NOTICE OF REGULAR WORKSHOP MEETING SHENANDOAH CITY COUNCIL

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1 NOTICE OF REGULAR WORKSHOP MEETING September 9, 2015 SHENANDOAH CITY COUNCIL STATE OF TEXAS COUNTY OF MONTGOMERY CITY OF SHENANDOAH AGENDA NOTICE IS HEREBY GIVEN that a Regular Workshop Meeting of the Shenandoah City Council will be held on Wednesday, September 9, 2015 at 6:00 p.m. at the City of Shenandoah Municipal Complex, IH-45 North, Shenandoah, Texas for the purpose of considering the following: 1. CALL TO ORDER 2. CALL OF ROLL CITIZEN S FORUM 3. CITIZENS FORUM Citizens are invited to speak for three (3) minutes on matters relating to city government that relate to agenda or non-agenda items. Speakers are asked to stand up and approach the podium to address Council and give their name and address before sharing their comments. Responses to inquiries are limited by state law to a recitation of existing policy or a statement of specific factual information given in response to the inquiry. Any deliberation or decision by Council shall be limited to a proposal to place the subject on the agenda of a future meeting. INDIVIDUAL CONSIDERATION 4. Ratification of property tax increase for the fiscal year budget. 5. Consideration and if determined appropriate, adopt and set by ordinance the 2015 Ad Valorem Tax Rate for Maintenance and Operations at $ /$ Consideration and if determined appropriate, adopt and set by ordinance the 2015 Ad Valorem Tax Rate for Debt service at $ /$ Consideration and if Determined appropriate, adopt the following Ordinance: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SHENANDOAH, TEXAS, SETTING THE AD VALOREM TAX RATE OF THE CITY OF SHENANDOAH, FOR THE YEAR 2015 AT A RATE OF $ PER ONE HUNDRED DOLLARS ($100.00) VALUATION ON ALL TAXABLE PROPERTY WITHIN THE CORPORATE LIMITS OF THE CITY OF SHENANDOAH AS OF JANUARY 1, 2015 SPECIFYING SEPARATE COMPONENTS OF SUCH RATE FOR OPERATIONS AND MAINTENANCE AND FOR DEBT City Council Meeting September 9, 2015 Page 1 of 3

2 SERVICE; LEVYING AN AD VALOREM TAX FOR THE YEAR 2015 PROVIDING FOR DUE AND DELINQUENT DATES TOGETHER WITH PENALTIES AND INTEREST; PROVIDING FOR COLLECTION AND ORDAINING OTHER RELATED MATTERS. 8. Discussion regarding concept plans for the proposed park at the end of Holly Hill. 9. Discussion regarding a citizen academy. 10. Discussion regarding assessment and collection services with Montgomery County Tax Assessor- Collector. 11. Discussion regarding the equipment replacement schedule. 12. Discussion regarding building permits and fee schedule. 13. Discussion regarding a nominee to the Montgomery Central Appraisal District board of directors. 14. Discussion regarding Halloween Safe Streets. 15. Discussion regarding debt refinancing. 16. Discussion of November and December meeting formats. 17. City Administrator comments 18. Council s Inquiry Pursuant to Texas Government Code Sect , the Mayor and Council Members may inquire about a subject not specifically listed on this Agenda. Responses are limited to a recitation of existing policy or a statement of specific factual information given in response to the inquiry. Any deliberation or decision shall be limited to a proposal to place the subject on the agenda of a future meeting. EXECUTIVE SESSION Public notice is given that the City Council may elect to go into Executive Session at any time during the meeting in order to discuss any matters listed on the Agenda when authorized by the provisions of the Open Meeting Act, Chapter 551 of the Texas Government Code, to receive advice from legal counsel, to discuss matters of land acquisition, personnel matters or other lawful matters that are specifically related to items listed on this Agenda. Prior to any such closed session, the Mayor, in open session, will identify the agenda item to be discussed and the Section or Sections of Chapter 551 under which the closed discussion is authorized. ADJOURN The Council may vote and/or act upon each of the items listed on this Agenda. One agenda item will be discussed at a time unless logic and practical consideration allow similar topics to be considered together for purposes of convenience and efficiency. The Council may retire into executive session concerning any of the items listed on this Agenda, whenever it is considered necessary and legally justified under the Open Meetings Act. City Council Meeting September 9, 2015 Page 2 of 3

