City Council - Regular Meeting

Look at that. Good afternoon. We are live on Monday, January 12th, 2026 and we will call to order our workshop session. First order up discussion regarding future meeting with Captain Water Supply Corporation. Good evening, Mayor Council. You can hear now. Good evening, mayor and council. Uh this is uh slated from the last meeting, the last council meeting. We discussed having a joint session with K Water Supply uh and Lancasta City Council for the contract obligations. Um after discussing this with Kitner, their next available date to meet is actually going to be January 26th. So we're hoping to tie this off with the council meeting on the same day if that's okay with you.

Okay, questions. Any questions? That sounds good. All right. Thank you. Thank you. I do want to point out I think at the last meeting we had discussed having a a joint meeting with the EDC on that same date, but mayor I've discussed it with you. You know, really the council wants to meet with EDC to talk about long-term goals and vision for EDC. We have so many new board members that are still setting their priorities and goals. So, right now we've got seven board members with four different goals each. So, um, we're going to work on unifying those goals before we have a joint meeting with council so that it's a little more strategic and set up.

Okay. All right. With that, we will move to item number three, discussion and presentation of annual racial profiling report. Mayor council, good evening. As our summary statement indicates in our agenda item, the police department is required to collect very detailed data on all of our traffic stops. We present a racial profiling report to the state and then present it to the council before March 1st of every year. And of course, we do that. We call it the letter of the law. It's really become more of a racial profiling report to a very detailed traffic stop for anything from day to city to county road that passes through to uh any gender uh any age, any amount. Uh, do we make arrest? Do we get a warning? Did we get a ticket? Did we search a car? Did we find anything? Lots and lots of numbers. But we've completed our due diligence and I think uh our officers and our records work does a great job. We had 3,658 traffic stops last year. Specifically on racial profiling, we had zero complaints. Uh, I looked at our numbers and they're fairly consistent with the years past all across the board. Kelly checks these daily, literally on traffic stops, monthly her monthly report, and then runs her annual as she's done a few days ago, which we're presenting to you tonight. Patrol Lieutenant Chuck McGomery again, right on top of it on a regular basis. Uh I see no issues. Uh if anybody has any questions tonight or in the future, we're always open-minded for discussions, but we try to do the best to spread the love as much as we can amongst everybody in a fair manner as it's intended to be. And I think these are in line with what we're always doing here. Any questions, Chief?

Chief, you mentioned that this is in line with past years. I'm just total curiosity, 3,68. Is that a normal for a typical year? Is that our total is down about 300 from last year? Uh I can only guess, but we had several people in police academy last year. Uh I'm proud to say that next week we'll have all of those cadets. one has one more week in field training and when she's out next week on our own, we'll have a full staff patrol division and so will the numbers go up next year. Uh we hope they don't go up drastically because I think we do a pretty good job of not doing more than we should but doing enough but they should go up a little bit because we'll be fully staffed because we have three in training. They're all out one next week fully staff.

So you would say just be about an average year I think so. Yes, sir. Yeah, that's good. I think it speaks good to humanity. I have a question. Yes, ma'am. This is traffic stops, you said. Yes, ma'am. So, other crime and uh arrests and that sort of thing is not traffic.

It is in detail. Uh a record completes a very detailed end of the month report every month. And then a yearly report of all of our statistics. Uh everything from how many miles each car has driven to uh how many warnings each officer issued to how many calls for service to how many reports. I can keep going. Uh there was a time when each month that report was included in the packet, but going back four or five years ago, for whatever reason, amongst council managers decided it was a lot and so they quit printing that monthly report and putting it in the packet. But we certainly have that. We do that. Kelly is very proud of it. She does a great job and at any point if anybody's interested in seeing that by all means public information, but if not, we can get that to you as soon as you see.

Thank you. Appreciate that. But it's completely separate though. Our traffic is part of that. That is not this racial profile. This is exactly like the state of Texas tells us. Do your raw numbers compare to percentages of populations of the different races? I'm sorry, ma'am. Do do your raw numbers compare to percentage of population by race?

Well, this gets very confusing very fast. I over the years lots of people in classes listen. Um it that's difficult for me to say because I could I could say okay let's look at the demographics of the city. How many Anglo males are here? How many Asian females are in the city and say based on their driver's license and their address listed because I guess that's as close as we could you know start with and we could go down the list of genders and uh specific uh as far as you know races and say okay let's compare that to traffic stops. But you think of us as Lasses, you know, we're not apples to apples to anybody. We've got three state highways, two north and south, one east and west. We're next to Fort Hood, a very diverse community that's getting closer every day. Uh we've got a business down here that employs a lot of people from the east that sometimes they're running 24/7, you know, and we could keep going. Do you see what I mean? And you compare that to another town. So, uh another city might not even be close with people like ours as far as the traffic and who might come and go through there. is not really one of those residences. So, it's hard to compare apples to apples to any city. But I think you can look at the raw numbers and just say, does anything look like it's out of the way? To be honest, that's really, you know, the most that we can do. And you can, that's why we're presenting it for you and anybody in the public to look at to say, hey, gee, did you what about this? That looks a little different. Let's talk about it. And again, we're open for any recommendations or suggestions, double checks.

Thank you. Yes, ma'am. Chief, thank you. Thank you very much.

Item number four, discussion regarding appendix A schedule changes for the hostess house contracts.

Good evening, mayor and council. The hostess house is nearing completion. We are hopefully totally done with it by the end of January. So, we need to revisit our fee schedule, see kind of what needs to change there. We did pretty much get rid of every old fee that we had, revised the fee schedule, and in uh we included a cleaning fee with a fee that's existing. If you charge it separately, you tend to have people who don't clean up themselves. So, we incorporated it with what's there. Uh we are kind of running into some confusion whether we can rent both floors at the same time. You potentially run into some vandalism issues and not knowing which party is responsible for it. H you run into issues of somebody downstairs rents it for a memorial service and someone upstairs has a birthday party. Um, these are kind of some issues we have seen in the past, but obviously it's been a while since we've visited this. Open for suggestions, comments, questions.

I don't like the idea of renting both floors at the same time to two separate parties. You do not or do No, I do not. I think we get into the confusion of who's in charge of what and like you said, you have a birthday party downstairs and bereavement See, I just you could run into issues. See, I disagree because during spring home, it's rented a lot. You've got so many different class, you know, people looking for class um reunions.

