from both the municipal and philanthropic sectors, the following three Designated Members are definite, while the remaining Council Members are guided by ideal candidate qualities: 1. City Council Appointee 2. Ex-Officio- City Manager ofl La Grange 3. Ex-Officio- Greater Fayette Community Foundation Staff Member -10- Greater Fayette Community Foundation FIELD OF INTEREST FUND AGREEMENT Additional Members: In addition to the designated members, we recommend appointing six additional members based on the skills, experience, and connections outlined below, ensuring a diverse and well-rounded group ofadvisors who can effectively guide philanthropic efforts that strengthen the rural region. Ideal Qualities: Arts & Culture Advocates- Leaders from diverse backgrounds with a mix of artistic and business expertise, including: the performing and visual arts, creative industries, education, business, finance, marketing, nonprofit management, and public relations. Diverse Perspectives & Representation- Individuals who reflect varied artistic disciplines, cultural backgrounds, generations, and geographic locations. While most Fund Advisory Council Members may reside in La Grange, individuals from greater Fayette County who are invested in the regional arts scene are welcomed. Engaged Arts & Community Leaders- Active participants in arts and culture, who foster collaboration between artists and the community, and work to make the arts accessible and vibrant. These are individuals who connect people, ideas, and resources to enhance cultural opportunities. Individuals with Valuable Skills & Experience- Individuals with expertise in fundraising, strategic planning, grant writing, volunteer management, and arts administration. Those with experience in public art initiatives, fundraising, creative economy development, and financial management for arts organizations are especially valuable. Community Connectors- Members with strong relationships within the arts community, local businesses, philanthropic networks, and civic organizations. Connections to regional and state arts councils, media outlets, and cultural institutions are a plus. Philanthropic Leaders- Individuals who can influence and inspire personal, corporate, and estate gifts that expand access to the arts, support local artists, and ensure sustainable funding for cultural initiatives. -11- ADMINISTRATIVE FEE Greater Fayette Communiby Foundation SCHEDULE FY25 ADMINISTRATIVE FEES SUPPORT THE OPERATIONAL COSTS TO ADMIMISTER THE FUND AND THE PHILANTHROPIO ADMISING THAT ENABLE YOUR CHARITABLE GIFTS TO ACHEVE THER GREATEST IMPACTL FEES ALSO SUPPORT GFGF INITS ROLE AS A CATALYST GONNECTOR. ANDKMDANIEDOEHUET TO ADMANDE A THRIMNG RURAL CENTRAL TX REGION, NOWAND INTO THE FUTURE FUND TYPES AND ANNUAL FEES DONOR ADVISED FUNDS FEES DESIGNATED FUNDS FEES On then first $1.000,000 1.50% On the finst $1,000,000 1.505a On the wext $1.000,000 0.759 On thes next $1.000.000 0.75% On the next $3,000,000 0.50% On the next $3,000,000 0.50% Balance over $5:000,000 0.25% Balance over $5,000,000 0.25% Minimum Annual Fee $250 Minimum Annual Fee $250 AGENCY FUNDS FEES FIELD OF INTEREST FUNDS FEES On the first $1,000,000 0.25% On the first $1.000,000 1.5058 Oni the next $1,000,000 0.15% On the next S1,000,000 0.75% On the next $3,000,000 0.10% On the next $3,000,000 0,50%6 Balance over $5,000,000 0.05% Balance over $5,000,000 0.259 Mmnimum Annual Fee $250 Minimum Annual Fee $250 SCHOLARSHIP FUNDS FEES FISCAL SPONSORSHIP FEES Tien 1 1.50% Project 3-5%6 Tier 2 2% Program 5-7% Tier 3 3% Agency 5-10% Minimum to Establish $25,000 Minimum