3 City Hall is wheelchair accessible. A sloped entry is available at the entrance with specially marked parking spaces available. Requests for accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the City Secretary s office at or Fax for information. I certify that the attached notice of meeting was posted on the bulletin board at City of Shenandoah Municipal Complex, IH-45 North, Shenandoah, Texas, on the4 day of September, 2015 at 3:10 o clock p.m. I further certify that the following news media was notified of this meeting as stated above: The Courier Kathie Reyer, City Secretary City Council Meeting September 9, 2015 Page 3 of 3

4 MEMORANDUM To: From: Subject: City Council Greg Smith, City Administrator City Council Workshop Meeting Summary of Discussion Items Date: September 9, 2015 The following items will be discussed in the workshop meeting on September 9, 2015: Items 4 through 7 address the ratification of the property tax increase and adoption of the rates for Agenda reports are provided with details. Discussion regarding concept plans for the proposed park at the end of Holly Hill. Patrick Owen from Pacheco Koch will present conceptual plans for the park. This plan has been presented to the park committee and they recommended presentation to Council. Discussion regarding a citizen academy At the request of Councilmember Frazier and Councilmember Teague, this is a discussion about starting up a citizen education program sponsored by the City. Councilmember Frazier provided a copy of an article at the last workshop meeting that described a similar program. Discussion regarding assessment and collection services with Montgomery County Tax Assessor- Collector. This item is a standard agreement that comes up each year and will be presented for approval at the second meeting in September. Discussion regarding the equipment replacement schedule. Joseph Peart has spent considerable time evaluating the City s equipment replacement program. A presentation is included that describes a proposed method for managing equipment replacement. This would exclude police or light duty vehicles. Discussion regarding building permits and fee schedule. The permit fee schedule has areas that need to be addressed based on vendors trying to circumvent the standards.

5 Discussion regarding nominations for the Montgomery Central Appraisal District Board of Directors Per the provisions of Section 6.03 of the Texas Property Tax Code, each jurisdiction entitled to vote in the election of the Montgomery Central Appraisal district s Board of Directors may nominate a candidate for each of the five positions to be filled. To be eligible, an individual must be a resident of the district and must have resided in the district for at least two years immediately preceding the date the individual takes office. Discussion regarding Halloween Safe Streets. We will discuss the location for this year s Halloween Safe Streets event. Discussion regarding debt refinancing. A PowerPoint presentation is included that outlines the possible refinancing of 2008 Certificates of Obligation ( CO ) and General Obligation ( GO ). Discussion of November and December meeting formats November and December have only one council meeting each month due to the holidays. Staff recommends that those meeting be held in the council chambers and include a combination of discussion and action items as needed. 2

6 Agenda Items 4 7 Ratification of Tax Increase Adoption of Tax Rate

7 Shenandoah City Council AGENDA REPORT Meeting Date: September 9, 2015 Agenda Item No.: 4 Department: Finance Budgeted Amount: Prepared By: Jennifer Calvert Exhibits: Subject Ratification of the property tax increase for the Fiscal Year Adopted Budget Recommendation Staff recommends that Council ratify the property tax increase as adopted in the Fiscal Year Budget. Discussion Section of the Local Government Code requires ratification of the property tax increase as reflected in the Fiscal Year Budget adopted on August 26, The property tax rate to be adopted is $0.2399, which is higher than the effective tax rate and will generate $181,695, or 11% more revenue than last year ($90,348 is from new property). Approved By Department Manager City Administrator Initial Date 08/31/2015 Date 9/3/15 Page 1 Revised 9/13

8 Shenandoah City Council AGENDA REPORT Meeting Date: September 9, 2015 Agenda Item No.: 5 Department: Finance Budgeted Amount: Prepared By: Jennifer Calvert Exhibits: Ordinance Subject Adoption of the 2015 Maintenance and Operations (M&O) ad valorem tax rate Recommendation Staff recommends that Council set the 2015 M&O tax rate at $ per $100 of valuation. Discussion The M&O tax rate funds general government services. The proposed rate of $0.1137/$100 valuation is expected to generate $875,637 based on a taxable value of $770,129,455. This is $73,738 more revenue than last year. Approved By Department Manager City Administrator Initial Date 08/31/2015 Date 9/4/15 Page 1 Revised 9/13