Thank you. Reunions. I was having a class reunions and where you could have the two courts independent. Um I do think that um

I don't disagree with that. I don't care that especially, you know, when you're talking about class reunions and stuff like that, I think it's prudent to think about who's renting and for what, you know, I mean, if we're doing a celebration of life for my mother on the first floor and then they're having a big ass beer party, excuse my French, on the second floor, I just don't feel like that's the right. And I feel like we should be able to rent it, we should be able to rent both floors out. But if somebody comes in to rent the bottom floor then and someone comes in to rent the top floor, then you should be able to say, "Well, the bottom floor is rented at that time for this event or the top floor is rented at this time for this event." And then the people renting it would be able to make that decision. You know, whoever's there first would be able to make that decision. Oh, well, yeah, I want that to happen. I do also think it's worth noting the elevator only access from the first floor is to go I mean there is an entrance between the bathrooms but there is a bridal suite on right there once you get to the opening. So you know if someone rents it for a wedding and we rent for the top floor for something else then they're going through everybody else's belongings or potential party guests to go upstairs.

They're not really going through the party guests. are going through this back hallway to the air to the elevator with those that need the elevator. But there's no I understand that there's no way to lock out the bridal suite if once you know once you are dressed and ready to go, you leave all your things in the bridal suite and you go out and you're partying. There's not really anyone in there that's monitoring that. Well, that there's never anybody in there monitoring it whether there's other people going in or not. Correct. question. Are both floors of bathrooms uh handicap accessible?

I did confirm today there are some handicap bathroom handicap stalls in the first floor bathrooms, second floor or our ADA bathrooms, but I did confirm with our ADA inspector that it won't matter if we do individual floors. We can we can allow that. Another question on the schedule. Um, nonprofits. I know quite a few smaller groups that are church groups or to different things gatherings. Is there a provision of for nonprofit groups?

This was a discussion that we've been staff's been having. We will add an addition. There's not an action item for this tonight. We will add an addition for 501c3s. Um, there was one on a previous fee schedule. We just didn't copy it over. So, we will have one for that. And something like a baby shower, a wedding shower, depend your current the schedule.

We do have it split not by event unless it's a wedding. It's 4 hours, 8 hours, or full weekend is kind of how it's split up. The issue that we run into with cleaning is our current uh staff members that clean are giving up their lives really. I mean, they're giving up all of their weekends. If we have someone that rents it Friday night, Saturday night, and Sunday night or Sunday, then they're having to go in Friday night, make sure everything's cleaned up, perfect, ready to go, so that whoever rented it Saturday can come in. Then we've rented it Saturday, and now they're having to come back Saturday night and have same cleaning available for Sunday. So, we did go out for some quotes for cleaning. They range from $650 to $1,900. So, we took cleaning off. Is that what you're saying?

We did include a cleaning fee in just the base price for rental. Um, I mean, it's low. It's $50 per per rental. Um, but we're not going to recuperate our funds at the rates that we have if we're having to go out for those additional fees as well. What I've found in past experience is if you charge the cleaning fee separate, um there's a an automatic mindset, oh, I don't really have to clean up after myself because I'm already paying them to do it. So, if you build some of that in to your base rental rate, you run into that less frequently. Yeah, I get it.

To help kind of cover ourselves as well, we do have the rental agreement in your packet. Um we are hoping to kind of lay out exactly what's expected if you rent. So, You take the trash to the dumpster that's right outside. You wipe the counters down. You know, very basic things. I'm not asking them to clean toilets. Um, but I am hopeful that if we do end up having to have someone come in on a Friday night, so it's available Saturday. They're not spending hours cleaning it. It's some very basic um maintenance items. Like on a BBL where you just have a list of what here's what you're responsible for.

It would be similar to that. And in all honesty, the cleaning rates I received were based on preparing for Airbnbs and VRBOs. Um, but they go based off of square footage, which is for the hostess house almost 7,000. So they're not cleaning all 7,000 square feet. So you get kind of a a rough cleaning estimate. If we're just asking them to do basic things, then they go off of the full square footage. Sounds like to me we kind of need to take a common sense approach. You know, if you've got a got to wait in there. You probably know how to rent, you know, I don't know as far as staff because you're you're going to be responsible for that.

No, it will be our parks department. I get both the arguments that we had down here, but I I kind of feel like if we do open it up to both floors that it's going to incentivize group A of running both to keep somebody else from renting the second floor. I think it helps generate a little more income just so that person or group won't have other people running with them. And if we did have and if we are going to rent the floors individually, would it be 150 per floor for 4 hours or would it be I I would suggest if you're going to try to incentivize someone to rent the second floor that you offer a discount for the second floor that's being rented.

I I agree. That's likely half price for the second. You also run into an occupancy situation. Uh, currently it's 117 downstairs and 128 upstairs for a total of 245 for the entire building. So if they're renting one floor, we I mean either way we pretty much have to put a cap at 100 people. We can have no more than 100. You rent the entire building and then we're kind of capping 200 somewhere around there because additional people are going to show up. You have caterers, things like that. Um, so I mean I do think you have to look at it also in an occupancy load. If you have someone rent wanting to rent only one floor but they have 200 people there fighting can't do that right the occupancy

right and then is that in the rental agreement it's not in the rental agreement that's in this packet yet but it will be included where did y'all come up with these figures did we get comps from other places the benchmark cities that were used were Marble Falls and Copper Cove Gatesville groundwood early condo and The uh rental agreement in the packet came from Burnett and we modified it to kind of meet what we're striving for. What do they register? They do have a similar square footage. Yes. With a similar

I believe they have two event centers if I'm not mistaken. They have two event centers. One's a smaller meeting area which is one big open and the other one's multiple rooms. So now we do have provisions in the document regarding cleaning and deposit. So there is an option you didn't touch anything. And then what about like the kitchen? Would that go with the second floor? Excuse me. Would that go with the first floor or would that be independent? It would be the first floor like logistically it's very difficult to separate that second floor.

