Robert Rayburn, Mayor Commissioners: William Beaty District 1 Anna Velez District 2 Michael Keller District 3 BC Hardin District 4 Amanda Hill, City Administrator CITY OF MASON CITY COMMISSION REGULAR MEETING AGENDA April 14, 2025 at 5:30 p.m. Richard P. Eckert Civic Center, 1024 McKinley Avenue, Mason, Texas 76856 Call to Order by Mayor Robert Rayburn Invocation given by Ministerial Alliance Representative Pledge of Allegiance led by Commissioner Anna Velez Public Comments ITEM 1. Presentation and Discussion Presentation by Dan Santee, partner with DNRBS& Z for the study to be conducted related to redistricting ofCity of Mason Election Districts, redistricting process and costs related. ITEM 2. Discussion and Action Discuss and consider proposed changes to the City of Mason Employee Handbook. ITEM 3. Discussion and Action Discuss and consider how to proceed with water easement issues to Robinson Oaks area. ITEM 4. Discussion and Action Discuss and consider participation in the Local Hazard Mitigation Plan. ITEM 5. Mayor's Comments and Administrator's Reports - No action may be taken on these items. ITEM 6. Consent Agenda: Minutes * Departmental Reports * Financials * Correspondence ITEM 7. Adjourn Notes to the Agenda: 1. The Commission may vote and/or act upon each of the items listed in this Agenda. 2. If, during Public Comments, Commissioner's Report, or Administrative Report, an inquiry is made about a subject for which notice has not been given as required by law, the Commission may make a statement of specific factual information in response to the inquiry and may recite existing policy in response to the inquiry. Any deliberation of or a decision about the subject ofthe inquiry shall be limited to a proposal to place the subject on the agenda for a subsequent meeting. 3. The Commission reserves the right to retire into executive session conçerning any oft the items listed on this Agenda, whenever it is considered necessary and legally justified under the Open Meetings Act. TEXAS GOVERNMENT CODE SS 551.071 - 551.087 allows for executive sessions for consultation with attorneys, deliberation on real property, receipt of gifts, personnel matters and conferences with employees. A Approved: Ziy Robert Rayburn, Mayor MEMORANDUM TO: Honorable Mayor & City Commission FROM: Amanda Hill, City Administrator SUBJECT: April 14, 2025 Commission Meeting Agenda Items DATE: April 7, 2025 We have a very short agenda this month. 1. Last month, you voted to move forward with the voter district analysis. Dan Santee, the attorney handling this will give a presentation to spell out the process. There is no action to be taken on this, it is just for your information. 2. As I mentioned last month, we have been experimenting with work schedules that make us more efficient as well as create a better work life balance. While each department has the ability to modify as they see fit, currently all of the field departments are working a 4x10 schedule. They have all opted to work 7am-5pm with no lunch break. They are combining their 15-minute breaks into a 30 minute break at noon. The recycle department is currently still working the traditional 5-day work week at the preference of the sole employee in that department. The office staff is working a 9/80 schedule. Employees are paired off to take every other Friday off. This allows for the office to be covered at all times. A couple of minor tweaks were required in the handbook to reflect these changes. One deals with the lunch period and the other covers holidays that fall on scheduled days off. The existing handbook requires a CDL to be obtained in 3 months. feel that this is not enough time given all that goes into learning a new job, as well as the distance and scheduling issues that come along with obtaining a CDL. would like to change to policy to require the Classroom portion to be completed in six months and the subsequent exams to be completed in the following six months, giving a full year from hire to obtain the CDL. The final change is in regard to vacation time. feel that one year is too long to wait to use vacation time. We begin accruing immediately, SO - would like to see the ability to use that time once the three-month probationary period is over. 3. You will recall that it was discovered that the water line that currently services the Lindell Estes Property does not have a reçorded easement along the access easement owned by the Duttons. The Dutton's are asking for $15,000 to record that easement. I have spoken with Frank Kraneck that owns the property to the north. He is willing to allow the water line to be moved to his property. The base cost to move it is $8,500. In addition to $10,000, Mr. Kraneck would like to have a tap installed at no charge and for the right of way in front of the property to be patched. While I am opposed to paying the Duttons for something that existed on the property when they bought it, their aski is less than what it would cost to move it. We could make a counteroffer to them. Iwould ask that we table this issue. Pattie has spoken to people that worked on the project and everyone remembers there being an agreement with Central Texas to install the line. would like a little more time to see if we can get our hands on a written agreement that might make this issue moot. 4. On March 31, 2025, The Mason County Commissioners approved the application for a 75%, grant to pay for a Hazard Mitigation Plan. They have asked both the City and the ISD to join in on the project. The total cost of the plan is $102,875. The grant covers 75%, reducing the cost match to $24,498.75. This amount would then be split between the county, us and the ISD, making our share $8,166.25. There is a possibility of some in-kind donation, meaning we may be able to reduce this some. Having an active Hazard Mitigation Plan allows us to apply to various grants and gives us access to FEMA funds in the even of a major disaster. PUBLIC COMMENTS Citizens may make comments, suggestions or present complaints about any issue, including items posted on the current agenda. Commission members may not discuss the issue except to present relevant factual information or to ask questions of the citizen or city staff for further clarification. Commission members may request that an item be placed on a future agenda for discussion andlor possible action. In order to be recognized by the Chair, all Comments made by Citizens will need to be made from the microphone at the front of the assembly. Because the proceedings are recorded as an official record of this public meeting of the City Commission, any Citizen making comments will need to identify themselves and speak clearly