9 Shenandoah City Council AGENDA REPORT Meeting Date: September 9, 2015 Agenda Item No.: 6 Department: Finance Budgeted Amount: Prepared By: Jennifer Calvert Exhibits: Ordinance Subject Adoption of the 2015 Debt Service ad valorem tax rate Recommendation Staff recommends that Council set the 2015 Debt Service tax rate at $ per $100 of value. Discussion The Debt Service tax rate funds the principal and interest on the City s bonded indebtedness. The proposed rate of $0.1262/$100 valuation is expected to generate $971,903 based on a taxable value of $770,129,455. Approved By Department Manager City Administrator Initial Date 08/31/2015 Date 9/3/15 Page 1 Revised 9/13

10 ORDINANCE NO. O AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SHENANDOAH, TEXAS, SETTING THE AD VALOREM TAX RATE OF THE CITY OF SHENANDOAH, FOR THE YEAR 2015 AT A RATE OF $ PER ONE HUNDRED DOLLARS ($100.00) VALUATION ON ALL TAXABLE PROPERTY WITHIN THE CORPORATE LIMITS OF THE CITY OF SHENANDOAH AS OF JANUARY 1, 2015 SPECIFYING SEPARATE COMPONENTS OF SUCH RATE FOR OPERATIONS AND MAINTENANCE AND FOR DEBT SERVICE; LEVYING AN AD VALOREM TAX FOR THE YEAR 2015 PROVIDING FOR DUE AND DELINQUENT DATES TOGETHER WITH PENALTIES AND INTEREST; PROVIDING FOR COLLECTION AND ORDAINING OTHER RELATED MATTERS. WHEREAS, the appraisal roll of the City of Shenandoah, Texas (the City) for 2015 has been prepared and certified by the Central Appraisal District and submitted to the City s tax assessor/collector; and WHEREAS, the City s tax assessor/collector has submitted the appraisal roll for the City showing $770,129,455 total appraised, assessed and taxable value of all property and the total taxable value of new property to the City; and WHEREAS, following notice and hearing in accordance with applicable legal requirements and based upon said appraisal roll, the City Council has determined a tax rate to be levied for 2015 sufficient to provide the tax revenues required by the City; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SHENANDOAH, TEXAS: Section 1. That an ad valorem tax rate of $ per one hundred dollars ($100.00) assessed valuation is hereby adopted for the 2015 calendar year, such rate consisting of the following specified components: a) For maintenance and operations, $ per one hundred dollars ($100.00) assessed valuation. b) For debt service, $ per one hundred dollars ($100.00) assessed valuation. THIS TAX RATE WILL RAISE MORE TAXES FOR MAINTENANCE AND OPERATIONS THAN LAST YEAR S TAX RATE. Section 2. That an ad valorem tax for the 2015 calendar year in the amount established by the rate hereinabove provided is hereby levied and assessed on all taxable property, real, personal and mixed, situated within the corporate limits of the City of Shenandoah, Texas, and not otherwise exempt under the Constitution and laws of the State of Texas.

11 Section 3. That all taxes levied by virtue of this Ordinance shall be due and payable not later than the 31st day of January 2016, and if then not paid, shall be subject to penalties and interest in the manner provided by law. Section 4. That the Montgomery County tax assessor-collector is hereby authorized to assess and collect the taxes of the City of Shenandoah, Texas, employing the above tax rate. Section 5. That all ordinances and parts of ordinances in conflict with this Ordinance be and the same are hereby repealed to the extent of said conflict. Section 6. That this ordinance shall take effect immediately of and from the date of adoption. Those Members Present Were: Those Members Voting For: Those Members Voting Against: Those Members Present, but Not Voting: 1. 2.