I didn't know if the kitchen was going to be like you are use that would be if they're not touching the kitchen. I mean there is a pass through window from the kitchen to the first floor. So, even if they're not using it, there's no way to guarantee that they're not using it. If some form of vandalism happens on the outside of the building and you have someone on the second floor that's rented it and someone on the first floor, there's no way to guarantee who did it. As of right now, we do not have video cameras that face the hostess house. It's in the works. We've been talking to it about it, but I mean, as of right now, there's no way for us to guarantee that we can trust the people that are renting it.

We're putting video cameras everywhere else. I think that's something we definitely need to look. It is definitely in the works with it. And what's the amount of cleaning that y'all included in the base price? $50 per line. Yep. I just think maybe it's just me, but I think some of these rates are set too low. I think that was going to be the next question, like how do you feel about these benchmark items as we're pushing this forward? Do you think there's room to move up on these rental fees?

Well, I'm just trying to remember um Ashley and I got married in 2010 and we used one of those places in Bernard and I thought it was $7,000. Yeah, but have you been in there yet? It's not it's not an event. I mean, it's nice, but I wouldn't pay to an event. I thought it was pretty nice. If you're just recently, like with the new fixes, if you're getting married there, most of most of the reason you're getting married there is for the historic value or you're from here or you just have ties to it. Most people aren't, it sounds bad, most people aren't going there for the looks. are going for

the experience, the nostalgia and the affordability. So, I think that I think the rates are good. As much money as we spend on this thing, I think we can generate a little more income off of it. Yeah. $50 for cleaning, I don't think it's going to be near enough. I agree on cleaning more than that. The other option on um question I have is a facility rental application the alcohol property there will be police presence if there's a alcohol. Is that correct?

Correct. That is a city ordinance. I did make a revision after the packet went out. It does say that we may require police officers to be there and then a little further down it says you will. So I changed the main to if you have recommendations for the fees. Do you have a specific amount you're wanting us to look at? Would you prefer that we have a special special session to discuss this? need a little bit of direction so I can bring it back for

just curious the alcohol use deposit refundable what's refundable if there's no damage to the facility when when you introduce alcohol into an event there may be a higher likelihood I just didn't understand what was refundable reading through this it looks like the only thing that's refundable are the deposits if the building intact and everything's been picked up and all that stuff and in the past the cleaning fee was refundable as well. So that's an option if you'd like to look at that. But either way, we are having someone go in and clean after everything.

What is your thought process about when we're up for rentals? The goal would be that by next meeting we can adopt a fee schedule and looking at a February opening. So Eric, I had a question. So like what you're saying like what about like if you're looking at the the hourly stuff, do you don't think that that's too high, do you? I mean too low, but you're talking about like if you're going to rent it for like the whole wedding, for the whole I I think it's all too low. See, cuz I don't think See, I wish that there was that you could do like a twohour window instead of a 4 hour window.

I don't think a two-hour window would be enough for because it would set up and break down time. You need you had a 2 hour event, you need an hour, 4 hour after.

But if you had and then are you going to have people in the morning, 4 hours in the morning, a 4 hour in the afternoon, that's what $300, but if you were to rent it all day for the eight hours, it's also $300. Oh, those are days.

Another way that maybe generally too is like on your weekend rate. You have Friday at noon to Sunday afternoon at noon. Extend those periods. Give an optional period. Hey, you can Friday at 8 for an extra extra fee if you need extra time set up or want that all the way back to Sunday at 8 for an extra fee if you need more time cleaning up. just a little bit of option. They can pay for the option, but it's just a little bit. All we did with the 4 hour and 8 hour time fees is we doubled the 4 hours. There was not significant thought that was put into it.

I don't know. Maybe we can have like a workshop talk about these like a special session. Yeah, I'm not that smart. Could you bring in Could you bring in the break for cleaning? We we have the benchmark number so we can So at the next meeting have in between to have a discussion. Sure.

Either that or we can maybe do a benchmark at the next workshop so that that way everybody can see you know where they came up with the numbers because I think not knowing instead of us just like grasping the straws and saying oh these look good without having the knowledge of where these numbers came from. I can go ahead and send those to you tomorrow. Um just so we're progressing and adopting this fe schedule for February the weekend Friday at noon to Sunday afternoon. Are we cleaning between? No, that's they rented it. They're cleaning.

Essentially what you're looking at with that is away. Someone wants to come set up the night before and clean up the next day. Typically what you're going to get with those types of Where do you see that one, Charlie? That's the very first one for $1,000. Because like that one there if you're shut for $1,000 if they're having it for Friday, Saturday, Sunday. It's closed for the weekend.

It's closed for the weekend. And you were $400 for one day and four. So 800 for the two days. And you're still closing it for half a day Friday. That one does seem as low. Yeah, because I mean $800 $200 for the whole I think that be $1,500 $2,000 just for it. I think that $1,000 would you like it to be around just math? I think I think $2,000

from Friday to Sunday. I was looking at the $800 birthday wedding rental. So, I was kind of looking at 2400, but I don't think that's I don't think $2,000 was out of the question. I know when we brought in we had a hard time. Is that the only thing you're asking to change? I would like to see.

We'll get those benchmark numbers to you tomorrow. If you can send me some some sort of an idea, I'll throw something together. Yeah, if we include pool rental and whole nine yards. That would be quite different. We'd have to staff life. I know it get super complicated. Any other questions?

Thank you. Discussion regarding any items on the regular session for January 12th, 2026. There is none discussion regarding any items including on regular session for January 12th, 2026 for consideration on future agendas. No action can be taken by council. Anything on that? And there is none. And we got a motion to adjourn workshop. So move second. All in favor?

All rise. Let us pray. Dear heavenly father, we couldn't be more grateful to you in this great community tonight here with the city of Manasses and citizens and representatives. We ask that you be with us. Let us have some good discussion, make some good decisions, better veteran the entire community. We ask that you specifically be with our community to East Copper Co and the loss of a police officer this last weekend in a horrific incident. Please be with that young man's family. Be with the citizens and be with Cops Co Police Department. We ask that you be with us. Watch over us from our sins. Watch over the safety. Forgive us our sins. And as always in Jesus name, amen.