into the microphone. ITEM 1. Presentation and Discussion Presentation by Dan Santee, partner with DNRBS& Z for the study to be conducted related to redistricting of City of Mason Election Districts, redistricting process and costs related. ITEM 2. Discussion and Action Discuss and consider proposed changes to the City of Mason Employee Handbook. On an as needed basis, an employee's personnel folder may be reviewed by the City Secretary, City Administrator, City Attorney or City Commission. The City Secretary may release personal data which is a matter of public record, including the employee's name, positions held, salary range, and dates employed. Anytime an employee's personnel file is opened, a record shall be kept in the file showing date/time, person(s) viewing it, person(s) adding to or taking information, and the name(s) of the person(s) receiving the information from the file. Employees shall be notified when information has been requested from the employee's personnel file. Personal data, which is not a matter of public record, may be released only upon written authorization from the employee, unless applicable law requires disclosure. An employee may elect to have his/her address, telephone number, social security number, and family information withheld from public release by completinga confidentiality form through the City Secretary. Nepotism No person related, within the first degree of affinity (marriage)or within the first degree of consanguinity. (blood), to the Mayor or any member of the City Commission or the City, Administrator shall be employed or appointed to any office, position or clerkship or service of the city. This prohibition shall not apply to any person who has been employed byt the City prior to and at the time of election or appointment of the official related in the prohibited degree. City Employees Relatives and members of the immediate family may not be hired in the same department. Relatives and members of the immediate family may be hired only if they are not in the same department and do not work closely together. Probationary Period All new employees will be on probation for 3 months. They may be disciplined or released from employment during the probationary period without right to appeal. The City recommends that employees get Hepatitis and TB vaccines given the public nature of employment. The City will pay for these vaccines. Ifthe job description requires it, the new employee will need to complete the classroom portion of the CDL license process within 6 months and pass the written and driving exams within 1 year ofhire. If not obtained, the employee will be terminated. However, the City Administrator may allow for an extension if needed for completion. Employment Classifications A Regular Full-Time Employee is one who is employed 40 or more, hours a week, in a year- round capacity and qualifies for benefits as set forth in this policy. Al Part-Time Employee is one who is employed for up to 19 hours per week and is not eligible for any benefits set forth in this policy unless such benefits are specifically identified as applying to part-time employees or unless mandated by state or federal law. A seasonal or temporary employee is one who is employed for a temporary, specific period of time; or to accomplish a specific task for up to 40 hours a week. Seasonal and temporary employees are not eligible for benefits. 5 Lunch Period Employees do not receive a designated lunch period in order to accommodate both the 4x10 and 9/80 work schedules. Employees may, at the supervisor's discretion, combine the two daily 15 minute breaks at lunchtime. This time- period may be adjusted by supervisors in certain circumstances. No City vehicles are authorized to be driven home for the lunch period except those driven by employees authorized by the City Administrator to take the vehicle home at night. City owned vehicles are authorized to be driven to the City Office for the lunch hour. Record Keeping All receipts for City of Mason business and City fuel logs will be labeled with printed employee name and department and submitted to the Finance Officer by, the employee undertaking the transaction within one week in which the transactions occurred. Telephone and Data Systems Use City telephones and City issued cellular phones are to be used for business purposes in servicing the interests of our customers and in the normal course of City operations, Employees shallnot use cellular phones while operating a City vehicleor City equipment. Employees will limit personal calls to emergencies or to matters ofimportance requiring immediate attention. Being on any, form of social media during City business hours is prohibited. Failure to abideby this policy will resultin disciplinary action and/or termination. City computers, e-mail, texting and the internet are intended for City business use. Brief and occasional personal use of these systems is acceptable as long as it occurs during personal time (before or after regular working hours or during lunch) and does not result in expense to the City. Inappropriate conduct includes but is not limited to sending chain letters; engaging in personal or private business activities; sending, receiving or accessing pornographic material; being on any form of social media; or impairing the City's computer network or internet service. The City of Mason owns the rights to all data and files in any information system used in its operations. Internet use is not confidential and no rights to privacy exist. The City reserves the right to monitor internet usage and to inspect any and all files stored in the City's computer network. As a matter ofp privilege, personal communication devices such as cellular phones, etc. may be brought to work, but may not be accessed during regular working hours except during break periods. Abuse of this privilege may result in disciplinary action and/or termination including, but not limited to, the revocation of this privilege for a period of time as determined by the employee's supervisor. Drug Free Workplace The City of Mason will provide a safe and drug-t free work environment for all of our employees and citizens. The City of Mason explicitly prohibits: 1. The use, possession, solicitation, or sale of narcotics or other illegal drugs, alcohol, or prescription medication while on duty or on City property. 