City of Robinson 111 W. Lyndale, Robinson, TX Phone (254) Fax (254)

Transcription

1 City Council Meeting January 2, 2018

2 City of Robinson 111 W. Lyndale, Robinson, TX Phone (254) Fax (254) PUBLIC NOTICE THE ROBINSON CITY COUNCIL WILL MEET ON TUESDAY, JANUARY 2, 2018 AT 6:00 P.M. IN THE COUNCIL ROOM AT ROBINSON CITY HALL, 111 WEST LYNDALE, ROBINSON, TEXAS TO CONSIDER AND ACT ON THE ITEMS ON THE FOLLOWING AGENDA. 1. Call to order 2. Invocation. 3. Roll Call. 4. Approve Minutes: December 5, Citizen Comments. 6. Consider and possible action regarding the Final Plat for the Harris Village Addition Phase Five, being 4.25 acres out of the Carlos O Campo Survey, Abstract 32, approximately addressed at 2550 Greig Drive. 7. Consider and possible action regarding the Minor Plat for Lot 1, Block 1 of the Ballard Addition, being acres out of the I. Galindo Survey, Abstract 16, addressed at 5387 Cooksey Lane. 8. Consider and possible action regarding he Minor Plat for Lot 1, Block 1 of the LeBourgeois Addition, being 1.45 acres out of the Carlos O Campo Survey, addressed at 220 Hahn Drive. 9. Consider and possible action on Restated and Amended Ordinance A creating a Municipal Court of Record within the City of Robinson, and authorizing the appointment of the initial judge and initial municipal court clerk for the City of Robinson Municipal Court of Record, and appointing initial judge and initial court clerk for the City of Robinson Municipal Court of Record. 10. Consider and possible action regarding approval to go out for bids for the street program. City Council Meeting Agenda January 2, 2018 Page 1 of 2

3 11. Discussion regarding Hicks Lane and Juniper Lane. 12. Discussion regarding credit card payment services. 13. Discussion regarding Robinson Music Festival. 14. Discussion regarding the installation of flag poles at Peplow Park. 15. Executive Session: Under the provisions of Government Code 551, the Council will meet in Executive Session to discuss: a. Executive Session pursuant to the provisions of the Texas Open Meetings Act, Chapter 551, Govt. Code, Vernon's Texas Codes Annotated, in accordance with the authority contained in Section , to discuss real estate transaction. 16. Consideration and possible action on matters discussed in Executive Session: Certain surplus real estate located at S 3 rd Street. 17. Councilmember requests for items to be placed on future agendas. 18. Adjourn. *The Governing Body reserves the right to go into Executive Session on any of the above items as provided by Government Code Chapter 551. *Public Hearings will be held in accordance with procedures set forth in Resolution R , adopted by the City Council on June 13, Note: Persons with disabilities who plan to attend this meeting and who need auxiliary aids or services should contact the City Secretary at at least twenty-four (24) hours before this meeting so that appropriate arrangements can be made. City Council Meeting Agenda January 2, 2018 Page 2 of 2

4 COUNCIL AGENDA ITEM MEMORANDUM Date Submitted: 12/18/2017 Meeting Date: 01/02/2018 Item #3 CALL TO ORDER: ROLL CALL: PRESENT ABSENT ROGERS STIVENER LANE ECHTERLING MASTERGEORGE JANICS TINDELL

5 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Jana Lewellen, City Secretary Date Submitted: 12/18/2017 Meeting Date: 01/02/2018 Item #4 ITEM DESCRIPTION: Approve Minutes: December 5, STAFF RECOMMENDATION: Approve minutes as presented in item description. ITEM SUMMARY: Minutes have been provided for review. FISCAL IMPACT: None ATTACHMENTS: December 5, 2017 Regular Meeting Minutes

6 MINUTES OF CITY COUNCIL MEETING DECEMBER 5, Call to order. Meeting was called to order at 6:00 P.M. by Mayor Bert Echterling. 2. Invocation. Jimmy Rogers provided the Invocation. 3. Roll Call. Councilmembers present: Jimmy Rogers, Jeremy Stivener, Brenton Lane, Bert Echterling, and Jim Mastergeorge. Councilmembers Steve Janics and Steven Tindell were absent. 4. Approve Minutes from: November 7, 2017, and November 14, Councilmember Jeremy Stivener motioned to approve the minutes from the November 7, 2017, and November 14, 2017 meetings as written. Mayor Pro Tem Jim Mastergeorge seconded this motion. Voting in favor; Rogers, Stivener, Lane, Mastergeorge, and Echterling. There were no opposing votes and motion carried unanimously. 5. Citizen Comments. None. 6. Administer Oath of Office to Police Officer Heriberto Rangel. Mayor Bert Echterling administered the Oath of Office and welcomed Officer Rangel to Robinson. Item 12 was moved at the request of the Mayor 12. Consider and possible action awarding the proposal for the Elevated Storage Tank Project. Utility System Director Greg Hobbs and Clark Gauer with Walker Partners presented this item. Mr. Hobbs stated staff previously brought this item to Council on October 3, 2017 for consideration and approval to proceed with the bidding process for this elevated tank. Mr. Gauer said we recently went out for bids for the project, and three bids were received ranging from a low $3,230,000 to a high of $4,113,020, and recommends awarding the bid to Landmark Structures as the lowest bidder. Mayor Pro Tem Jim Mastergeorge asked when construction would take place and what would the expected time frame be. Mr. Gauer said the site was ready, and it would take approximately 14 months. Councilmember Brenton Lane asked if the inspection would be performed by Walker Partners. Mr. Gauer stated yes. Mayor Bert Echterling asked for a start time. Mr. Gauer stated a pre-construction meeting would occur in early January. Mayor Pro Tem Jim Mastergeorge asked if the storage tank would be used immediately. Mr. Hobbs stated it was anticipated to be at half capacity for a while. Councilmember Jimmy Rogers asked if the primary water source would be Waco. Mr. Hobbs stated the water would come primarily from Waco but Robinson as well. Councilmember Jimmy Rogers motioned to award the bid to Landmark Structures in the amount of $3,230, as presented. Councilmember Jeremy Stivener seconded this motion. Voting in favor: Rogers, Stivener, Lane, Mastergeorge, and Echterling. There were no opposing votes and motion carried unanimously. City Council Meeting Minutes December 5, 2017 Page 1 of 4