to Establish $5,000 Minimum Annual Fee $250 Minimum Annual Fee $250 -12- ADMINISTRATIVE FEE Greater Fayette POLICY Community Foundation EFFECTIVE: FY25 THE FEES LISTED HERE ARE PROVIDED AS A GUIDELINE. IN THE CASE OF EXTRAORDINARY SERVICE LEVEL REQUIREMENTS, FUNDS MAY BE CHARGED FEES THAT DIFFER FROM THIS SCHEDULE. INVESTMENT FEES ARE CHARGED MONTHLY BY INVESTMENT MANAGERS AND ARE IN ADDITION TO THE. ADMINISTRATIVE FEES STATED HERE. ADMINISTRATIVE FEES ARE CHARGED ANNUALLY (DEDUCTED QUARTERLY). FOR ENDOWEO AND INVESTED FUNDS, FEES ARE CALCULATED ANNUALLY BY A % OF THE AVERAGE TRAILING 3 QUARTERS OF THE FUNDIS MARKET VALUE, FOR NON-ENDOWED AND PASS-THRU FUNDS, FEES ARE ASSESSED ON DEPOSITS MONTHLY. -13- Cage La Grange City Council La Grange DEPARTMENT MEMO Meeting Date: March 24, 2025 Staff Contact: Janet Rangel E-mail: Agenda Item: Regular Agenda # 2 rangel@cityofig.com Phone: 979-968-5600 SUBJECT: Discuss and/or Consider approval of a Lease Agreement between the National Multiple Sclerosis Society, South Central Region, and the City ofLa Grange, TX, for the VFW Hall during the annual BPMS150 bike ride. SUMMARY The City of] La Grange and the MS150 have had an agreement for multiple years and the MS150 has asked to update the Lease Agreement for the use of the Fairgrounds VFW Hall during the annual BPMS150 bike ride for a term of three (3) years from April 2025 - April 2027. PRIOR ACTION/NPUT (Council. Boards, Committees) N/A RECOMMENDATION Staff asks City Council to approve the renewal oft the Lease Agreement with MS150 for a term of three years. FINANCIALIMPACT $3,000 annually paid to the City ofLa Grange ATTACHMENTS Lease Agreement between the National Multiple Sclerosis Society, South Central Region, and the City ofLa Grange, TX for the VFW Hall. -14- CITY OF LA GRANGE, TX VFW POST 5254 LEASE AGREEMENT 1. This Lease Agreement is made and entered into this 24th day of March, 2025, by and between the National Multiple Sclerosis Society, South Central Region, and the City of La Grange, TX. 2. This Lease shall be for a three-year period and running Thursday through Monday as shown below - to cover the annual MS150 Bike Ride. Should the City of La Grange wish to terminate this Lease Agreement, then the City shall notify the National Multiple Sclerosis Society, South Central Region representative - Allen Fuller - no later than January 1 of the upcoming event year. April 24, thru April 28, 2025 Event Weekend April 26 - April 27, 2025 April 23, thru, April 27, 2026 Event Weekend April 25 - April 26, 2026 April 22, thru April 26, 2027 Event Weekend April 24 - April 25, 2027 3. The premises leased will include the Post/Hall 5254 building and its surrounding fenced perimeter, plus approximately 130 cots and all tables and chairs, kitchen areas and appliances, restrooms, electricity and water while this Lease is in effect. 4. This Lease Agreement is between the afore-mentioned (1 above) or one of its authorized participants to use the Post/Hall building and surrounding area for the duration of time as indicated and overnight stay during the BPMS150 Bike ride at the Fayette County Fairgrounds, La Grange, TX. The rent shall be $3,000 for the duration of time - Thursday prior to ride day, through Monday/noon, following ride day - per year. The Lease amount shall be paid to the City of La Grange on or before April 1, 2025, 2026 and 2027. 