Amen. for the pledges to the flag of the United States of America and to the republic for it stands one nation under God indivisible with liberty and justice for alliance and indivisible presentations and proclamations. It's just a very simple thank you from staff to the mayor and council for everything you guys do for the city annually. We present you all with a silver dollar. So please take this expression of our gratitude and appreciation for all you do.

Thank you. I know silver way for our our retirement. So thank Public hearing citizens comment. Uh any citizen who desires to address the city council on a matter not included on the agenda may do so at this time uh for possible posting and discussion. Uh I council on future agenda on it presented under this item. Uh and there is none on that. Um 1.2 to any citizen who desires to address the city council on a matter of that is included on the agenda may be so at this time and we don't have anybody on that consent agenda discussion and possible actions regarding the approval of minutes of regular meetings held on December the 15th 2025 discussion and possible actions regarding the second reading and ordinance amended the adopted budget for the municipal Government of the city of Lan Passes for the fiscal year of October 1st, 2025 to September the 30th, 2026. Discussion and possible action regarding the purpose and charges in excess of $4,000 from December the 1st through 2025 through December the 31st, 2025. Move approve this.

Second. That's me.

You're sitting on the key. city manager's operational report. Oh, I'm sorry. I need get a motion. We already did that. All right. On my head somewhere else. I have a motion and a second. Okay. Now, we need a motion. All right. All in favor? Thank you.

Hey, mayor and council. Just a couple of items this evening. Um, excited to announce that Mike Harry has been promoted to the electrical superintendent. John has been promoted to electric crew supervisor. We have hired two new linemen in the electric department. And um just of note, Kyle Harrison has passed his testing for a Princess 3 and is now a Princess 4. So we have we were um really super concerned when Wayne left. He left some really big shoes to fill, but we've got a full electric department. We're really excited about that. We've got some great personnel there. So very happy about that. As y'all are aware, there was a water line break of contractor on Buster water line between Keer and Coppers Cove. Um Van and Stephen may have a little bit more of an update on that, but there is a welder on site. They've been excavating the site. Um if all goes well, that will be repaired late this evening. Um if not, we'll obviously keep you guys updated on that. We did enact stage five water restrictions. It's the the main is patched. They should be turning the water on any month now.

Even better.

So, we'll we'll let the public know when those restrictions are lifted. Um staff and Mr. Jones had a meeting with Apple last week on the 90% design for the pre-treatment facility at the AMO site. They're they've been very receptive to staff feedback when we feel like there can be improvements in the plans. Jason and his team are right on top of that. So, they are proceeding. They appear to be on schedule right now. Unless I'm It's all going as good as it can be. So, we're grateful for design team working with us on that. On the finance end, auditors will be on site over the next several weeks to start on the FY25 audit. So, we're getting all of those things rolling, working on kicking out W2s and 1099s for SAP contractors. Um, you guys are probably aware that we updated the format of our utility billing from the postcard to a full page mailer. It's um 8 and 1 half by 11 full sheet of paper. We got we had money budgeted to replace the little dot printer, the ancient technology that we were using and the burster, which is a special machine that um perforates the postcards. And then we would spend significant staff time manually tearing those postcards apart and processing them to get them out of the mail. We did purchase an envelope stuffing machine which is being utilized citywide from the funds that were budgeted to replace the printer and the burster. Um, so we are able to utilize a a current printer that city hall has been using to print all those utility bills and the envelope

suffer um to insert those bills into their envelopes and get them out for mailing. It has saved We're still working on the bugs, but it's saving a significant amount of staff time. We have three billing cycles plus late notices that go out and it's saving a significant amount of staff time pushing through all of that in addition to it. is being utilized by other staff members. So Vicki, for example, every other Friday is stuffing payroll subs into envelopes and it would take four, five, six hours at a time amongst other things that she's doing. She can now run those through the envelope server in a matter of minutes and and get them distributed. when we have water notices that we need to send out, we're going to be able to get those out much quicker than we would by having staff manually fold those letters and push them out to to the point that we had a make it part-time utility billing clerk position that we're going to be able to cut. Um we there's not going to be a need to fill that. It's freed up enough staff time for the utility building. So

is there an option on that just to have it online delivered? There is and we are looking at that. It will also help twofold. Not only would we be able to send our utility bills um digitally. We can actually send our staff pays digitally um and save a lot of trees. So uh we are looking at that. It's going to be a several thousand transition, but we are getting all that pricing to look at going into the next budget. As a citizen, I'd like to say thank you because I just got one and it's so much easier to read and understand than the last one. So, thank you for doing that.

I do guys have any questions? I have a separate question.

Um, with the holiday coming up, I get several but more questions on when we have trash picked up when there's a holiday on Monday. Could you cl Well, that's not working. So, the only holidays that Frontier are off is Thanksgiving Day, Christmas Day, and New Year's Day. Our old company was closed for several holidays. This one is only closed for those three, which means they push services from Thursday, sorry, whatever day that falls on to the next business day. Other than that, their regular schedule is normal. So that was Thanksgiving

dayc 3.2 upcoming special events and meetings.

We are closed on Monday for Martin Luther King Jr. Day. That's all I have for you. There's not a lot going on. There's a lot going on. And trash is normal. Maybe not for Charlie, but for everyone.

All right, that's good. We move to 4.1. 4.1. Okay. Uh discussion, possible action regarding approval to declare a 2005 John Deere 32 25 C lightweight fairway mower as a surplus fleet allow staff to dispose of according to the spray law.

Good evening, mayor and council. Jesse was unable to be here tonight and Stephen went home safe today. So, um they are asking for a this mower to be removed from service. Well, it was removed from service in 2019. and they're asking to uh declare it a surplus, allow us to place it on good deals and sell it so it's no longer taking up space in their shop.

It was removed due to the cutting units needing to be replaced and the cost of repairs to pursuit the cost of the vehicle. I'm going to make a motion to declare the 2005 John Deere 3225C lightweight fairway motor has surplus link and allow staff to disclose of as all in favor.

Discussion and possible action regarding the approval to the fire 2007 for both zero and mower. uh turn over as surplus weight to allow staff to dispose of according to state law. Mayor Council, this was removed from service in 2024 due to a blown head gasket and a few additional mechanical issues. Again, the cost of repair would supersede the cost that the mower is worth. Make a motion to declare 2007 M surplus and allow staff to dispose of as second.