7 7. Present Quarterly Investment Report. Finance Director Karen Sanchez presented the Quarterly Investment Report to include the annual comparison of portfolio performance, and a summary of the quarter end results. No action taken. Action on Item 8, and the Public Hearing and action on item 9 was tabled until the end of the meeting for Mr. French to provide addition information regarding the surrounding property owner letters. 8. PUBLIC HEARING: Conduct a public hearing, consider and possible action on Ordinance regarding a zoning change from R-1 to C-2 on Tract 28 of the M. Martinez Survey, being acres addressed at 105 W Ward Avenue. The Public Hearing was opened at 6:15 p.m. Planning and Development Director Justin French provided an overview of the zoning change as presented. Mr. French stated the Planning and Zoning Commission met on November 21, 2017, and recommended approval by a vote of 5-0. Property Owner Rick Grant, 1224 Valhalla Park, Robinson, Texas 76706, was available for questions and respectfully requested approval. After no additional comments, the Public Hearing was closed at 6:20 p.m. Councilmember Brenton Lane asked if there was additional access to the property. Mr. French stated the owner has additional property which will provide access. Councilmember Jeremy Stivener asked if this zoning change was consistent with the comprehensive plan. Mr. French stated yes. Councilmember Brenton Lane questioned the letter of opposition as indicated in the staff report provided. Mr. French stated three letters were received, one in favor, one in opposition, and one provided no reason. Mayor Pro Tem Jim Mastergeorge asked if an explanation was required when a property owner is opposed. Mr. French said it is not required; however, space is provided on the form for comments. Councilmember Jeremy Stivener motioned to approve Ordinance approving a zoning change from R-1 to C-2 as presented. Councilmember Jimmy Rogers seconded this motion. Voting in favor: Rogers, Stivener, Lane, Mastergeorge, and Echterling. There were no opposing votes and motion carried unanimously. 9. PUBLIC HEARING: Conduct a public hearing, consider and possible action on Ordinance regarding a specific use permit for major vehicle repair on Lot 1A, Block 14 of the O. T. Robinson Addition, being acres approximately addressed at 200 S Robinson Drive. The Public Hearing was opened at 6:40 p.m. Planning and Development Director Justin French provided an overview of the specific use permit as presented. Mr. French stated the Planning and Zoning Commission met on November 21, 2017, and recommended approval by a vote of 5-0. Property Owner Jeff Thompson, and Ray Sanders residing at 4483 S. Robinson Drive, Lorena, TX 76655, representing the applicant, stated it was his intent to make improvements such as adding gravel, and landscaping if approved. After no additional comments, the Public Hearing was closed at 6:46 p.m. Council had an in-depth discussion regarding the existing nonconformities, the hours of operation and inadequate space for the proposed vehicle repair lot. Council also discussed placing a time limit on the specific use permit in order for Council review at a later date. Mayor Pro Tem Jim Mastergeorge stated he was happy to see more businesses in Robinson. Councilmember Brenton Lane stated although he was City Council Meeting Minutes December 5, 2017 Page 2 of 4

8 pleased with seeing more businesses, he would prefer the time limit as well. Mayor Bert Echterling voiced concerns regarding the nonconformities, and stated this proposed use may not be in line with the vision statements in the comprehensive plan such as the creation of a downtown, and creating a more impressive image corridor through Robinson. Mayor Pro Tem Jim Mastergeorge motioned to approve the specific use permit with a five-year expiration date from the date of approval. Councilmember Brenton Lane seconded this motion. Voting in favor: Lane, and Mastergeorge. Motioned failed by a vote of 2-3 with Mayor Bert Echterling, and Councilmembers Jeremy Stivener, and Jimmy Rogers voting in opposition. 10. Consider and possible action approving an Interlocal Agreement with Tarrant County to participate in Tarrant County s Cooperative Purchasing Program. Chief of Police Phillip Prasifka presented this item and stated participation in Cooperative Purchasing programs provides cities the opportunity to purchase items or services that have been competitively bid in accordance with State law. By utilizing Cooperative Purchasing programs, cities are able to streamline their acquisition processes while at the same time taking advantage of the purchasing power of larger entities such as Tarrant County. Chief Prasifka said participation in the Tarrant County Cooperative Purchasing Program does not restrict the City of Robinson to only using Tarrant County, it just provides another avenue to help ensure that City of Robinson is following the State laws regarding purchasing requirements and it provides an opportunity for better pricing for certain budgeted items. Mayor Bert Echterling asked if there was a fee to participate. Chief Prasifka stated no. Mayor Pro Tem Jim Mastergeorge asked if Tarrant County was receptive to Robinson joining this program. Chief Prasifka stated yes. This is a standard agreement available to everyone. Mayor Pro Tem Jim Mastergeorge motioned to approve the Interlocal Agreement with Tarrant County as presented. Councilmember Brenton Lane seconded this motion. Voting in favor: Rogers, Stivener, Lane, Mastergeorge, and Echterling. There were no opposing voted and motion carried unanimously. 11. Consider and possible action approving an Interlocal Agreement with the City of Waco for animal shelter services. Chief of Police Phillip Prasifka presented this item. Chief Prasifka said the City of Robinson entered into an Interlocal Agreement with the City of Waco for Animal Shelter Services effective October 1, The City of Waco has presented a revised agreement and is scheduled to go before Waco City Council at their December 5, 2017 meeting as well. Chief Prasifka provided a brief overview of the proposed minor changes, stated no fees would increase based on occurring practices, and recommended approval. Councilmember Jeremy Stivener motioned to approve the Interlocal Agreement with the City of Waco as presented. Councilmember Jimmy Rogers seconded this motion. Voting in favor: Rogers, Stivener, Lane, Mastergeorge, and Echterling. There were no opposing voted and motion carried unanimously. 13. Councilmember requests for items to be placed on future agendas. Councilmember Jeremy Stivener asked for a street program update. 14. Adjourn. Meeting adjourned at 7:06 p.m. City Council Meeting Minutes December 5, 2017 Page 3 of 4

9 Bert Echterling, Mayor ATTEST: Jana Lewellen, City Secretary City Council Meeting Minutes December 5, 2017 Page 4 of 4

10 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Bert Echterling, Mayor Date Submitted: 12/18/2017 Meeting Date: 01/02/2018 Item #5 ITEM DESCRIPTION: Citizen Comments. STAFF RECOMMENDATION: ITEM SUMMARY: This is an opportunity for citizens to address the City Council on matters which are not scheduled for consideration. In order to address the Council, please complete a Speaker s Request Form and submit to the City Secretary prior to the start of the Council meeting. All comments must be directed to the Presiding Officer, rather than an individual Council Member or city staff. Comments are limited to three minutes and must pertain to the subject matter listed on the Speaker s Request Form. Council may not comment publicly on issues raised, but may direct the City Manager to resolve or request the matter to be placed on a future agenda. Such public comments shall not include any deliberation as defined by Chapter 551 of the Government Code, as now or hereafter amended. FISCAL IMPACT: N/A ATTACHMENTS:

11 Staff Report City Council Originating Department- Planning and Development Date: January 2, 2018 Request: Final Plat Applicant: Gary Hart Agenda Item: #6 Agenda Item: Consider and take possible action on a Final Plat of the Harris Village Addition, Phase Five, being 4.25 acres out of the Carlos O Campo Survey, Abstract 32, approximately addressed at 2550 Greig Drive. Case Summary: The property owner proposes to final plat twenty-one (21) residential lots initially approved in the Harris Village preliminary plat on September 14, Phase one of the Harris Village Addition was approved by City Council immediately following the initial preliminary plat approval. Subsequent final plats for phases two, three, and four where approved by City Council in 2007, 2011, and 2014 respectively. Per Section 1.7 of the subdivision ordinance, the city shall not extend utilities, provide access to public roads, or issue building permits for the development of any property which has not received plat approval. Development Review Analysis: The proposed phase five deviates from the overall phase layout previously submitted to the City (see attachments). No portion of this proposed phase is located within significant FEMA designated floodplain. The proposed development should not impact the existing drainage system as long as the developer complies with all City ordinances. Into phase five the developer will continue the existing 8-inch water main and 8-inch sanitary sewer main installed in previous phases. Two new fire hydrants are proposed in phase five with a separation distance of approximately 400 feet. The Harris Village Addition is and will continue to be characterized with curb, gutter, and paved streets, inlets, underground storm drains, street lights, street markers, sidewalks, franchise utilities along the front property lines, and individual mailboxes at each lot. Harris Village is also characterized by subdivision entrance signs on brick walls and landscaped medians at both subdivision entrances along Greig Drive. The perimeter of the Harris Village Addition where residential lots back up to Greig Drive consists of landscaping and a stockade wood fence with brick columns. The sole residential lot in the Harris Village Addition that sides to Greig Drive has a brick masonry garden wall and landscaping along Greig Drive. On May 11, 2004, the subject site was rezoned to the R-1P District. The proposed plat complies with the zoning requirements for the R-1P District and meets all applicable requirements of the subdivision ordinance except for the following outstanding items:

12 1. Off-site sanitary sewer serving this development and along Heston Circle must be located in a sanitary sewer easement dedicated to the City of Robinson via separate instrument prior to the recording of this plat. Note the document number and easement with this plat. 2. Lots 47-43, Block 1 shall be renumbered Lots Remove the setback lines from the plat. 4. Indicate right-of-way dedication for corner clips at the intersection of Yoder Lane and Heston Circle. Contact Justin French for specific dimensions, if necessary. 5. The preliminary plat indicates 10 Drainage Easements on Lots 39 & 40, Block 1. Show easements on final plat or clarify changes to drainage plan. 6. The bold lines outlining lots shall be consistent throughout plat. 7. In the dedication statement, delete the duplicate wording of above. 8. In the dedication statement, the dedication shall reference dedication of Harris Village Addition Phase Five and not Lot 9, Block Prior to recording the final plat with the McLennan County Clerk, the following must be provided to the City: A) Actual cost for third party engineering review services related to this plat must be paid to the City of Robinson; B) Passing of final inspection of associated public improvements for Phase V in accordance with approved construction plans; C) Record drawings (as-builts) of public infrastructure passing inspection; D) Letter to City certifying all bills paid and a one-year maintenance guarantee; and E) Two mylar copies of the surveyor s sealed plat with the owner s signature notarized along with a tax certificate showing a zero balance and a check written out to the McLennan County Clerk for recording the plat. This county fee is $32.00 for the first page sheet and $5.00 for any additional plat sheets. Recommendation: On December 19, 2017, the Planning and Zoning Commission by a vote recommended disapproval of the plat until the outstanding items above were adequately addressed. Staff recommends disapproval of the plat until there is compliance with the outstanding items above. This will allow the plat to be acted upon within a reasonable review time, and when the above issues are adequately addressed the plat can be recorded with the County Clerk so development can occur within phase five. Attachments: Final Plat Application Overall Phase Layout Final Plat of Phase Five

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16 ' 10.0' Utility Easement ' 57.21' 57.21' 57.21' 57.21' 57.21' 57.21' ' 57.19' 57.20' N 89 39'14" E ' N 89 39'14" E ' N 89 39'14" E ' 23.0' Setback Line 10.0' Utility Easement 10.0' Utility Easement 15.0' Setback Line 10.0' Utility Easement 15.0' Setback Line S 89 39'14" W ' 56.43' 56.81' ' Block 1 46 Harris Village Addition (Instrument No ) 12 Phase Four 28 Block 4 1 Block S 29 59'31" E ' ' S 29 59'31" E S 29 59'31" E ' S 29 59'31" E ' S 29 59'31" E ' S 29 59'31" E ' ' 51.09' 59.00' 59.00' 59.00' 59.00' 59.00' 59.00' 59.00' 59.00' 59.00' 59.00' 55.00' 59.00' 59.00' 55.00' 55.00' N 29 59'31" W ' 55.00' 55.00' N 29 59'31" W 55.00' ' 55.00' N 29 59'31" W 55.00' ' 55.00' N 29 59'31" W 55.00' ' 55.00' N 29 59'31" W 55.00' ' 55.00' N 29 59'31" W 55.00' ' 55.00' N 29 59'31" W ' 55.00' N 29 59'31" W ' ' 45.46' S 60 00'29" W ' ' 25.00' 25.00' 26.24' Residue Of Called Acres Harris Village, LTD. 10.0' Utility Easement 23.0' Setback Line Harris Village Addition Phase Three 5 (Instrument No ) 10.0' Utility Easement 10.0' Utility Easement 25.00' 25.00' 10.0' Utility Easement Block Block 1 Called Acres F.M. Young Volume 1121, Page 55 Deed Records (UNLESS OTHERWISE NOTED) - 1/2" IRON ROD SET CAPPED "M&A" - 1/2" IRON ROD FOUND CAPPED "3879" (Instrument No ) ' N 00 20'46" W N 00 20'46" W ' Point Of Beginning W N S E

17 Staff Report City Council Originating Department- Planning and Development Date: January 2, 2018 Request: Minor Plat Applicant: Beau & Erica Ballard Agenda Item: #7 Agenda Item: Consider and take possible action on a Minor Plat for Lot 1, Block 1 of the Ballard Addition, being acres out of the I. Galindo Survey, Abstract 16, addressed at 5387 Cooksey Lane. Case Summary: The property owner proposes to construct a single family residence on the subject site, and per Section 1.7 of the subdivision ordinance, the city shall not extend utilities, provide access to public roads, or issue building permits for the development of any property which has not received plat approval. Development Review Analysis: No portion of the proposed lot is located within significant FEMA designated floodplain. The proposed use should not impact the existing drainage system as long as the developer complies with all City ordinances. The developer proposes to utilize the site s existing connection to the Levi Water Supply system s 2.5-inch water main. No fire hydrants exist in the general area; however, the City s Volunteer Fire Department has some capabilities to haul water to remote areas of the City. City wastewater services are not within 500 feet of the subject site, so the development will be served by a pre-existing onsite sewage facility (OSSF) and a new OSSF that are to be reviewed and permitted by the Waco-McLennan County Public Health District. The Transportation System Plan calls for Cooksey Lane to be a neighborhood collector with 70 feet of right-of-way with the future alignment slightly differing from the existing alignment along the subject site s frontage. Therefore, the plat is dedicating the estimated right-of-way necessary for the projected alignment. The proposed plat complies with the zoning requirements for the R-1 District and meets all applicable requirements of the subdivision ordinance except for the following outstanding items: 1. Sec. 5.1 Utility improvements required. (a) Water facilities. (4) The developer shall furnish and install standard fire hydrants as part of the water distribution system in conformance with the standard specifications, and in accordance with the recommendations of the State of Texas Insurance Board, City of Robinson Volunteer Fire Department, and rural fire departments.