5. While using the facility the authorized participants shall keep the premises in good order, condition and repair. Lessee will maintain and use the facility in a sanitary, healthful and safe condition. All who use the facility will comply with all laws, ordinances, orders, rules and regulations of all governmental agencies or bodies having any jurisdiction over the premises. Upon the end of the Lease, the facility and surrounding premises are to be left in a neat and clean condition, with all trash and debris removed. Any damage and cleaning - for repairs and replacements, and unsanitary conditions - shall be performed by the City of La Grange at the Lessee's expense. 6. The City of La Grange will furnish = at its cost and expense the following services: Air Conditioning and Heating Running Water - Drinking, Lavatory and Toilet purposes Common Area Lighting Approximately 130 Cots provided for Lessees use Tables and Chairs -15- 7. Lessee agrees to indemnify and hold Lessor/City of La Grange harmless against any and all claims, demands, damages, costs and expenses, including reasonable attorney's fees for the defense of such claims, demands, damages, costs and expenses arising from Lessee' us of the premises and/or from any breach on the part of the Lessee of any terms and conditions of this Lease agreement, or from any act of negligence of Lessee, sub-lessee, its agents, employees, guests, concessionaires or invitees in or about the premises. In case of any action or proceedings brought against Lessor by reason of any such claim or demand, Lessee agrees to defend the action or proceeding by counsel acceptable to Lessor. City of La Grange National Multiple Sclerosis Society South Central Region Jack Thompson, City Manager William Rub, Director Date: Date: -16- La Grange City Council Grange DEPARTMENT MEMO Ta Staff Meeting Date: March 24, 2025 Contact: Jack Thompson, City Manager Agenda Item: Regular Agenda # 3 E-mail: thompson@eiyolg.com Phone: 968-5805 SUBJECT: Discuss and/or Consider approval of City Manager Evaluation Form and Direct Report Feedback document. SUMMARY Under Section 3.1 Evaluation Process in the Employment Agreement between the City ofLa Grange, Texas and John Thompson there will be a written review after twelve months of employment. The City Council shall adopt ajointly developed performance agreement. The Mayor, City Manager Evaluation Committee, and City Manager have reviewed and agreed to take the City Manager Evaluation Form and Direct Report Feedback document following this memo to the City Council for consideration and adoption. PRIOR ACTION/NPUT (Council, Boards, Committees) The City Manager Evaluation Committee met on Thursday, March 13th to discuss establishing a process and an evaluation document for the City Manager's performance review. The committee asked City Manager Thompson to complete a self-evaluation that highlights his annual accomplishments. City Manager Thompson is to turn that data/information in to council by April 3rd. From that information provided, City Council will in turn complete the City Manager Evaluation Form to be turned into City Attorney, Angela Beck, no later than Monday, April 21st. RECOMMENDATION FINANCIAL IMPACT None ATTACHMENTS City Manager Evaluation Form Direct Report Feedback Form -17- Ge La Grange: City Manager Evaluation Form Evaluation Period: [Start Date] - [End Date] Evaluator Information Evaluator Name: Title/Role: Date ofl Evaluation: Evaluation Criteria Each category should be rated on a scale of 1 to 5, where: 5=1 Exceeds Expectations (Performance consistently surpasses agreed-upon goals) 4 = Above Expectations (Performance is strong and often exceeds goals) 3 = Meets Expectations (Performance aligns with agreed-upon goals) 2 = Below Expectations (Performance falls short of goals in some areas) 1 = Needs Improvement (Performance does not meet expectations) Ifar rating is left blank, no score will be factored into the overall average with the other council members evaluations. 