Any questions? All in favor?

Thank you. 4.3 discussion of possible action regarding the approval of the proposed from Jones Nero and associates regarding the highway 190 and FM 580 entry point improvement project. Good evening mayor and council just to give you a brief history on this. It's been a minute. Um per city request Jones Associates developed the city of L passes upper pressure plane study that outline numerous things including 5 to 10 year capital improvement recommendations. The highway 190 FM 580 entry point improvement project is one of those capital recommendations. Um this will allow for effective missing of the mixing of the disinfectant chemical using the drinking water system. It will provide a solution to staff safety and endure uh ensure significant long-term use. This proposal from Joint Zero and Associates is just going to be task 1 A, 2A, and 2B, land easement and acquisition support, project management, and design plans and specifications. Essentially, just the preliminary engineering to get the project underway, which is what we hope to uh take care of this year.

This is what fund is this coming out of? This is going to come out of the capital expenditures uh building new grounds. I move to approve the highway 190 and FMA entry point improvement proposal and associates for the amount of $234,000. Any other questions question timeline on this

timeline on this? Um it's really going to be dependent on land acquisition which we're working on separately from John Troy. uh their firm will handle some surveying work for us. So, the land acquisition is merely going to be up to staff and council. We're currently working on it. We've been we've been in discussions um just being on granting access to one property, we haven't been able to make contact with the other as yet. As of right now, I can't say that I have the timeline once once land acquisition um has been taken care of. Jason, do you have an idea on just this part of the proposal?

Yeah, we we'll carry this through full design with this proposal land TCQ approval. And so the full design for civils about four months electrical and structural, another 3 months and TCQ approval is probably about two months. Um just a rough timeline. So once once we get the land acquired, we it's not going to stop us from putting together a design while Stephen's working on land acquisition. We're gonna keep moving and do what we can. Thank you, Jason. Any other questions? Have a motion and a second.

All in favor? discussion and possible action regarding the purchase of a transformer from Texas Electric Cooperative from SECO Tesla Supercharger in the amount of $31,860. Mayor and council Tesla has partnered with Seco on this project. They're looking to put some of their superchargers on the SECO site. Uh Tesla has requested a separate transformer. As part of that, they were reimbursing the city of Lasses the total cost of that transformer. Uh, Michael followed the purchasing policy. Uh, he went out for three quotes. Um, we selected the one with the shortest lead time and cheapest price, which would be TDC.

What do What do you do when you get other electric cars uh brands? Are they going to be able to are they compatible? That's a great question. Does anyone have the answer to that? No, you can get You can get They'll all have to have their own generator. So this just covers the cost of the transformer. You got to run wire. Yes. Who's reimbursement for that?

that. So there was a I believe there was initiated for SECO which reproups that the transformer is historically encompassed by the city. Tesla has just offered to to reimburse it. So all of the fees and have been collected as far as my knowledge we are I'm sorry we are looking at updating that moving forward so the city's not bearing the entire burden of the cost of upgrading I'm just saying the only thing we're bring everything else is encompass and we will too

everything else is going to be it is going to be reimbursed or encompass in the initial fees for service connection moving forward. forward. We will be uh trying to re get reimbursed for those initial transform costs for at least commercial customers moving forward because we are taking that loss right now. We do seek to to fix that. Make a motion to award the bid for the purchase of transform Texas electric cooperative for the Sethco Tesla Superchargers in the amount of $31,860. Second, any other discussion or questions? All in favor? Thank you.

4.5 discussion and possible action regarding updating and authorizing signatorries on real account for longar.

Mayor and council, we have been trying to gain access. I I've emailed this bank a couple of times and I hadn't gotten any response and finally got hold of someone at Marble Falls branch. Um, we are needing to update our signature card before they will give us any access to any of the accounts. Um, there are no current employees that have recently been employed with the city that are on that signature card. So, this is bringing it current to match what's um on the signatures of other depositories that we have. So, we're asking um for mayor, mayor prom, myself, and city secretary to be added to the signature card for Rio.

Make a motion to authorize her Pierce, Katherine Keiny, Aaron Harrison, and Kaylee Stanley as signatorries for accounts held at Rio Bank, formerly Monstar Capital Bank. Second, what what funds do we hold at this bank? This is um it's a a concentration of multiple funds. So it's it's we've taken excess funds from general fund, electric fundament fund and they're all being held jointly in a account that reops. Does the bank continue doing business? I would prefer to close it out and do it. Okay.

Yeah, I think we need to move on. I think that would be a good idea. Consolidation. Is that interesting or anything? How long How long has that account been open? Um, it's been through several name changes. It started at Lone Star Capital Bank. I I don't have the exact timeline on it, but many many years. Okay. And we have no access. We have no idea how much. No, I know how much. I mean, yeah, we just don't have access to move anything. Okay.

Or direct access to get online and download bank statements because they're only doing digital bank statements and so it's granting us access to get everything straightened out. But I would prefer to move it. While they do have a branch in Marble Falls, I would have preferred to move it. Do I need to amend that motion or would that be coming later? I can I can move that money to a local depository without council authorization unless you would prefer. Okay. All right. So, we have a second. Yes, sir. All in favor?

4.6 Six, discussion, possible action regarding a resolution of city council of city of Lasses city uh L passes county, state of Texas authorizing and designating the official signature of the city of L passes for banking depository services.

Just as a more blanket resolution authorizing these same folks, um we keep running into walls where we still have Christina Mahrez listed as city secretary. We still have Finley listed as city manager. Um, so this is a more blanket resolution to give us access to not necessarily bank accounts, but um, like we've had the Mission Square before, we're just running into a lot of those accounts that we just need to be able to get access to. Make a motion to approve the resolution authorizing and designating designating the official signatures for the city of banking and services.

Second. Any other questions? All in favor? I just consider the selection of the winner of the city's website photo contest. Entry number seven.

Whatever you want.

A second from Charlie's motion. Second one. You let me know when you're ready. I'm I'm on I'm still on one. I have a motion and a second on one.

All right, I have a motion and a second on one. All in favor? All right.

All right.