18 2. Sec. 5.1 Utility improvements required. (a) Water facilities. (5) Water mains shall be of the pipe diameter required for the subdivision in accordance with city design criteria and as directed by the city engineer, but in any case a minimum of six inches. 3. Sec. 5.1 Utility improvements required. (b) Sewerage facilities. (2) C) Before the city council approves a final plat for any lots that are not immediately served by sewer, the subdivider shall furnish the city with a certification, to be included with the plat, from the Waco-McLennan County Health District that certifies that planning materials and a suitability report have been submitted to the Waco-McLennan County Health District and accepted by the Waco-McLennan County Health District for the subdivision plat. 4. Prior to recording the plat with the McLennan County Clerk, the following must be provided to the City: Two mylar copies of the surveyor s sealed plat with the owner s signature notarized along with a tax certificate showing a zero balance and a check written out to the McLennan County Clerk for recording the plat. This county fee is $32.00 for the first page sheet and $5.00 for each additional plat sheets, if any. The developer requests waiver of item 1 above and acknowledges that the subject site is in a rural area with substandard infrastructure. Section 5.10 of the subdivision ordinance is provided below and authorizes City Council to consider such waiver when the Council deems the subject fire hydrant is not necessary for the protection of public health, orderly growth, safety, and general welfare. Sec Waiver or deferral of required improvements. The city council may waive or defer improvements which are not deemed necessary for the protection of public health, orderly growth, safety, and general welfare. When provision of any improvement is deferred, the subdivider shall pay for or post a bond for the developer's share of the cost of the deferred improvements. Payment shall be made or bond posted before the plat is filed for record in the Official Public Records of McLennan County. The developer also requests a variance to item 2 above and acknowledges that the subject site is in a rural area with substandard infrastructure. Section 7.10 of the subdivision ordinance is provided below and authorizes City Council to consider such variance from the minimum 6-inch water main pipe size to a 2.5-inch water main pipe size when the Council finds extraordinary hardships or significant practical difficulties result from strict compliance. Sec Variances and exceptions. (a) In the event that the city council finds that extraordinary hardships or significant practical difficulties may result from strict compliance with these regulations or that the purposes of these regulations may be better served by an alternative proposal, it may approve a variance to these subdivision regulations so that justice may be done and the public interest secured, provided that such variance shall not have the effect of nullifying the intent and purpose of these regulations. A written request for a variance shall be filed with the planning and community development department. The planning and zoning commission will hear the

19 request and make a recommendation to the city council. The city council may grant a variance subject to such conditions as will substantially secure the objectives of this ordinance. The city council may consider the approval of a variance using the following guidelines. These guidelines are not intended to be exclusive. Evidence by the applicant must demonstrate that: (1) The effect of the variance will not be detrimental to the public safety, health, welfare or injurious to other property; (2) The conditions upon which the request for variance are based are unique to the subdivision under consideration, and are not generally applicable to other properties; (3) Due to the specific conditions or topography of the site involved, strict enforcement of these regulations would impose an undue hardship on the applicant; (4) The variance requested will in no way conflict with provisions of the Zoning Ordinance or the Comprehensive Plan of the City of Robinson. In accordance with Section 3.13 of the Subdivision Ordinance cited below, the Director of Planning and Development may administratively approve or require minor plats to go through the Planning and Zoning Commission and City Council approval process. The Director has declined to consider administrative approval of this minor plat due to the inability for compliance with ordinances requiring connection to a 6-inch water main and fire hydrant installation. The Director also notes the subjective nature of determining whether the flag-shaped lot and street frontage complies with the purpose and intent of the subdivision ordinance in regards to orderly development. The Director notes that this determination is most appropriately provided by City Council s discretionary review. Sec Approval of minor plats and amended plats. (a) The director of the planning and community development or designee may approve: (1) Amending plats following review by city departments. (2) Minor plats involving four or fewer lots fronting on an existing street and not requiring the creation of any new street or the extension of municipal facilities. (b) An amended subdivision plat or minor plat may be approved by the director of the planning and community development department without going through the commission/council approval process. The same filing fee must be paid by the subdivider as would have been required if the amended plat or minor plat were submitted for final plat approval through the commission/council approval process, unless a different fee is set by the city council. (c) The director of the planning and community development department may decline to act on the amended plat or minor plat, and require that it go through the commission/council approval process in the director's exercise of his/her professional judgment. Recommendation: On December 19, 2017, the Planning and Zoning Commission by a vote of recommended approval of the requested waiver and variance and disapproval of the re-submitted plat until outstanding item 3 above was adequately addressed.

20 Unless City Council grants the requested waiver and variance, staff recommends disapproval of the plat until there is compliance with the City s minimum water main pipe size, required fire hydrant installation, and approval from the Environmental Health Manager with the Waco- McLennan County Public Health District. This will allow the plat to be acted upon within a reasonable review time, and when the issues are adequately addressed the plat can be recorded with the County Clerk so development can occur on the subject site. A motion to approve the requested waiver and variance may be accompanied with a motion to disapprove this plat pending compliance with outstanding item 3. Attachments: Minor Plat Application Applicant s Requests for Waiver & Variance Minor Plat

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23 Ballard Residence To: From: Justin French Beau and Erica Ballard Date: November 28, 2017 Re: Ballard 5387 Cooksey Lane waiver and variance Mr. French My family respectfully requests the following waiver and variance: 1) Vary the required water main pipe size from six inches to 2.5 inches (existing) per Section 7.10 below and waive the fire hydrant requirement per Section 5.10 We accept that this is a rural area and that the infrastructure is not in place to facilitate the current code. Strict compliance with these regulations would create an undo burden on our family and is further complicated by our use of Co-Op water resources. As long-time members of the community we look forward to building our home in Robinson and raising our family here. We appreciate your consideration in this area.