12 Those Members Absent: PASSED AND APPROVED this 9 th day of September, CITY OF SHENANDOAH, TEXAS ATTEST: Garry B. Watts, Mayor Kathie Reyer, City Secretary APPROVED AS TO FORM: William C. Ferebee, City Attorney

13 Agenda Item 10 Agreement Montgomery County Tax Assessor/Collector

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25 Agenda Item 11 Equipment Replacement Schedule

26 City of Shenandoah Vehicle and Equipment Replacement City of Shenandoah Point System Challenges and Priorities Joseph Peart Greg Smith, Shenandoah City Administrator September December 9, 6,

27 Introduction Purpose of a replacement schedule Existing system Point system Conclusion

28 Purpose of a Replacement System To keep equipment and vehicles up to date Reduce downtime due to repairs Reduce higher maintenance costs Replace a vehicle before high loss of resale value

29 Existing System Vehicles 3 year replacement for patrol fleet 7 year or 100,000 mile replacement for light duty 10 year or 100,000 mile for heavy duty Equipment 10 year for light duty 15 year for heavy duty

30 Existing System 2 Factors Age Mileage

31 Point System Vehicles Uses 7 factors to determine vehicle replacement Considers patrol fleet, light duty, and heavy duty requirements Equipment Uses 7 factors to determine equipment replacement Slight variances to the vehicle point system

32 Point System 7 Factors Model Year (Service Year) Miles Type of Use Reliability Maintenance Costs Condition Essential Equipment

33 Point System

34 Model Year 1 point for each year for the vehicle s age from manufacture year Model Year vs. Service Year - captures both age and decreasing resale value

35 Miles 1 point for each 10,000 miles Based on average yearly mileage of city vehicles

36 Type of Use Assigned based on the type of use during most of its life More severe the use, the higher the rating (e.g. extended engine idling, heavy acceleration, operates in regularly dirty/dusty conditions indicate more severe use)

37 Reliability Assigned based on the frequency that the vehicle is out of service for repairs (excluding regular maintenance) during total ownership The more frequent, the higher the rating

38 Maintenance Costs Assigned based on repair and maintenance costs compared to purchase price of the equipment as a percentage every 5% Approximately $1000 per year for maintenance & repair based on our costs

39 Condition Assigned based on interior and exterior condition, accident history, and anticipated repairs The worse the condition the higher the rating Based on Kelly Blue condition rating at

40 Essential Equipment Assigned based on whether the vehicle is essential to the normal operations of the City The more essential, the higher the rating

41 Point System

42 Point System

43 Point System Separate point system for equipment Slight differences Run hours vs. mileage Condition rating is not based on Kelly Blue Book

44 Conclusion The point system has the potential to better fulfill the purpose of a replacement schedule It allows for vehicles in excellent shape to be kept a year or two longer It also allows for lemon vehicles to be replaced earlier Trailblazing Spreadsheet to speed the process for rating vehicles and equipment

45 City of Shenandoah Questions? Challenges and Priorities Greg Smith, Shenandoah City Administrator December 6, 2012

46 Schedule of steps needed

47 Agenda Item 12 Building Permits and Fee Schedule

48 MEMORANDUM To: From: Subject: Greg Smith, City Administrator Heather Smallwood, Customer Service Representative Permit fee schedule Date: September 3, 2015 The permit fee schedule has been revised to better define certain areas of concerns and problems. Recently there has been an increase of contractors working without a permit, with some contractors receiving multiple infractions. A contractor even told the building department he would rather take the risk of working without a permit and pay the $ fee if he was caught. There has been an influx of plans submitted for major revisions after the plans have been approved and permitted. It appears some contractors are submitting the minimal requirements in order to get a permit and then resubmitting later with major revisions. This is causing an increased work load on the building official. The increase of construction has resulted in an increased demand for after hour inspections. The prior fee schedule did not account for after hour inspections; however, this proposal will address this issue. The proposed changes include: A tiered fee for contractors working without a permit; A tiered fee for changing plans after a permit has been issued; A new fee added to the schedule for after hour inspections.