1. Leadership & Strategic Vision Implements policies and initiatives aligned with the City Council's vision. Provides clear strategic direction for the city's growth and development. Effectively manages city departments and fosters a culture ofi innovation. Rating: Comments: 1 -18- Ce La Grange 2. Financial Management & Budgeting Ensures sound fiscal management and adherence to the city's budget. Identifies and implements cost-saving measures while maintaining service quality. Secures funding and grants to support city initiatives. Rating: Comments: 3. Economic Development & Community Growth Promotes sustainable economic growth and business development. Implements policies that attract new businesses and investment. Strengthens partnerships with local businesses and stakeholders. Rating: Comments: 2 -19- o La Grange 4. Infrastructure & Capital Projects Oversees timely completion of capital improvement projects. Ensures infrastructure maintenance and upgrades align with city needs. Efficiently manages public works, utilities, and transportation projects. Rating: Comments: 5. Public Safety & Emergency Preparedness Supports police, fire, and emergency services to enhance community safety. Implements disaster preparedness and emergency response strategies. Effectively collaborates with regional and state agencies for public safety. Rating: Comments: 3 -20- Ge La Grange 6. Citizen Engagement & Communication Maintains transparency and open communication with residents. Engages in proactive public relations efforts and outreach programs. Addresses community concerns and fosters trust in city government. Rating: Comments: 7. Personnel Management & Organizational Effectiveness Promotes a positive workplace culture and professional development. Ensures fair and effective human resources policies. Fosters strong relationships with city employees and labor groups. Rating: Comments: 4 -21- Cn o La Grange 8. Compliance & Ethical Govermance Ensures adherence to local, state, and federal laws. a Upholds high ethical standards and transparency in governance. Maintains a strong working relationship with the City Council. Rating: Commemts: Overall Performance & Future Goals Overall Rating: (Average of category ratings) Key Strengths & Achievements: 5 -22- Ta Grange Areas for Improvement: Recommended Goals for Next Evaluation Period: Evaluator's Signature: Date: City Manager's Acknowledgment: I acknowledge that I have reviewed this evaluation and discussed its content with the City Council. My signature does not necessarily indicate agreement. City Manager's Signature: Date: 6 -23- a % La Grange City Manager Performance Review - Direct Report Feedback 1.Communication & Support How would you describe the City Manager's approach to communicating expectations, priorities, and decisions? What types of communication or support from the City Manager are most helpful to you in your role? Are there any additional ways the City Manager could enhance communication to ensure you have the information needed to be successful? -24- 1 Gaie La Grange 2.1 Leadership& Decision-Making How does the City Manager's leadership style impact your ability to manage your responsibilities? In what ways does the City Manager facilitate decision-making within the organization? Are there any opportunities for the City Manager to further support efficiencyin decision- making or problem-solving? -25- 2 Ay La Grange 3.Resources & Development How effectively does the City Manager support efforts to ensure departments have the necessary resources to meet their objectives? What opportunities, if any, do you see for the City Manager to further support professional development and growth within the organization? 