NOTICE OF REGULAR MEETING September 25, 2019 SHENANDOAH CITY COUNCIL
STATE OF TEXAS AGENDA COUNTY OF MONTGOMERY CITY OF SHENANDOAH NOTICE IS HEREBY GIVEN that a Meeting of the Shenandoah City Council will be held on Wednesday, September 25, 2019 at 7:00 p.m. at the City of Shenandoah Municipal Complex, 29955 IH-45 North, Shenandoah, Texas for the purpose of considering the following:
1. CALL TO ORDER 2. CALL OF ROLL 3. PLEDGE OF ALLEGIANCE 4. INVOCATION CITIZEN’S FORUM
5. 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.
6. Council’s Inquiry Pursuant to Texas Government Code Sect. 551.042, 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. INDIVIDUAL CONSIDERATION: 7. Presentation regarding Civic Club elected officers. 8. Discussion and possible action regarding dates for the November and December City Council meeting dates.
9. Discussion and possible action regarding the designation of a representative and alternate for the Houston-Galveston Area Council 2020 General Assembly.
10. Discussion and possible action to approve revisions to the Employee Policy Manual.
City Council Meeting September 25, 2019 Page 1 of 3
11. Presentation of a final report regarding a variance to the minimum lot frontage. The proposed variance is for the Metro Development on 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
12. Public hearing regarding a variance to the minimum lot frontage. The proposed variance is for the Metro Development on 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
13. Discussion and possible action to adopt the following Ordinance: AN ORDINANCE OF THE CITY OF SHENANDOAH, TEXAS, AMENDING THE CODE OF ORDINANCES, CHAPTER 102, TO APPROVE A VARIANCE TO THE LOT FRONTAGE OF 159.74’ FOR 2.203 ACRE TRACT OF LAND RECORDED UNDER COUNTY CLERK’S FILE NO 2016117550 OFFICIAL PUBLIC RECORDS OF MONTGOMERY COUNTY, TEXAS; PROVIDING FOR A PENALTY IN THE AMOUNT OF $2,000 FOR VIOLATIONS THEREOF; PROVIDING SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. 14. Presentation of a Final Plat of Metro Development, being 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
15. Public hearing regarding the Final Plat of Metro Development, being 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
16. Discussion and possible action to approve the final plat for the Metro Development office building, located on 2.203 acres at 17555 I-45 north.
17. Discussion and possible action regarding the Investment Policy. 18. Discussion and possible action to declare surplus vehicles and equipment. 19. Discussion and possible action regarding changes to the Purchasing Policy. 20. Discussion and possible action to approve the impact fee study as provided in the 2019-2020 budget.
21. Discussion and possible action to approve the elevated storage tank design as provided in the 2019-2020 budget.
22. Discussion and possible action to approve the water/sewer rate study as provided in the 2019- 2020 budget.
23. Discussion and possible action to approve the sewer collection system model as provided in the 2019-2020 budget.
24. Discussion and possible action to approve the minutes of the August 14, 2019 and the August 28, 2019 regular meetings. 25. Discussion and possible action to ratify the accounts payable for August, 2019. 26. 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. City Council Meeting September 25, 2019 Page 2 of 3
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.
27. City Administrator Updates – Monthly Reports. Administration Finance Police/Fire Public Works/Capital Projects Community Development/Municipal Court Convention and Visitors Bureau
28. Council’s Inquiry Pursuant to Texas Government Code Sect. 551.042, 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.
Any discussion item on the City Council agenda permits City Council to question the involved parties or receive a presentation by the involved parties.
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 281-298-5522 or Fax 281-367-2225 for information.
I certify that the attached notice of meeting was posted on the bulletin board at City of Shenandoah Municipal Complex, 29955 IH-45 North, Shenandoah, Texas, on the 20 day September 2019 at: 10:15 o’clock a.m.
______Courtney Clary, City Secretary City Council Meeting September 25, 2019 Page 3 of 3
Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 7 DEPARTMENT: Administration PREPARED BY: Debbie Pilcher PRICING: EXHIBITS:
SUBJECT/PROCEEDING: 2019-20 Civic Club Officers
RECOMMENDED ACTION: Accept the slate of officers as presented
BACKGROUND/DISCUSSION:
In 2018, the City Council approved written bylaws for the organization. One aspect of the bylaws included the election of officers. All officers are to be elected at the regular meeting in September for the fiscal year beginning October 1. These officers will remain in office unless removed by City Council. The officers will be elected for the fiscal year. The Club will then send the list of new Officers to City Council for approval before September 30 of each year.
At the September 10 regular meeting of the Civic Club, the following officers were elected: President: Gwen Quinn Vice President: Lauren Munn Secretary: Wendy Bradt
APPROVALS:
DEPARTMENT HEAD DATE: September 12, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
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Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 19, 2019 ITEM NUMBER: 8 DEPARTMENT: Administration PREPARED BY: Kathie Reyer PRICING: EXHIBITS:
SUBJECT/PROCEEDING: November and December City Council meeting dates
RECOMMENDED ACTION: Set dates
BACKGROUND/DISCUSSION:
Due to the holidays, City Council meets once in November and December. We usually meet on the second Wednesday of the month, but Council has the option to choose alternative dates. The dates for the second Wednesday in November and December are as follows: November 13 December 11
APPROVALS:
DEPARTMENT HEAD DATE: Click here to enter a date.
CITY ADMINISTRATOR DATE: September 19, 2019
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Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 9 DEPARTMENT: Administration PREPARED BY: Kathie Reyer PRICING: EXHIBITS:
SUBJECT/PROCEEDING: Replacement of representative on HGAC General Assembly
RECOMMENDED ACTION:
BACKGROUND/DISCUSSION:
Councilmember Bradt was appointed as the primary representative in the July 24, 2019 meeting following Councilmember Raymaker’s resignation as the representative. Councilmember Raymaker was appointed as the alternate. Those appointments covered the time period from July through September. The HGAC requests new representatives every September for the following year. The same members can be reappointed if Council so chooses.
To be appointed to the General Assembly, the nominee must be an elected official. They are invited to attend the General Law Caucus in November in the evening and the General Assembly and Annual Meeting in January or February in the evening. They will also vote on or run to be a General Law Representative or Alternate on our Board of Directors and will vote on the next slate of officers for the Board of Directors for H-GAC.
APPROVALS:
DEPARTMENT HEAD DATE: Click here to enter a date.
CITY ADMINISTRATOR DATE: September 19, 2019
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DESIGNATION OF REPRESENTATIVE AND ALTERNATE HOUSTON-GALVESTON AREA COUNCIL 2020 GENERAL ASSEMBLY **************************************
BE IT RESOLVED, by the Mayor and City Council of the City of Shenandoah, Texas, that ______be, and is hereby designated as its Representative to the GENERAL ASSEMBLY of the Houston-Galveston Area Council for the year 2020.
FURTHER, that the Official Alternate authorized to serve as the voting representative should the hereinabove named representative become ineligible, or should he/she resign, is ______.
THAT the Executive Director of the Houston-Galveston Area Council be notified of the designation of the hereinabove named representative and alternate.
PASSED AND ADOPTED, this 25th day of September, 2019.
APPROVED:
______M. Ritchey Wheeler, Mayor
ATTEST:
By: ______Courtney Clary, City Secretary
DesForm GL and HR Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 10 DEPARTMENT: Administration PREPARED BY: Kathie Reyer PRICING: EXHIBITS: Draft policy manual
SUBJECT/PROCEEDING: Revisions to the policy manual
RECOMMENDED ACTION: Adopt revisions
BACKGROUND/DISCUSSION:
The proposed revisions to the personnel policy manual include a number of updates, corrections and additions. These changes are the product of a series of meetings with department heads and input from staff over the last several months. We have also integrated separate policies that were not part of the overall manual, such as the sick pool policy. We have also added new IT policies, a social media policy, and an “education loan assistance” policy. The educational loan assistance policy will function similarly to the tuition reimbursement program, and is designed to recruit and incentivize potential employees who have student debt but no need for tuition reimbursement.
APPROVALS:
DEPARTMENT HEAD DATE: Click here to enter a date.
CITY ADMINISTRATOR DATE: September 19, 2019
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2019 Policy Manual
Policy Manual
Policy Manual
Note: The contents of this manual are not and should not be construed as a promise of employment, continued employment or as a contract between the City of Shenandoah and any of its employees. This manual applies to paid employees but does not apply to elected or appointed officials unless the context expressly includes them. The City of Shenandoah at its option, may change, delete, suspend, or discontinue parts or the policy in its entirety, at any time without prior notice. Adopted January 26, 2011 by the City Council of the City of Shenandoah. Revised December 12, 2012 by the City Council of the City of Shenandoah (effective January 9, 2013). Revised December 10, 2014 by the City Council of the City of Shenandoah (effective January 1, 2015) Revised January 27, 2016 by the City Council of the City of Shenandoah (effective January 27, 2016) Revised October 11, 2017 by the City Council of the City of Shenandoah (effective October 11, 2017) Revised October 25, 2017 by the City Council of the City of Shenandoah (effective October 25, 2017) Revised ______, 2019 by the City Council of the City of Shenandoah (effective ______)
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SECTION I - GENERAL POLICIES ...... 8
1.01 AUTHORITY ...... 8
1.02 RESPONSIBILITY FOR IMPLEMENTATION OF PERSONNEL POLICIES ...... 9
1.03 OBJECTIVES ...... 10
1.04 APPLICABILITY OF PERSONNEL POLICIES ...... 11
1.05 DISSEMINATION OF PERSONNEL POLICIES ...... 12
1.06 AT WILL EMPLOYMENT ...... 13
1.07 EQUAL EMPLOYMENT OPPORTUNITY ...... 14
1.08 UNLAWFUL HARASSMENT ...... 15
1.09 PERSONS WITH DISABILITIES ...... 19
1.10 POLICY CHANGES AND EMPLOYEE SUGGESTIONS ...... 21 SECTION II - EMPLOYEE RESPONSIBILITIES ...... 22
2.01 GENERAL EMPLOYEE RESPONSIBILITIES ...... 22
2.02 PROFESSIONAL APPEARANCE ...... 23
2.03 UNIFORMS ...... 26
2.04 TIMELINESS ...... 27
2.05 OUTSIDE ACTIVITIES ...... 28
2.06 GIFTS AND GRATUITIES ...... 29
2.07 CONFLICT OF INTEREST ...... 30
2.08 POLITICAL ACTIVITY ...... 31
2.09 COMMUNICATION...... 32
2.10 CHAIN OF COMMAND ...... 33
2.11 SOLICITATION OF FUNDS FOR CITY PROJECTS ...... 34
2.12 TOBACCO FREE ...... 35
2.13 PURCHASING ...... 35
2.14 OPEN RECORDS ...... 36 SECTION III - EMPLOYMENT PRACTICES ...... 37
3.01 METHODS OF RECRUITMENT AND SELECTION ...... 37
3.02 PUBLIC ANNOUNCEMENTS ...... 38
3.03 PROMOTIONS/TRANSFERS ...... 39
3.04 QUALIFICATIONS ...... 40
3.05 SELECTION ...... 41
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3.06 RESIDENCY REQUIREMENTS/RESPONSE TIME ...... 42
3.07 APPLICATION FOR EMPLOYMENT ...... 43
3.08 EMPLOYMENT OF RELATIVES (NEPOTISM) ...... 44
3.09 DRUG TESTING ...... 45
3.10 MEDICAL RECORDS ...... 46
3.11 VERIFICATION OF ELIGIBILITY TO WORK ...... 47
3.12 DRIVING RECORD ...... 48
3.13 DISQUALIFICATION ...... 49
3.14 ORIENTATION ...... 50
3.15 TRAVEL AND TRAINING ...... 51
3.16 OUTSIDE EMPLOYMENT ...... 55 SECTION IV - TYPES OF EMPLOYMENT ...... 56
4.01 CATEGORIES OF EMPLOYMENT ...... 56 SECTION V - EMPLOYEE COMPENSATION AND ADVANCEMENT ...... 58
5.01 PAY ...... 58
5.02 PAYDAYS ...... 59
5.03 DIRECT DEPOSIT/REGULAR PAYCHECK ...... 60
5.04 PAYROLL DEDUCTION ...... 61
5.05 CLASSIFICATION PLAN ...... 62
5.06 CLASSIFICATION AND PAY ADMINISTRATION ...... 63
5.07 COST-OF-LIVING ADJUSTMENTS ...... 64
5.08 LONGEVITY PAY ...... 65
5.09 CERTIFICATION PAY/EDUCATION PAY ...... 66
5.10 TUITION REIMBURSEMENT ...... 68
5.11 EDUCATIONAL LOAN ASSISTANCE ...... 71
5.12 PROMOTIONS ...... 75
5.13 INTERIM STATUS PAY ...... 75
5.14 LATERAL TRANSFERS ...... 76
5.15 DEMOTIONS ...... 77
5.16 OVERTIME ...... 78
5.17 FINAL PAY ...... 79
5.18 APPROVING AUTHORITY ...... 80
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SECTION VI - WORK SCHEDULE AND TIME REPORTING ...... 81
6.01 HOURS WORKED ...... 81
6.02 OVERTIME WORKED ...... 82
6.03 HOLIDAYS WORKED ...... 83
6.04 LEAVE TAKEN AND OVERTIME ...... 84
6.05 TIME REPORTING ...... 85
6.06 ON-CALL TIME ...... 86
6.07 OFFICE CLOSINGS IN EMERGENCIES ...... 87 SECTION VII - BENEFITS...... 88
7.01 MEDICAL, DENTAL AND LIFE INSURANCE ...... 88
7.02 RETIREMENT ...... 89
7.03 WORKER’S COMPENSATION ...... 90
7.04 SUPPLEMENTAL COVERAGE ...... 91
7.05 VOLUNTARY SICK POOL ...... 92
7.06 PTO DONATION ...... 98 SECTION VIII - TIME OFF ...... 99
8.01 HOLIDAY LEAVE ...... 99
8.02 PAID TIME OFF ...... 100
8.03 JURY AND COURT DUTY ...... 104
8.04 VOTING TIME ...... 105
8.05 FUNERAL LEAVE ...... 106
8.06 MILITARY LEAVE ...... 107
8.07 FAMILY AND MEDICAL LEAVE ...... 108
8.08 OTHER ABSENCES WITHOUT PAY ...... 109 SECTION IX - HEALTH AND SAFETY ...... 110
9.01 SAFETY POLICY ...... 110
9.02 EMPLOYEE RESPONSIBILITIES AND REPORTS ...... 111
9.03 WEAPONS POLICY ...... 112
DEFINITIONS...... 112
FIREARM- A RIFLE, PISTOL, OR OTHER PORTABLE GUN INCLUDING HOMEMADE OR IMPROVISED VERSIONS...... 112
1. WEAPONS ...... 112
9.04 ON-THE-JOB INJURIES ...... 113
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SECTION X - DRUG AND ALCOHOL ABUSE ...... 114
10.01 DRUG-FREE WORKPLACE ...... 114
10.02 PURPOSE OF DRUG TESTING PROGRAM ...... 115
10.03 GENERAL POLICY ...... 116
10.04 DRUG AND ALCOHOL TESTS ...... 117
10.05 SEARCHES ...... 118 SECTION XI - USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY ...... 119
11.01 GENERAL POLICY ON CITY EQUIPMENT AND PROPERTY ...... 119
11.02 USE OF TOOLS, EQUIPMENT, PROPERTY AND VEHICLES ...... 120
11.03 USE OF CITY COMMUNICATION SYSTEMS ...... 124
11.04 SOCIAL MEDIA POLICY ...... 129
11.05 IT DEPARTMENT PASSWORD POLICY ...... 135
11.06 IT SECURITY, ALERTING AND AWARENESS POLICY ...... 137
11.05 USE OF CITY ELECTRONIC DEVICES ...... 139
11.06 VEHICLE INSURANCE ...... 141
11.07 ACCIDENT REPORTING ...... 142 SECTION XII - DISCIPLINE ...... 143
12.01 PROGRESSIVE DISCIPLINE ...... 143 SECTION XIII - SEPARATIONS ...... 145
13.01 TYPES OF SEPARATIONS ...... 145
13.02 RESIGNATION ...... 146
13.03 ABANDONMENT OF POSITION ...... 147
13.04 EMERGENCY RESPONSE ...... 148
13.05 RETIREMENT ...... 149
13.06 REDUCTION IN FORCE/LAY-OFF ...... 150
13.07 DISMISSAL ...... 151 SECTION XIV - GRIEVANCES ...... 152
14.01 POLICY ...... 152
14.02 FINAL AUTHORITY ...... 153
14.03 PROCEDURE ...... 154 SECTION XV - JOB DESCRIPTIONS AND EMPLOYEE PERFORMANCE ...... 156
15.01 JOB DESCRIPTIONS ...... 156
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15.02 PERSONNEL FILES...... 157
15.03 CONTENTS OF PERSONNEL FILES ...... 158
15.04 LEAVE RECORDS ...... 159
15.05 EMPLOYEE PERFORMANCE...... 160
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SECTION I - GENERAL POLICIES
1.01 Authority The City, through the City Administrator, reserves the authority to modify, revoke, interpret, or terminate any or all of the rules set forth in these policies, in whole or in part at any time. The issuance of these policies does not constitute an expressed or implied contract between the City and its employees. Supervisory personnel shall not and cannot make any representation to employees or applicants concerning the terms or conditions of employment with the City which are inconsistent with these policies. City policies are subject to the final approval and revision by City Council. The general and final authority for personnel administration rests with the City Administrator. The City Administrator may revise or amend these policies and procedures to the extent deemed necessary by the City Administrator in order to more effectively and efficiently promote the interests of the City and its employees, subject to revision or modification by the City Council. Supervisors and Department Heads are responsible for enforcing the provisions of these policies. City employees are responsible for complying with and adhering to these policies and for conforming to the directions provided by departmental management in the fulfillment of the policies. Because of the variety of services performed by the City, it may be necessary for individual departments to establish codes of conduct, rules and regulations, policies and standard operating procedures to accomplish departmental responsibilities in addition to these policies. All such departmental rules/policies may be more restrictive but not less restrictive than these policies. Departmental policies must be approved by the City Administrator in writing. An employee who violates a departmental code of conduct, rule, policy or procedure is subject to disciplinary action up to and including termination.