49 l home Residential Permit Fee Schedule Public Works and Community Development Department City of Shenandoah I-45 North Shenandoah, Texas New Residential Home Building Permit (plan review and inspections)... $0.55 per square foot of air conditioned space Trade Permits (Electrical, Mechanical, Plumbing)... $100 each Digital Plan Review Digital sheets submitted for review (based on number of sheets submitted) 1-10 sheets... $ sheets... $ sheets... $ sheets... $ sheets plus... $50.00 Digitizing Plans Paper plans converted to digital format (based on number of sheets submitted) 1-20 sheets... $ sheets... $ sheets plus... $75.00 *in addition to the digital plan review fee Residential Remodels greater than $50,000 (including pools) Building Permit (plan review and inspections)... $100 each Trade Permits (Electrical, Mechanical, Plumbing)... $100 each *Cost valuation is only for work requiring a permit. *Digital plan review and digitizing fee also applies to remodel greater than $50, Residential Remodels less than or equal to $50,000 (including pools) Building Permit (plan review and inspections)... No fee Trade Permits (Electrical, Mechanical, Plumbing)... No fee *Cost valuation is only for work requiring a permit. Tap Fees Application Fee... $10 Inspection Fee... $50 Residential Sewer Tap... $450 Residential Water Tap... $450 Transponder Fee... $125 Page 1 Date of Adoption: October 10, 2012 and February 12, 2014

50 Other Fees Re-Inspection Fee (assessed after 2nd failed inspection)... $50 Additional Plan Review (assessed after two reviews for each subsequent review)... $250 Additional Plan Review (assessed after plans approved)...1 st review $500 each additional review increase by $250 Investigation Fee (assessed for working without permi. 1 st offense $250. Each additional infraction $1,000 per day After Hour Inspection...1 st hour $300 each additional half hour $150 Investigation Fee (assessed for work done without a permit)... $250 Large Format Scanning (11 X 17 and above)... $2 per sheet Roof, fence, irrigation, alarm, generator, demo... No fee Note: All permits shall be on display at the site of the project prior to any work being started. If a permit is not on display at the site or a permit has not been attained, the individual/contractor doing the work may incur an investigation fee of $ for the first offense and each additional infraction will increase to $1, each day. This fee is in addition to any permit fees or criminal charges. If it has been determined that work has been done prior to pulling the permit the contractor must cease doing any further work until a permit has been issued unless it has been determined by the Director of Public Works and Community Development that it is an emergency situation. No fee permits do not imply that a permit is not required. After hour inspections must be scheduled 72 hours in advance and must be cancelled 24 hours prior to inspection to avoid any penalties. The rate for the 1 st hour is $ each additional half hour is $ each inspection is a one hour minimum. Inspections must be cancelled by 8:30 a.m. the day of the inspection request in order to have the inspection cancelled. If the request is not cancelled by 8:30 a.m. fees will occur. If an inspection fails and the re-inspection fee is applied, that fee must be paid prior to receiving any further inspections for that segment of the project. If building plans have been approved, any additional plan sheets submitted after approval will require the Additional Plan Review fee of $ $ for the first review each additional review will increase by Additions are defined as construction, which adds new air conditioned space to the property. A minimum of one-half of the building permit is due at the time of plan submission for plan review. Page 2 Date of Adoption: October 10, 2012 and February 12, 2014

51 Commercial Permit Fee Schedule Public Works and Community Development Department City of Shenandoah I-45 North Shenandoah, Texas Building Permit Based on Cost Valuation (Valuation is based on estimate of work): $0 50, $160 for first $1,000 plus $5 for each $1,000* $50, , $320 for first $50,000 plus $4 for each additional $1,000* $100, , $520 for first $100,000 plus $3 for each additional $1,000* $500,001 plus...$1,720 for first $500,000 plus $2 for each additional $1,000* *or fraction thereof Plan Review Plan Review Fee... One-half of the building permit fee amount (Due at submission and is in addition to the building permit fee) Digital Plan Review Digital sheets submitted for review (based on number of sheets submitted) 1-10 sheets... $ sheets... $ sheets... $ sheets... $ sheets plus... $50.00 Digitizing Plans Paper plans converted to digital format (based on number of sheets submitted) 1-20 sheets... $ sheets... $ sheets plus... $75.00 *in addition to the digital plan review fee Mechanical, Electrical, Plumbing, Irrigation and Roofing Based on Cost Valuation (Valuation is based on estimate of work): $0 50, $160 for first $1,000 plus $5 for each $1,000* $50, , $320 for first $50,000 plus $4 for each additional $1,000* $100, , $520 for first $100,000 plus $3 for each additional $1,000* $500,001 plus...$1,720 for first $500,000 plus $2 for each additional $1,000* *or fraction thereof Existing Construction Certificate of Occupancy/Life Safety Inspections... $200 Demolition... $100 Fire Systems Page 3 Date of Adoption: October 10, 2012 and February 12, 2014