Here. We got to pick that one. I'm pretty sure they said that once. All right. 4.8. Moving on. Discussion and possible action regarding the joint election agreement between Lancaster Independent School District and city of West. The city, county, and members of the school district have held joint collections since 2007 as a result of federal law that required students to contract with another public entity for joint collections. This is the same uh joint agreement that comes every year with one modification to allow for the bond that the school district is holding this year.

I make a motion to approve the joint election agreement between the way passes independent school district and the city passes and authorize the mayor to execute the second one question. You said the bond is on there date or a different date. Same thing. Yes. Yes. It'll be a part of the same election. That's what I didn't understand. The the addition is the bond to allow for them to hold the bond election with the state election. So there's a Is there an additional cost for that or

we all, you know, we all share the cost of it, but this is just modifying that they're adding that. Okay. I just thought that was kind of strange. They put whatever they want on their I received it from school district. So the school board election.

Okay, we have a motion in the second. All in favor? 4.9 discussion of possible action regarding first reading an ordinance amending chapter 78 traffic and vehicles by amending article three stop standing and parking section 78-223 of the city's code of ordinance titled parking time limited general exceptions regulating the parking of vehicles on public streets providing a repealer clause several built the clause providing an effective date.

Staff has noticed an abundance of vehicles occupying city homes and parking lots. Uh we have received a few complaints regarding this. There are some safety concerns and in addition uh there's some access issues that we're running into. So we've modified our existing ordinance to allow for city- owned parking lots as well. Question. Do we have a problem with overnight vehicle parking? For instance, uh campers and people who are seasonal types of situations in city parking lots. The specific ordinance allows for 72 hours.

Are these vehicles registered? Taxes paid. They're good to go. Legal on the road. I mean like we're we do have a separate ordinance uh in reference to unusable vehicles. Uh Jody may be able to speak more to

the problem that we've run into is specifically in the parking lot next to the state park and also in the library parking lot. Some of the neighbors are parking vehicles there or trailers or tires on it or vans for months at a time. And so we have we have an ordinance that covers 72 hours. It only says roadways or alleyways. It doesn't

Okay, that's where I was confused on this. I mean, if it's a legally titled vehicle and it's registered and they park it on public property, I have a hard time saying you can't park it there because you paid taxes and public property. But however, if you're just leaving it there, just leave it there. It's in an unusable state. Do we define that in this? Well, they can park it there for 72 hours and then move it and park it again.

Well, and I'm thinking from a landlord perspective, if it's there for 24 hours on my property and it's it can be considered that through the state of Texas. We do have citizens that come and ask. They're leaving town for a week. They don't need their vehicles at their house. They're afraid of vandalism. So, they'll ask to come and leave it in our parking lot because there's someone here almost 24/7. In that situation, I mean, it's something that we can grant. This covers us from unlawfully using our parking lots for your storage of your vehicles without even having a conversation with us to see if that's okay. And do we have somebody to enforce this? We do.

He's already on top of it. So, we're doing this to to cover ourselves at the 58 sports contest even we don't actually close it. We just have an ordinance stating you can't be in our parks facilities. How's that? And that's any park facility. So then that should take care of the over parking and park not the library without spaces.

Charlie's just trying to make money. I mean I lived in a van down by the river. recommend approving the first reading of the city ordinance chapter 78 traffic and vehicles by amending the article 3 stop standing and parking section 78 223 of the city ordinance titled parking time limited general leave expectation regulating the parking of a vehicle on public streets providing clause, a separability clause, and providing an effective second.

Any other discussion? All in favor?

4:00. Discussion, possible action regarding renewal of lease agreement between the city of Lancasto Association for the 580 Sports Complex Rodeo. and council. This was on the last workshop item two meetings ago and we did bring back the exact same agreement that was passed the last time. We updated the president information on there and we also supplied the agreement between the Lasses County Rodeo Association and the Lasses Riding Club.

I have a question. So, is this does that limit the rodeo arena to only be used by the riding club and the um rodeo association? What about like 4, FFA, outside people are those available to be able to use it since it is a public facility?

Yeah, that so how we had it after evening. Sorry, I'm ahead of the day today. Like we had it last time, they would have to go through us to schedule it. What we have done is and I can hand you all just a tentative list that we have originally have come up with but you know riding club because of the partnership we've agreed upon has first dibs they have 12 12 events that that's their high points their junior rodeo and then a possible seventh with an extra couple just in case they decide to do another event. So they have first dibs on our calendar um for for our agreement and then everybody would have to come through us so we can make sure it doesn't conflict with an event that we put on and a weekend if someone calls us or uh rent it out for public.

So they can rent it out if it's available and what and what are the fees and who gets those fees? So the my passes uh the county of so little sorry um the rodeo association would get those fees. I have the public fee. I left my other fees for the events sitting on my computer cuz I was trying to get kids out for tumbling. So I can give y'all a copy of what we have for the public. Um I printed those off. Um we are doing a half day, full day, and a yearly membership. The only thing we've separated out is the light uh the lighting in case someone wants to do after hours. We are tacking on a fee this time for lighting because per that agreement that um y'all are looking at on the renewal, the rodeo association is supposed to be taking care of the power out there. Um

and y'all are paying for the power per per that agreement. Yes, ma'am. Um if I remember correctly from um last year, that was that was the agreement that we take care of the light. Um, so we we tack that on there and then we have a cleanup fee just in case we do have some people out there that do rent it for an event. Um, they can and if they don't clean it up, it's not, you know, Stephen and their guys' job to pick it up. So, we we have that on there just in case that um that does come into effect. And plus with like the riding club, if they go out, it you know, we we all have a task to make sure our parks safely is the plan. But Okay. So, is there a a fee for the day or did you say they have to join

here? This is just the public one and then I can email y'all a copy or Aaron a copy um of our event that we we reduced our prices compared to last year. I also want to mention the these prices can be changed. This was just a initial idea. We kind of uh are flexible on that, but felt like a fair price that would uh encourage people to come, but also uh help cover the cost of maintaining the area.