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26 Staff Report City Council Originating Department- Planning and Development Date: January 2, 2018 Request: Minor Plat Applicant: Robin LeBourgeois Agenda Item: #8 Agenda Item: Consider and take possible action on a Minor Plat for Lot 1, Block 1 of the LeBourgeois Addition, being 1.45 acres out of the Carlos O Campo Survey, Abstract 32, addressed at 220 Hahn Drive. Case Summary: The property owner proposes to construct a single family residence on the subject site, and per Section 1.7 of the subdivision ordinance, the city shall not extend utilities, provide access to public roads, or issue building permits for the development of any property which has not received plat approval. Development Review Analysis: No portion of the proposed lot is located within significant FEMA designated floodplain. The proposed use should not impact the existing drainage system as long as the developer complies with all City ordinances. Development on the proposed lot will connect to the City of Robinson s existing 8-inch water main along Hahn Drive. Fire hydrants exist along Hahn Drive and support adequate fire protection to the subject site. City wastewater services are not adjacent to the proposed lot but are within 500 feet of the subject site. The developer must extend the City s waste water main from Dove Street to the proposed lot to comply with the Subdivision Ordinance. Otherwise, the developer may seek waiver or deferment of the ordinance requiring the development s connection to the City s sanitary sewer system; in which case the development must be served by an onsite sewage facility (OSSF) to be reviewed and permitted by the Waco-McLennan County Public Health District, if possible. Lots must be a minimum of one acre in size if effluent disposal is to be by subsurface soil absorption and this type of effluent disposal meets regulations and standards set forth by the Waco- McLennan County Health District, the state health department, and the Texas Commission on Environmental Quality (TCEQ). Lots using surface irrigation as the means of effluent disposal shall be a minimum of two acres and meet all the above regulations and standards. If due to soil conditions, topography or other characteristic of the lot a surface irrigation system is deemed by the developer's or owner's engineer to be the only feasible option for a lot of a size less than two acres, the developer or owner may request a variance to allow a surface irrigation system. The applicant has provided an OSSF suitability study that has determined the 1.45-acre parcel to be unsuitable for the subsurface soil absorption of a standard drain field. Due to the costs in

27 extending the City s wastewater main to the subject site and the inability to have a standard drain field system, the applicant requests a waiver or variance to allow an aerobic surface irrigation system on the less than two-acre lot. The Transportation System Plan calls for Hahn Drive to be a local street with 50 feet of right-ofway. City staff has requested clarification from the applicant as to if Hahn Drive right-of-way has been dedicated. If it has not, the applicant could be required to dedicate right-of-way. See outstanding item #5 below. The proposed plat complies with the zoning requirements for the R-1 District and meets all applicable requirements of the subdivision ordinance except for the following outstanding items: 1. Sec. 5.1 Utility improvements required. (b) Sewerage facilities. (2) The developer shall furnish and install sanitary sewer service lines and shall be immediately connected to the public sanitary sewer unless the following conditions are met: A) Sanitary sewer lines shall be immediately installed and connected to a public sewer line, at the expense of the subdivider of the property, if the lot is within 500 feet of a public sewer line. (There is public sewer at the north end of Hahn Drive that is within 500 feet. The City is discussing an ordinance amendment to allow developers to enter into a pro rata agreement that will allow the developer of a public sewer extension to recoup portions of the cost of the extension if other property owners tie into the extension within a certain time period. Contact Justin French, Planning Director for the status of this ordinance amendment and the depth of the existing public sewer in Dove Street that the property is to tie in to. If the fall for the public sewer extension is not adequate, a pump sump grinder may be required at the developer s expense). B) All lots not immediately connected to the sanitary sewer system shall use an on-site sewage facility (OSSF). Lots must be a minimum of one acre in size if effluent disposal is to be by subsurface soil absorption and this type of effluent disposal meets regulations and standards set forth by the Waco-McLennan County Health District, the state health department, and the Texas Commission on Environmental Quality (TCEQ), as well as any additional regulations and standards set forth herein. Lots using surface irrigation as the means of effluent disposal shall be a minimum of two acres and meet all the above regulations and standards. If due to soil conditions, topography or other characteristic of the lot a surface irrigation system is deemed by the developer's or owner's engineer to be the only feasible option for a lot of a size less than two acres, the developer or owner may request a variance to allow a surface irrigation system in accordance with the process set forth in section 7.10 of this ordinance. C) Before the city council approves a final plat for any lots that are not immediately served by sewer, the subdivider shall furnish the city with a certification, to be included with the plat, from the Waco-McLennan County Health District that certifies that planning materials and a suitability report have been submitted to the Waco-McLennan County Health District and accepted by the Waco-McLennan County Health District for the subdivision plat. 2. Correct the note on the plat regarding the sewer service provider if the property will be connected to public sewer.

28 3. Sec. 3.3 (d) Proposed and existing easements must be included in the plat for it to be filed for record in the Official Public Records of McLennan County. The existing site has above ground franchise utilities that must be located within a utility easement. If utility easements exist show them and provide label the documentation recording them. If the easements do not exist, appropriate utility easements must be dedicated by this plat. 4. Clarify that portions of Hahn Drive that is dedicated right-of-way and label the width of the Hahn Drive right-of-way. If no portions of Hahn Drive right-of-way has been dedicated by document number with the Official McLennan County Clerk, label the future or prescribed Hahn Drive rightof-way width as 50 feet. 5. Note on the plat that electric service is provided by Oncor Electric Service. 6. If the proposed lot will be connected to public sewer then prior to recording the final plat with the McLennan County Clerk, the following must be provided to the City: a. Actual cost for third party engineering review services related to this plat must be paid to the City of Robinson; b. Passing of final inspection of associated public improvements for Phase V in accordance with approved construction plans; c. Record drawings (as-builts) of public infrastructure passing inspection; and d. Letter to City certifying all bills paid and a one-year maintenance guarantee. 7. Prior to recording the plat with the McLennan County Clerk, the following must be provided to the City: Two mylar copies of the surveyor s sealed plat with the owner s signature notarized along with a tax certificate showing a zero balance and a check written out to the McLennan County Clerk for recording the plat. This county fee is $32.00 for the first page sheet and $5.00 for each additional plat sheets, if any. If the developer requests waiver, Section 5.10 of the subdivision ordinance is provided below and authorizes City Council to consider such waiver when the Council deems the subject connection to the City s sanitary sewer system is not necessary for the protection of public health, orderly growth, safety, and general welfare. Sec Waiver or deferral of required improvements. The city council may waive or defer improvements which are not deemed necessary for the protection of public health, orderly growth, safety, and general welfare. When provision of any improvement is deferred, the subdivider shall pay for or post a bond for the developer's share of the cost of the deferred improvements. Payment shall be made or bond posted before the plat is filed for record in the Official Public Records of McLennan County. If the developer requests a variance to item 3 above, Section 5.1 of the subdivision ordinance authorizes the Planning and Zoning Commission to consider such variance from the requirement