52 Fire Sprinkler... $100 Fire Alarm... $100 Tap *Commercial Water per sq. ft. *Commercial Sewer per sq. ft. *Commercial taps are based on the square footage of the entire lot not just the building footprint* Sign Sign Permits... $100 Generator Generator Permit... $250 Temporary Meter Monthly Fee... $100 Meter Deposit... $2,000 **Site Work Permits Clearing Permit... $500 Grading Permit... $500 Other Fees Re-Inspection Fee (assessed after 2nd failed inspection)... $50 Additional Plan Review (assessed after two reviews for each subsequent review)... $250 per 10 sheets Additional Plan Review (assessed after plans approved)...1 st review $500 each additional review increase by $250 Investigation Fee (assessed for working without permit)... 1 st offense $250. Each additional infraction $1,000 per day After Hour Inspection...1 st hour $300 each additional half hour $150 Investigation Fee (assessed for work done without a permit)... $250 Large Format Scanning (11 X 17 and above)... $2 per sheet Temporary Trailer Permit... $100 Notes: All permits shall be on display at the site of the project prior to any work being started. If a permit is not on display at the site or a permit has not been attained, the individual/contractor doing the work may incur an investigation fee of $ for the first offense and each additional infraction will increase to $1, per day. This fee is in addition to any permit fees or criminal charges. If it has been determined that work has been done prior to pulling the permit the contractor must cease doing any further work until a permit has been issued unless it has been determined by the Director of Public Works and Community Development that it is an emergency situation. If the contractor s declared building permit valuations appear unreasonably low staff can use International Code Council s (ICC) most current valuation table to verify accuracy of declared value. If the declared building permits value is 10% less than the ICC s determined value then staff can use the ICC value instead or staff can request the contractor to provide the bid to verify the declared amount. If building plans have been approved any additional plan sheets submitted after approval will require the Additional Plan Review fee of $ $ for the first review each additional review will increase by $ After hour inspections must be scheduled 72 hours in advance and must be cancelled 24 hours prior to inspection to avoid any penalties. The rate for the 1 st hour is $ each additional half hour is $ each inspection is a one hour minimum. Page 4 Date of Adoption: October 10, 2012 and February 12, 2014

53 Inspections must be cancelled by 8:30 a.m. the day of the inspection request in order to have the inspection cancelled. If the request is not cancelled by 8:30 a.m. fees will occur. If an inspection fails and the re-inspection fee is applied that fee must be paid prior to receiving any further inspections. **The fee for site work permits are included in the building permit if the plans are submitted with the building plans as on combined submission. If the plans are submitted separately the fees for the building permit and site work permits will be charged separately and in their full amounts. Miscellaneous Fee Schedule Public Works and Community Development Page Department 5 Date of Adoption: October 10, 2012 and February 12, 2014 City of Shenandoah I-45 North Shenandoah, Texas

54 Plat (Land Study, Amending, Development, Minor, Preliminary, Final) Plat Review... $375 Legal Review... $200 Engineer Review... $200 Zoning/Comprehensive Plan Amendment (Special Use Permit, Variance, Rezoning, Planned Development District, Text Amendment), all items requiring Public Hearing(s). *Zoning Amendment... $1,000 Legal Review... $200 Engineer Review (if applicable)... $200 *Any change in original application requiring a new posting of a public hearing will be an additional $1,000. Development Agreements City Template o Review Fee... $100 o Legal Review... $200 o Engineer Review (if applicable)... $200 Custom Agreement Drafted by Applicant o Review Fee... $200 o Legal Review... $750 o Engineer Review (if applicable)... $750 Encroachment Agreement Application Fee... $100 Legal Review... $100 Special Exceptions (Signs) Special Exception Fee... $500 Legal Review... $100 Special Called Planning and Zoning Commission Meeting (Expedited process at the applicant s request) Special Meeting... $1,000 Annexation Agreements Application Fee... $500 Legal Review... $250 Engineering/Mapping Fee... $250 Copy of City Maps Ledger (11 X 17)... $2.50 Arch C (18 X 24)... $5.00 Arch D (24 X 36)... $10.00 Page 6 Date of Adoption: October 10, 2012 and February 12, 2014