4. Collaboration & Teamwork How would you describe the City Manager's approach to fostering collaboration across departments? -26- 3 Oef La Grange In what ways does the City Manager help create a positive and productive working environment? Are there any additional ways the City Manager could support interdepartmental teamwork? 5. Overall Effectiveness & Continuous Improvement What aspects of the City Manager's leadership and management style contribute most to your ability to perform your job effectively? -27- 4 Cuel & La Grange Are there any areas where additional support or focus from the City Manager could enhance your effectiveness in your role? Evaluator Information Evaluator Name: Title/Role: Date of Evaluation: -28- 5 City of] La Grange Cash /1 Investment Balances per Statements As of February 28, 2025 NBT 9/30/2024 1/31/2025 2/28/2025 MTD YTD Account Balance Balance Balance Change Change LGI Utilities 1,799,545.15 1,709,761.31 1,863,952.79 154,191.48 64,407.64 Utilities Debt Service 56,385.01 57,418.23 466,030.50 408,612.27 409,645.49 LG Generall Fund 1,146,542.31 689,113.97 2,421,738.82 1,732,624.85 1,275,196.51 LGI EDC 2,330,343.77 2,589,534.70 2,221,369.85 (368,164.85) (108,973.92) General) Debt Service 320,135.72 573,569.09 373,978.86 (199,590.23) 53,843.14 Equipment Fund 1,038,674.98 1,010,108.75 1,014,301.46 4,192.71 (24,373.52) Capitall Improvement) Fund 8,246,283.45 9,819,183.70 7,762,614.14 (2,056,569.56) (483,669.31) Utility Reserve 1,277,804.96 1,301,220.23 1,306,621.27 5,401.04 28,816.31 Utility Interest Reserve 246,539.04 251,056.77 252,098.84 1,042.07 5,559.80 Customer Meter Deposit Reserve 236,976.45 241,318.96 242,320.61 1,001.65 5,344.16 Youth &1 Recreation Program Fund Reserve 37,262.85 37,945.67 38,103.17 157.50 840.32 General Fund Reserve 1,000,254.10 1,018,583.36 1,022,811.24 4,227.88 22,557.14 Fire Dept. Reserve 295,458.89 300,873.06 302,121.91 1,248.85 6,663.02 LGI EDC. Reserves Restricted Cash 268,856.35 273,783.03 174,771.39 (99,011.64) (94,084.96) LG EDC Restricted Cash Projects 116,143.79 118,272.08 118,763.00 490.92 2,619.21 Library Endowment Restricted Cash 88,307.89 89,926.09 90,299.35 373.26 1,991.46 Home Grant. Account 2006 2.00 2.00 2.00 Home Grant Account 2009 1.00 1.00 1.00 Library Automation Fund 16,583.39 16,887.28 16,957.37 70.09 373.98 L-M/ Gifts &1 Memorials 66,033.85 63,226.57 63,489.01 262.44 (2,544.84) Clearing Account 606,003.56 762,336.18 672,309.84 (90,026.34) 66,306:28 Senior Citizen Checking 17,271.27 17,008.05 17,078.65 70.60 (192.62) Senior Citizen CD (Prosperity) TxCDBG Fund Grant 1.00 1.00 1.00 2009 TCF Grant-Main Street#710012 .00 1.00 1.00 TCDP Capital Fund Grant ABC 3.00 3.00 3.00 TCDP Capital) Fund Grant Main Street 2.00 2.00 2.00 Utilities Capitall Projects 312,346.88 318,070.51 43,983.62 (274,086.89) (268,363.26) General Capital Projects 6,052.34 6,163.24 6,188.82 25.58 136.48 Visitor Bureau Credit Card & Online Sales 245,160.72 253,063.31 256,805.56 3,742.25 11,644.84 Sewer EDA 269,605.96 274,546.39 375,834.01 101,287.62 106,228.05 Total NBT 20,044,582.68 21,792,980.53 21,124,554.08 (668,426.45) 1,079,971.40 TexPool 9/30/2024 1/31/2025 2/28/2025 MTD YTD Account Balance Balance Balance Change Change Utility Interest) Res. Acct. (5548) 2,541.42 2,581.50 2,590.17 8.67 48.75 Utility Res. Acct. (5545) 