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SECTION I – GENERAL POLICIES
1.02 Responsibility for Implementation of Personnel Policies The City Administrator is responsible for the administration of personnel policies. Supervisors and Department Heads are responsible for the day-to-day administration and enforcement of these policies. With the exception of matters of appointments and any other personnel actions reserved to the City Council by statute or ordinance, final authority on appointments and personnel decisions is reserved by the City Administrator. No individual Council member shall dictate the appointment or removal of any City employee whom the City Administrator or any of his or her subordinates is authorized to appoint.
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SECTION I – GENERAL POLICIES
1.03 Objectives The purpose of these policies is to promote understanding, cooperation, efficiency and unity in personnel management and administration; and to provide a set of basic uniform policies for all employees. This manual is designed to provide basic information regarding working conditions, employee benefits and policies affecting employment. Employees should read, understand and comply with all provisions of the manual. It outlines the programs developed by the City to benefit employees. No employee manual can anticipate every circumstance or question about policy. The City reserves the right to revise, supplement or rescind any policies or portion of the manual from time to time as it deems appropriate, in its sole and absolute discretion. Any future changes to this manual shall be communicated to employees. The fundamental objectives of the policies are: A. To promote efficiency, responsiveness to the public and economy in the service of the City; B. To develop a program of recruitment and advancement which make service to the City attractive as a career and encourages each employee to render their best services to the City; C. To establish and maintain a plan of evaluation and compensation based upon the relative duties and responsibilities of positions within the City and to reward meritorious service; D. To establish and promote high morale among City employees; E. To take all reasonable actions to comply with all applicable statues and regulations; F. To regard planned training, continuing education and staff development activities as an investment for the mutual benefit of employees and the City; G. To communicate freely and to encourage communication from and among all employees; H. To provide a work environment that is conducive to both personal and professional growth; I. To promote an employee’s right to be treated with respect, dignity, and fairness; and J. To recruit, select, compensate and promote employees on the basis of qualifications and merit.
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SECTION I – GENERAL POLICIES
1.04 Applicability of Personnel Policies These personnel policies and procedures apply equally to all employees of the City unless a class of employees is specifically exempted. The City Attorney, City Engineer and Municipal Judge are not covered by the terms of these policies. In cases where federal or state laws or regulations supersede local policy for specific groups of employees, such laws or regulations will substitute for these personnel policies only insofar as necessary to comply with applicable laws or regulations.
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SECTION I – GENERAL POLICIES
1.05 Dissemination of Personnel Policies The City Secretary shall maintain the official set of personnel policies with all revisions, for reference by employees, and is responsible for providing a complete copy of this manual and copies of all subsequent revisions or policy changes to each employee. If a question arises about a particular policy, the official set of policies should be consulted and will control. As a part of the initial orientation process, Human Resources will provide a copy of the policy manual to new employees. Upon receipt, each employee is required to sign an acknowledgement they have received a copy of the manual and accepts responsibility for knowing the contents. The acknowledgement form is filed in the employee’s personnel file. The failure to sign and return an acknowledgement form is grounds for termination.
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SECTION I – GENERAL POLICIES
1.06 At Will Employment The City of Shenandoah is an “at-will” employer. Texas law allows the City to maintain this “at will” employment relationship with its employees. This means that either the employee or the City may decide that the employee will leave the job without either party having to give a reason.
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SECTION I – GENERAL POLICIES
1.07 Equal Employment Opportunity
The City of Shenandoah does not discriminate against any person in job structuring, recruitment, examination, selection, appointment, placement, training, upward mobility, discipline or any other aspect of personnel administration based on age, disability, genetic information, national origin, pregnancy, race, color, religion, or sex.
An employee should not engage in any conduct at work that involves the use of derogatory remarks or jokes that reference or refer to a person’s race, age, gender, religion, color, disability or national origin.
The City prohibits retaliation against any employee for opposing an unlawful or discriminatory employment practice, or for alleging such a practice or participating in an investigation of an allegation or discrimination.
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SECTION I – GENERAL POLICIES
1.08 Unlawful Harassment The City is proud of its work environment in which all individuals are treated with respect and dignity, and which is free from intimidation, hostility or other offenses which might interfere with work performance. Each person has the right to work in a pleasant, professional atmosphere that promotes equal opportunities and prohibits discriminatory practice, including harassment. Accordance to applicable law, the City prohibits sexual harassment and harassment because of age, ancestry, color, creed, disability (physical or mental), gender, marital status, medical condition (including pregnancy), national origin, race, religion, veteran status, or any other basis protected by federal, state, or local law. All such harassment of any sort – physical, verbal, visual – is unlawful and will not be tolerated. What Is Harassment? Workplace harassment can take many forms. It may be, but is not limited to, words, gestures, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence. Harassment is not necessarily sexual in nature. It may also take the form of other vocal activity including derogatory statements not directed to the targeted individual but taking place within their hearing. Other prohibited conduct includes written material such as notes, photographs, cartoons, articles of a harassing or offensive nature, and taking retaliatory action against an employee for discussing or making a harassment complaint. Sexual harassment may include unwelcome sexual advances, requests for sexual favors, or other verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile and intimidating working environment and prevents an individual from effectively performing the duties of their position. It also encompasses such conduct when it is made a term or condition of employment or compensation, either implicitly or explicitly and when an employment decision is based on an individual’s acceptance or rejection of such conduct. It is important to note that sexual harassment crosses age and gender boundaries and cannot be stereotyped. Among other perceived unconventional situations, sexual harassment may even involve two women or two men. Sexual harassment may exist on a continuum of behavior. For instance, one example of sexual harassment may be that of an employee showing offensive pictures to another employee. Generally, two categories of sexual harassment exist. The first, “quid pro quo,” (“Do something for me and I will do something for you.”) may be defined as an exchange of sexual favors for improvement in your working conditions and/or compensation. The second category, “hostile, intimidating, or offensive working environment,” can be described as a situation in which unwelcome sexual advances, requests for sexual favors, or other verbal or physical contact of a sexual nature when such conduct creates an intimidating or offensive environment. Examples of a hostile, intimidating, and offensive working environment includes, but is not limited to, pictures, cartoons, symbols, or apparatus found to be offensive and which exist in the workspace of an
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employee. This behavior does not necessarily link improved working conditions in exchange for sexual favors. It is also against City policy to download inappropriate pictures or materials from computer systems. Sexual Harassment Defined Applicable state and federal law defines sexual harassment as unwanted sexual advances, requests for sexual favors, visual, verbal, or physical conduct of a sexual nature when: (1) Submission to the conduct is made a term or condition of employment; or (2) Submission to or rejection of the conduct is used as basis for employment decisions affecting the individual; or (3) The conduct has the purpose or effect of unreasonably interfering with the employee's work performance or creating an intimidating, hostile, or offensive working environment. This definition includes many forms of offensive behavior. The following is a partial list:
Unwanted sexual advances; Offering employment benefits in exchange for sexual favors; Making or threatening reprisals after a negative response to sexual advances; Visual conduct such as leering, making sexual gestures, or displaying sexually suggestive objects, computer images, pictures, cartoons, or posters;
Verbal conduct such as making or using derogatory comments, epithets, slurs, sexually explicit jokes, or comments about any Employee's body or dress;
Verbal sexual advances or propositions; Verbal abuse of a sexual nature, graphic verbal commentary about an individual's body, sexually degrading words to describe an individual, or suggestive or obscene letters, notes, e-mail, or invitations;
Physical conduct such as touching, assault, or impeding or blocking movements; and Retaliation for reporting harassment or threatening to report harassment.
It is unlawful for males to sexually harass females or other males, and for females to sexually harass males or other females. Sexual harassment on the job is unlawful whether it involves coworker harassment, harassment by a manager, or harassment by or of persons doing business with or for the City.
Other Types of Harassment Prohibited harassment on the basis of race, color, national origin, ancestry, religion, physical or mental disability, marital status, medical condition, age, or any other protected basis, includes behavior similar to sexual harassment, such as:
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Verbal conduct such as threats, epithets, derogatory comments, or slurs; Visual conduct such as derogatory posters, photographs, cartoons, drawings, or gestures; Physical conduct such as assault, unwanted touching, or blocking normal movement; and Retaliation for reporting harassment or threatening to report harassment.
Responsibility All City employees, and particularly supervisors, have a responsibility for keeping our work environment free of harassment. Any employee who becomes aware of an incident of harassment, whether by witnessing the incident or being told of it, must report it to their immediate supervisor or the designated department head with whom they feel comfortable. When the City becomes aware of the existence of harassment, it is obligated by law to take prompt and appropriate action, whether or not the victim wants the City to do so.
Liability for Harassment Any employee, whether a coworker or supervisor, who is found to have engaged in prohibited harassment is subject to disciplinary action, up to and including discharge from employment. Any Employee, who engages in prohibited harassment, including any supervisor who knew about the harassment but took no action to stop it, may be held personally liable for monetary damages. Any supervisor who knew about harassment and took no action to stop it or failed to report the harassment to the Department Head or City Administrator may also be subject to discipline up to and including discharge. The City accepts no liability for harassment of one employee by another employee. The individual who makes unwelcome advances, threatens or in any way harasses another employee is personally liable for such actions and their consequences. The City may or may not provide legal, financial or any other assistance to an individual accused of harassment if a legal complaint is filed.
Reporting Harassment While the City encourages you to communicate directly with the alleged harasser, and make it clear that the harasser’s behavior is unacceptable, offensive or inappropriate, it is not required that you do so. It is essential, however, to notify your immediate supervisor immediately even if you are not sure the offending behavior is considered harassment. Any incidents of harassment must be immediately reported to a supervisor or department head. Appropriate investigation and disciplinary action will be taken. All reports will be promptly investigated with due regard for the privacy of everyone involved. However, confidentiality cannot be guaranteed. Any employee found to have harassed a fellow employee or subordinate will be subject to severe disciplinary
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action up to and including termination. The City will also take any additional action necessary to appropriately remedy the situation.
Complaint Procedure The City wants every individual to know that the following procedures exist to report any harassment. These procedures should be followed whenever an individual believes that he or she has been the subject of harassment or observes or has knowledge of a violation of the City’s policy on harassment. Particularly, anyone in a supervisory position who observes or has knowledge of a violation of the City’s anti-harassment policy (whether or not a complaint has been filed) has an obligation to report the situation to the City Administrator. Report the incident or conduct in question promptly to your direct supervisor. The complaint may be verbal or written. If you are uncomfortable discussing the matter with your immediate supervisor you may report the incident or conduct to the Department Head, or to the City Administrator. You should also feel free to report the incident or conduct even if in the past it was not reported, or if you have taken some time to decide to make the complaint. If the City determines that prohibited harassment has occurred; the City will take effective remedial action commensurate with the circumstances. Appropriate action will also be taken to deter any future harassment. If a complaint of prohibited harassment is substantiated, appropriate disciplinary action, up to and including discharge, will be taken. Confidentiality for all parties involved will be respected to the utmost extent possible. The City’s policy also prohibits retaliation against individuals who in good faith have filed complaints of harassment, even if insufficient evidence is found to support the complaint. The City will investigate any complaint of sexual harassment and will take immediate and appropriate disciplinary action if sexual harassment has been found within the workplace. Retaliation of any sort will not be permitted. The City prohibits any employee from retaliating in any way against anyone who has raised any concern about sexual harassment or discrimination against another individual. No adverse employment action will be taken for any employee making a good faith report of alleged harassment.
External Agencies In addition to City’s policy regarding unlawful harassment in the workplace, the law provides that all employees have the right to file a charge or complaint with the Equal Opportunity Employment Commission (“EEOC”), the federal agency charged with the enforcement of federal laws protecting employees against unlawful discrimination.
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SECTION I – GENERAL POLICIES
1.09 Persons with Disabilities The City prohibits discrimination on the basis of disability in all employment practices. Certain positions may be subject to bona fide occupational qualifications. Applicants may be asked about their ability to perform job functions. The City Administrator has responsibility for all employment practices concerning disabilities. The City is committed to providing equal opportunities to individuals with disabilities. The City will provide reasonable accommodation to enable a qualified applicant to perform the essential functions of the job, and to enable a qualified employee with a disability to perform the essential functions of a job currently held. We will not be able to make an accommodation that would impose an undue hardship on the company, as defined by law. Each accommodation request will be handled on a case-by-case basis, and every reasonable effort will be made to comply with it. Requests for accommodations should be directed to the Department Head and/or the City Administrator. It is the policy of City to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). The City will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability. The City will also make reasonable accommodation wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on City. It is City’s policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment because of such individual’s disability, or perceived disability, so long as the employee can perform the essential functions of the job. Consistent with this policy of nondiscrimination, The City will provide reasonable accommodations to a qualified individual with a disability, as defined by the ADA, who has made the City aware of his or her disability, provided that such accommodation does not constitute an undue hardship on City. Employees with a disability who believe they need a reasonable accommodation to perform the essential functions of their job should contact their Department Manager. The City encourages individuals with disabilities to come forward and request reasonable accommodation.
Procedure for Requesting an Accommodation On receipt of an accommodation request, the Department Manager and the employee's supervisor or manager will meet with the employee to discuss and identify the precise limitations resulting from the disability and the potential accommodation that City might make to help overcome those limitations. The City will determine the feasibility of the requested accommodation considering various factors, including but not limited to, the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the City’s
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overall financial resources and organization, and the accommodation's impact on the operation of the City, including its impact on the ability of other employees to perform their duties and on the City’s ability to conduct business. The City will inform the applicant/employee of its decision on the accommodation request. If the accommodation request is denied, employees will be advised of their right to appeal the decision by submitting a written statement explaining the reasons for the request. If the request on appeal is denied, that decision is final. NOTE - The ADA does not require the City to make the best possible accommodation, to reallocate essential job functions, or to provide personal use items; for example, eyeglasses, hearing aids, wheelchairs, etc. An employee or job applicant, who has questions regarding this policy or believes that he or she has been discriminated against based on a disability, should notify their Department Manager. All such inquiries or complaints will be treated as confidential to the extent permissible by law.
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SECTION I – GENERAL POLICIES
1.10 Policy Changes and Employee Suggestions
These policies may be amended or revised or new policies may be added, at any time, with or without notice, upon the approval by the City Administrator, subject to review and oversight by City Council. In addition, the City Administrator and City Attorney may conduct a review of the policies contained in this manual and submit any necessary or recommended changes to City Council for approval.
Employees are encouraged to make constructive suggestions for improvements to these policies or to work procedures or conditions. Any employee who wishes to suggest a personnel policy change should submit their suggestion(s) in writing to their Supervisor for consideration. Employees are responsible for maintaining current knowledge and understanding of all personnel policy changes and for requesting clarification or assistance when needed.
Supervisors and employees are provided copies of changes to these policies by the Department Head / Department Director as soon as practicable.
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SECTION II - EMPLOYEE RESPONSIBILITIES
2.01 General Employee Responsibilities
The City of Shenandoah is a local government organization dedicated to providing exceptional public service. To that end, City employees must adhere to the highest standards of conduct; emphasizing professionalism, courtesy, and avoidance of the appearance of illegal or unethical conduct. Employees are required to carry out efficiently the duties assigned as their responsibility, to act honorably, and to do their part in maintaining good relationships with the public, their supervisors, City officials, and their fellow employees.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.02 Professional Appearance
Employees of the City are hired to provide services to the City's citizens, business owners, and guests as well as performing specific tasks in a professional manner. As representatives of the City, employees are encouraged to set and meet high standards both in performing quality work and in presenting a professional personal image to the public. Employees are expected to exercise regular hygiene care and to dress and groom themselves in a neat and tasteful manner, which is appropriate to the particular job being performed. A neat, well-groomed appearance and a courteous attitude are necessary in creating and maintaining a professional, favorable image of the City's work force. The City standard for all employees is formal attire, business casual, or a designated uniform if appropriate. Employees who appear for work inappropriately dressed will be sent home and directed to return to work in proper attire. Under such circumstances, employees will not be compensated for time away from work. If an employee is uncertain about their professional appearance, they should talk to their supervisor.
Formal Dress Code Recommendations In a formal business environment, the standard of dressing for men and women is a suit, a jacket and pants or a skirt, a dress shirt, tie and slacks, or a dress paired with appropriate accessories. Clothing that reveals too much cleavage, your back, your chest, your stomach or your undergarments is not appropriate for a place of business. In our work environment, clothing should be pressed and never wrinkled. Torn, dirty, or frayed clothing is unacceptable. All seams must be finished. Any clothing that has words, terms, or pictures that may be offensive to other employees or to the public is unacceptable.
Business Casual Recommendations Business casual clothing, although never clothing potentially offensive to others, is allowed. Clothing that has the City of Shenandoah logo is encouraged. The wearing of T-Shirts, sheer blouses, overalls, shorts, sweat-suits/wind-suits, and rubber flip-flops are not acceptable.
Formal Business Attire Recommendations The sections that follow provide an overview of appropriate formal business attire. The lists tell you what is generally acceptable as formal business attire and what is generally not acceptable as formal business attire. No dress code can cover all contingencies so employees must exert a certain amount of judgment in their choice of clothing to wear to work. If you experience uncertainty about acceptable, professional formal business attire for work, please ask your supervisor.
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Slacks, Pants, and Suit Pants Slacks that are similar to Dockers and other makers of cotton or synthetic material pants, wool pants, pants that match a suit jacket, and nice looking dress synthetic pants are acceptable. Dress leggings may be worn with a top that covers to the mid-thigh. Inappropriate slacks or pants include any that are too informal. This includes sweatpants, exercise pants, Bermuda shorts, short shorts, shorts, bib overalls, athletic leggings and any spandex or other form-fitting pants such as people wear for exercise or biking.