55 Arch E (36 X 48)... $15.00 *Custom map sizes are available and are priced based on their proximity to the preceding scale, plus $1.00 per sheet. - All original fees will cover two reviews of submitted information. Each review thereafter that will be 50% of the original fee. Page 7 Date of Adoption: October 10, 2012 and February 12, 2014

56 Agenda Item 13 MCAD Board Nominee

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60 Agenda Item 14 Halloween Safe Streets

61 MEMORANDUM To: From: Subject: Greg Smith, City Administrator John R. Chancellor, Police Chief Proposed Halloween Safe Street Location Date: September 4, 2015 The Police Department is recommending Silverwood Ranch as the proposed location for Halloween Safe Street for We can use the pool and city park for parking and have officers available to escort foot traffic across Wellman Road and into Siverwood Ranch for safety purposes. Our intention will be to use the entire subdivision for the event and will send letters as usual to confirm the houses that will participate.

62 Agenda Item 15 Debt Refinancing

63 Shenandoah City Council AGENDA REPORT Meeting Date: September 9, 2015 Agenda Item No.: 15 Department: Finance Budgeted Amount: Prepared By: Jennifer Calvert Exhibits: Presentation Subject Debt service refunding opportunity Recommendation Discussion only Discussion Per John Martin, Financial Advisor to the City, the 2008 Certificates of Obligation ( CO ) and General Obligation ( GO ) are eligible for redemption on August 15, While these bonds are not callable until August 2017, the City may advance refund this debt by issuing new bonds sometime before the call date and depositing the proceeds in escrow to redeem the old debt on the call date (known as an advance refunding). The City did this in 2013 with the 2007 Certificates of Obligation. Assuming the City refunds the 2008 CO and GO in the coming months, the debt service reduction is estimated to be almost $500,000 based on current market conditions. If the City paid the outstanding balance due in August 2017, it would cost $1.2 million for the 2008 CO and $4.6 million for the 2008 GO; saving $177,000 and $1.9 million in interest. Approved By Department Manager City Administrator Initial Date 09/2/2015 Date 9/3/15 Page 1 Revised 9/13

64 2015 Advanced Refunding Opportunity 2008 City Certificates of Shenandoah of Obligation, 2008 General Obligation Challenges and Priorities City Council Workshop September 9, 2015 Greg Smith, Shenandoah City Administrator December 6, 2012

65 Current status 2008 CO Schedule from GO Schedule from Principle: Balance:$1,340,000 Annual payments: $145,000; increases in $5,000 increments each year Principle: Balance:$4,795,000 Annual payments: $185,000; increases in $5,000 - $15,000 increments each year

66 Current status cont d CO 2008 GO Interest: Paid from : $255,518 Approx. $54,000/yr; reduces by approx. $6,000/yr Interest: Paid from : $2,204,075 Approx. $202,000/yr; Reduces by approx. $8,000/yr Interest rate: % Interest rate: % Callable August 2017 Callable August 2017

67 Advanced Refunding Opportunity Interest rates 2%-4%, yield rates.400% to 2.85% Resulting in True Interest Cost: %; Actual savings: $483,594; ($27,000-28,000/yr); 7.433% of the refunded debt; GFOA recommended threshold is at least 3-5% Must be done at least 90 days before call date;

68 Other Considerations Schedule is structured to pay down debt equivalent to current schedule; Does not extend life of either bond (principle drops from $425k to $245k at 2023); New call date 2024 Flexibility in how deal is structured: i.e. can put cash towards escrow NOW (finance less) AND reduce interest with refunding.

69 Questions?