29 that franchise utilities within the subdivision be placed underground. The Commission may reference Section 7.10 provided below, which states guidelines City Council may utilize in considering variances. Sec Variances and exceptions. (a) In the event that the city council finds that extraordinary hardships or significant practical difficulties may result from strict compliance with these regulations or that the purposes of these regulations may be better served by an alternative proposal, it may approve a variance to these subdivision regulations so that justice may be done and the public interest secured, provided that such variance shall not have the effect of nullifying the intent and purpose of these regulations. A written request for a variance shall be filed with the planning and community development department. The planning and zoning commission will hear the request and make a recommendation to the city council. The city council may grant a variance subject to such conditions as will substantially secure the objectives of this ordinance. The city council may consider the approval of a variance using the following guidelines. These guidelines are not intended to be exclusive. Evidence by the applicant must demonstrate that: (1) The effect of the variance will not be detrimental to the public safety, health, welfare or injurious to other property; (2) The conditions upon which the request for variance are based are unique to the subdivision under consideration, and are not generally applicable to other properties; (3) Due to the specific conditions or topography of the site involved, strict enforcement of these regulations would impose an undue hardship on the applicant; (4) The variance requested will in no way conflict with provisions of the Zoning Ordinance or the Comprehensive Plan of the City of Robinson. In accordance with Section 3.13 of the Subdivision Ordinance cited below, the Director of Planning and Development may administratively approve or require minor plats to go through the Planning and Zoning Commission and City Council approval process. The Director has declined to consider administrative approval of this minor plat due to the undetermined compliance with ordinance requiring connection to the City s sanitary sewer system located within 500 feet. Sec Approval of minor plats and amended plats. (a) The director of the planning and community development or designee may approve: (1) Amending plats following review by city departments. (2) Minor plats involving four or fewer lots fronting on an existing street and not requiring the creation of any new street or the extension of municipal facilities. (b) An amended subdivision plat or minor plat may be approved by the director of the planning and community development department without going through the commission/council approval process. The same filing fee must be paid by the subdivider as would have been required if the amended plat or minor plat were submitted for final plat approval through the commission/council approval process, unless a different fee is set by the city council.

30 (c) The director of the planning and community development department may decline to act on the amended plat or minor plat, and require that it go through the commission/council approval process in the director's exercise of his/her professional judgment. Recommendation: On December 19, 2017, the Planning and Zoning Commission by a vote of recommended approval of the applicant s requested waiver and variance and disapproval of the plat until the outstanding items above are adequately addressed. Unless City Council grants the waiver and variance requests, staff recommends disapproval of the plat until there is compliance with the other outstanding items. This will allow the plat to be acted upon within a reasonable review time, and when the issues are adequately addressed the plat can be recorded with the County Clerk so development can occur on the subject site. A motion to approve requested waiver and/or variance may be accompanied with a motion to disapprove this plat pending compliance with other outstanding items. Attachments: Minor Plat Application Applicant s Letter Requesting Variances OSSF Suitability Study provided by Applicant Minor Plat

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37 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Craig Lemin, City Manager Date Submitted: 12/28/2017 Meeting Date: 01/02/2018 Agenda Item #9 ITEM DESCRIPTION: Consider and possible action restating and amending Ordinance A creating a Municipal Court of Record within the City of Robinson, and authorizing the appointment of the initial judge and initial municipal court clerk for the City of Robinson Municipal Court of Record. STAFF RECOMMENDATION: Staff recommends the appointment of Dick Kettler to serve and the initial judge; and Elvira Leyva as the initial municipal court clerk. ITEM SUMMARY: On November 7, 2017, Council adopted Ordinance establishing and creating a Municipal Court of Record. As provided in the Sections 4 and 6 of the original ordinance, the Council must appoint the initial judge and the initial clerk of the municipal court of record. The Judge will serve for a two-year term beginning January 2, 2018 and ending December 31, 2019 with all future terms beginning January 1 and ending December 31 of the following year. The City Council shall appoint the initial court clerk, and by this ordinance provides for the City Manager to appoint any future court clerks and any other court personnel necessary to the operations of the court. ATTACHMENTS: Amended Ordinance

38 ORDINANCE NO A RESTATED AND AMENDED ORDINANCE OF THE CITY OF ROBINSON, TEXAS ESTABLISHING A MUNICIPAL COURT OF RECORD; PROVIDING FOR THE TERM AND APPOINTMENT OF A JUDGE OF THE MUNICIPAL COURT OF RECORD; AUTHORIZING THE APPOINTMENT OF A MUNICIPAL COURT CLERK; APPOINTING INITIAL JUDGE OF THE MUNICIPAL COURT OF RECORD; APPOINTING INITIAL MUNICIPAL COURT CLERK OF THE MUNICIPAL COURT OF RECORD; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Robinson, Texas is a home rule municipality located in McLennan County operating pursuant to its Home Rule Charter and applicable laws of the State of Texas; and WHEREAS, Chapter 30 of the Texas Government Code authorizes Robinson to establish a municipal court of record; and WHEREAS, the City Council of the City of Robinson deems it necessary to establish a municipal court of record to provide a more efficient disposition of cases arising in the City; and WHEREAS, the City Council wishes to provide for a more effective means to enforce the ordinances and laws of the City of Robinson. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ROBINSON, TEXAS: SECTION 1. The City Council hereby establishes the Robinson municipal court as a municipal court of record in order to provide a more efficient disposition of cases arising in the City, and in order to more effectively enforce the ordinances of the City. The municipal court shall become a court of record from and after the effective date of this Ordinance, and shall be known as The Municipal Court of Record in the City of Robinson, Texas. 1

39 SECTION 2. The municipal court of record has the jurisdiction provided by Chapter 30 of the Government Code for municipal courts of record, as specifically found at Section of the Government Code. The judge of the court is also a magistrate. And by this Ordinance the City Council specifically, and additionally, grants the municipal court of record: (1) civil jurisdiction for the purpose of enforcing municipal ordinances enacted under Subchapter A, Chapter 214, Local Government Code, or Subchapter E, Chapter 683, Transportation Code; (2) concurrent jurisdiction with a district court or a county court at law under Subchapter B, Chapter 54, Local Government Code, within the municipality's territorial limits and property owned by the municipality located in the municipality's extraterritorial jurisdiction for the purpose of enforcing health and safety and nuisance abatement ordinances; and (3) authority to issue: (A) administrative search warrants for the purpose of investigating a health and safety or nuisance abatement ordinance violation; and (B) seizure warrants for the purpose of securing, removing, or demolishing the offending property and removing the debris from the premises. SECTION 3. This municipal court of record is established pursuant to the authority granted in Subchapter A, Chapter 30, of the Government Code of the State of Texas, known as the Uniform Municipal Courts of Record Act, and the terms set forth therein are hereby adopted governing the operation of said court. 2

40 SECTION 4. The judge of the municipal court of record in the City of Robinson shall be appointed by the City Council by ordinance for a term of two (2) years. However, the term of the initial judge shall begin January 2, 2018 and end December 31, All future terms shall begin on January 1 st and end on December 31 st of the following year. The municipal judge must be a licensed attorney in good standing in the state of Texas, and must have two or more years of experience in the practice of law in Texas. The judge must be a citizen of the United States and of the state of Texas. The City Council shall establish the salary of the judge, which shall not be based directly or indirectly on fines or costs collected by the court. Such salary may not be diminished during the term for which the judge is appointed. Dick Kettler is hereby appointed as the Judge of the Municipal Court of Record in the City of Robinson, Texas for the initial term. SECTION 5. If a vacancy occurs in the office of the municipal judge of the court of record, the City Council shall by ordinance appoint a qualified person to fill the office for the remainder of the unexpired term. The City Council may appoint one or more qualified persons as an associate judge to be available to serve for a municipal judge who is temporarily absent due to illness, family death, continuing legal or judicial education programs, or any other reason. The municipal judge shall select one of the qualified persons appointed by the City Council to serve during the absence of the municipal judge. The associate judge, while serving as a municipal judge, has all the powers and shall discharge all the duties of a municipal judge. An associate judge must meet the qualifications prescribed for the municipal judge. The City Council shall set the compensation for the associate judge. 3