Casual Friday Jeans are permitted on Friday only, provided they are in good condition, solid colored and not fully or partially faded, and cannot have tears, frayed hems or seams, or have embellishments such as rhinestones, beads, elaborate embroidery, or other decorations. Jeans cannot be too low cut. Denim leggings (“jeggings”) are permitted only when worn with a top that covers to the mid-thigh. Athletic shoes and tennis shoes may be worn on Friday only and must be clean and neat and cannot be dirty, faded or worn out.
Skirts, Dresses, and Skirted Suits Dresses, skirts, skirts with jackets, dressy suits, and skirts that are split at or below the knee are acceptable. Dress and skirt length should be at a length at which you can sit comfortably in public. Short, tight skirts that ride halfway up the thigh are inappropriate for work. Mini-skirts, sun dresses, beach dresses, sleeveless dresses and spaghetti-strap dresses are inappropriate for the office.
Shirts, Tops, Blouses, and Jackets Shirts, dress shirts, sweaters, tops, and turtlenecks are acceptable attire for work if they contribute to the appearance of formal, professional dress. Most suit jackets or sport coats are also desirable attire for the office. Inappropriate attire for work includes tank tops, spaghetti- strap tops; midriff tops; shirts with potentially offensive words, terms, logos, pictures, cartoons, or slogans; halter-tops; tops with bare shoulders or plunging necklines; sweatshirts; and t- shirts. Sleeveless tops must cover the top of the shoulder and underarm area.
Shoes and Footwear Conservative walking shoes, dress shoes, oxfords, loafers, boots, flats, dress heels, and backless or open-toe shoes are acceptable for work. Men will wear socks at all times. Athletic shoes and tennis shoes may only be worn on casual Friday. Rubber flip-flops, clog-style crocs, and slippers are not acceptable in the office.
Body Piercings Body piercing of the face, head and mouth detracts from a professional appearance and may not be worn by any employee while representing the City. Any other body piercing, which is not concealed by appropriate clothing, may not be worn by any employee while representing the City.
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Female employees may wear earrings which are tasteful and non-distracting. Earrings will be limited to two (2) per earlobe and one (1) in the cartilage, for a total of three (3) per ear. Male employees may not wear earrings while representing the City. Gauges are not permitted.
Body Art Tattoos/body art/branding shall not cover more than 50% of any one body area (i.e. forearms, biceps/triceps, calves/shins, thighs, etc.). They shall not contain vulgarities, nudity, racist words or images, gang related symbols, violent images, or obscenities. They shall not be distracting. Any tattoos/body art/branding that are deemed questionable under the above conditions will be evaluated by department heads as a group, which will determine whether it needs to be covered. If an employee disagrees with the department heads’ decision, they may appeal it to City Council. If the tattoos/body art/branding in question is still considered a problem, the employee must cover it. Tattoos/body art/branding of the face, head, neck, ears or back of hand is not acceptable and must be covered.
Accessories Tasteful, professional ties, scarves, belts, and jewelry are encouraged.
Makeup, Perfume, and Cologne A professional appearance is encouraged and excessive makeup is unprofessional. Remember that some employees are allergic to the chemicals in perfumes and makeup, so wear these substances with restraint.
Hats and Head Covering Hats or caps are not appropriate in the office. Head covers that are required for religious purposes or to honor cultural tradition are allowed.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.03 Uniforms
The City has provided uniforms for all Public Works personnel assigned to field service duties. Public Works employees must be dressed in uniform before reporting for work each day and must keep their uniforms neat, clean and serviceable. The Shenandoah Police department provides uniforms to all sworn personnel. The manner that police uniforms are to be worn will be dictated by Shenandoah Police Department Policy as approved by the Chief of Police. All uniforms must be returned to the department head upon an employee’s separation from employment with the City of Shenandoah, as follows:
Police Department: All uniform pieces, including shirts, pants, shorts, jackets; leather gear, accessories, safety vest, etc. Public Works: All uniform pieces, including shirts, pants, shorts, jackets, gloves, hats, safety vests, accessories, etc. Administrative Personnel: All specialty items, including jackets, accessories, etc.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.04 Timeliness
Employees are to be punctual in reporting for work, keeping appointments, and meeting schedules for completion of work. Generally, the City’s business hours are 8:00 am to 5:00pm, Monday thru Friday, excluding approved City holidays. All employees, unless otherwise dictated by an alternate shift assignment, are expected to be at their duty station no later than 8:00am. An employee who expects to be late for or absent from work must report the expected tardiness or absence to his or her supervisor as soon as possible, indicating the reason for the absence or tardiness. If the employee’s supervisor cannot be reached, the employee will notify the appropriate staff member. Advance notification requirements may vary from department to department, depending upon the nature of the work and the need to secure substitute employees to carry on critical City functions. Failure to report within the required period can be considered justification for disallowing paid leave for an absence. Unless otherwise approved by the supervisor, employees are expected to call on each day of absence. Absence from work for two (2) consecutive days without proper notification will be considered a voluntary resignation, resulting in termination of employment and termination of City employment benefits. Where the nature of the absence necessitates an extended period of time off, the supervisor may approve longer reporting intervals. Frequent tardiness or unexcused absence is not permissible and will result in disciplinary action up to and including termination. In cases where an absence is known in advance, the employee must receive written approval from his or her supervisor at least 24 hours in advance of the anticipated leave. See the Leave Time section of these policies for matters involving planned absences.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.05 Outside Activities
To protect the City from potential liabilities, employees may not engage in any outside employment, activity, or enterprise determined by the City administrator (1) to be inconsistent or incompatible with employment with the City; or (2) to affect the employee's job performance adversely. Examples of outside activities that may conflict with City employment include construction or installation that may be inspected or regulated by the employee's City department, employment by a major contractor of the City, or employment that results in fatigue while on City duty. In order to avoid conflicts of interest and potential liability on the part of the City, an employee must have the advance written approval of his or her supervisor to engage in any outside employment, including self-employment. The approval of both the supervisor and the City administrator is required. The City of Shenandoah is considered to be an employee’s primary employer. Scheduling of outside employment shall not interfere or conflict with an employee’s schedule. Shenandoah police officers are governed by specific regulations regarding both off-duty and extra-duty employment. These regulations are dictated in the Shenandoah Police Department Policy Manual as approved by the Chief of Police. If a City employee is injured on the job in the course of employment outside of his or her employment with the City, the employee may not file a workers' compensation claim against the City for benefits related to the injury, regardless of the fact that the City administrator may have determined that the outside employment satisfied the City's prerequisites. [What happens if injury on outside job limits performance on regular job?] The City accepts no liability for any action, failure to act, injury to self or others, property damage, or any other damage resulting from outside employment by a City employee.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.06 Gifts and Gratuities
A City officer or employee may not accept any gifts or free services from contractors, vendors, or other persons that might tend to influence his or her official actions or impair his or her independence or judgment in performance of duties for the City. In addition, the City expects an employee to avoid any gift, food, entertainment, honoraria, transportation, or lodging that might appear to or tend to affect his or her official actions or to exceed the limitations on gifts and benefits prescribed by the Texas Penal Code.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.07 Conflict of Interest An employee of the City shall not engage in any employment, relationship, or activity which would adversely affect his/her job efficiency or which would reduce his/her ability to make objective decisions in regard to his/her work and responsibility as a City employee. Activities that constitute a conflict of interest shall include but not be limited to: A. Soliciting, accepting or agreeing to accept a financial benefit, gift or favor in the amount of $50.00 or more, other than from the City, that might reasonably tend to influence the employee's performance of duties for the City or that the employee knows or should know is offered with intent to influence the employee's performance;
B. Accepting employment, compensation, gifts or favors in the amount of $50.00 or more that might reasonably tend to induce the employee to disclose confidential information acquired in the performance of official duties;
C. Accepting outside employment, compensation, gifts or favors in the amount of $50.00 or more that might reasonably tend to impair independence of judgment in performance of duties;
D. Making any personal investment that might reasonably be expected to create a substantial conflict between the employee’s private interest and duties for the City; or
E. Soliciting, accepting or agreeing to accept a financial benefit from another person in exchange for having performed duties as a City employee in favor of that person.
Violations of this policy will likely result in disciplinary action up to and including termination of employment. Any questions concerning the prohibitions imposed by this policy shall be directed to your Department Director or the City Administrator. All employees, members of the City Council, and the Mayor shall comply with the provisions of Texas Local Government Code §171 and Texas Penal Code Chapter §36 with respect to any gift or conflict of interest.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.08 Political Activity Employees of the City are encouraged to vote and to exercise other prerogatives of citizenship consistent with state and federal law and these policies. A City employee, except in course and scope of their employment and fulfillment of their job duties, may not:
1. Use his or her official authority or influence to interfere with or affect the result of an election or nomination for office; or
2. Directly or indirectly coerce, attempt to coerce, command, or advise a local or state officer or employee to pay, lend, or contribute anything of value to a party, committee, organization, agency, or person for a political purpose; or
3. Be a candidate for election to the City of Shenandoah City Council. In addition, any City employee who is subject to the provisions of the federal Hatch Act may not be a candidate for elective office in a partisan election. (A partisan election is an election in which candidates are to be nominated or elected to represent a party whose candidates for presidential electors received votes in the last preceding election at which presidential electors were selected.) City employees are subject to this additional Hatch Act restriction if their principal employment is in connection with an activity which is financed in whole or in part by loans or grants made by the federal government, All City employees are prohibited from participating in any way in any political activity while on duty or while wearing a City uniform. In addition, no City owned property, vehicle, building, and/or office used exclusively for conducting the City's business may be used for conducting any political activity, except for the conduct of official elections. This paragraph shall not in any way limit an employee's right as a citizen to address the City council. An employee's political activity, not in violation of this section, shall not be considered in determining his or her compensation, eligibility for promotion or demotion, work assignment, leave or travel request, or in applying any other employment practices to the employee. Likewise, no employee will be disciplined, terminated, or deprived of his or her employment rights for refusing to participate in such activities. All employees shall notify their supervisor when seeking or accepting nomination or election to any public office that provides enumeration for the same. (Art. 16, Sec. 40, Constitution, State of Texas)
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.09 Communication Matters that involve City policy, operations, and organization are brought before the City Council by the Mayor, any two Councilmembers, the City Administrator, or by a person designated to do so by the City Administrator. Employees are strongly encouraged to bring forward ideas where the City policy, operations, and/or organization can improve, become more efficient, or other related concerns. An Employee may request a matter be considered by the City Council by submitting the item in writing to his or her supervisor who will forward the communication to the City Administrator for council review. However, employees may also bring forward their ideas, concerns, and other matters directly to the Mayor or directly to the City Administrator. The City also provides an anonymous form of communication that will be distributed to the Mayor and City Council, and employees are encouraged to utilize this form of communication when necessary. Communication with the media about City issues or problems is the responsibility of City Council and the City Administrator, and will be coordinated by their designee, the Communications Manager. If a question is non-routine, controversial, or outside of the scope of the employee’s normal duties, employees are to refer the public and the media to the City Administrator, or the City Administrator’s designee. Members of City Council may communicate directly with any City employee. No individual member of City Council shall give directions or orders to any City employee, either publicly or privately. Employees are authorized and requested to report any direction or order received from an individual member of City Council to their supervisor, their Department Head, or the City Administrator. However, this shall in no way limit an employee’s rights as a citizen to contact a member of the City Council during non-working hours.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.10 Chain of Command Individual City employees are responsible to their direct supervisor or City Administrator or to a supervisor designated by the supervisor or City Administrator. Supervisors are responsible to the City Administrator. The City Administrator is responsible to the City Council as a whole. Directions regarding work to be done, expected results, and the adequacy of work performance will follow the chain of command. The City Administrator maintains an open door policy with regard to receiving comments or concerns from employees. Any order by another supervisor, outside of the employee’s department, to perform work by an employee must first be cleared with the employee’s direct supervisor before the work proceeds. If an issue or conflict occurs between supervisors, the supervisors must first attempt to work out the difference among themselves. If a solution can not be reached, then the issue may be taken to the City Administrator. Failure to adhere to this policy may result in disciplinary action.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.11 Solicitation of Funds for City Projects At times, projects may be undertaken whereby funds are solicited from private citizens, businesses, and organizations on behalf of the City. Before any solicitation of funds begins, the supervisor must notify and receive the approval of the City Administrator. Participation on the part of any City employee in a fund raising effort on behalf of the City is strictly voluntary and the employee shall not be penalized in any way in connection with his or her employment based on the response to a solicitation.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.12 Tobacco Free
The City of Shenandoah Municipal Complex, including all interior and exterior areas, all City owned/leased facilities including all interior and exterior areas, and all City owned/leased vehicles are tobacco free. Use of vaping or other smoking devices is also prohibited.
2.13 Purchasing Employees of the City will abide by the City of Shenandoah Procurement and Accounts Payable Policy as adopted by the City Council. The Policy is attached as Appendix B available from the City’s Finance Director.
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SECTION II – EMPLOYEE RESPONSIBILITIES
2.14 Open Records
All records requests are to be submitted to the Records Clerk upon receipt. The Records Clerk is responsible for documenting and responding to these requests with the consultation of the City Attorney Any correspondence or request from any attorney must be submitted to the City Administrator and the City Attorney. If a Subpoena is received that is outside the normal scope of work the employee is to notify his/her Department Head immediately, and the Department Head is to notify the City Administrator.
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SECTION III - EMPLOYMENT PRACTICES
3.01 Methods of Recruitment and Selection The City has several methods of recruiting and selecting persons to fill vacancies:
I. Recruitment and Selection Required Internal Promotion Police Sergeants, Lieutenant, Assistant Chief, and Police Chief – all positions require years of service with the Shenandoah Police Department. Transfer from Within Promotion from Within Open Solicitation of Applicants The City may utilize a temporary employee from a staffing agency if a position needs to be filled immediately, but this does not eliminate the 14-day requirement to post the position. Resumes received within the last 12 months may be considered, but this does not eliminate the 14-day requirement to post the position.
II. Methods of Public Notification City web site TML web site Other web sites or list services (i.e., Indeed) Industry specific web sites (i.e., ICC) Social media accounts Notice to all employees by email
III. Requirements for Job Posting All positions, including internal promotions, transfers, and new hires will be posted for a minimum of fourteen (14) days before the opening is filled. Position must be posted on the City web site, employees notified by email AND one or more of the other methods listed in section II. The fourteen (14) day period starts on the date of the later notice. The City Council must have approved funding for a position before recruitment begins.
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SECTION III – EMPLOYMENT PRACTICES
3.02 Public Announcements When public announcements of position openings at the City are used, and competitive consideration will be given, the announcements are disseminated by Human Resources in the manner most appropriate for the particular position being filled, as determined by the City Administrator. Supervisors wanting to fill job vacancies from within their departments must submit relevant information about the position to the City Administrator. All positions, including internal promotions, transfers and new hires, will be posted for a minimum of fourteen (14) days before the opening is filled.
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SECTION III – EMPLOYMENT PRACTICES
3.03 Promotions/Transfers Promotions are position changes to classes with higher maximum salaries. All City employees may apply for a promotion to a vacant position. To be eligible for a promotion, an employee must meet the current minimum requirements for the vacant position. Temporary promotions may be authorized to ensure the proper performance of City functions if a position is vacant or the regular incumbent is absent. Temporary promotions are intended to be temporary and shall not be utilized to circumvent the established selection process. A transfer is the assignment of an employee from one position to another position within the same salary/grade range. All City employees may apply for a transfer to a vacant position within or outside their current department. To be eligible for transfer, an employee must meet the current minimum requirements for the vacant position. Supervisors may also initiate a transfer of an employee from one position to another as long as the employee meets the minimum requirements for the position. All positions, including internal promotions and transfers will be posted for a minimum of fourteen (14) days before the opening is filled.
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SECTION III – EMPLOYMENT PRACTICES
3.04 Qualifications The City maintains a job (class) description, which establishes the required knowledge, skills, abilities and grade level for each staff position and the acceptable levels of experience and training for each. The job description sets forth the minimum acceptable qualifications to fill the position.
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SECTION III – EMPLOYMENT PRACTICES
3.05 Selection In accordance with City ordinance, the City Council appoints and may remove the City Administrator, Municipal Court Administrator, City Attorney, Municipal Court Judge, and City Secretary. In addition, council consent is required for appointments of senior management positions (R-09-018 19-009) made by the City Aadministrator. Except for appointments reserved to the City Council by statute, ordinance, or charter, the City Administrator has exclusive authority to select and employ personnel within the limits of these policies and the City budget. The City Administrator may authorize department heads to appoint and remove employees within their departments, subject to approval by the City Administrator and within the limits of these policies and the City budget. Other supervisors may be asked for recommendations as appropriate. Neither the City Council nor any of its members shall in any manner dictate the appointment or removal of any City employees whom the City Administrator or any of his or her subordinates is authorized to appoint. However, the Council or its members may express freely to the City Administrator their views and opinions on such matters. Vacancies on the City staff are filled on the basis of merit, whether by promotion or by initial appointment. Selections of the best qualified persons are made on the basis of occupational qualifications and job-related factors such as skill, knowledge, education, experience, and ability to perform the specific job.
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3.06 Residency Requirements/Response Time City residency is not required by the City Administrator. City Ordinance Sec 2-93 Employees designated as being “on call” must be able to respond quickly and to arrive at the City’s designated response site within 30 minutes of receiving the text or page or call.
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SECTION III – EMPLOYMENT PRACTICES
3.07 Application for Employment When a specific vacancy exists, each person desiring employment with the City must submit a written application and other pertinent information regarding training and experience. To be valid, an application must be made on the City’s official application form. Each person desiring employment with the City may obtain an application for employment from the Human Resources Department. The City will make appropriate inquiries to perform a background check, which may include but are not limited to criminal history, education, experience, character, and required certificates and skills of an applicant prior to extending an offer of employment. A valid Texas driver’s license is required and the City must check the prospective employee’s driving record prior to offering the applicant employment with the City. The City should retain each employment application for two years from the creation or receipt of the application.