8 All City employees are subject to callback for emergency duty. The on-call person may request help with emergency duty and the employee's supervisor, the City Administrator or in their absence, the City Secretary, may order emergency duty. Employees called back for emergency duty shall be compensated for actual time worked. Overtime pay will be authorized in excess of 40 hours. Performance Based Pay increases Pay increases for employees shall not be automatic but shall be based on performance and to reward employees for ability and efficiency in performing their job duties. Length ofs service is not considered a valid basis for requesting performance based pay increases since longevity or service pay is designed to compensate employees for their years of service. Performance based pay increases may be granted only by the City Administrator on recommendation of the supervisor and is allowed by the implemented budget for that department. Retirement All regular full-time employees may enroll in the Texas Municipal Retirement System (TMRS). Enrollment shall be accomplished in accordance with the TMRS guidelines., Members presently contribute 6% of their gross salary each month toward retirement and the City matches those contributions on a 2 to 1 ratio. The City has a 5 year vesting plan with retirement: at or after age 60 or at any age after 20 years of participation in theTMRS plan. Accidental death and disability benefits are also incorporated into this retirement plan should an employee become disabled prior to his/her employment relationship ending. Onlythe amount of the employee's contribution plus interestis refunded when an employee resigns. Details of the retirement plan are outlinedin the TMRSI handbook. Vacation All regular full-time employees earn vacation leave at a rate of10 days per year (3.1 hours bi-weekly). After five years of consecutive employment, regular full-time employees earn 15 days per year (4.62 hours bi-weekly). Employees will accrue vacation leave but are not eligible to take vacation leave until completion ofthree (3) months of employment. The following guidelines apply to vacation leave: Vacation leave shall not accrue for any month during which an employee is in pay status for less than half the standard number of paid days for their position. Employees are encouraged to use their accrued vacation leave. No employee may accrue more than 240 hours ofvacation leave. All requests for vacation shall be made a minimum of 10 days in advance, except in cases of an emergency, and must be submitted to the employee's immediate supervisor for consideration. All vacation requests should be approved initially by the employee's supervisor and then submitted to the City Secretary. Unless authorized by the City Administrator, no more than five City employees shall be allowed to take vacation leave simultaneously with requests being approved in the order in which they were received. The City Administrator may deny vacation requests based on the immediate needs of the City's operations. When a regularly scheduled City Holiday occurs during a period of vacation leave, the vacation leave will not be charged for that day. Vacation time may be transferred to other employees. 12 Holidays The City of Mason provides the following holidays to all regular full-time employees: New Year's Day Martin Luther King Day Presidents' Day Good Friday Memorial Day Juneteenth Freedom Day Independence Day Labor Day Columbus Day Veteran's Day 1 day Wednesday before Thanksgiving Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day The City will be closed one regular business day in observance of each oft the holidays listed above. Holidays which fall on a Saturday will be observed on the preceding Friday. Those which fall on a Sunday will be observed on the following Monday. Employees in positions ordinarily providing services on weekends and holidays will be given another day offin lieu ofb being off on a City designated holiday, Employees whose regular schedule has them off on the observed holiday will be given another day offin lieu of being off on a City designated holiday. All compensatory days should be used within the same pay period if possible and must be used within the same Fiscal Year. Insurance Life, medical, dental, and vision insurance are presently available at no çost to all regular full-time employees through a group insurance policy. At the employee's option and expense, dependent coverage is also available. Upon release from employment coverage may be continued, with certain limitations, under COBRA at the former employee's expense. Uniforms Uniforms are provided to assure a neat professional appearance, to identify the worker as a municipal employee and to avoid subjecting the employee's personal clothing to the hazards of the workplace. Employees issued uniforms are required to wear them. Employees are responsible for caring for and keeping up with their uniforms. Should the uniform supplier charge the City for lost or abused uniforms, the employee will be responsible for paying those charges. Longevity and Incentive Pay All regular full-time employees employed for 1 year or more are eligible for the longevity and incentive pay distributed to current employees each December. Longevity pay will consist of an award of ten dollars per year for each full year of continuous service with the City. Incentive pay will be paid at a rate of$55.00 for the first year of employment and a rate of $285.00 each year of employment following their first year of employment. 13 ITEM 3. Discussion and Action Discuss and consider how to proceed with water easement issues to Robinson Oaks area. ITEM 4. Discussion and Action Discuss and consider participation in the Local Hazard Mitigation Plan. 6 1 3 s CONSENT AGENDA April 2025 Regular Meeting SUBMITTED MINUTES: Monthly Meetings: Regular Meeting Minutes - March 17, 2025 Workshop - March 24, 2025 CITY ADMINISTRATOR & DEPARTMENTAL REPORTS: Departmental Reports Electric Water/Wastewater Landf1ll Street/Parks Animal Control Code Enforcement/Buildling Official DISCUSSION ONLY Financials from Finance Officer Quarterly Investment Report Mason County Jail & Sheriff Report from Treasurer Mason County Sheriff's Dept Call Log (Not received) CORRESPONDENCE None REGULAR MEETING MARCH 17, 2025 5:30 P.M. The City Commission met this the 17th day of March 2025 at 5:30 p.m. for a Regular Meeting at the Richard P. Eckert Civic Center, 1024McKinley Avenue, Mason Texas. Members present: Mayor Robert Rayburn, Commissioner William Beaty, Commissioner Michael Keller and Commissioner BC Hardin. Members absent: Commissioner Anna Velez Staff present: City Administrator Amanda Hill, Rhett Vacek for audio/video and City Secretary Pattie Allen. Visitors present: Annette Thomas, Mary Carlman, Bridget Langdale, Suzanne Bjork, Nancy Hurta, David & Debra Hyden, Pastor Joe Gist with Art Methodist, Belinda Hernandez, Kay Knight, Trey Carrington and Cindy Priess. CALL TO ORDER by Mayor Robert