41 SECTION 6. The City Council shall appoint the initial clerk of the municipal court of record who shall perform duties in accordance with state law, Charter, and City ordinances. By this Ordinance the City Council provides that the City Manager shall appoint any future court clerks and that the City Manager may appoint other court personnel necessary to the operations of the court. The clerk and other court personnel shall serve under the supervision and at the direction of the municipal judge in carrying out their court duties. However, the court clerk and other court personnel are subject to the supervision and direction of the City Secretary for all matters except to the extent that the City Secretary s directives conflict with the lawful directives of the judge. Furthermore, the City Manager shall have the authority to remove the court clerk or other court personnel. The clerk of the municipal court of record shall keep the records of the municipal court of record, issue process, and perform the duties described in Section of the Texas Government Code and other duties as set forth in Chapter 30 of the Government Code and as assigned. Elvira Leyva is hereby appointed as the initial Court Clerk of the Municipal Court of Record in the City of Robinson, Texas. No term is set for the court clerk, who serves at the pleasure of the City Manager. A vacancy in the court clerk position is filled by the City Manager. SECTION 7. The proceedings of trials in municipal court of record shall be recorded by a good quality electronic recording device and kept as provided by law. If the case is appealed, the proceedings shall be transcribed from the recording by an official court reporter as provided by law. At the 4

42 direction of the municipal judge, a court reporter shall be engaged to transcribe the recording who must meet the qualifications provided by law for official court reporters. SECTION 8. In the event of an appeal, the appellant shall pay a record preparation fee in the amount of $25 (or as allowed by statute). The record preparation fee does not include the cost of transcription of the proceedings by a court reporter, which the appellant must separately pay as provided by law. The clerk shall note the payment of the record preparation fee on the docket of the court. If the case is reversed on appeal, the record preparation fee shall be refunded to the appellant as provided by law. SECTION 9. This ordinance shall be cumulative of all provisions of ordinances of the City of Robinson, Texas, as amended, except where the provisions of this ordinance are in direct conflict with the provisions of such ordinances, in which event the conflicting provisions of such ordinances are hereby repealed. The applicable provisions of Chapter 30 of the Government Code are incorporated herein. SECTION 10. It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs, and sections of this ordinance are severable, and if any phrase, clause sentence, paragraph or section of this ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph or section. 5

43 ordained. SECTION 11. This ordinance shall be in full force and effect from and after its final passage, and it is so PASSED AND APPROVED ON THIS 2nd DAY OF JANUARY, Bert Echterling, Mayor Attest: Jana Lewellen, City Secretary 6

44 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Craig Lemin, City Manager Date Submitted: 12/27/2017 Meeting Date: 01/02/2018 Agenda Item: #10 ITEM DESCRIPTION: Consider and possible action regarding approval to go out for bids on the street program. STAFF RECOMMENDATION: ITEM SUMMARY: Design has been completed on the current year projects and they are read to go out for bid. The projects include Hillview Dr., McLendon Dr., Lou St., Beard Ave. and Bunker Ave. Beard and Bunker are drainage improvements only at this time. We have been delayed waiting on utility relocations by Atmos, AT&T and Oncor. Those are all complete are scheduled for completion and we can move forward with bidding. After the project areas were surveyed, additional issues related to right of way and drainage have arisen. Hillview is located along the eastern edge of the right of way which eliminates any area for drainage improvements. The entire street will have to be shifted west to the center of the right of way to allow for adequate drainage on both sides. Drainage issues have also led to cost increases on the other projects. Significantly more drainage work will be needed than initially estimated. This will result in the need to upsize more existing culverts which will require more driveway replacements than initially thought. The end result is that costs are $318,418 higher than originally projected. Clark Gauer with Walker Partners will be at the meeting to discuss the project and answer questions. ATTACHMENTS: Cost estimate

45

46 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Craig Lemin, City Manager Date Submitted: 12/27/2017 Meeting Date: 01/02/2018 Agenda Item #11 ITEM DESCRIPTION: Discussion regarding improvements to Juniper and Hicks Lanes. ITEM SUMMARY: Council requested staff provide information regarding improvements to Juniper and Hicks Lanes. A presentation the current condition and proposed improvements regarding each street is attached. City Engineer Clark Gauer and I will present the item and be available to answer questions at the meeting ATTACHMENTS: Presentation

47 Juniper Lane & Hicks Lane

48 Juniper Lane (Background) 2,787 linear feet dead end gravel roadway. 10 residential and 1 commercial property accessed from Juniper Lane. Currently served by a 2 waterline that is at capacity. It starts on one side of the road and crosses to the other side. City was granted 20 feet of right of way from property owners in ROW width is 40 feet. After dedication of right of way, City staff went in and cleaned up ditches and put gravel on top of existing lane. The area was not surveyed. No testing or stabilization of the subgrade was done.

49 Juniper Lane (Background continued) A culvert was placed under the roadway and drains to a stock tank on private property. Currently the width of roadway along with the ditches ranges from approximately 40 to 51 wide. When looking at the parcels overlaid on a aerial photo, parts of the street and drainage are well outside the existing right of way. Road dead ends with no cul-de-sac.

50 Juniper Lane (Overview)

51 Juniper Lane Right of Way

52 Juniper Lane

53 Juniper Lane

54

55 Juniper Lane (Moving Forward) Current ROW boundary will need to be surveyed. Roadway will have to be realigned or additional ROW acquired. Drainage will have to be evaluated and possibly realigned. Easement to stock tank should be acquired. Cores will need to be taken on the subgrade to determine level of stabilization required.

56 Juniper Lane (Moving Forward) Since waterline is at current capacity, consideration should be given to upgrade the line, especially if we stay with 40 ROW. Consider adding cul-de-sac. Recommended method is rural reconstruction which includes widening street to 22, chip seal surface and subgrade stabilization if needed.

57 Juniper Lane (Projected Costs) Soft Costs: $215,687 Includes: Surveying, ROW or Easement acquisition if needed, geo tech, engineering design (including drainage design) and contingency. Water Line Replacement: $113,750 Rural Reconstruction: $389,000 Total Cost w/ Waterline Replacement = $718,438 Total Cost w/o Waterline Replacement = $604,688

58 Hicks Lane (Background) 3700 linear feet dirt & gravel access drive. 14 residences accessed from Hicks Ln. Currently a private drive. No right of way. Width varies from 11 to 19 feet. Uneven terrain Numerous trees along existing drive. Currently does not straddle property lines. Existing 2 waterline is at capacity.