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3.08 Employment of Relatives (Nepotism) Nepotism is the showing of favoritism toward a relative. A person who is related within the second degree by affinity (marriage) or within the third degree by consanguinity (blood) to any employee or member of the City Council or to the City Administrator may not be hired, other than on a temporary basis. Relatives may be hired on a temporary basis. Temporary is defined as less than four six months per year regardless of whether the employment is full or part time. Seasonal employees would be included in this category.
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3.09 Drug Testing All prospective employees are required to pass a drug/alcohol test after a conditional offer of employment has been extended, but prior to their first day of work. The offer of employment is contingent upon the prospective employee passing a drug/alcohol test. After employment, any employee may be required to submit to a test for drug dependency or illegal drug use. For more information on drug testing or drug usage, see the chapter of these policies on Drug and Alcohol Abuse.
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3.10 Medical Records
All records relating to the medical condition, medical testing, or drug testing of an employee or prospective employee are maintained separately from employee personnel files. These medical files are confidential and will not be released to anyone without the written consent of the employee or as necessary to comply with any subpoena, judicial order or legal process requiring the City to release such records.
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3.11 Verification of Eligibility to Work
In order to comply with the Immigration Reform and Control Act of 1986, each new employee will be required to complete and sign an INS Form I-9 prior to employment confirmation to provide proof of his or her identity and employment eligibility.
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3.12 Driving Record
City employees who operate city vehicles and equipment are required to possess a valid Texas driver‘s license and must maintain a safe driving record. The City will check a prospective employee‘s driving record. For this reason, any offer of employment will be contingent upon verification that the prospective employee has maintained a safe driving record.
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3.13 Disqualification An applicant is disqualified from employment by the City if he or she: 1. Does not meet the minimum qualifications for performance of the duties of the position involved; 2. Has knowingly made a false statement on the application form; 3. Has committed fraud during the selection process; 4. Is not legally permitted to hold the position; 5. Has offered or attempted to offer money, service, or any other thing of value to secure an advantage in the selection process; 6. Has not provided proof of citizenship or legal work status in the United States upon employment. 7. Fails drug screen test or criminal background check.
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3.14 Orientation Before an individual begins performing his or her actual duties, he or she normally will be given a brief orientation session, conducted through their respective Department or as directed by the City Administrator. The purpose of the session is to enable a new employee to understand his or her job better, as well as that job’s relationship to the overall operation of the City. During the orientation, employees are given a copy of the Personnel Policies and Procedures Manual. Employees are responsible for knowing and following the information contained in the personnel policies, and must turn in a signed acknowledgment to this effect to the director of finance.
NOTICE TO NEW EMPLOYEES
“You may elect to retain your common law right of action if, no later than five days after you begin employment or within five days after receiving written notice from the employer that the employer has obtained coverage, you notify your employer in writing that you wish to retain your common law right to recover damages for personal injury. If you elect to retain your common law right of action, you cannot obtain workers’ compensation income or medical benefits if you are injured.”
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3.15 Travel and Training It is the City’s goal to have access to training and public relations opportunities that will benefit the city. This is to be done where possible and feasible with respect to the demands of normal City operations. In pursuing training, representatives of the city will be given approval and expenses to attend professional conferences, conventions, short schools, visit with other cities, and otherwise incur expenses for the benefit of the City in accordance with this and other applicable policies of the City of Shenandoah.
DESCRIPTION: Since staff, elected officials, appointed board and committee members and other representatives are frequently required to travel, attend local meetings, or otherwise incur expenses in the interest of the City, it is necessary to establish standard regulations governing the financing of such expenses. To provide uniformity in the handling of requests and to establish proper accounting for approved expenditures, the following procedures will be followed by all City representatives.
1. AUTHORIZATION: The City will pay actual reasonable related expenses that are incurred in the course of authorized City business meetings and trips. Prior approval is required as part of the travel and training expense procedure. Travel and training approved per position in the budget can be approved at the department level. In the event that travel is conducted without prior approval, the City representative may be responsible for all expenses incurred. Travel for the purpose of teaching, presenting, or facilitating at a professional conference or other organization, or serving on boards or committees is limited to three (3) days per calendar year without City Administrator approval, regardless of whether or not there is a cost to the City.
2. TRANSPORTATION: While the circumstances surrounding each trip will be different and may, in some cases dictate otherwise, representatives are advised to use City vehicles as often as possible. This is especially true for trips of long duration involving several representatives. The following guidelines are to be observed: a. Commercial Airlines: The City will pay only for air coach tickets. Any other air travel will be reimbursed at the coach rate. (Air travel will be based on cost and time involved versus ground travel.) City representatives should take advantage of discounts whenever possible. b. City Vehicles: City vehicles will be used by all employees when an appropriate vehicle is available according to the City policy. Expenses of normal vehicle use will be paid by the City.
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All city representatives using city owned vehicles must follow all relative state laws, city policy and departmental policy at all times while the vehicle is in use. c. Personal Vehicles: Whenever possible, a City vehicle should be used for City business, however, with the approval of the employee’s manager and the City Administrator (or if the City employee is receiving a car allowance), employees may use their personal vehicles for out of town travel. The City will pay a per mile rate based on the amount authorized by the Internal Revenue Service Code when travel exceeds 45 miles (one way) outside the city. Mileage will be limited if an employee chooses to drive when air travel would have been cheaper/more timely. Employees who receive a car allowance will not be reimbursed for mileage expenses. The employee assumes all responsibility for repair and maintenance expenses when using a personal vehicle. d. Taxis and Car Service: The City will reimburse a representative's taxi, car service, and bus fares for required transportation. e. Vehicle Rental: The City will not pay for rented vehicles without the approval of the representative's manager or the City Administrator. f. Parking: The City will pay for airport parking required while a representative is out of town. While at the destination, the City will also pay required parking fees for personal vehicles, City or rented vehicles.
3. LODGING: To be eligible for City funds, lodging must be over 60 miles from the City, unless approved by the City Administrator. Consideration should be made regarding the beginning and ending of the conference or training and the distance and time required to travel back to the City. Reasonable lodging expenses will be allowed for all representatives when they are representing the City on official business away from Shenandoah. Receipts for lodging must be provided in order to obtain reimbursement and should show a detailed breakdown of all charges incurred on a daily basis. Personal items should be marked "personal" and are the sole responsibility of the City representative.
4. OTHER EXPENSES: Certain expenses will be allowed by City representatives when they are representing the City on official business: a. Telephone Calls: City owned cell phones are encouraged for business related calls while a representative is away on City business. b. Registration Fees: Representatives will be reimbursed for fees charged for registration at conferences or meetings. c. Entertainment: The City of Shenandoah will not reimburse representatives for entertainment unless it is specifically related to the purpose of the trip and/or event and receives prior approval.
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5. REIMBURSEMENT: Following a trip, representatives must account for travel expenses within ten (10) business days. City representatives must use the required forms for reimbursement and the manager and City Administrator must approve the request prior to submission. Expenses related to functions where City business is transacted or discussed, may be approved for reimbursement by the employee’s manager and City Administrator. Travel Reimbursement forms will provide a detailed description of the trip. Personal charges made to a City credit card are prohibited and must be reimbursed within five (5) business days if a charge is found to be ineligible as a City expense. Participation in local community events (e.g. Chamber) shall be reviewed and if determined appropriate, may be approved for reimbursement by the City Administrator. The city will reimburse travel expenses within ten (10) working days of receipt of approved travel expense form. The policies regarding reimbursement will apply to purchases made on a City credit card. If a detailed receipt is not submitted for a credit card purchase, the City representative will be responsible for reimbursing the City the relevant funds.
6. MEALS & INCIDENTALS: City representatives will be reimbursed for actual receipts (including gratuity) or the City will pay for meals when paid for traveling overnight on City business. All itemized receipts must be submitted for reimbursement. Meal GuidelinesAllowances:
Day Travel – Not to exceed $36 per day Overnight Travel – Not to exceed $93 per day
Representatives should use the guidelines to base meal cost. These guidelines are for each meal and should not be combined as a total per diem. The City will reimburse a maximum of 20% gratuity. Consideration will be given based on location / hotel. When a meal is provided with a registration fee or provided at the hotel, that meal shall not be eligible for City funds unless approved by the City Administrator.
7. ADDITIONAL NON-REIMBURSABLE EXPENSES: In addition to those expenses outlined above, expenses related to personal property, alcoholic beverages, travel insurance, family expenses, and other items not mentioned above and not related to City business will not be reimbursed.
8. OVERTIME CONSIDERATION: An employee attending a REQUIRED* training session may be eligible for overtime compensation if actual time spent in classes attended causes a non-exempt city employee to exceed forty (40) hours worked in a normal work week. Travel time may be considered as time worked if travel is done during normal work hours and is necessary for the conference. All overtime/worktime issues should be resolved with the employee’s supervisor prior to the trip.
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* Required is defined as training that is mandated to maintain an employee’s certification or license issued by a regulatory agency. The certification / license must be used in the daily duties of the employee. Mutually beneficial training will not be eligible for overtime. Department heads may request overtime compensation with the approval of the City Administrator for travel that the department head feels is required for the operation of their department.
9. ATTENDANCE REQUIRED: Representatives of the city granted special leave and expenses to attend professional conferences; conventions and short schools are expected to attend a significant portion of the functions. Failure to attend significant or assigned portions of the session could result in reimbursement to the City for all expenses and/or termination of employment.
10. EXCEPTIONS: Exceptions to the policies outlined above are to be made only in the event of unique circumstances and only if the best interests of the City are served. The City Administrator shall determine whether or not to approve such exceptions.
11. EXPENSE AUTHORIZATION: Managers may approve travel expense reports for their departments. The City Administrator shall be responsible for approving all other travel expense reports. If a department has remaining funds in its current travel/training budget and an individual in that department has exceeded his/her allotted amount for travel/training, the City Administrator may authorize that individual to use a portion of the remaining funds in that department’s budget.
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3.16 Outside Employment An outside job may present conflict of interest situations and may cause absence, fatigue or inefficiency. Should you wish to engage in other employment while employed as a full-time regular employee with the City of Shenandoah, the following guidelines must be followed: 1. Full-time regular employees may not be employed by another municipality or other governmental agency engaged in the same business as the City of Shenandoah. 2. The nature and scope of the outside employment must be disclosed in writing to your supervisor, including work schedule, job duties, and any anticipated impact the additional job might have on your position with the City of Shenandoah. 3. Your work requirements with the City of Shenandoah, including overtime, must take precedence over any outside employment. 4. Outside employment must not adversely affect your job performance with the City of Shenandoah, nor must it present a conflict of interest. If any guidelines are not followed, disciplinary action to include immediate termination may occur.
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SECTION IV - TYPES OF EMPLOYMENT
4.01 Categories of Employment At-Will Employment Employment at the City of Shenandoah is at-will and can continue until terminated by either the City or the employee, with or without cause. Either the City or the employee may end the relationship with or without prior notice or cause. No written or oral representation by the City of Shenandoah personnel will create a contract of employment. No employment practices of the City are intended to create a contract of employment. No changes in the City’s employment-at- will policy will be effective unless approved by the City Council and executed in writing and signed by the City Administrator and the Mayor.
Probationary Period All employees serve an initial six month probationary period, which, at the City’s discretion, may be extended for a period not to exceed twelve months. Police officers will serve a probationary period of one year. Termination of employment during this probationary period is final with no appeal.
Full-Time Employee Full-time employees are employed in authorized regular positions that involve on average at least 30 hours per week (1,560 hours annually). Regular full-time employees may be either exempt or non-exempt, and are eligible for the City’s benefits package to the terms, conditions, and limitations of each benefit program.
Part-Time Employee Part-time workers must typically comply with the same company rules, policies and procedures as full-time employees, including working regular stated hours. Part-time workers are those who are employed for no more than 30 hours per week or who work less than 1000 hours annually. Most part-time workers are paid on an hourly basis and are not entitled to City benefits, such as extended vacations, retirement, health insurance, and other benefits.
Temporary Employee A temporary employee is an employee hired for a period of time normally specified in advance and is expected to last less than six months. Temporary employees only receive those benefits that are mandated by law, such as social security and workers compensation.
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Seasonal Employee Seasonal employment is defined as annually recurring periods of work of at least six months, but less than twelve months during a calendar year. Recurring work that lasts less than six months is considered as temporary employment. The City determines the length of the season, subject to the condition that it be clearly tied to the nature of the work.
Assigned Employment A temporary staff member who is assigned to the City but are paid by another governmental entity or private organization but are not considered employees of the City. These employees’ benefits are specific in the contract for services. Assigned staff is governed by all terms of these policies not in conflict with their contract for services.
Non-exempt A non-exempt employee is one whose compensation is covered under the overtime pay provisions of the Fair Labor Standards Act (FSLA). All overtime will be compensated at one-half times the employee’s regular rate for all hours worked over 40 hours in one work week.
Exempt An exempt employee is considered exempt from overtime pay provisions of the Fair Labor Standards Act (FSLA) and is expected to render necessary and reasonable services up to and beyond 40 hours per week. Exempt employee salaries are set with this consideration in mind. Exempt City employee’s job descriptions/duties most often determine or distinguish from non- exempt roles.
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5.01 Pay
Pay for City employees’ is set each year by the City Council in the adopted City operating budget. Employees will be paid in accordance with the City’s comprehensive compensation plan, which may include one (1) or more schedules, approved by the City Council. Salaries for regular status full-time employees are set and published at an annual basis. However, hourly rates are used in the actual calculation of payroll for non-exempt employees.
The formula for calculating hourly rates is as follows: Annual salary divided by 2080 hours (regular work hours per year) Payroll = Hourly rate x 80 hours in pay period Example: Annual rate = $25,000 Hourly rate = $25,000/2080 = $12.02 Payroll = Hourly rate x hours worked = $12.02 x 80 = $961.60
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5.02 Paydays
The pay period for all employees is bi-weekly starting on Monday and ending on Sunday. Checks are issued every two weeks on Thursday for each 14-day period. If the payday falls on a holiday, checks will be issued on the last work day preceding the holiday.
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5.03 Direct Deposit/Regular Paycheck The City encourages employees to enroll and elect to have their paychecks deposited into financial institutions of their choice. Regular paychecks (or paystubs if direct deposit is chosen) will not be issued other than on the days set for in section 5.02. The City will do everything in its power for employees participating in the direct deposit program to have funds available by the morning on which the payday falls. No salary advances or loans against future salary will be made to any employee for any reason. An employee must bring any discrepancy in a paycheck (such as overpayment, underpayment, or incorrect payroll deductions) to the attention of the appropriate supervisor, who will notify the payroll/finance department within three (3) pay periods or 45 days. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the payroll department and their immediate supervisor, so that corrections can be made as quickly as possible. If the employee has been underpaid, the City of Shenandoah will pay the employee the difference as soon as possible. If the employee has been paid in excess of what he or she has earned, the employee will need to return the overpayment to the City immediately or in the same amount of time the employee was overpaid (example: if employee was overpaid during three payroll periods, the employee has three payroll periods to repay the amount owed to the City). No employee is entitled to retain any pay in excess of the amount he or she has earned according to the agreed-upon rate of pay. If a wage overpayment occurs, the overpayment will be regarded as an advance of future wages payable and will be deducted in whole or in part from the next available paycheck(s) until the overpaid amount has been fully repaid. Back pay will only be paid for a maximum of 45 days.
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5.04 Payroll Deduction
Deductions will be made from each employee’s pay for the following: . Federal Social Security . Federal income taxes . Medicare . Texas Municipal Retirement System contributions (for full-time and covered part-time employees) . Court-ordered child support . Any other deductions required by law
In accordance with policies and general procedures approved by the City Council, deductions from an employee’s pay may be authorized by the employee for: . Group health/medical/dental/life insurance for employees and dependents . Monthly dues for police officer membership in TMPA or CLEAT . Police officer gun purchase program payments . Such other deductions as may be authorized by City Council or City Administrator
If there is a change in the employee’s family status, address, or other factor affecting his or her payroll withholding or benefit status, the employee is responsible for obtaining, completing, and returning to the finance department the appropriate forms for communicating these changes.
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5.05 Classification Plan
Each position is assigned to a pay grade based upon the principle of equity among positions requiring similar knowledge, skills, and abilities and having similar levels of responsibility, as well as market factors. Pay ranges for each pay grade are established by a Compensation Plan, which is recommended by the City Administrator and approved by the City Council. Within the general guidelines of the compensation plan and the budget, the City Administrator is authorized to determine the appropriate pay grade to which each position is allocated and the pay to which the particular employee is assigned. A step raise is advancement to a higher salary in the same pay grade and is granted to recognize good performance and years of service in the same position. An employee is considered eligible for step raises once a year, on the employee’s anniversary date, provided the employee is in good standing. Step raises are effective on the first day of the month regardless of the employee’s anniversary date in that month. The step raise will not be implemented unless the employee has worked at least one full week of the pay period. Employees on disciplinary probation or that have received a performance evaluation indicating that their job performance is below acceptable standards will not receive a step raise until such time as the probationary period has ended and/or their performance has risen to a level designated as meeting standards. A step raise cannot increase an employee’s salary beyond the maximum for the pay grade of the position. The current step raise schedule is incorporated into the pay schedule of the compensation plan.
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5.06 Classification and Pay Administration A new employee is normally hired at the entry rate of the pay grade to which the position is assigned. A new employee may not be hired above the entry rate without specific written approval from the City Administrator. Hiring below the entry rate should not be used for current employees who meet all of the job qualifications, but only for those whose qualifications fall short of the job’s stated requirements, and who may take a longer than normal time to meet the job requirements fully. If an employee is hired below the entry rate, the employee’s performance will be evaluated after six consecutive months’ employment, and a determination will be made by the employee’s supervisor, in consultation with the City administrator, as to whether: 1. The employee’s salary should be increased to the entry rate for the pay grade; 2. The employee’s salary should remain below the entry rate for an additional period of up to 90 days; or 3. The employee should not be retained in the position.