Rayburn. INVOCATION given by Pastor Joe Gist. PLEDGE OF ALLEGIANCE led by Commissioner Michael Keller. PUBLIC COMMENTS: Mayor Rayburn opened the floor for public comments. Bridget Langdale gave a handout to the City Commission members that had been written back in 2020 and published in the Mason County News regarding the feral cat problem. She touched on highlights of the article replying that TNR programs do not work in her opinion and have never worked. She expressed concerns for rabies. She added that by people feeding feral cats, they are not able to take care of themselves because they don't learn or forget how to hunt and feed themselves. She added that there is an ordinance in place now that prohibits feeding feral cats. Mary Carlman spoke regarding the skunks and wildlife coming into town. She reported that due to skunks taking up residence under her house and guest house that she has lost business from her bed and breakfast because of cancellations due to the smell. She reported that she refunded money to guests due to the issue. She also reported that during February that multiple feral cats, skunks and raccoons were trapped and removed from her property. Due to this problem, she has spent approximately $4,000 as well as lots of time cleaning to fix this issue. She stated that the City has an animal control ordinance and ifthey enforce the ordinance, maybe they won't have to raise taxes. There being no further public comments, Mayor Rayburn closed the Public Comments. ITEM 1: Discuss and consider a proposed interlocal agreement between Mason County and the City of Mason. Mayor Rayburn explained how the proposed interlocal agreement. This agreement would allow the City and County to work together with employees and equipment when needed. Each entity would be responsible for operating their own equipment. Commissioner Keller asked if this would address liability from each entity if something happened? This agreement recognizes the entity's involvement and willingness to participate and formalize. MOTION: Commissioner Hardin made a motion to accept the interlocal agreement but immediately withdrew his motion due to a conflict ofinterest. Commissioner Beaty made a motion to accept the proposed interlocal agreement between Mason County and the City of Mason. Commissioner Keller seconded the motion. Mayor Rayburn called for discussion. There being no discussion, Mayor Rayburn called for a vote. In favor: All. Opposed: None. Motion Carried. 3-0-1 with Commissioner Hardin abstaining. ITEM 2: Discuss and consider Resolution #25-395 appointing Presiding Judge, Early Voting Judge, Early Balllot Board Judge and Alternate Judge for the May 3, 2025 General Election. Mayor Rayburn stated that this agenda item is a formality of the election process. The Commission asked Pattie Allen if she was comfortable with those appointments for election workers. She stated that she was and that the election workers that she has to work the election this year have worked elections for her for several years and they are educated and competent to handle this election. MOTION: Commissioner Keller made the motion to approve Resolution #25-395 appointing Pattie Allen as the Early Voting Judge, Chandra Skero to serve as the Early Ballot Board and Presiding Judge and Lupe Smith as the Alternate Judge for the May 3, 2025 General Election. Commissioner Hardin seconded the motion. Mayor Rayburn called for discussion. There being no discussion, Mayor Rayburn called for a vote. In favor: All. Opposed: None. Motion Carried. 4-0. ITEM 3: Discuss and consider hiring for a study to be conducted related to redistricting of City of Mason Election Districts, redistricting process and costs related. City Administrator Hill reported that the City has another option besides the company she had originally presented. She added that she had spoken with Charlie Zech, our City Attorney with DNRBS&Z, and their firm can also do this study for the City of Mason at possibly a much discounted rate. She added they would use census data and other information to conduct the study. The Commission each stated their desire to do the study as it was important and a legal obligation. MOTION: Commissioner Hardin made a motion to approve City Administrator Hill's recommendation to hire DNRBS&Z to conduct a study related to redistricting ofthe City of Mason Election Districts as per the March 13, 2025 proposal received by DNRBS&Z. Commissioner Beaty seconded the motion. Mayor Rayburn called for discussion. City Administrator Hill reported that there would be a full presentation of the process and DNRBS&Z will work with staff as needed until a determination is made to see if the district lines will need to be moved. There being no discussion, Mayor Rayburn called for a vote. In favor: All. Opposed: None. Motion Carried. 4-0. ITEM 4: Mayor's Comments and Administrator Reports - No action may be taken on these items. City Administrator Hill reported employees are in a trial period of scheduling changes and will come back in May once all the kinks are worked out. She added that with the different schedule of work hours, it could potentially cut down on overtime hours and help with the budget. By allowing the employees to work a different schedule could help them to have extra time off to schedule appointments and other things that might take them away from a normal workday. She added that to have additional time for family time is extremely important. Mayor Rayburn reported that he talks daily with the City Administrator and she is staying on top oft things. He added that she has been with the City 6 months now and congratulated her on her work SO far. ITEM 5: Consent Agenda Mayor Rayburn stated that the Commission was presented the departmental reports, financial reports and past minutes for approval. Commissioner Keller asked about some of the well sites. It was also brought up that the pool screen on the awnings need to be replaced as the wind has torn and damaged them. Commissioner Hardin asked about the uniforms and boot allowance for employees. MOTION: Commissioner Hardin made the motion to approve the Consent Agenda as presented. Commissioner Beaty seconded the motion. Mayor Rayburn called for discussion. There being none, Mayor Rayburn called for a vote. In favor: all. Opposed: none. Motion Carried. 4-0. ITEM 6: Adjourn Mayor Rayburn stated if there was no further business to come before the Commission, he would call for a motion to adjourn. MOTION: Commissioner Beaty made the motion to adjourn. Commissioner Keller seconded the motion. Mayor Rayburn called for discussion. Commissioner Hardin asked when the workshop is scheduled? It will be next Monday. There being no further discussion, Mayor Rayburn called for vote. In favor: all. Opposed: none. Motion Carried. 