And how does this compare to last year's agreement? So last year's agreement it was $25 an hour and this time we're making it a little bit more feasible to where it's half they have half a day because really if you do it by $25 an hour you're looking at you know most riders are going to be there for 2 hours because you have your saddling time getting ready all of that. So that does cut into it. Get allowing them to have up to 5 hours. gives them time to be flexible um in a sense of if they have if they're laying up on you know five horses trying to you know do different things or just work them in a sense this gives them the option a little bit more flexible to get get what they need to accomplish and why they're renting the arena

and what's your insurance in here what's your policy on food and alcohol so for our other arena as of last year they had there's no no alcohol they have to go through because it's a a city facility, they have to go and get permitted through the uh police department the same way we do with a rodeo. All events, same thing. We we do not allow it unless you go get your permit and obviously then they bring it to city council for city council to approve. Am I correct on that?

Yes. I make a motion to approve the renewal of the lease agreement between the city of Lasses and the county of lass rodeo association the 5 sports complex radio. Any other discussion? Only the question I had is kind of like we went over on hostess house. Is the cleanup fee too small if they cuz here it says $50 cleanup fee if the ring is not left in clean condition. To me, that's not very much. That's on. Yeah, it's on us. But, you know, but it's one of those things.

It's kind of a try to keep honest people honest in a sense and we hope that's not the case. They're still pretty good about it, but we still have people try to, you know, get kind of hope. But one passed you and this is a way to kind of just enact that in a sense. How often you know direct? That is one thing we're trying to figure out because when we were doing it after every rider, you have to think, you know, what's price for red right now? You get a better discount. $3.

So about you're looking at $3 for diesel, then you got time for, you know, 25 hours. We are looking at trying to do maybe every other week. um just to and then put that on our website and our Facebook is that and then at that point it's their discretion if they want to and they can easily call um and we can figure it out. We're we're super um we're going to work together and just try to try to figure out. I'm not going to leave it to where but on our website we're going to do every other week and then they can choose to kind of write at that um that week or if it's something different then um we can well I told him and I don't live far from it to where we can just drive through say hey it needs to be drug or water let's get out there and and do it to just uh make sure we stay on top of it but it was tough trying to do it after every single rider because we we ended up losing a lot of money um just between diesel time and all of that. And you know, then if you you run into the problem is say someone rented it and then they didn't show up at their designated time then and then they just cancel it all. Then you look at that I just waste that fuel and all of that kind of stuff. So that's a way to kind of just say hey this is a president so we don't get overloaded but you know if we will go out there constantly just to make sure that everything looks good. Is there any plans on any events or anything coming in?

Yeah, here. I also printed out an attended schedule events in case so you all have an idea of all what's happening that we have so far. Yes, we got the agreement actually just for the rodeo. Yeah, I don't know, but

it's better than Excel spreadsheet cuz I'm an Excel spreadsheet person and it's a little little much. So, this is tiny. This is Dr. Riding Club. Our riato uh roundup and then open gate cowboy church actually wants to move their events from bar 17 to our arena which will be awesome as well. They do cutting um or cowboys and some cutting. So that'll be cool to see in our arena and then you know our junior rodeos and stuff like that. So I think how is the that horse? It's our It's basically every the uh the virus

it's pretty after Vegas. It was really more after the Vegas it was kind of everyone honed in on that and it mellowed out. We still keep updated of course you know we'll all between us and even the riding club. It's going to be our responsibility to make to stay up with those with you know Braz's uh valley. They do a good job keeping up with um with all of that and updates. So then that's going to be our call. If it if we have outbreaks or anything like that, then we shut it down. None. None of it. Thank you'all for your time.

All in favor? 4.12. Oh, I'm sorry. 4.11 discussion possible action regarding the closure of Moreno road for golf tour per tour per tour per tour per tour per tour per tour per tour per tour per tour per tournament may council we are requesting to close a portion of road for uh tournament golf tournaments for the middle school high school and a select few city sanctioned tournaments that have a high number of chance we don't have the bridge repaired yet so this will be Basically, it's always finished.

What are the select tournaments?

So, the main tournament actually there's several. The January 26th and 28th of this month is the high school boys and high school girls tournament. Uh we have the Mad Dog tournament, which is a two-day tournament in March. That's the 21st, 22nd. April 6th is the middle school tournament. Uh tenatively we have another one for Young V. That's April 18th. Uh I don't know yet if we're going to have the district tournament this year for uh because we had it last year. So they may move a district school this year. And then obviously the Memorial Weekend tournament, that's a big one which would be the 23rd, 24th, 25th. The Badger Booster fundraiser is June 6th. We have the West Texas Junior golf. That's June 11th. Uh June 27th, the Show Me 27th and 28th. And then July 15th, we have a we decided US golf. I just kind of left it through July. Obviously, there's a couple more after that. Once we get through July,

what's the progress on the bridge? What's the progress on? So, we've allocated the funding for it and now we're going to work on the bid documents and get that released for bid and hope that we get it. I'll be honest, we released our first post FEMA bid and did that bid opening today and we received one bid and it was incomplete. So there's a lot. So I guess my question is what is the MO tournament and like what designates a large tournament?

Uh it's going to be 120 to 200 players for that. And really and truly these are our major ones. other stuff that we have that's I kind of just if there's anybody that wants to have something that's under 120 we really just try to give them just tea times and just especially if they're wanting it on weekend we we accommodate on the weekend most these are the big ones most people can't get to that that number about how many of those folks uh so the mad dog I would say good mad dog the uh AC January memorial and the show me the money tournament. We get a lot of out of town plays.

I talked to the hotels and I asked them what their biggest influx and it's golf. We I talked to the golf association a little bit on that because they were just kind of curious, you know, I think I don't know for sure. I can't speak 100% if they're going to do it, but they had mentioned when players come in to register and pay just giving them like a little form or a little sheet to fill out where they're staying. Is it Airbnb? Is it what hotel you're saying? So they can just we can kind of get an idea of how many from out of town we actually

and then I'll be with Jody and and uh for Chief Cummings and Chief Davis on when we have those road closures. We'll close it in the morning and then as soon as we open the road, we will push that out to the public as well. So, should be a motion to approve second. I'd like to I had a question about can we amend that so we can say we turn this over to people excuse me people because if you if you needed the way this is like let's say they have the mobile the Jeff

well that one's going to be that one's usually 120 140 I mean like if you had some Payton Jones tournament I mean if you had a tournament that is not over the one and this says just tournaments make it a little bit more. So back with kids tournaments for example, you're going to get 70 to 80 kids on those but they're all walking and they require them to walk for those tournaments. So they're going to be walking down the rail road. That was my biggest concern especially with the kids. So we were just saying school tournaments and major tournaments. You can modify your motion to include middle school tournaments, high school tournaments, and city sanction tournaments.