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5.07 Cost-of-Living Adjustments
During budget preparations for the upcoming fiscal year, the City Council may authorize a cost- of-living pay increase. When cost-of-living adjustments to the pay schedule are approved by the City Council, the entire pay schedule is increased by a specific percentage to reflect the adjustment automatically. Each employee will remain in the same grade and step previously assigned, but the salary for that grade and step will have been increased by the approved amount. In the event that an employee’s salary exceeds the maximum range, a cost-of-living adjustment will be given only if necessary to maintain that employee’s salary at the new maximum.
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5.08 Longevity Pay
Longevity pay is additional pay, paid at the rate of $5.00 per month per year of service with the City, to regular full-time employees. Longevity pay begins at the end of the first full year of employment and increases each year up to a maximum of 25 years of service. Longevity pay is paid in December each year and includes all months for any partial year of service up to that date. Any longevity pay is subject to approval of the City Council during approval of the annual City budget.
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5.09 Certification Pay/Education Pay
Eligible regular full-time employees may receive additional compensation per month for a qualifying certificate, license, or degree obtained above the “basic level” within their respective professions or occupations. Department Heads are not eligible for certificate/education pay. The amount of certificate/education pay shall be determined as part of the annual budget and will be a separate pay code and not included in the employee’s regular rate of pay. To qualify for the certificate/education pay program, certificates and degrees must not be a job requirement for the employee’s present position. Certificates or licenses must be obtained from appropriate state certification or licensing agencies and/or recognized professional associations performing a similar certification or licensing function for personnel in the applicable profession and must be maintained in an active status. Certificates or licenses also must be directly related to the employee’s present job duties and functions. Degrees must be received from an institute of higher learning with accreditation by one of the following:
AACSB – Association to Advance Collegiate Schools of Business MSA – Middle States Commission on Higher Education NASC – Northwest Association of schools and of Colleges and Universities NCA – Higher Learning Commission of North Central Region NEASC – New England Association of Schools and Colleges SACS – Southern Association of Colleges and Schools WASC – Western Association of Schools and Colleges
Professional certifications and educational incentives will both be paid. Certification pay is given for the certifications listed below. The levels of certification pay are cumulative and the maximum amount allowed is the total of the certification levels achieved. Additional certifications not listed below that are above and beyond an employee’s job requirements, but which certification will benefit the City, will be considered by the City Administrator on a case by case basis.
Certification Certification Pay (monthly) Police Department Intermediate Peace Officer $100.00 Advanced Peace Officer $100.00 Master Peace Officer $100.00
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Court Level I $50.00 Level II $50.00 Level III $50.00 Bilingual $150.00
Public Works Water/Wastewater - Class C $50.00 Water/Wastewater - Class B $50.00 Water/Wastewater - Class A $100.00
All Full-Time City Employees Associates Degree $50.00 Bachelor Degree $150.00 Masters Degree $100.00
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5.10 Tuition Reimbursement
It is the purpose of the City of Shenandoah to provide quality services for its citizens by encouraging upward mobility, employee development, and excellence of performance by sharing the expense of approved courses and educational programs. Tuition reimbursement assists employees in broadening their knowledge of their current position or preparing them for possible assumption of new job responsibilities within the City. A course or educational program is a class of instruction taught at or by an accredited college, university, trade school, or other certified diploma/certification program.
General Information The availability of tuition reimbursement is subject to the City Council approved funding levels. The total amount of annual tuition reimbursement (not to exceed $5,250 $5,000 per calendar year) will be established annually as part of the budget process based upon anticipated participation and available funding. To be considered for participation in the tuition reimbursement program, an individual must be a regular full-time employee and have completed at least one (1) year of service with the City prior to application approval. Courses offered by accredited colleges, universities, trade schools, or other certified diploma/certification programs are eligible for tuition reimbursement if they are required by a degree plan, course of study, or other program determined to be in the best interest of the City, as determined by the City Administrator. Distance education is allowed, but must be regionally accredited by one of the following agencies:
AACSB – Association to Advance Collegiate Schools of Business MSA – Middle States Commission on Higher Education NASC – Northwest Association of schools and of Colleges and Universities NCA – Higher Learning Commission of North Central Region NEASC – New England Association of Schools and Colleges SACS – Southern Association of Colleges and Schools WASC – Western Association of Schools and Colleges As a condition of reimbursement, participants must earn a grade of “C” or better in the course, or a grade of “B” or better in courses that apply to advanced degrees, and coursework must be completed on the employee’s own time. For those courses for which letter grades are not assigned, a “Pass” grade or certification of completion will serve as proof of course completion.
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Reimbursement for thesis or dissertation will be paid when the participant submits an official grade report or transcript that records a passing grade. Reimbursement will be paid for the required number of credit hours (six for thesis and twelve for dissertation) regardless of the actual number of hours taken. A. Mandatory fees shall be reimbursed as part of the tuition rate charges if those fees do not relate to items or services that are kept or continue on or after completion of the course (i.e. recreation fees). Please see the Statement of Tax Exemption for more information. B. Books purchased in connection with courses taken will be eligible for a 50% reimbursement. C. Seminars, conferences, and courses unrelated to a City career field are ineligible for tuition reimbursement. Approval for reimbursement for seminars and conferences is subject to departmental training budgets. Non-credit continuing education courses containing the same or similar information as received in previous courses (repeat courses) as well as credit obtained under the College Level Examination Program (CLEP) are not eligible for tuition reimbursement. D. Tuition reimbursement will be paid only once for each approved course. The City will not pay tuition reimbursement for courses for which the employee has already received tuition reimbursement. E. The City will not pay the cost of tuition, which has been or shall be paid from other sources such as scholarships, grants, Veterans’ benefits, or other subsidies. In the event of partial scholarship or grant, reimbursement will be calculated based on the actual expense to the employee. F. Tuition reimbursement will not be granted for audited courses. G. The City Administrator’s decisions regarding approvals and authorizing reimbursements are final.
APPLICATION AND REIMBURSEMENT PROCESS A. To begin participation in the Tuition Reimbursement program, employees must notify their respective supervisor or Department Head in writing along with a degree plan and tuition dollar estimates in time for the budget preparation workshops for the next fiscal year. B. To request reimbursement for a specific semester, participants must submit the proper form and/or documentation. The information provided will document the course titles and number of credit hours for which the participant completed. Participants will submit copies of an itemized statement of tuition and fees and an official grade report or transcript along with the completed form within 30 days of the end of the school term to their respective Department Head for processing and reimbursement approval.
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SEPARATION If an employee resigns or is terminated for any reason prior to course completion, the City shall not be obligated to reimburse any part of the expense. An employee who resigns or is terminated less than two years after completion of a reimbursed course must return the monies to the City upon termination. Employees terminated due to a reduction in force shall not be required to reimburse the monies.
STATEMENT OF TAX EXEMPTION The City's Tuition Reimbursement Program complies with Section 127 of the Internal Revenue Service Tax Code, which allows for tax-free exemption of employer provided educational assistance (up to $5,250 annually) for undergraduate and graduate level courses. This means that reimbursements for coursework will not be subject to income tax and FICA tax withholding as long as Section 127 is effective and applicable. For guidance on the tax laws related to tuition and book reimbursement, employees should contact their accountant or tax advisor. In addition, in order for the City and its employees to take advantage of the tax exemption under Section 127 of the IRS Tax Code, tools and supplies (excluding required books) that can be retained by the student after completing the course, as well as recreation fees, are not reimbursable under the policy.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.11 Educational Loan Assistance
It is the purpose of the City of Shenandoah to provide quality services for its citizens by encouraging the recruitment of qualified, educated candidates for employment with the City. In the contemporary job market, an increasing number of candidates carry debt from completing higher education. The City would like to strengthen its recruiting efforts by offering a stipend to assist with education debt payments as an added benefit. An educational program is a class of instruction taught at or by an accredited college, university, trade school, or other certified diploma/certification program, and must be regionally accredited by one of the following agencies:
AACSB – Association to Advance Collegiate Schools of Business MSA – Middle States Commission on Higher Education NASC – Northwest Association of schools and of Colleges and Universities NCA – Higher Learning Commission of North Central Region NEASC – New England Association of Schools and Colleges SACS – Southern Association of Colleges and Schools WASC – Western Association of Schools and Colleges
General Information The availability of educational loan assistance is subject to the City Council approved funding levels. The total amount of educational loan assistance (not to exceed $5,250 per calendar year) will be established annually as part of the budget process based upon anticipated participation and available funding. To be considered for participation in the educational loan assistance program, an individual must be a regular full-time employee and have completed at least six (6) months of service with the City prior to application approval. An employee cannot participate in the educational loan assistance program and the tuition reimbursement program at the same time.
APPLICATION PROCESS A. To begin participation in the educational loan assistance program, employees must notify their respective supervisor or Department Head in writing along with documentation of current educational loan payments.
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B. To request participation, participants must submit the proper form and/or documentation. The information provided will document the full amount of the loan, current payment amount, and degree for which the loan was received. C. If approved, the applicant is eligible for up to 50% of the current payment amount for a total annual amount not to exceed $5,250 in one calendar year. The amount due will pay out every six months in a calendar year in July and January. D. An annual income of $120,000 or higher does not qualify for the educational loan assistance program.
STATEMENT OF TAX EXEMPTION The City's Tuition Reimbursement Program complies with Section 127 of the Internal Revenue Service Tax Code, which allows for tax-free exemption of employer provided educational assistance (up to $5,250 annually) for undergraduate and graduate level courses. This means that reimbursements for coursework will not be subject to income tax and FICA tax withholding as long as Section 127 is effective and applicable. For guidance on the tax laws related to tuition and book reimbursement, employees should contact their accountant or tax advisor. In addition, in order for the City and its employees to take advantage of the tax exemption under Section 127 of the IRS Tax Code, tools and supplies (excluding required books) that can be retained by the student after completing the course, as well as recreation fees, are not reimbursable under the policy.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.11 Car Allowance It is the intent of the City of Shenandoah to provide a vehicle allowance for specified employees who, in the normal course of their assigned duties, routinely require the use of a vehicle for business purposes. Authorized employees will be provided an allowance as set by the City Council. This vehicle allowance is a taxable benefit under IRS guidelines and will be addressed annually during the budget process. Should the employee lose his or her driving license no monetary allowance shall be paid. The allowance is provided at the discretion of the City Administrator and/or the City Council. For authorized positions, basic requirements for vehicles include:
Four (4) full doors and full size sedan/pick up or SUV/crossover as required or needed for the specific job functions of the authorized position;
Trim level appropriate for business purposes (must be approved by City Administrator/City Council);
Air conditioning; Available space (trunk or bed) adequate to carry documents and equipment necessary to perform daily work functions;
Seating for four full size adults Responsibilities of the employee:
Maintain legally required insurance; Provide for registration and inspection; Provide for fuel; Provide for necessary repairs and maintenance; Maintain vehicle in clean and neat condition; Provide alternate transportation which meets the above requirements during any repairs, replacement of primary vehicle; Employee is not eligible to use any City owned staff vehicle with the exception of marked units used in the carrying out of duties required by the City; i.e. marked police units for police officers while on routine patrol or responding to emergencies within the scope and course of duty; use of City vehicle transporting or towing City equipment needed for public safety or public health needs, or use of City vehicle where warning lights and/or identification is needed.
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Employee assumes all liability and the City has no responsibility for any additional costs of the vehicle, its operation, or passengers. The vehicle must be appropriate for business purposes and in keeping with the image the City of Shenandoah seeks to present. The allowance may be discontinued if the City Administrator and/or Council deem the vehicle inappropriate. The allowance may be discontinued if the employee is suspended or on extended leave for any reason.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.12 Promotions
A promotion is a change in the duty assignment of an employee which results in advancement to a position requiring higher qualifications and involving greater responsibility, additional authority and a pay increase. This would not apply to lateral transfers within the City to like positions. A promoted employee will receive a pay increase of at least the amount of difference from one pay grade to the next higher pay grade, or of whatever amount is required to place the employee’s salary on the entry rate of the new pay grade. In the event an employee’s current pay grade and step is a higher salary than the new pay grade, the employee will be placed at the step that would be as nearly equal as possible to equal but not exceed the difference between minimum salaries of the two pay grades and then increased two steps.
5.13 Interim Status Pay
Any employee who is temporarily assigned to serve and actually serves in a higher-level position for two consecutive weeks or more may be compensated for the additional duties and responsibilities of the higher position. Pay will be commensurate with the beginning pay of the applicable pay range or a five percent (5%) increase whichever is greater. The employee must be qualified to perform and must actually perform the range of duties of the higher position required during the temporary assignment in order to be eligible for the additional compensation. Approval must be obtained from the City Administrator prior to authorization being granted.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.14 Lateral Transfers A lateral transfer is the movement of an employee between positions in the same level of pay within the City. Lateral transfers may be made within the same department of between departments of the City. An employee will not receive a pay reduction when making a lateral transfer, provided that the employee’s current salary is within the range approved by the City Council for the transfer position. If a position is reclassified but remains assigned to the same pay grade, no pay adjustment will take place.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.15 Demotions
A demotion is a change in duty assignment of an employee to a lower paid position with less responsibility. Demotions may be made for the purpose of voluntary assumption of a less responsible position, as a result of a reclassification of the employee’s position, as a disciplinary measure, or because of unsatisfactory performance in a higher position. A demotion may involve a decrease in pay. If a position is reclassified downward because of changes in the City’s needs and not because of a performance problem on the part of the employee, every attempt will be made to maintain the employee’s salary at its prior level. However, if the reclassification is made because of an employee’s performance problems, the employee’s pay must be adjusted downward by at least the equivalent of a one-step decrease to reflect the revised duties.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.16 Overtime
Non-exempt personnel may be required to work hours in excess of their official established hours when necessary as determined by their supervisor or the City Administrator. Employees are expected to respond to a reasonable request to work extra hours and may be subject to disciplinary action for failing to stay or report for such hours. Employees performing work outside their regularly scheduled hours, including taking work home, must be authorized to do so by their supervisor or the City Administrator, unless exempt. Non-exempt employees will not perform their regular work duties off the clock and without compensation on a voluntary basis. Non-exempt employees performing work at any time, other than scheduled working hours, is strictly forbidden unless authorized in writing by the employee’s supervisor. Prior to working on such occasions, employees must verify such hours with their supervisors to make certain that overtime is, or will be authorized. Non-exempt employees shall not perform work for the City outside their regular scheduled work hours on a voluntary basis. Non-exempt civilian employees receiving overtime pay shall be compensated for such overtime hours at the rate of one and one-half (1 ½) times their regular hourly rate of pay for hours physically worked at the direction of City management plus any paid time off in excess of forty (40) hours per week, with time rounded to the nearest quarter of an hour. Any time less than one-quarter hour shall not be compensable. Should an employee be directed to work extra hours by his/her supervisor in the same period they use paid time off (PTO), those hours will be compensated as overtime pay. Sworn law enforcement personnel receiving overtime pay shall be compensated for such overtime hours at the rate of one and one-half (1 ½) times their regular hourly rate of pay for all hours physically worked in excess of eighty (80) hours in a 14-day work period as defined in the Fair Labor Standards Act (29 USC §207(k)).
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.17 Final Pay
Upon termination of employment, departing employees will be paid for all unused paid time off (PTO) which was accumulated at the time of termination. Uniforms, keys, vehicles and other City- owned equipment must be returned in good condition to the City Secretary prior to the separation. If a terminating City employee fails to return City-owned equipment or property to the City before his/her final paycheck is issued, the value of the property or equipment will be deducted from the final pay, with the balance of the final check to be paid after the employee returns the equipment or property to the City. Authorized deductions, which include appropriate withholding taxes, retirement system contributions, etc., will also be withheld from the departing employee’s final paycheck. Employees who depart prior to the completion of the six (6) month probationary period (or 12- months if the probationary period is extended) shall not receive payment for unused paid time off. Final paychecks shall be issued on the next normal pay date for employees who resign or retire. Final paychecks for employees who are terminated shall be issued as required by law.
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SECTION V – EMPLOYEE COMPENSATION AND ADVANCEMENT
5.18 Approving Authority
The City administrator is the approving authority for all payrolls and for any pay increases, decreases, or payroll transfers granted under the terms of these policies, the classification and pay grade schedule or the annual budget.
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SECTION VI - WORK SCHEDULE AND TIME REPORTING
6.01 Hours Worked
City business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Employees may receive up to one hour for lunch each work day subject to the requirements of their position. Adjustments to the normal hours of operation of City facilities or departments may be made by the City Administrator in order to serve the public better. City Hall remains open during the lunch hour so employees will stagger lunch hours in order to serve the needs of the public. Employees are expected to report punctually at the beginning of each work day and are expected to work the full schedule as established.
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SECTION VI – WORK SCHEDULE AND TIME REPORTING
6.02 Overtime Worked
Nonexempt personnel may be required to work in excess of their regular work hours when necessary, as determined by their Supervisor or the City Administrator. Employees are expected to respond to a reasonable request to work extra hours and may be subject to disciplinary action for failing to stay or report for those hours. Employees performing work outside their regularly scheduled hours, including taking work home, must be authorized to do so by their Supervisor or the City Administrator, unless exempt. Non-exempt employees will not perform their regular work duties off the clock and without compensation on a voluntary basis. Nonexempt employees receiving overtime pay shall be compensated for such overtime hours at the rate of time and a half, or (1-1/2) times their regular rate of pay for hours physically worked plus any paid time off taken in excess of forty (40) hours per work week, rounded to the nearest quarter hour. Any time less than a quarter hour is not compensable. However, certain roles or departments may have special guidelines so each employee is responsible for checking with their Supervisor for departmental rules. Paid time off is considered to be “hours physically worked” for purposes of calculating overtime. Human Resources, under the direction of the City Administrator, are responsible for determining the exempt/nonexempt status of positions in accordance with guidelines established by the Fair Labor Standards Act.