4-0. Meeting adjourned at 6:23 p.m. CITY COMMISSION WORKSHOP MARCH 24, 2025 5:30 P.M. The City Commission met this the 24th day ofMarch, 2025 at 5:30 p.m. at the Richard P. Eckert Civic Center. Members present: Mayor Robert Rayburn, Commissioner William Beaty and Commissioner Michael Keller. Commissioner Anna Velez and Commissioner BC Hardin were absent. Staff present: City Administrator Amanda Hill, City Secretary Pattie Allen, and Rhett Vacek with the sound system. Visitors present: Hap Hedges, Robin Lee, Annette Thomas, Don and Sheila Durflinger, Sherrie Cordero, Karen Scantlin, Cathy Grace with Mason County News, Debra and David Hyden, Sue Pledger, Alan Churchman, Nancy Hurta, Sherry Alexander, Cindy Zemis Morris, Kim Paxson, Cindy Priess, Carolyn Hyza, Larry Brown and James Masters. CALL TO ORDER by Mayor Robert Rayburn. INVOCATION given by Mayor Robert Rayburn. PLEDGE OF ALLEGIANCE led by Commissioner Michael Keller. PUBLIC COMMENTS: Mayor Rayburn opened the floor for public comments. Robin Lee said that in the past, the City's financials and budgeting were horrible in the past. He said that the new Commission and Administrator inherited lots of fiscal neglect. He proposed a process to use for the City to address their needs. Annette Thomas is concerned about the financing proposed as being a 30-year note. She asked the Commission to look at alternatives or even use CD's as collateral. Sherrie Cordero stated that this information needs to be published in the paper. Mayor Rayburn closed the Public Comments. ITEM 1: Discuss water infrastructure and possible financing. City Administrator Amanda Hill began by stating she has worked really hard on gathering as much information as possible SO that the Commission can make an informed decision. She added that there are an infinite number of: scenarios though on what route to go. An original planning study was given to each ofthe Commission. She noted things that need attention immediately or very soon are her focus regarding water system and equipment. She added that in the comprehensive plan that was recently done for the City, it listed 15 potential projects for the water system with the top 5 listed being the most pressing. Wren and Mulberry water lines are top priority with Fir, Nueces and Elm following closely. She reported that the full $17/18 million was to bring the entire system up to date but the City cannot afford the payments on that amount of money. Commissioner Keller asked ifit would be possible to get a log of materials used for each job and cost associated with those jobs. Commissioner Beaty brought up the 36 acres that the City recently purchased with the well on it. City Administrator Hill reported that project 1 ofthe electric system is being completely this year and project 3 will be finished this year or next year. ITEM 2: Discuss vehiclelequipment replacement financing and capital improvement needs. City Administrator Hill began with landfill equipment and needs. She reported to the Commission that TCEQ has specific requirements for the permit to operate the landfill. The permit specifically states a water truck, not a trailer. The City would need to move forward with aj permit change to allow for a water trailer ifthat is what is decided. She also reported that the permit also regulates the cleat length on the compactor which are currently at 3.5 to 4.5 inches which is significantly below the regulation. She added that because the cleats are not the proper length, the compactor is not able to compact the trash sufficiently therefore the landfill is filling up quicker than anticipated. She added that there is a need for a dump truck as multiple departments are sharing one truck sO they have to coordinate the use ofit. She discussed the importance of a tractor and batwing for shredding. Other equipment and areas of concern addressed were the mini excavator, the digger derrick, maintenance shop area and covered parking for some of the trucks and equipment, the animal control facility (insulation falling into pens and food/water bowls. Commissioner Beaty brought up a property that had been foreclosed on stating the city holds the lease. The Commission requested updated mileage and hours on all oft the equipment and better descriptions. City Administrator Hill is proposing the five named street in discussion for water lines to be replaced, 20 valves to be installed to be able to shut off water to parts of town to prevent workers from having to work them live, repair/replace some fire hydrants, backfill material and paving, construction of a maintenance shop, needed work to the Animal Control Facility, 2 dump trucks to be purchased, a water truck, and tractor and batwing. She is projecting the pressing issues needing attention will cost approximately $1,601,000. She discussed various finance options. Carolyn Hyza addressed the Commission and staff thanking them for working SO hard on this. Sue Pledger stated that once taxes go up, they will never go down. She suggested to use $100,000 from CD's or take a loan out with the CD. ITEM 3: Adjourn Mayor Rayburn stated ifthere was no further business to come before the Commission, he calls the meeting adjourned at 7:01 p.m. Electric Department March 2025 Monthly Report System Maintenance 405 W. Rainey - Outage Mitigation Set 40' class 2 pole to secure slack span during multiple 50mph+ wind storms Smith Street Lift Stations - Transformer Bank Conversion Temporarily disconnected old lift station meter loop due to voltage incompatibility Reconfigured transformer bank from grounded corner to center tap ground Projected outcome should allow for safer voltage readings and decreased voltage fluctuations Decommissioned Pole Removal 1010 Old Mill Creek Rd - Removed unused lines and pulled service pole 624 N. Spring St - Cut down 2 unused service lines and pulled pole 810 Post Hill St - Removed abandoned pole from back yard 1316 Westmoreland St - Removed abandoned pole from behind house Street Lights Repaired/Replaced 13 street lights at various locations including: Spring St, 3x Pontotoc St, 3x Westmoreland St, 2x Lemburg St, Balsam St, Rainey St and Hwy 87, Etc. Attached light shades at three locations where street lights were troubling citizens New and Upgraded Service Loops 605 Smith Street New Meter Loop Replaced old meter loop with new equipment 805. Austin Street - Moving of Meter Loop Set two 30' class 3 lift poles and rerouted 200' of service line Tree Trimming McCoy's Tree Trimming Contractors - Organized and Vetted by LCRA Removed limbs from power line proximity in the following areas: Westmoreland Street, Coolidge Street, Wilson Street, S. Live Oak Street, San Antonio Highway, City Park, Martin Street, and Pecan Street Electric Department Tree Trimming Removed limbs from power line proximity in the following areas: Behind veterinarian's office, behind 1010 S. Ave F, Leifeste Rd Removed large elm tree from above electric lines at Mason Military Museum Cut down two dead pecan trees from over vehicle parking at City yard ) Outages Lee Street - Blown Line Fuse Squirrel contacted on high side lightning arrestor. Fuse swiftly replaced. 