Let me ask real quick. You you don't know how many people are going to register until the day of. Is that right?

No, we said so like Memorial for example, we have a cut off of about two weeks before the tournament starts. We know how much memorial is one night go 190 participants but they also have spectators that will come out and watch and then so you're talking 200 plus that whole weekend it's out there up and down the river road and same thing with the you know even you saying the show me the money yes we may have 120 plus but they may have you know their family will come up there and watch and follow. So we're talking it's a lot of people I mean you'll get a lot

Yes. Correct. Yeah. So we're talking you'll have a lot of people out there on the road at that given time and like I said the smaller stuff if I know it's not going to break that 120 mark we try to just limit on that. So we're not closing down for less than All right. So, I'm going to make an amendment to my motion. Uh, I'd like to make a motion to approve the closure of golf tournaments that include middle school, high school, city sanctioned tournaments that include 100 participants or more. C.

Could you maybe say junior events? Junior events. for determined by staff there's significant possible bodily injury to surv tires if there's about turn and people want to drive home.

Is there a um certain time of weeks? They so the high school we try to keep theirs on Mondays and Wednesdays and then uh that's the boys and girls and then the junior high we're not busy can I clarify you're you added the staff in there but he is staff so the way the first time would still get him that

I want I want I want to be joking I'm part of that. Basically, I want to take it to the 100 by 100 100 participants and then add to your health.

Kathy still. All right. So, we have a motion second. Any other discussion? All in favor? Thank you. Thank you.

Discussion, possible action regarding 63 months lease of a new printer copier for the police department from Visual Edge IP in amount of $58.73 per month. mayor and council of the police department would like to agreement. Visual edge, that's who we're with now. We're almost to the end of our 63 month lease with them in November. It's getting close anyway. Uh going back five or so years ago, there was a great amount of color and black and white copies. Over time, we are using it more and we're going so we're spending a little more than our monthly allowment of 439 right now. going up about $60 to $80 a month for 508. I think we'll actually save money because with this new agreement, they're giving us many more black and white and color copies. Plus, if we do go over sometime in the future, there won't be less for copy for the overages that we're being charged right now agreement. So this should save us money certainly the next years again. So I think it's a good deal. We have to rework it a few months anyway $6800 and we're thinking again we're now for that. What we're actually asking for is at least being over a year, we need council's approval from make a motion to approve this 3mon lease Xerox CA35

edge for a cost of $58.736. year. Chief, is this a this is a one-year lease? No, sir. It's 63 months. Additional 63 months. Yeah. So, we'll start a brand new one right now for 63 months. I asked why 63 months. That's 5 years and 9 months. He couldn't tell. We didn't.

We did look at one other copier they had that originally was going to be a little more expensive. We're happy with it. One thing the property we have is Xerox currently we're using. We've been very happy. It's again five pushing half years old. Starting to make some odd noises. Uh there's discoloring on the plastic turning that yellow start looking kind of pretty yellow. But it's working well and we like it. But we're getting to the end of our agreement. talking to the saleserson and this is the same one that's been working with the library that John approved for Sean right before Christmas. He's able to get us this copy of one model and it's exactly like the one we had purchase. So that makes the staff very happy. We're not going to have to learn a new system again like what we had. So he did entertain another one that he thought would be maybe a newer fancy or better deal. it was going to be a little more modern in this digital age. Um like what do we why are we using so many more than we were two three years ago? I mean is it that many more reports than we did? We knocked it around. Honestly, I can't tell you for sure, but I can only guess because we're five five years and a few months into this one. So, it was another chief code and we were limited to it. So, I don't know why they came those numbers at the time and they they work well for a while, but um we just do a lot is all I can I can say. We haven't increased our staff a lot, but we're just we're 247 365. Everybody knows we're there. We've got a copier. We do do a lot of reports. Just seems like everything in our service takes a

lot more these days when there's going to be interesting. I'll be glad to talk with Kelly and Mary and see like what's causing our features and printing and copies and you know is there one thing that we're doing something that we can change? What's really nice? I mean a lot of boards they're all digital now.

That's what I was about to say. who Kelly has really gotten into trying to digitize as much as she can. Specifically, our reports that go to the county attorney. There are certain things that she has to print, but not near as much as she used to. Uh, they go digitally to them, but they're not the only people that, you know, and I just can't tell you exactly. Uh if you're concerned, I can do my best to try to express to the department to try to minimize cut down best we can, but I do know we're going significantly and have been for over a year now. And so I don't know if I can get them and again, we're going to have to renegotiate in September anyway or quicker than the budget process, I guess, here in a few months. And this is currently you can find money in your budget.

It's it's only going to be about the contract about $81 a month. So you know around 1,000 give or take and we're spending that now on our overages anyway. I think this will actually save us money. Yes sir. For now now three or four years from now some kind of reasons that I can't explain to you now that I can't explain to you then. I wouldn't expect that we should be going over

not with these numbers just gives us a lot of leeway in our numbers for the future. So I can't imagine that something that weird happens in our service over here you know addition to people or responsibilities or something is my guess to answer your question about the quote we have a contract with visual edge to do the maintenance and contracts for all of our city. Yeah, a lot of those copiers turn and deal with it where I'm at. Uh they some of the coping it's a cutthroat business and they may give you a lower price but it's not a new machine. They'll give you a refer and they lower the price. These are all new machine cuz we deal with it's it's ironic cuz I think the same company there.

All right, we have a motion and a second. All in favor? Thank you. Thank you.

All right. Get a motion to adjourn into executive session. So move. Second. All in favor. The city council of the city of Lass, Texas will meet close executive session Texas government code chapter 551 as follows. Section 551.074 74 personnel matters to deliberate the appointment employment evaluation reassignment duties or discipline of the public officers or employees city managers and other personnel matters as allowed by Texas government code chapter 551 section 551 074 personnel matters to deliberate department employer evaluation reassignment duties or discipline of the public officer or employees Secretary and other personnel matters by Texas Government Code Chapter 551 section 551.087 0870 is