59 Hicks Lane (Overview)

60 Hicks Lane Right of Way

61 Hicks Lane

62 Hicks Lane

63 Roadway Hicks 11 PROP LANE 19 EXISTING 11 PROP LANE

64 Hicks Lane (Moving Forward) Survey & acquire 50 of right of way (25 from each side) Take subgrade cores, design the roadway and drainage. Challenges: Uneven terrain Numerous trees to be removed Where to take the runoff?

65 Hicks Lane (Moving Forward) Consider adding cul-de-sac. Recommended method is rural construction which includes widening street to 22, chip seal surface and subgrade stabilization if needed. (Note: current subdivision ordinance requires 30 wide curb & gutter HMAC street construction for all new streets.)

66 Hicks Lane (Projected Costs) Soft Costs: $304,375 Includes: Surveying, ROW and Easement acquisition including legal costs, geo tech, engineering design (including drainage design) and contingency. Water Line Replacement: $192,500 Rural Construction: $665,000 Total Cost w/ Waterline Replacement = $1,161,875 Total Cost w/o Waterline Replacement = $969,375.

67 Opinion of Probable Cost

68 Additional Gravel Roads in the City Stovall Dr Hahn Dr Sturgis St Roy Dr Nelson Ruth Dr Quail Run St Cindy Dove St.

69 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Craig Lemin, City Manager Date Submitted: 12/28/2017 Meeting Date: 01/02/2018 Agenda Item #12 ITEM DESCRIPTION: Discussion regarding credit card payment services ITEM SUMMARY: Rusty Steele, Business Development Director, for The Payment Group approached the City of Robinson regarding integrated online payments for the City of Robinson. Some of the benefits include: No Cost/No Commitment; Complete Incode Software Integration; Setup, Maintenance, Training and Support (No Cost); Live Bilingual Phone Agents (court); Immediate Notification of Payment; Customer receives immediate text and/or receipt; 24/7 access to payment data and reports; Personal Client Manager for assistance; and Mobile Payments - easy for customers. The Payment Group currently has over 70 Incode Customers in Texas and over 700 customers nationwide. The Payment Group is proposing 3.5% fee for utility payments and 6.5% for court payments (the difference being live bilingual operators to assist for court payments). There are no setup, maintenance, support or fees charged to the City. The Payment Group has an integration with the Incode Court and Utilities software that allows for automatic payments just like what Robinson has now. By switching to The Payment Group, the City will save somewhere around $3,000 to $4,000 annually just in support, maintenance and hosting fees. That's not including the savings in merchant fees. The City has on average 1100 customers utilizing our current online payment services. Each utility customer is charged $1.25 per session, and court customers are charged $1.50. This brings in approximately $ per month ($16,800 per year). The money collected is used towards the maintenance and website hosting fees charged by Incode which is currently $4, per year. ETS Corporation (credit card merchant) is also an expense to the City which on average totals $ $ a month ($36, at a minimum per year) depending on the type of card used and the amount of the payment. The credit card service is not mandatory, but simply a convenience for customers who chose to pay online. The City is spending at a minimum $23, annually to provide these services. Not only would the city be saving a substantial amount of money each year, it would eliminate the need for staff to reconcile the online payments which takes significant staff hours. The payments would be posted immediately, and staff will then be able to utilize their time elsewhere. ATTACHMENTS: Cost Comparisons

70 City of Robinson Utility Department Comparison SAVE over $15,260 annually with The Payment Group 40% paid by credit card = 4,600 bills processed Based on 11,500 Households Annually If the average utility bill is $ ,600 bills processed x $80 = $368,000 If the credit card merchant fee is 2% $368,000 x 2% = $7,360 Merchant Fees The Payment Group InCode Merchant Fees 0% $4,000 annually Installation & Training $0 $5,000 paid at install Maintenance Fees $0 $1,200 annually Support & Hosting $0 $1,200 annually Additional fees $0 $1,500 ($1.50/transaction) Additional Value Added Features IT Support (Response) 2 hours 24 + hours Adjustments/error fixes same day unavailable Refunds to defendant same day unavailable Term of Contract 30 days 3 years

71 City of Robinson Municipal Court Comparison SAVE over $8,000 annually with The Payment Group "We are very pleased with The Payment Group. The integration is working well and we are happy to offer mobile technology to our citizens. The Payment Group offers excellent customer service and works very hard to serve our court staff. I highly recommend their payment service to other courts." Andra D. Sparks, Presiding Judge, City of Birmingham Based on 2,000 Citations Annually 50% paid by credit card = 1,000 citations If the average violation is $200 1,000 violations x $200 = $200,000 If the credit card merchant fee is 2% $200,000 x 2% = $4,000 Merchant Fees The Payment Group InCode Merchant Fees 0% $4,000 annually Installation & Training $0 $5,000 paid at install Maintenance Fees $0 $1,200 annually Support & Hosting $0 $1,200 annually Additional fees $0 $1,500 ($1.50/transaction) Additional Value Added Features LIVE Bilingual Operators Yes No IT Support (Response) 2 hours 24 + hours Adjustments/error fixes same day unavailable Refunds to defendant same day unavailable Deferred & DSC Yes unavailable Term of Contract 30 days 3 years Amex accepted Yes No

72 COUNCIL AGENDA ITEM MEMORANDUM DEPT./DIVISION SUBMISSION & REVIEW: Destiny DeLillo, Communications and Public Information Director Date Submitted: 12/28/2017 Meeting Date: 01/02/2018 Agenda Item #13 ITEM DESCRIPTION: Discussion regarding Robinson Music Festival and its future. STAFF RECOMMENDATION: N/A ITEM SUMMARY: For 2018, we will begin planning the 4 th annual festival for the City of Robinson and feel this is a great time to discuss the future of this event and if it is moving in the direction we would like it to. It s also a great time to inventory everything the festival offers and compare it to surrounding festivals. FISCAL IMPACT: N/A ATTACHMENTS: The Future of the City s Annual Event Robinson Music Festival Slide Presentation

73 the Future of the City's Annual Event Robinson Music Festival Years in Comparison 1, ,000 $1,075 $1,850 $920 $1,725 $12,100 $13,100 $31, $37,222 Bands versus Attendance The attendance was around 1,500 for 2016 and we paid a lot less for the bands. We splurged on the bands, hosting Gary Kyle and Reckless Kelly, for Attendance was a little over 2,000 with only 456 coming through the gates after 6 p.m. for these two bands 1 PROS Larger scaled bands Kids area is free Low cost family event for everyone Goat roping George's Big O'Tent Washer Tournament Event for the Arts Possible tourist attraction Largest event for Robinson 2 CONS Day is very long Lack of help Lack of theme and history Charges admission Only 4th year Fencing Smaller scale versus larger scale Not a non-profit George's Big O' Tent CONCLUSIONS The future is in your hands.