425 E. Rainey Voltage Issues Trimmed several large chinaberry trees from rubbing service lines and replaced old insulink connectors 0 Equipment, Repairs, Misc. Community Building Remodel Assist Assisted with demo of kitchen and other small tasks Well #1 Area Clean Up Removed concrete form boards from recent pour Discarded excess conçrete and hauled in dirt to grade area Wastewater Treatment Plant Pulled aerator motor #1 for cleaning Diagnosed issues with pontoon agitator and removed from pond Animal Control Building - Squirrel Issue Utilized metal flashing and corner trim to address squirrel entry points on backside of building New RV Park Restroom Lighting Replaced lighting ballast New Pole Rack Construction for 30' Pole Storage Pole rack will help maintain straightness and longevity of poles Construction process included: grading earth, building gravel pad, digging and concreting 7" pipe piers, pipe fitting, and welding Monthly Report For March 2025 Total gallons of water pumped 9.788,000 Daily Average. 313,000 Gallons Million Gallons of Wastewater Treated 3.709,291 Daily Average . 119,654 Water Department: Well # 1 Total Gallon Temporary out of service, but it now working. Well # 3 Total Gallons all ok no problems to report. Well # 4 Total Gallons Out of service due to electrical. Well # 5 Total Galtons Temporary out of service, but it now working. Well # 7 Total Gallons Oki in service. Well # 8 is still out of service due to Electrical supply issues from the Power Company. Sent in Raw water well samples to UGRA to comply with the TCEQ November 24 positive Result sample. This has been completed. Completed the Fire Hydrant flush month Log. Work orders were completed due to water meters and water leaks. Submitted the Wastewater February NETDMR report to TÇEQ. Installed a 2 inch water meter at the Texas Highway department on HWY 29. Delivered non-working chlorinators to Chlorinator Maintenance in Pasadena Texas for repair call Charles at 713-472-1201. Chlorinator maintenance fixed two chlorinators and will ship them by UPS. Sent off 14 water meters to RG3, this makes a total of 46 since January 5. Backfilled the water line on Hwy 29 on the State right away with Pete's help. Fixed a2 inch water line leak on mesquite street. Turned on the water for 614 Spring Street. HMO Building: Back washed the water system filters. Preformed the TWQB required samples daily. Adjusted the Tonka Zorb feed rate as needed. Fixed a chemical leak on the Tonka Absorb supply line. Swimming Pool: Unclogged the pool filters, a lot of stuff was in them due that high winds on 3-4-. Checked the swimming pool daily and cleaned the floating leaves and unclogged the leaves from the filters. Checked for water leaks Preformed a complete pool cleaning today 3/25/25. Cleaned out the grass on the outer edge of the swimming pool. To prepare it with landscape materials. Preformed landscaping around the pool. Wastewater Department: Calibrated the Chlorine test kit meter. Calibrated the Dissolved Oxygen Meter Calibrated the pH meter. Took additional samples to the UGRA lab to bring down the E-Coli reportable level. Installed non-potable water signs around the wastewater ponds, a TCEQ requirement Worked on the aerator on the #2 Pond at the wastewater Plant it needs additional work. Found a Basketball and a log in the manhole by Pecan Street. We had a TCEQ inspection on March 10 th. Sent a letter to TCEQ about the bolted down manhole on Pecan street. Sent a letter to TCEQ about the pH reading during the TCEQ inspection on March 10h, when a pH reading of 9.02 reading was recorded. Installed one vent at the dog pound additional work is still needed. Checked for sewer stoppage at 325 Comanche, and it turned out to be the customers problem. Rerouted the flow from Pond #1 to drain for sludge removal. City of Mason Landfill Monthly Report March 2025 3/3/25-Daily routes, worked pit, picked up trash, worked on dumpsters, Kyle went to get DOT physical 3/4/25- Daily routes, worked pit, had a Staff meeting, picked up the hills, pushed up piles 3/5/25- Daily routes, worked pit, picked up Kubota ATV to pick up trash, moved dirt to trash and stockpile, Jeremiah went to do written CDL test 3/6/25- Daily routes, worked pit, picked up trash, dumped roll off, removed t-posts from around pit, 3/7/35- Daily routes, worked pit, covered trash, welded chains on a dumpster, Jeremiah went to retest CDL written test, cleaned and washed equipment and trash trucks, dumped roll off. 3/10/25- Daily routes, picked up trash, worked pit, filled up spray machine and sprayed trash. 3/11/25- Daily routes, delivered a can and removed a dumpster from a business then took that dumpster to track field, worked pit, dumped roll offs, picked up trash, worked pit and sprayed trash. 3/12/25- Daily routes, worked on dumpsters, worked pit, moved dirt, looked at possible location for roll off delivery, sprayed trash, 3/13/25- Daily routes, delivered roll off, worked pit, picked up trash, sprayed trash, and emptied out spray trailer, pushed up piles. 3/14/25- Daily routes, worked pit, covered trash, cleaned spray trailer, picked up trash, dumped roll offs 3/17/25- Daily routes, worked pit, dumped roll offs, pushed up piles, dumped roll off from in town, 3/18/25- Daily routes, dumped and redelivered 1010 Old mill creek roll off twice, worked pit, picked up trash 3/19/25- Daily routes, worked pit, moved dirt, fueled trucks and equipment. 3/20/25- Daily routes, worked pit, dumped roll off and redelivered to 1010 old mill creek rd. delivered a large can, worked on dumpster, pushed up piles, loaded a person with mulch, picked up trash, picked up and redelivered roll off at clinic, greased and washed trucks 3/21/25- Daily routes, worked pit, washed remainder of vehicles, dumped roll offs, straighten marker signs, covered trash, picked up trash. 3/24/25- Daily routes, worked pit, picked up trash, dumped roll offs, got more bags 3/25/25- Daily routes, worked pit, picked up trash, pretripped vehicles and equipment, dozer up and running, pushed piles for intermediate cover 3/26/25- Daily routes, worked pit, pre trips, emptied habitats dumpster, replaced air filters on equipment, moved dirt, picked up trash. 