12,277.73 12,471.13 12,512.80 41.67 235.07 Customer Meter. Deposits (5546) 2,329.23 2,365.91 2,373.75 7.84 44.52 Generall Fund (5544) 9,413.28 9,561.64 9,593.60 31.96 180.32 Fire Dept. Reserve (5547) 2,854.60 2,899.64 2,909.35 9.71 54.75 EDC (5549) 6,259.58 6,358.20 6,379.47 21.27 119.89 Youth and) Recreation Program Fund (5542) 344.48 349.82 350.94 1.12 6.46 Equip. Reservel Fund (5550) 5,120.25 5,200.93 5,218.30 17.37 98.05 Capital Improvement. Fund (5543) 38,003.52 38,602.33 38,731.32 128.99 727.80 EDC Reserves Restricted Cash (26042) 2,751.91 2,795.11 2,804.40 9.29 52.49 EDC: Restricted Cash Projects (26043) 4,126.86 4,191.84 4,205.83 13.99 78.97 Library Endowment Restricted Cash (26044) 457.48 464.86 466.53 1.67 9.05 Library Gifts & Memorials (26045) 457.48 464.86 466.53 1.67 9.05 Utility Capital Projects (26046) 32,107.66 32,613.61 32,722.59 108.98 614.93 Total' TexPool 119,045.48 120,921.38 121,325.58 404.20 2,280.10 TOTAL NBT / TEXPOOL 20,163,628.16 21,913,901.91 2,1,245,879.66 (668,022.25) 1,082,251.50 29- City of La Grange Cash / Investment Balances per Statements As of Felbruary 28, 2025 NBT 2/28/2025 Account Int. Rate Balance Interest LG Utilities 5,40000% 1,863,952.79 7,508.84 Utilities Debt Service 5,40000% 466,030,50 796.02 LG General Fund 5,40000% 2,421,738.82 5,755,51 LG EDC 5.40000% 2,221,369,85 9,965,49 General Debt Service 5.40000% 373,978,86 2,130,36 Equipment Fund 5.40000% 1,014,301.46 4,192,71 Capitall Improvement Fund 5.40000% 7,762,614,14 36,847.94 Utility Reserve 5,40000% 1,306,621,27 5,401,04 Utility Interest Reserve 5.40000% 252,098,84 1,042,07 Customer Meter Deposit) Reserve 5.40000% 242,320.61 1,001,65 Youth & Recreation Program Fund Reserve 5,40000% 38,103.17 157,50 Generall Fund Reserve 5,40000% 1,022,811.24 4,227.88 Fire Dept. Reserve 5.40000% 302,121.91 1,248.85 LGI EDC Reserves- Restricted Cash 5.40000% 174,771,39 988.36 LGI EDC Restricted Cash, Projects 5,40000% 118,763.00 490.92 Library Endowment Restricted Cash 5.40000% 90,299.35 373.26 Home Grant Account 2006 0,00% 2.00 Home Grant Account 2009 0.00% 1,00 Library. Automation Fund 5.40000% 16,957.37 70,09 L-M/ Gifts & Memorials 5.40000% 63,489.01 262,44 Clearing Account 5,40000% 672,309,84 3,719,25 Senior Citizen Checking 5.40000% 17,078.65 70.60 Senior Cilizen CD (Prosperity) 0.10% TxCDBG Fund Grant 0.00% 1.00 2009 TCF Grant-Main Street#710012 0.00% 1.00 TCDP Capital Fund Grant ABC 0.00% 3,00 TÇDP Capital Fund Grant Main Street 0.00% 2.00 Utilities Capital) Projects 5.40000% 43,983,62 913.11 General Capital Projects 5,40000% 6,188,82 25.58 Visitor) Bureau Credit Card & Online Sales 5,40000% 256,805.56 1,051.90 Sewer EDA 5,40000% 375,834.01 1,287.62 Total NBT 21,124,554.08 89,528.99 TexPool 2/28/2025 Account Int. Rate Balance Interest Utility Interest Res. Acct. (5548) 4.36000% 2,590.17 8.67 Utility Res. Acct. (5545) 4.36000% 12,512.80 41.67 Customer Meter Deposits (5546) 4.36000% 2,373.75 7.84 General Fund (5544) 4:36000% 9,593,60 31.96 Fire Dept. Reserve (5547) 4.36000% 2,909.35 9.71 EDC (5549) 4.36000% 6,379,47 21.27 Youth and Recreation Program Fund (5542) 4.36000% 350.94 1,12 Equip. Reserve Fund (5550) 4,36000% 5,218.30 17.37 Capitall Improvement Fund (5543) 4.36000% 38,731.32 128.99 EDC Reserves Restricted Cash (26042) 4.36000% 2,804.40 9.29 EDC Restricted Cash Projects (26043) 4.36000% 4,205,83 13.99 Library Endowment Restricted Cash (26044) 4.36000% 466,53 1.67 Library Gifts & Memorials (26045) 4.36000% 466.53 1.67 Utility Capital Projects (26046) 4.36000% 32,722:59 108.98 Total TexPool 121,325.58 404.20 TOTAL NBT TEXPOOL 21,245 R70 66 89,933.19 -30-