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SECTION VI – WORK SCHEDULE AND TIME REPORTING
6.03 Holidays Worked
All employees will receive an additional eight (8) hours pay for all specified City holidays. Those employees required to work on paid holidays will be paid at time and a half pay for actual hours worked. Holiday pay is not considered hours worked and does not figure into overtime calculations. Employees required to work on holidays may accrue the holiday time for later use. Those employees may accrue up to a maximum of 16 hours of holiday time, or be paid eight (8) hours holiday pay for each day. Any accrued holiday time must be used within sixty (60) days or it will be forfeited.
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SECTION VI – WORK SCHEDULE AND TIME REPORTING
6.04 Leave Taken and Overtime
If a full-time employee, who is subject to the overtime provisions of FLSA, is required to work extra hours during a week in which they have used paid time off or any other type of released time (other than holiday time) they will be given time and a half or pay at the time and a half rate of pay for the extra hours worked. If the extra hours worked are greater than the number of leave time hours taken, the employee will be compensated at time and a half (1-1/2) times the regular rate of pay for the number of extra hours worked which were not offset by the leave time hours taken.
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SECTION VI – WORK SCHEDULE AND TIME REPORTING
6.05 Time Reporting
Employees and/or Supervisors will keep records of all hours worked and paid time off (PTO) and, where appropriate, hours credited to particular projects. Time records must be submitted by the employee and reviewed/approved by the Supervisor. Altering, falsifying, tampering with time records, or recording time on another employee’s timesheet will result in termination of employment. Each Supervisor is responsible for ensuring all hours worked and leave time taken is recorded.
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SECTION VI – WORK SCHEDULE AND TIME REPORTING
6.06 On-Call Time Certain City services require some employees to be in an “on-call” status during evenings, weekends or holidays. An employee in an “on-call” status will be provided a City cell phone and is required to respond within 30 minutes of a call being placed. When called to duty, the employee is paid time and a half the regular rate of pay for the number of extra hours worked., if their hours exceed the allowable number of hours under FLSA as stated in the Overtime Worked section of this manual. When an on-call employee is required to report to duty, they will receive a minimum of two (2) hours compensation at the time and a half rate. Any time beyond the two hour minimum will also be paid at the time and a half rate of pay.
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SECTION VI – WORK SCHEDULE AND TIME REPORTING
6.07 Office Closings in Emergencies
Short-term emergency closings of City offices/departments may arise due to unexpected inclement weather, prolonged power failure or other emergency situations. After the City Administrator communicates with Supervisors or their designees, closings will be communicated to employees. If an event occurs during non-working hours which necessitates the closing of City Hall or a specific department(s) communication will occur in the same manner. Employees, whose jobs are critical to public safety, may be required to work during an official closing. If so, they must report for duty. Employees may be subject to disciplinary action for failing to report to work. Refer to the City’s Emergency Management Policy for clarification of who is considered essential emergency management personnel.
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SECTION VII - BENEFITS
7.01 Medical, Dental and Life Insurance
The City of Shenandoah provides a competitive program for its eligible employees, including medical, dental, life, accidental death and dismemberment. The actual terms of the coverage are as described in the individual summary plan documents. The summary provided below is only to inform employees of the general benefits and procedures in a more concise manner. The terms of the coverage, including the percentage of the premiums that the City pays for employees and eligible dependents are subject to change, as determined by the annual budget and approved by the City Council. In the event the employee’s pay does not cover the insurance premium, the employee is responsible for payment of the balance due on the same date as their regular payroll. Full-time employees of the City of Shenandoah are eligible for health, life, accidental death and dismemberment and dental benefits. New employees will be advised of group health and dental insurance plan options, dependent coverage availability as well as current premium costs and will be enrolled in such plans during orientation. Employees and their eligible dependents will usually be covered after being employed full-time for 30 days, and the coverage will begin on the first day of the following month. Employees will be allowed to make changes to their medical, dental and life insurance plans only during the annual enrollment period, or if the employee has a qualifying event.
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SECTION VII – BENEFITS
7.02 Retirement
The City of Shenandoah City Council adopted Ordinance No. 0-03-017, authorizing the participation and mandatory enrollment of all City employees that work 20 hours per week or 1,000 hours per year in the Texas Municipal Retirement System (TMRS), effective October 1, 2003.
The Texas Municipal Retirement System (TMRS) was established in 1948 and is administered in accordance with the Texas Municipal Retirement System Act (Texas Government Code, Title 8, Subtitle G). TMRS is a qualified retirement plan under Section 401 of the Internal Revenue Code.
The plan requires a contribution be made by the City and the employee. The employee’s contribution is made by means of a payroll deduction and is tax deferred.
Vesting occurs when an employee has made deposits into TMRS for five (5) years. Employees may retire with TMRS benefits after five (5) years of service at age 60; or at any age if the employee has 20 or more years of service.
If an employee should die while still in the City’s employment, TMRS provides a death benefit to the employee’s beneficiary approximately equal to the employee’s current annual salary. Retirees are provided a death benefit in an amount set by TMRS.
If an employee’s employment with the City terminates and he/she is not eligible to retire or not vested in the retirement system, the employee’s retirement contributions may remain in an inactive account no longer than five years. An employee must apply for a refund of his/her contributions before the end of the five years from the time of termination. The refund includes the employee’s contributions as well as any accrued interest, less an amount of 20% for deferred tax.
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SECTION VII – BENEFITS
7.03 Worker’s Compensation
Employees of the City are covered by the workers' compensation insurance program, and the City pays the premium. This coverage provides medical and salary continuation payments to employees who receive bona fide, on-the-job, work related injuries. If an employee has a financial hardship while on workers’ compensation, the employee can apply for supplemental pay through Human Resources or the City Administrator. NOTICE TO EMPLOYEES CONCERNING WORKERS’ COMPENSATION IN TEXAS
The City maintains workers’ compensation insurance coverage to protect employees in the event of work-related injury or illness. An employee or a person acting on the employee’s behalf must notify the City of an injury or illness no later than the 30th day after the date on which an injury occurs or the date the employee knew or should have known of an illness, unless the Texas Department of Insurance, Division of Workers’ Compensation determines that good cause existed for failure to provide timely notice. The City will provide employees with coverage information, in writing, when hire or whenever the City ceases to be covered by worker’s compensation insurance. Workers’ compensation is the sole remedy for an employee who suffers a work-related injury or illness.
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SECTION VII – BENEFITS
7.04 Leave TimeSupplemental Coverage
Full-time employees have the opportunity to obtain supplemental coverage through AFLAC. This coverage is voluntary and paid 100% by the employee through pre-tax payroll deductions. An AFLAC agent will review the supplemental policies available and the cost of the coverage. Employees are eligible for AFLAC supplemental coverage after being employed full-time for 30 days, and any elected coverage will begin on the first day of the following month. The City also makes participation in a separate retirement fund, ICMA, available to employees. Contributions to this fund will be made solely by the employee and pre-tax payroll deductions will be made accordingly. Contact information for an ICMA representative will be provided to the employee.
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SECTION VII – BENEFITS 7.05 PTO DonationVoluntary Sick Pool
The purpose of the Voluntary Sick Pool is to provide additional Paid Time Off (PTO) to City of Shenandoah employees in the event of a catastrophic illness or injury, surgery, or disability of the employee or an immediate family member that prevents an employee from active employment. Days shall be applied from the Pool only after the employee has exhausted all accrued PTO.
I. Definitions:
1. Employee - a regular full time employee, either exempt or salaried non-exempt, with twelve (12) or more months of continuous employment with the City. Only those employees that accrue PTO shall be eligible.
2. Member - is an eligible employee as described in the definition of "Employee" above who has enrolled in the Voluntary Sick Pool by contributing at least one day of PTO.
3. PTO – Paid time off that is accrued by all full time employees for their years of service with the City.
4. Catastrophic illness or injury - is defined as a terminal, life-threatening, and/or severe condition or combination of conditions affecting the mental or physical health of the employee that requires the services of a health care practitioner for a prolonged period of time and that forces the employee to exhaust all accrued PTO, thereby resulting in the loss of all compensation from the City.
5. Health Care Practitioner - as defined by the Texas Insurance Code is one who is practicing within the scope of his/her license.
6. "Sick Days from the Pool" - those days granted to a member who has a qualifying condition and is unable to perform the duties of his/her position. Members shall be limited to an annual benefit maximum of 120 days of sick leave from the Voluntary Sick Pool.
7. Qualifying Conditions -- a catastrophic illness or injury as defined above and documented by a health care practitioner.
8. Council – the City of Shenandoah City Council.
9. "Unit of Sick Pool days" - the number of sick days which are awarded from the Pool and which shall be within the discretion of the Committee.
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SECTION VII – BENEFITS 10. Committee - the Voluntary Sick Pool Committee, a Council appointed body of Pool members which serve as the administrator of the Pool including the granting authority for benefits from the Pool.
II. Contribution of Days and Membership Terms
Contributing to the Sick Pool is voluntary; however, all eligible employees are encouraged to participate. A member may contribute one (1) to ten (10) days of PTO each year from his/her accrued leave using the Voluntary Sick Pool Enrollment Form. An employee who terminates his/her employment with the City may donate one (1) to ten (10) days of his/her accrued PTO to the Pool. The Committee may accept or reject the donated days based on the "reasonable level" of the Pool.
During January of each year the Committee shall conduct a "contributions drive," encouraging eligible members to make an annual contribution of one (1) to ten (10) days of accrued PTO to the Pool. If the pool falls below a reasonable amount the Committee shall request that members voluntarily contribute an extra day(s), up to a maximum of ten (10) days, until the Pool reaches an acceptable level.
Newly hired eligible employees may contribute between one (1) to ten (10) days of their accrued PTO upon completion of twelve (12) months of continuous full time employment with the City.
Day(s) donated shall be subtracted from the member’s accrued PTO record by the Human Resources Office. The PTO days shall become the property of the Pool and cannot be returned. On December 31 of each year, the number of unused days in the Pool shall be determined and carried forward to the next year.
Members who sever their employment with the City of Shenandoah forfeit at that time their membership in the Pool and the days they have contributed. Members on approved leaves of absence shall retain membership in the Pool during the year in which they contributed.
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III. Applying for Sick PoolSECTION Days VII – BENEFITS
1. If a member has a qualifying condition requiring additional Sick Pool days after all accrued PTO has been used, the member may submit a request for sick days from the Pool. The request shall be signed by the Department Head.
2. Sick Pool Request Forms are available from the Human Resources Office.
3. A member who requests Sick Pool days must submit to the Human Resources Office a Voluntary Sick Pool Request Form which includes the attending health care practitioner's statement identifying:
a. The nature of the qualifying condition;
b. The date of initial onset of the qualifying condition; and
c. The anticipated date the member will be eligible to return to work, either on an unrestricted full-time or part-time/limited duty basis.
d. A Release of Information Form must be completed by the member.
4. Sick Pool Request Forms must be submitted no more than ten (10) working days before the exhaustion of the entire member’s accrued PTO. The nature of the qualifying condition will be kept confidential with the Human Resources department.
5. The Committee may refuse to consider a request that does not contain the required information. The nature of the qualifying event will not be disclosed.
6. If a member is critically ill and unable to file a request for Sick Pool days from the Pool, the Department Head may submit an application at the request of the employee's family.
7. After a unit of Sick Pool days has been exhausted, a member requesting an additional unit of Sick Pool days from the Pool may be required to undergo a medical review by a second physician at the member's expense.
8. A member may also be required by the Committee to undergo periodic return visits to his/her health care practitioner to assess progress and make reports to the Committee.
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IV. Granting of Days fromSECTION the Pool VII – BENEFITS
1. The Sick Pool may not be used for the first ten (10) working days absence from a qualifying illness or injury. The "first ten (10) working days absence" of a qualifying illness need not be consecutive days, but must be for the same or related illness or injury as described in the Application and must have been taken during the previous year. The purpose of this paragraph is to encourage employees to save some of their PTO in case of a catastrophic illness or injury and not to rely solely on the Sick Pool for such events.
2. Days granted from the Pool shall be in units of not more than twenty (20) consecutive days. At the end of the twenty (20) days, the member may apply for an extension by submitting an updated statement from the health care practitioner on the proper form. A member may draw out only as many days as the Committee approves.
3. The Pool may be used only by the individual member for his/her personal qualifying condition. The Pool may not be used by the member to assist a family member who is ill or disabled.
4. The Committee shall review and forward to the Human Resources Office its decision on all requests to draw on the Pool within five (5) working days after a request is received by the Human Resources Office.
5. A member may not use time in the Pool in an amount that exceeds the lesser of one- third (1/3) of the total amount of time in the pool or 120 days.
6. A member absent on sick leave assigned from the Pool will be treated for all purposes as if the employee were absent on earned (accrued) PTO.
7. Should a member terminate their employment prior to exhausting an approved unit of Sick Pool days, the remaining time would be moved back into the Pool.
8. The estate of a deceased member is not entitled to payment for unused Sick Pool days acquired by that member from the Pool.
9. Sick days from the Pool may not be granted for the period of disability when monies are paid to the member under the Texas Workers' Compensation Act.
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10. All unused days shall be returned to the Pool using the Voluntary Sick Pool Returned Hours Form.
V. Composition of Committee
1. The Committee shall be composed of eight (8) members. Committee Members shall be appointed by Council for positions one through eight. Odd numbered positions shall expire in odd numbered years and even numbered positions shall expire in even numbered years. However, Committee Members shall serve until replaced by by Council.
2. Eligible employees may be nominated by their respective Department Heads.
3. The Committee shall be initially elected by the Council and shall be composed of eight (8) regular full time employees from the following Departments: 2-Police Department, 2-Public Works, 1-Convention and Visitor’s Bureau, 1-Administration and 1-Finance.
4. In the event that a Committee Member chooses to resign from the Committee or leaves the employment of the City prior to the expiration of the term for that position, the vacancy shall be filled by the City Council until the next regular election.
5. The City Secretary shall serve as the Committee Secretary and shall provide guidance and administrative assistance to the Committee, but shall be a non-voting member.
6. The City Administrator shall serve as the Committee Chairperson and shall conduct and oversee all Committee Meetings, but shall be a non-voting member.
VI. Committee Duties and Responsibilities
1. Requests for Sick Pool days shall be confidentially and individually reviewed by the Committee in a called meeting. A member may be required to appear before the Committee to substantiate a request.
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SECTION VII – BENEFITS
2. The Committee shall approve, disapprove, or modify the number of days requested from the Pool within 5-working days upon receipt of a request. Sick Pool days shall be awarded in amounts up to the maximum twenty (20) day unit.
3. The decision of the Committee shall be based on a majority vote of the quorum. A quorum shall be based on at least five (5) Committee representatives.
4. The City Administrator shall notify the Department Head of all approved Sick Pool requests.
5. The City Administrator shall forward all approved Sick Pool requests to the Human Resources Office.
6. The Committee reserves the right to modify or waive any requirement listed above, with the approval of the City Council, to address any special circumstances that arise.
7. Privacy and confidentiality for the members shall be observed at all times. The Committee shall not discuss with any personal information that was reviewed and discussed during the Committee meetings.
VII. Appeals
A member may appeal the Committee's decision by submitting a written request to appear before the Committee. If a member requests an appeal to the Committee, the Committee shall hear the appeal from the member or his/her designee. The Committee shall respond to the appeal within ten (10) working days after receipt. The Committee's decision shall be final.
VIII. Violations of Policy Any employee who knowingly violates the provisions of this policy or attempts to use the Voluntary Sick Pool for any reason other than its intended purpose, shall be denied further membership in the Pool and may be responsible for repaying any money received for use of Sick Pool hours from the Pool. Such violation of policy may also result in disciplinary action, up to and including termination of employment.
IX. Amendments These guidelines may be amended at any time upon Council approval.
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SECTION VII – BENEFITS
7.06 PTO Donation
Circumstances may arise that may cause an employee to utilize all accrued PTO. PTO donations allows employees to donate accrued PTO to other employees. Donations may only occur between employees of equal or lower pay scale and employees may receive up to 80 hours in a calendar year; up to 120 under special circumstances as granted by the City Administrator. Eligible employees shall have donated to the sick pool in the current year. Thereafter, eligible employees shall have donated to the sick pool in the current and previous year.
Donors may donate an unlimited number of hours in a calendar year (not to exceed the donor’s PTO balance).
Employees who donate PTO acknowledge donated time is used at the discretion of the employee receiving the time and as such, shall have no claim to future accrued time of recipient nor any right to chastise the employee for how such time is utilized. Recipients shall not be paid for unused donated time upon separation of employment.
PTO may be donated at any time based on a requested need. Needs shall be presented to the employees department head who shall present the need to other department heads to disperse the information to employees.
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SECTION VIII - TIME OFF
8.01 Holiday Leave The City of Shenandoah recognizes national holidays and pays all full-time regular employees for a number of such days each year. You are not eligible for holiday pay if you are classified as a part- time employee. There are generally ten holidays scheduled for each year: New Year's Day Friday before Easter (Good Friday) Memorial Day Independence Day Labor Day Thanksgiving Day Friday after Thanksgiving Christmas Eve Christmas Day Birthday Holiday
The official calendar is adopted annually by the City Council and announces the holiday schedule for the respective year. For information concerning specific holiday dates that apply for the current year, consult your supervisor. In order to receive holiday pay, you must be be on the jobemployed the workday preceding and the workday following the holiday, unless you are on approved PTO. Holidays that occur during scheduled PTO will not be counted as PTO. Reasonable accommodations will be granted for you to take time off to observe religious holidays if such accommodation does not cause undue hardship to the City. If available, PTO may be used for this purpose, otherwise the time off is without pay. Such requests should be directed to and approved by your supervisor. If you are classified as a full-time non-exempt employee and you are required to work on the holiday, you will be paid for actual hours worked on the holiday, in addition to eight (8) hours holiday pay. Holiday pay is not considered time worked and does not figure into overtime calculations.