3/27/25- Daily routes, pre trips, worked pit, Kyle CDL written test, picked up trash, moved rocks out of pit. 3/28/25- Daily routes, pre trips, worked pit/covered trash, dumped roll offs, prepped for Saturday, welded a dumpster up, picked up trash, removed metal from pit 3/29/25- Scale house and pit (Saturday) 3/31/25- Daily routes, pre trips, roll offs, pushed up piles, filled spray truck, emptied habitats dumpster, worked pit, sprayed at end of the day, picked up trash along road to pit. City Landfill Activity during the month of March 2025 Total Amount of scaled loads ecluding City's trucks Total Scaled loads: 538 Breakdown of scaled loads Mason County Residents: 292 City of Mason Residents : 246 Total amount of tonneage ( city's refuse trucks; Compacted) Tonnage: 145 Total ammount of tonnage scaled loads Tonnage: 237 Revenue Cash Received: $6,395.40 Check Received: $3,979.50 Charges: $3,448.40 Credit Cards: $13,075.29 Total: $26,898.59 City Of Mason Monthly Report Streets/Parks Department March 2025 Streets: Assist Rhett at Community Blg repairs. Sweep Rainey st and Old Mill intersection as well where Water Department did a sewer line. Changed Door Codes to Eckert center and Community Blg. Cleaned up dirt piles where Water Department did a repair at Eckert field. Meter Read. Cleaned up Substation grounds after very high winds scattered tin and other items. Moved Skidsteert to Community Blg to unload large kitchen appliances that will be shipped. Repaired a damaged Stop sign and Pole that was run over by unknown @ Pecan/ 87. Replaced Case Backhoe teeth that were worn. Repaired washouts on lower Spruce st. Added 4 loads asphalt regrind and graded in Material and then compacted with Loader. Also sealed some areas with premix. Patched a sewer tap on Rainey st by Julio Ramon property. Repaired a Culvert washout on Lincoln st ditchway. Covered water line repair on 29 East (TxDot Line) and compacted dirt. Potholes repaired - Pecan st ( at Creekway) > Hoffman st, Lincoln st, Orange st, Comanche st, Meadowlark, Spring st, Millard, Loving, Ave B. Magnolia st creekway- Cut several large dead trees that fell into path of creek and hauled Off to Landfill. Assist at Recycle when Ray Duarte was on vacation. Case Backhoe- Greased all fittings * washed and cleaned unit. Street Sweeper- Greased all fittings, washed and cleaned unit. Striping Project around Townsquare- Painted Striping at STOP signs to warn traffic. Completed 8 Work Orders for the Month. Hauled more regrind to Recycle yard for Street Stockpile use. 5 Loads. Streets Continued 3/25/25 Sweep Waxwing street and remove all loose dirt, gravel and then patch area where Water Department did a tap across road. Equipment used for repairs- Sweeper unit, F450 Flatbed, Shovels, Aggregate and safety Cones. Materials used- Y2 yard of Cold Mix. Asphalt- ($ 55) Est. 3 workers, 2 % hours for repair. Cleaned ditchway of Chunks of asphalt where Water Department did water tap. Hauled Debri to Landfill on Flatbed. Equipment used- Flatbed and shovels 3 workers, 30 minute repair. East Comanche Street- Major washout at this end of road surface Set Safety Cones for Work. Zone. Swept that entire section of road to be worked on. Added Regrind material as a base filler And graded material on road surface to level washouts on road and also filled holes on Ditchway and compacted all regrind with Flatbed pickup. Equipment used- Street Sweeper, Landfill Dumptruck, Case Loader, Shovels and Aggregate rakes. 3 workers, 2% hour repair Regrind Material - Free) Rainey street water tap- Set Safety Cones at' Work Zone. Swept area off all loose dirt, Added granite gravel as a base, then compacted gravel. Added Cold Mix Asphalt to seal entire tap and compacted. Equipment used- F450 Flatbed, Sweeper Unit, Aggregate rakes, Hand Blower, Shovels. Materials used- % yard granite gravel ($10) 3 Cold Mix. Asphalt 1 yard $110) Est. 3 workers, 1 1 hour repair Pothholes repaired @ College/ Post Oak intersection- Set Safety Cones out for Work Zone. Cleaned out all potholes with Blower, Filled areas with Cold mix, Compacted Cold mix, Swept areas where dirt and debri were left on pavement and hauled off to Landfill Equipment used- F450 Flatbed, Aggregate rakes, Push Brooms, Hand Blower. Materials used- % yard Cold Mix Asphalt $75) Est 3 Workers, 30 minute repair Street shop project- removed damaged tin from shop roof due to High Winds. Also picked up other items that were scattered on lawn from High winds. One Ladder used, 3 workers -12 hour repair. Landfill Grader- Greased unit, checked all fluids and fueled up then took Grader to City Park to for next day road repairs to be done. 3-26-25 Town square Clean up- Clean leaves, debri from under all aluminum steps and parking curbs around Town . sweep areas as well and haul off trash/dirt. Equipment used- F450 Flatbed, Hand Blower, Push brooms, shovels. Trashbags. 31 workers- 2 hours Backhoe repair project- Showed the Crew how to Remove and install old Backhoe teeth (4 ) and cleaned metal surfaces before installing new Backhoe teeth. Tools used- Hammer, Steel pin, wire brush, Channel Locks. 3v workers - 30 minutes Park Road Project- Check fluids on Landfill Dumptruck, Case Loader and F450 Flatbed. Load Regrind from City Stockpile and haul to Road by Campsite area. Spread regrind with Loader, Grade material onto road surface and rake Large chunks of regrind off to roadside and Compact material with Loader. Haul off all large chunks on Flatbed not to be used. Equipment used- Case Loader, Landfill Dumptruck, Landfill Grader, F450 Flatbed Aggregate Rakes, Shovels. 3Workers, 6.5 hours : Regrind Free Material) 3-27-25 Street Shop Cleanup Project Organized inside of Shop, Hauled off junk, Dry paint cans, Swept shop and Organized Street Signs on shelves. Checked all Road Safety Banners and stands For wear and damage. Equipment used- Push Brooms, shovels, and F450 Flatbed. 31 Workers, 2 hours Park Road Project Continued: Added final pass of Regrind material to Road by Campsire and Graded in. Compacted material with Grader and filled in any low spots. Equipment used- Case Loader, Landfill Dumptruck, F450 Flatbed, Landfill Grader, Shovels, and Aggregate rakes. Materials used- Regrind (Free material) 31 Workers -3.5 hours Mesquite st Water tap project: Swept surface of road around Tap, added granite gravel as a base filler and compacted. Added Cold Mix Asphalt to seal surface and compacted, Raked up all left over chunks of broken asphalt and dirt that was left in the ditchway after Water Dept finished Tap. Hauled off to Landfill. 3 workers- 45 minutes Equipment used- F450 Flatbed, Aggregate rakes, shovels, Hand Blower and push brooms. Materials used-1/2 yard granite gravel ($10),% yard Cold Mix. Asphalt ( $50). Post HilV Spruce Pothole project: Blew off road surface to be repaired around all potholes and edges of road where erosion occurred. Loaded regrind material on Flatebed and used as a base filler on edges. Compacted these areas of fill and then sealed with Cold Mix Asphalt and compacted. Hauled off all broken old asphalt/ dirt to Landfill. Equipment used- F450 Flatbed, Aggregate rakes s shovels, Hand Blower. 3 workers - 1 %2 hours Materials used- Regrind (Free) ), 1 yard Cold Mix Asphalt ( $110) F450 Flatbed repair: Took F450 Flatbed to City Mechanic so he could work on A/C Blower moter and core. Crew worked on servicing our Chainsaws, and Hand Blower while we waited on repairs and also swept Mechanic Shop as well. 31 workers - 1 hour Pushbrooms used to sweep shop. Air Compressor used to clean Chainsaws. Hand Blower. Community Building Makeover project: Assisted Rhet with Kitchen upgrades, hauled off cardboard and pallets from Appliances and cabinets that were delivered and swept floors around kitchen. 31 workers- 1 hour Regrind mill Project: Sifted some regrind from Stockpile at Recycle Yard for future projects 4 loads total regrind sifted. 3 workers- 1 hour Equipment used- Case Loader, Aggregate rakes, and sifter unit. 3-31-25 Chevron Asphalt tie in project: Service Case Loader and Flatbed. Set up Work Zone for this project. Raked out all broken Asphalt at edges of Chevron concrete slab that ties onto City Road. Shoveled dirt and other debri onto Case Loader and swept surface to be repaired. Added Regrind material into deep edges , compacted material with Flatbed. Added Cold Mix material, raked to level and compacted with Flatbed. Hauled off dirt/old Asphalt to Landfill and rinsed off flatbed. Equipment used- Case Loader, F450 Flatbed, Shovels, Aggregate rakes, Hand Blower. 3v workers-3.5 hours Materials used - Regrind base filler (1) yard Free) Cold Mix asphalt (1 yard $110) Sabine/Comanche intersection Project: Set up Work Zone. Blew off all loose dirt from edges of road to be repaired. Added Regrind on edges as base filler and compacted. Added Cold mix asphalt to seal all areas and compacted. Picked up all old broken asphalt/ dirt and hauled off to Landfill. Equipment used- F450 Flatbed, Shovels, Aggregate rakes, Hand Blower and Push brooms. 3 workers- 1.5 hours Materials used- Regrind (2y yards, Free), Cold Mix Asphalt (1 yard-$110) Community Blg project: Assisted Rhet with organizing appliances, supplies and cabinets on main floor to sweep and mop: floors. Also added another coat of Tile glue remover in Womens Bath floor and scraped up old tile glue. 3 workers, 4.5 hours Tile glue remover was ourchased previously by Rhet. Hand scrapers, push brooms and shovels were used to pick up old materials. Parks Department: Weekly- Raudel has also assisted at Community Building Project most days. Picked up any fallen tree limbs/twigs at City Park grounds, Ramon Park and Joe Martinez Park. Emptied Trash Barrels at all Parks. Blew off City Park picnic table slabs and Pavilion Weekly. Prepared Park Pavilion and Eckert Center for weekly rentals. Picked up trash at City Park grounds. Meter Read as well. Pattie Allen From: Ashley Scantlin Sent: Monday, April 7, 2025 11:34 AM To: Pattie Allen; Johnny Castillo; Amanda Hill Subject: March 2025 Follow Up Flag: Follow up Flag Status: Flagged City of Mason Animal Control Monthly Report March 2025 License Issued - New tags - 1 Renewal - 2 Total # of tags issued since inception 2663 Dogs Dogs picked up and taken to pound - 4 Dogs surrendered by owner - 0 Dogs surrendered by non - owner - 0 Dogs dumped at pound - 0 Dogs adopted from the City - 0 Dogs rescued by Second Chance - 0 Dogs rescued by Ole Yellow - 0 Dogs rescued by Buddy's - 0 Dogs rescued by Other Rescues - 1 Dogs redeemed by owners - 3 Dogs that died at shelter - 0 Dogs euthanized - 0 Dogs picked up that were microchipped - 0 Dogs picked up and not taken to pound (returned)-4 Cats Cats picked up and taken to pound - 2 Cats surrendered by owner - 0 Cats dumped at pound - 0 Cats surrendered by non = owner - 0 Cats adopted from the City -0 Cats rescued by Second Chance - 0 Cats rescued by Ole Yellow - 0 Cats rescued by Buddy's - 0 Cats rescued by Other Rescues - 0 Cats redeemed by owner - 0 Cats died at shelter - 0 Cats euthanized - 2 Cats at pound that are microchipped - 0 1 Cats given away for barn cats to county residents - 6 Bites/Quarantine Dogs Home Quarantine 11 Shelter Quarantine 0 Euthanized & tested for rabies - 0 2. Location Positive/Negative: 3. Location Positive/Negative Cats Home Quarantine 0 Shelter Quarantine 0 Euthanized & tested for rabies 0 1. Location 2. Location Positive/Negative 3. Location Positive/Negative Other Animals Tested for Rabies 1 Skunk- Positive Citations & Warnings Verbal Warnings - 6 Doorknocker Warnings - 0 Tickets - 2 Traps Set Feral Cats - 8 Non Feral Cats - 0 Other Animals - 4 Dead Animal Pick Up Run over - 28 Shot by Sheriff's Dept. = 5 Other - 7 Number of Animals at Pound at Month's End Dogs - 0 Cats - 2 Other animals picked up 2 2 Monthly Report March 2025 The month of March seemed to fly by. was able to issue 24 permits this month. Thirteen of the permits issued were Roofing permits. Most of those were for the buildings out at silver leaf. issued four electric permits, three plumbing permits, one zoning permit, and one sign permit. All permits issued totaled $2,236.00 in total receipts. There are currently four new houses being built in the City of Mason. One of the houses should be finished real soon. The Habitat house is just has finish up the interior, and the other two houses are just beginning. We have had a lot of new construction this year and it does not seem to be slowing down. I was only able to open one code enforcement case this month. It involved a wrecked vehicle that was parked in the right of way, blocking the neighbor's view while backing out of their driveway. I was promised by the owner that it would be moved soon. Ifi it is not moved in the next couple of days, - will have the Sherif red tag it and remove it. Most of the month of March was taken up with the remodel of the kitchen at the community building. I have been working hard with Rhett and Raudel trying to get it done as soon as possible. have really enjoyed the work though my body has been sore in places I didn't know I had muscles. lhave been doing a lot of sheetrock work which I do not have a lot of experience with, but it has been fun learning a new skill. have to say I am not that bad, though Rhett may disagree. 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