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SECTION VIII – TIME OFF
8.02 Paid Time Off
Time off is defined as an absence from work. It may be used for vacation, illness, etc. as defined within these policies and procedures. The benefits of PTO include a demonstrated reduction in unplanned absenteeism since employees have greater control over the use of time off. Under the PTO policy, employees do not lose unused sick time, and thus would not feel compelled to consume the time rather than lose it.
PTO Accrual
Full time employees accrue – or earn – an amount of PTO time with each payroll cycle, based upon years of service.
Beginning with the first year of service, full time employees will accrue – or earn - 18 days or 144 hours.
One additional day per year of service will be earned on the employee’s anniversary date, up to a maximum of 30 37 days after 13 20 years of service.
After 20 years of service, an additional 5 days of service can be earned, for a total of 35 days or 280 hours. The table below shows the maximum accrual of PTO based on years of service.
Maximum Days Accrued per Years of Service Year
1 18
2 19
3 20
4 21
5 22
6 23
7 24
8 25
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9 26
10 27
11 28
12 29
13 30 Max
20 Plus 35
14 31
15 32
16 33
17 34
18 35
19 36
20 37 Max
PTO Accumulation
Full-time employees accumulate – or save – an amount of remaining PTO time at the end of each year without losing it, based upon years of service.
After each 5 years of service up to 19 years, an additional 40 hours of PTO time can be saved without being lost (see table below).
After 20 years of service, the amount of PTO time that can be saved without being lost increases another 40 hours for a total of 400 hours or 50 days.
All accumulated PTO time up to the maximum allowed will be paid to the employee upon retirement or separation from City employment. The table below summarizes the amount of PTO hours that can be saved per years of service.
Years of Service Proposed Accumulation of PTO
1 144 Hours
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2 280 Hours
3 280 Hours
4 280 Hours
5 280 Hours
6 320 Hours
7 320 Hours
8 320 Hours
9 320 Hours
10 320 Hours
11 - 19 360 Hours
20 Plus 400 Hours
11 360
12 360
13 360
14 360
15 360
16 400
17 400
18 400
19 400
20 400
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Use of PTO When requesting to use your PTO time, it is important to be sensitive to the operating needs of your business or department. Advance approval from your manager is required to use PTO time, unless the time off is due to an unanticipated illness or emergency. The City retains the right to change PTO schedules, or deny PTO requests, at its sole discretion to ensure the orderly operation of City business. In addition, it is important to keep the following points in mind:
PTO is for use by full-time employees only, and must be taken at a minimum of 30 minute increments.
Employees are required to substitute accrued PTO days for any leave of absence that would otherwise be unpaid pursuant to the City Employee Handbook including, but not limited to, a military leave and personal leave.. This means that accrued PTO will run concurrently with any such leave of absence.
PTO should be approved by Supervisor/Department Head prior to using the time, with as much advance notice as possible. Approved PTO beyond 12 consecutive days requires approval from the Department Head and City Administrator. It is understood that illness/injury use of PTO may occur without advance notice.
Employees may be required to provide a doctor’s release for PTO taken for injury/illness if absent for three (3) shifts/days or more.
PTO will be tracked by City Department Heads or his or her designee. With the City Administrators approval, department heads may advance employees up to a maximum of 5 days of PTO not yet accrued.
The City does not provide PTO pay in lieu of time used, except upon separation from employment.
Unused PTO Employees are encouraged to take earned PTO each year. Unused PTO accrued within a calendar year will be placed in the employee’s accumulated PTO bank unless they have reached their maximum accumulated time, at which point the time is lost.
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SECTION VIII – TIME OFF
8.03 Jury and Court Duty In recognition of this important civic obligation, City of Shenandoah grants time off with pay to full- time regular employees who receive a court summons for jury duty. To receive pay, written verification of the jury summons along with the date(s) and time for the absence prior to the absence must be given to your supervisor. This verification will serve as authorization for time off during jury service.
If the employee is not scheduled to work on the day or time he/she is serving on jury duty the employee will also be paid regular time/overtime. An employee cannot take PTO and receive jury pay at the same time.
Jury duty will be considered time worked in the calculation of overtime.
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SECTION VIII – TIME OFF
8.04 Voting Time The City of Shenandoah encourages you to vote in national, state, and local elections. Generally, the polls are open before and after regular working hours. If suitable time for voting is not available before or after normal working hours, up to two (2) hours paid leave from work will be provided to allow you to exercise your voting privilege. Arrangements for the time off should be made in advance with your supervisor.
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SECTION VIII – TIME OFF
8.05 Funeral Leave You are eligible to receive pay for funeral preparation and attendance if you are a full-time regular employee. Up to three days (24 hours) will be granted to a full time employee who suffers the loss of an immediate family member. 'The term "immediate family" includes the employee's mother, father, grandparents, sister(s), brother(s), spouse (including common law), children, daughter-in-law, son- in-law or any other persons living in the employee’s household. The death of an immediate family member of the employee's spouse shall also be included.
If additional time off is needed due to unique circumstances, earned PTO time may be used or an unpaid personal leave of absence may be granted upon approval by your supervisor.
Funeral leave is not considered hours worked and does not figure into overtime calculations.
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SECTION VIII – TIME OFF
8.06 Military Leave
Unpaid Leave The City of Shenandoah will provide unpaid military leave for employees who must leave their jobs to serve in the military, whether that service is in the regular armed forces, the National Guard, or in the reserves. In administering such leave, the City of Shenandoah will abide by the guidelines set forth in The Uniformed Services Employment and Reemployment Rights Act of 1994.
Paid Leave The City of Shenandoah allows for up to 144 hours of paid leave per 12 month period based upon the employee’s existing wages. Leave will be available to employees upon successful completion of the probationary period as established in the policy manual. If you are called to active duty, or will participate in any military training, you must notify your supervisor immediately. If possible, your notice should include anticipated duration of service and when you will expect to return to work full-time. Should you have any questions regarding military leave, please contact your immediate supervisor.
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SECTION VIII – TIME OFF
8.07 Family and Medical Leave The City of Shenandoah complies with the Family and Medical Leave Act of 1993, which requires that employers provide up to 12 weeks of unpaid, job-protected leave to "eligible" employees for certain family and medical reasons. Employees are eligible if they have worked for a covered employer for at least one year, for 1,250 hours over the previous 12 months and have not used all available FMLA leave in the 12 months looking back from the date the requested leave will commence. The City of Shenandoah will grant an employee up to a total of twelve (12) workweeks of unpaid leave during any twelve (12) month period for eligible reasons under FMLA. Eligible reasons include; To care for the employee's child after birth, or placement for adoption or foster care (only within 12 months of the birth or placement); To care for the employee's spouse, son or daughter, step children, or parent, who has a serious health condition (does not include in-laws); or For a serious health condition that makes the employee unable to perform the essential functions of the employee's job (including any illness due to work related injuries). Employees seeking to use FMLA leave are required to provide 30-day advance notice of the need to take FMLA when the need is foreseeable and such notice is practicable. Should you have more specific questions regarding FMLA, please contact your immediate supervisor or the Human Resource Department.
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SECTION VIII – TIME OFF
8.08 Other Absences without Pay
Leave of absence without pay is an approved absence from duty in a non-pay status. Granting a leave of absence without pay is at the discretion of the City Administrator. This type of leave is not authorized unless there is a reasonable expectation that the employee will return to employment with the City at the end of the approved period. Employees on leave of absence without pay receive no compensation and accrue no benefits. However, previously accrued leave balances, benefits, and seniority are retained during leaves of absence unless otherwise prohibited by the terms or provisions of the benefit programs or by these policies. Medical insurance can be continued if the employee pays the premiums (including the City’s portion) in full in a timely manner or if the City council authorizes the City to make payment. A leave of absence without pay may be revoked upon receipt of evidence submitted that the cause for granting such leave was misrepresented or has ceased to exist. A leave of absence without pay may be appropriate for the following reasons:
Recovery from extended illness or temporary disability, including using leave without pay to add to the allowable 12-week period of family leave; pregnancy is treated in the same manner as any other extended illness or temporary disability (see section on Family and Medical Leave);
Educational purposes when successful completion will benefit the City; Public service assignments; Seeking public office; Personnel exchange programs which emphasize intergovernmental relations; or Any reason which, in the judgment of the City manager, merits a leave of absence without pay. Upon returning to work after an authorized leave of absence without pay, an employee receives an adjusted employment date and adjusted anniversary date which reflect the period of time that the employee used for leave of absence. This adjusted date will be used for the purpose of calculating PTO leave accrual and any other benefits that may be based on longevity. At the expiration of an authorized leave of absence without pay, every effort will be made to reinstate the employee in the same, or a comparable, position. However, if no vacancy exists and a reasonable effort to place the employee in another position has been unsuccessful, the employee will be separated and paid any applicable accrued benefits.
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SECTION IX - HEALTH AND SAFETY
9.01 Safety Policy
It is the policy of the City of Shenandoah to make every reasonable effort to provide safe and healthy working conditions for all of its employees. The City of Shenandoah provides employees such necessary tools and equipment as appropriate for the tasks to be performed by the employees.
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SECTION IX – HEALTH AND SAFETY
9.02 Employee Responsibilities and Reports Employees are responsible for conducting their work activities in a manner that is protective of their own health and safety, as well as those of other employees and the general public. Employees are to observe safe work practices and lawful, careful and courteous operation of vehicles and equipment. The following rules are designed to promote the safety and well being of City employees and are to be observed at all times:
No employee may engage in horseplay, wrestling, or practical joking while on duty or operating City equipment;
Employees should maintain awareness of potentially dangerous situations that may cause injury to themselves, fellow employees, or the public;
Employees must report immediately to their supervisors and conditions that in their judgment threaten the health or safety of employees or the public;
An employee who is unable to perform his or her duties safely due to illness must promptly notify his/her supervisor.
Employees whose positions require the operation of a motor vehicle must possess a valid Texas driver’s license of the appropriate class for the vehicle to be operated. The employee shall maintain a satisfactory driving record. Driver’s license records may be verified at any time by the Police Department. In addition, drivers are responsible to exercise due diligence in the operation of any City vehicle and follow all traffic laws. Employees should avoid distractions while driving such as the use of cell phones and text messaging while the vehicle is in motion. Employees are responsible for maintaining the interior and exterior cleanliness of the vehicle(s) they operate, in addition to reporting any need for mechanical repairs or preventative maintenance. Employees are responsible for the security of the vehicle and its contents. Employees are not permitted, under any circumstances, to operate a City vehicle or a personal vehicle for the City when the employee cannot drive safely. This prohibition includes circumstances in which the employee is temporarily incapacitated because of illness, medication, or intoxication by any substance.
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SECTION IX – HEALTH AND SAFETY
9.03 Weapons Policy
Definitions
For purposes of this section, the term “City work site” includes not only City buildings and property, but also other assigned work locations, City vehicles and equipment. The term “City building” means any and all buildings of portions of buildings owned, leased or otherwise controlled by the City of Shenandoah. This includes out of city travel and training. Weapons- A thing designed or used for inflicting bodily harm or physical damage. Firearm- A rifle, pistol, or other portable gun including homemade or improvised versions.
1. Weapons
City of Shenandoah municipal employees, excluding commissioned peace officers, shall not carry any weapon or instrument that is manufactured, adapted, or designed for the purpose of inflicting serious bodily injury or death which include the following: 1. Club, baton, or any instrument designed to deliver an impact to a human being specifically. 2. A knife that is illegal by its description in Chapter 46, Texas Penal Code. 3. Explosive devices including fireworks. 4. Archery devices of any specific design including crossbows. 5. Throwing stars, knuckles, slap jacks, or palm strike devices. 6. ANY device or instrument (including a utility or pocket knife) that the employee is carrying with the intent to use such device to cause injury to a human being.
2. Firearms
No employee, other than a commissioned peace officer, shall carry a concealed weapon in any City work site, or while conducting City business, unless that person is licensed to carry a concealed handgun; with the license recognized by the State of Texas,. and has passed the requirements annually as set forth by the Chief of Police. Non commissioned employees that are licensed to carry, shall complete the qualifications training offered at designated times throughout the calendar year by the Chief of Police.
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SECTION IX – HEALTH AND SAFETY
9.04 On-the-Job Injuries An employee must report every on-the-job accident, no matter how minor, to his/her supervisor immediately but in no event later than the 30th day after the date on which an injury occurs or the date the employee knew or should have known of an illness. The supervisor will complete a First Report of Injury form and forward it to the City Secretary's office which will in turn notify the City’s worker’s compensation insurance carrier. Failure to report an on-the-job-injury, no matter how minor, may result in disciplinary action. The City provides worker’s compensation insurance for all of its employees. For details concerning worker’s compensation benefits see the Employee Compensation section of this manual. An employee who sustains a work-related on-the-job injury may seek medical attention from the medical facility or professional of their choice as approved by the Texas Worker’s Compensation Commission. The City encourages employees to return to work as soon as they are able to do so. An employee returning to work must submit a physician’s statement of medical condition and release to return to work. As determined by the City Administrator, at the City’s expense, an employee may be required to submit to examination by an independent physician. Injuries caused by willful intent and attempt to injure self or to unlawfully injure another, intoxication, horseplay by the injured employee, an act of God except in certain circumstances (i.e. assigned to duty during a tornado, lightning storm, etc.), or an act of a third party for personal reasons are excluded specifically from coverage by injury leave with pay. A written statement from an appropriate physician certifying that the employee has been released to return to work and specifying the type(s) of work he/she is capable of performing, as well as any limitation(s), must be received by the City before an employee may return to work. All employees on injury leave must return to work after approval of the employee’s attending physician or an independent physician paid by the City. Failure to return to work when directed will result in appropriate disciplinary action, up to and including termination. The employee’s supervisor must notify the City Secretary office upon the employee’s return to work.
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SECTION X - DRUG AND ALCOHOL ABUSE
10.01 Drug-Free Workplace The following policy has been adopted to implement the City’s desire to establish itself as a drug- free workplace. In all instances where reference is made to alcohol, drugs or other controlled substances, the references include inhalants. 1. All City employees are hereby notified the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance or alcoholic beverage is prohibited during work hours and lunch periods, in a City vehicle, on City property and while representing the City off premises. Employees who violate this policy will be subject to immediate disciplinary action, up to and including termination. 2. Each employee will be furnished a copy of this policy as well as the City’s drug/alcohol testing policy. Employees will be asked to sign an acknowledgement form indicating they have received a copy of the drug/alcohol testing policy. 3. All employees will abide by the terms of this policy and will immediately notify the City of any drug statute conviction for a violation occurring in the workplace. 4. The City will notify any funding agency which requires notification within 10 days after receiving notice under the above paragraph from an employee or otherwise receiving actual notice of such conviction. 5. Any employee so convicted will be subject to disciplinary action up to and including immediate termination. 6. The City will make a good faith effort to maintain a drug and alcohol-free workplace through the implementation of this policy and any Drug and Alcohol Abuse Policy.
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SECTION X – DRUG AND ALCOHOL ABUSE
10.02 Purpose of Drug Testing Program The purpose of this policy is to ensure a safe working environment and to protect the health and safety of the public by requiring employees and applicants be free from drug dependence, illegal drug use and drug abuse. The intent of the policy is as follows:
To provide clear guidelines and consistent procedures for handling incidents of employees’ use of alcohol, drugs, or controlled substances that affect job performance, and to make every effort to institute and maintain a drug-free workplace;
To ensure employees conform to all state and federal regulations regarding alcohol, drugs or controlled substances; and
Provide substance abuse prevention education for all employees.
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SECTION X – DRUG AND ALCOHOL ABUSE
10.03 General Policy City employees shall not take any narcotic or dangerous substance unless prescribed by a licensed physician. Employees required to take prescription medicine which may alter one’s work performance must notify their supervisor. Any statutory defined illegal use of drugs by an employee during or after City hours will not be tolerated. An employee who has a reasonable basis to believe another employee is illegally using drugs or under the influence of alcohol, must report the facts and circumstances immediately to their supervisor. Failure to comply with the intent or provisions of this policy may be used as grounds for disciplinary action. Refusal by an employee to take the required drug test or follow this general policy will result in immediate relief from City duties pending disposition of any administrative personnel action. If a covered employee fails a drug or alcohol test, the City may terminate the employee immediately in which case the City will inform the employee where they may seek help. (U.S. Department of Transportation 49 CFR Part 382, Subsection 382.605.)
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SECTION X – DRUG AND ALCOHOL ABUSE
10.04 Drug and Alcohol Tests All employees are subject to five types of testing for both drugs and alcohol: 1) pre-employment, 2) post-accident, 3) random, 4) reasonable suspicion, and 5) return to duty. All other City employees are subject to the same types of testing with the exception of random testing.
Pre-Employment Testing: The City performs pre-employment drug/alcohol tests on all new employees, after extending a conditional offer of employment, but prior to the first day of work. In addition, the City must and will request the results of U.S. Department of Transportation (DOT) drug tests from previous employers for employees required to hold a commercial driver’s license. Post-Accident Testing: The City will test for drug and alcohol use no matter how serious the accident. Reasonable Suspicion Testing: If a supervisor believes a reasonable suspicion exists for an employee under their supervision they must obtain the concurrence of the City Administrator before sending an employee to be tested. Return to Duty Testing: Before an employee is allowed to return to duty after having been sent home or suspended as a result of a drug or alcohol test, they will be tested for illegal drugs and alcohol and found to be drug free. In addition, an individual randomized drug testing schedule will be developed for the employee or driver for a time period not to exceed 60 months.
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SECTION X – DRUG AND ALCOHOL ABUSE
10.05 Searches The City reserves the right to make general or random searches of City property, such as lockers, closets and desks for alcohol, prohibited drugs or drug paraphernalia without the consent of the employee. The use of privately owned padlocks or other locking mechanisms for City property is prohibited and the employee should have no expectation of privacy. Any materials brought to the workplace, such as personal effects (briefcases, vehicles, etc.) may be subject to search at any time of a reasonable suspicion exists that alcohol, prohibited drugs, or drug paraphernalia may be found. A request to search is not an accusation of wrongdoing but merely part of an investigation. If the employee is available, they will be asked to consent to the search. If they do not provide consent, any attempt to conduct a search of materials brought into the workplace will not be continued. However, the employee’s refusal to cooperate will be noted in their personnel file with a statement that reasonable suspicion existed to conduct the search. Refusal to submit to a search may lead to disciplinary action. No search of materials brought into the workplace will be conducted in the employee’s absence. Any search will be conducted as privately as possible, involving only persons with a need to know and only with the authorization of the City Administrator or their designee. If illegal paraphernalia is found, it will be confiscated and the employee will be subject to appropriate disciplinary action, up to and including termination, as well as criminal prosecution, if appropriate.
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SECTION XI - USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.01 General Policy on City Equipment and Property It is the policy of the City of Shenandoah to provide each employee with adequate tools, equipment, and vehicles for the job being performed, and expects each employee to observe safe work practices; safe and courteous operation of vehicles and equipment in compliance with all applicable regulations.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.02 Use of Tools, Equipment, Property and Vehicles It is the employee’s responsibility to take care of such property and report any instance of damage or loss to their immediate supervisor. All equipment and property must be secured prior to closing office. The City of Shenandoah requires all employees to observe safe work practices, lawful, careful and courteous operation of vehicles and equipment. Any property issued to an employee for use at the office or off the premises must be returned in good condition at their supervisor’s request or to the City Secretary upon termination of employment.
City Owned Vehicles Repairs to vehicles must be done in accordance with City purchasing policies. Employees are to exercise due diligence to drive safely, wear seat belts, and follow all state laws, City policy and departmental policy at all times while the vehicle is in use. Employees are responsible for maintaining cleanliness of the interior and exterior of the vehicle to which they are assigned. Additionally, employees are responsible for taking prudent steps to ensure the reasonable security of the vehicle and its contents. If an employee receives a fine of any kind in connection with the use of a City vehicle, the employee will be responsible for that fine. Employees are not permitted under any circumstances, to operate a City vehicle or a personal vehicle for City business when the employee cannot drive safely. This includes circumstances in which the employee is temporarily unable to operate a vehicle safely or legally because of illness, medication, or intoxication. Employees who operate City vehicles and equipment and/or whose position requires driving for City related business shall maintain a satisfactory driving record. All employees who drive City vehicles or receive vehicle allowances from the City must immediately inform their supervisor in writing of any past convictions or pending charges for any alcohol related charges.. The City of Shenandoah, as approved by the City Administrator, may furnish individually assigned vehicles. Individually assigned vehicles are regarded as a benefit of employment for both the employee and the City of Shenandoah as it facilitates the ready availability of key personnel and their assigned equipment, at all times. All other City-owned vehicles shall only be operated by on-duty personnel and within the scope of their assigned duties within the jurisdiction of the City. Exceptions may be made by the City Administrator for individuals traveling to/from assigned training or while participating in special activities.
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Vehicle Use, Safety and Operation Policy: The City of Shenandoah is dedicated to eliminating conditions that adversely affect the well-being of our employees and otherwise threaten the City through accidental losses. Our policy is to insist that employees operate all the vehicles owned or used in behalf of the City of Shenandoah in a safe and responsible manner.
SAFE DRIVER PRACTICES 1. All drivers will have a valid Texas Driver’s License for the vehicle operated. A copy of this license will be kept on file within the employee’s personnel file. 2. All applicable Motor Vehicle laws of the State, County or City will be adhered to. 3. No unauthorized drivers will be allowed to operate the vehicle. 4. Seat belts will be worn at all times while either operating or riding as a passenger in the vehicle. 5. All vehicle or property damage accidents must be reported immediately to your supervisor. 6. Vehicles will be operated only when they are in safe operating condition. Continuous awareness of your vehicle’s condition should be accomplished and operating defects reported or corrected prior to operation.
HOME STORAGE 1. Employees who operate individually assigned city-owned vehicles are approved to store said vehicles at their place of residence, provided that: 2. Adequate safe parking is available (preferably off the street); 3. The vehicle is secured from unauthorized use. 4. The employee resides within a 30 mile radius of the City of Shenandoah Municipal Complex. (See map provided on P- Drive). 5. If an employee is on scheduled PTO greater than 24 hours consecutively, the city vehicle must be returned to the municipal complex prior to the scheduled time off. Excluding approved travel, all other employees of the City are forbidden from storing any city-owned vehicle at their place of residence or any location other than the Shenandoah Municipal Complex unless approved by the City Administrator and under special circumstance.
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INSURANCE City vehicles are insured by the City.
MARKINGS All City vehicles will be marked in accordance with state law.
GASOLINE / MAINTENANCE Gasoline, oil, repair and general maintenance services will be provided by the City for all City- owned vehicles.
PERSONAL ASSIGNMENT VEHICLE DESIGNATIONS City Employees who are assigned City owned vehicles are allowed to use the vehicle to drive between home and the job site. The only authorized personal use is for incidental trips while in transit between home and the job site as long as the trip adds no more than ten (10) miles to the driver’s most direct home-to-work route. No unauthorized personal use or passengers are permitted at any time unless extenuating circumstances exist as approved by the City Administrator.
DISCIPLINARY ACTION Either the appropriate department head or the City Administrator may take disciplinary action against any employee for violation of this policy or any portion thereof. Such action may include, but not be limited to, suspension or termination. Permission for vehicle usage or home storage may be revoked at any time including, but not limited to, the following reasons: 1. One (1) chargeable moving violation within a 12-month period while operating a City- owned vehicle; 2. Failure to comply with the regulations and responsibilities outlined above; 3. Evidence of vehicle abuse; 4. Use of City vehicle while under the influence of drugs or alcohol. 5. Citations of a civil or criminal nature are the responsibility of the employee and includes those for red light camera and toll road violations.
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EMERGENCY OPERATIONS Special assignment of vehicles to individual employees may be made as part of the City’s Emergency Operation Plan where such an assignment protects the vehicle from damage or preserves it for immediate special response.
AUTHORIZED DRIVERS 1. Authorized drivers of City owned vehicles may include the following: 2. All City employees with a valid Texas driver’s license. 3. When available, employees, as authorized by the City Administrator, may utilize the designated pool car to travel to and from approved professional training sites, conference locations, meetings, and crime laboratories.
MILEAGE REIMBURSEMENT For those employees who do not have an individually assigned vehicle or do not receive a vehicle allowance must utilize a city owned vehicle for transportation during approved travel/training activities. Should an appropriate city owned vehicle not be available, the employee, with approval from the City Administrator, may utilize their personal vehicle and request mileage reimbursement as established by the Internal Revenue Service for the standard rate of business travel.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.03 Use of City Communication Systems The Communication and Information Systems at the City of Shenandoah should be used only for conducting City business. Communication systems include, but are not limited to any handheld wireless device such as, laptops tablets, or more traditional devices such as phones, facsimile- machines and mailing systems. Information systems include computers, internet/intranet networks and electronic mail. Since the City of Shenandoah reserves the right to access any personal communication without prior notice, City systems should not be used by employees to transmit any messages or to access any information that they would not want to be viewed or heard by a third party. Incidental, occasional and infrequent use of the City's communication and information systems for personal use is permitted as long as such use does not interfere with your work or the work of any other employee or with the equipment operations. The communication and information systems of the City of Shenandoah may not be used for any illegal, unethical, destructive or wasteful purpose. Employees should exercise care in personal use of any communication and information systems device and should not expect their use of personal information stored in these systems to be kept private.
Telephone Usage The telephone system (including voicemail) at City of Shenandoah is the property of the City and is provided for business purposes. To the extent permitted by law, City of Shenandoah may periodically monitor the use of the telephone systems to ensure compliance with this policy. Therefore employees should not consider their conversations on the City telephone system to be private.
City Computers and Software Policy It is the policy of the City to respect all computer software copyrights and adhere to the terms of all software licenses to which the City is a party. The City of Shenandoah regulates employees' use of its computer software. You may not duplicate any licensed software or related documentation for use, either on City premises or elsewhere, unless expressly authorized to do so by written agreement with the licensor. And you may not provide licensed software to anyone outside the City. Employees should be aware that the illegal duplication of software may result in the filing of criminal copyright charges by the owners of the copyrights and can subject both the employee and the City to liability.
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All software that the City of Shenandoah acquires must be purchased by the IT Manager. Upon delivery, all software must be registered properly and installed by the IT Manager. You may not load personal software on City of Shenandoah computers.
Internet/Intranet The use of the City's information systems are subject to City policies applicable to traditional forms of communication. These include, but are not limited to, policies prohibiting discrimination, sexual harassment, solicitation, and use of City property and resources, disclosure of confidential information, misconduct and profanity. The electronic mail (e-mail) system is provided by the City to facilitate business activities within the organization. The hardware of the e-mail system is considered to be City property. All messages written, sent or received remain City property and are not considered to be private property of any employee. The information systems should not be used to upload (send) or download (receive) any trade secrets, proprietary information, copyrighted information, or any similar materials without prior authorization of City officials. The City's internet/intranet and e-mail systems must not be used to create disruptive or offensive messages. These may include, but are not limited to racial slurs, sexually implicative messages, or offensive comments about someone's age, disability, national origin, political or religious belief, sexual orientation or national origin. Accessing files, utilizing codes or retrieving stored information is prohibited unless an employee has received prior authorization from management to conduct any such activity. The City reserves the right, with the City Administrator’s approval, to monitor all Internet activity at any time, with or without notice to employees. The use of a system logon or password should not convey any expectation of privacy to the employee. To maintain the security of the system, each user shall be required to logout of the system if they will not be in physical control of the computer and if they know that they will be away from that computer longer than 30 minutes. If a user fails to observe the logout procedure, other non- authorized users could possibly access the Internet and access unauthorized sites that will be registered to the original user’s login. No employee shall attempt any unauthorized access to the system. Incidental and occasional personal use of the Internet will be permitted within the City, as long as it does not interfere with City business. This activity will be monitored in the same manner as any work-related use of the Internet. The supervisor shall authorize initial access and training for new users. Internet use by staff shall be consistent with copyright laws. No employee with authorized access to the Internet shall allow an unauthorized person, employed or not employed by the City of Shenandoah, to use the system for any reason. The
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transfer of information via the internet is not secure. Resources of any kind for which there is a fee must not be accessed or downloaded without prior written approval from a Department Head and the City Administrator.
Email Usage Policy The purpose of providing email to City of Shenandoah employees is to facilitate communication and the exchange of information among elected officials, staff, residents, other governments and those doing business with the City of Shenandoah. These communications may occur through both internal and external email. This policy applies to both. Employees may not transmit obscene or harassing messages or use racially or sexually derogatory language in an email message. Access to electronic communication is a privilege and shall not be abused. Authorized users will be given a logon name that allows access to the network. The user will provide a personalized password. Any communications via email will be attributed to the logon name of the originating user. Email both internal and external is considered to be the property of The City of Shenandoah and is subject to disclosure. The City reserves the right, with the City Administrator’s approval to monitor all messages at any time with or without notice to the employees. The use of the system logon or password should not convey any expectations of privacy to the employee. No user shall divulge his/her network password. Any person with knowledge of any password not his/her own shall report it to his/her supervisor immediately. The supervisor will see that appropriate actions are taken to secure the system. Incidental and occasional personal messages will be permitted within the City, but these messages will be treated the same as all other messages. No employee shall use email for mass distribution of personal or non-business information. Examples include, but are not limited to: personal advertisements, personal opinions, or personal requests. Supervisors shall authorize initial access and training for new users. There are volumes of information available on the Internet that can be forwarded via email. Certain items may be protected by copyright law, such as company logos, news photos, and some data files. Email shall not be used to send copies of any documents in violation of copyright laws. If an employee is unsure about the copyright or license agreements that apply to the item in question, please contact Administration. No employee with authorized access to email shall allow an unauthorized person, employed or not employed by the City, to use the system for any reason. Individual users must be aware of and at all times attempt to prevent potential City liability in their use of email. For that reason, all outgoing messages which do not reflect the official position of the City of Shenandoah or Department, must include the following disclaimer: “The City of Shenandoah is governed by an elected City Council. As an employee of the City I only have limited authority. Any opinion expressed
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herein, to the extent that it exceeds the authority granted me by the City and City Council is my own and may not represent the opinion of the City.” Email messages and the transfer of information via the internet are not secure. The safety and security of the City’s network and resources must be considered paramount when using email. Incoming external email messages must be appropriately scanned for viruses, using City provided virus software.
Blogging / Cyber smearing Weblogs or blogs are publicly accessible diaries that focus on specific persons or topics. Generally, The City of Shenandoah views the use of weblogs and personal websites positively. The City recognizes the right of employees to use blogs as a medium of self-expression. Should you choose to identify yourself as an employee of City of Shenandoah to discuss business related matters on your weblog or site, some readers may view you as a City representative or spokesperson. The following guidelines are to be followed when referring to the City: . Ensure that readers understand that the views expressed are entirely your own, and that these views do not necessarily reflect the views of City of Shenandoah. Please include a disclaimer that is easily visible to all visitors to the site. . All bloggers should reveal their identity on the blog and should not use a pseudonym to post their views. . Do not disclose any sensitive, financial, proprietary or confidential City information that is not otherwise subject to open records request. . The City of Shenandoah expects that bloggers will be respectful to the City, fellow employees, our customers, and residents. Bloggers must not post materials that violate the privacy or publicity rights of another individual or entity. . Blogging activity should not interfere with work requirements at any given time. . Copyrights and laws regulating what can be written must be respected at all times. Blogs should not be used to make statements that are libelous, defamatory, profane, harassing or obscene. . The City reserves the right to suspend blogging activities temporarily if it has any concerns about compliance with securities regulations or other laws. . Ask your supervisor for guidance if you are uncertain whether the content of your blog will conflict with the City's blogging policy. Unsolicited Messages City of Shenandoah strictly prohibits the transmission of unsolicited e-mails or mass-messages of any kind. Spam (i.e., unsolicited commercial or bulk e-mails, mass and junk e-mails) will not be tolerated. The electronic mail system is reserved for City business. It may not be used for personal solicitation or any other improper purposes.
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CAN-SPAM Controlling the Assault of Non-Solicited Pornography and Marketing Act (CAN-SPAM) was passed by Congress and took full effect on January 1, 2004. This anti-spam legislation imposes new requirements on the use of commercial e-mail messages (known as CEMMs). The Act prohibits transmission of a CEMM without disclosing: (a) clear identification that the message is an advertisement or solicitation; (b) an opportunity to decline or "opt-out" of receiving further e-mail messages from the sender; and (c) a valid physical postal address of the sender. To comply with this Act, the City requires employees sending commercial e-mails on behalf of the City to follow these guidelines: 1. The use of misleading subject lines and headers are prohibited. Subject lines/ headers should be a true reflection of the subject matter or message. 2. Unsolicited CEMMs must be labeled in the message subject. CEMM must bear clear notice that they are advertisements or solicitations. 3. Each CEMM must contain a working "opt-out" mechanism. To fulfill this requirement one must provide a return e-mail address or another internet based mechanism that permits a recipient to request that future email messages are not sent to this address. 4. When a recipient selects the opt-out option, the sender is required to honor the request and must stop sending e-mail messages to the recipient's address within 10 days of receiving the request. The sender (or any other individual made aware of the request) is prohibited from selling or transferring the e-mail addresses of individuals who have selected the "opt-out" option, except in cases where the recipient has granted consent.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.04 Social Media Policy 1. PURPOSE 1.1 The City of Shenandoah (“City”) may use social media tools such as Facebook, Twitter, and YouTube to reach a broader audience. While the City’s website (www.shenandoahtx.us) is the City’s primary Internet presence, the City recognizes that, when used appropriately, social media may be useful in furthering the goals of the City and the missions of its departments. 1.2 This policy provides standards and procedures for the use of social media sites. All official City presences on social media sites or services are considered extensions of the City’s information networks and are governed by the responsibilities set forth in this and related policies and procedures and in the City’s standards of conduct. Violations of this policy shall be considered misconduct and may result in discipline up to and including indefinite suspension/termination. 1.3 Additionally, the City recognizes that many City employees use social media tools such as Facebook in their personal lives. Therefore, this policy provides guidelines for City employees when they communicate on social media sites as a private citizen.
2. OBJECTIVE 2.1 To maintain the integrity of the City’s presence in social media and to ensure that social media is used appropriately and within City guidelines and policies.
3. DEFINITIONS City Social Media Sites– Those pages, sections or posting locations in social media websites established or maintained by an employee of the City authorized to do so as part of the employee’s job and that are used to communicate with the public on City business. Social Media– Internet-based technology communications tools with a focus on immediacy, interactivity, user participation, and information sharing. These venues include social networking sites, forums, weblogs, online chat sites, and video/photo posting sites or any other such similar output or format. Examples include Facebook, Twitter, NextDoor, Instagram and YouTube. Social media administrators– City employees expressly designated by their department directors to maintain oversight of their department’s social media sites. A social media administrator’s authority is limited to actions that directly reflect guidance from the social media administrator’s departmental director and the policies and procedures of the social media administrator’s department and the City.
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4. SCOPE 4.1 This directive applies to all City employees, including contract employees and volunteers for the City of Shenandoah when working with social media tools on behalf of the City and applies to the extent specified herein with regard to personal social media sites; provided, however, that this policy does not apply to social media sites of the City’s elected officials used solely for campaign or personal purposes. 5. RESPONSIBILITIES 5.1 If department specific social media accounts are authorized, each department director is responsible for implementing the provisions of this directive. Department administrators will be authorized by the City Administrator. 5.2 Each departmental social media administrator is responsible for oversight of the department’s social media tools and shall: 5.2.1 Review all requests to establish official City departmental social media sites and recommend approval or denial to the City Administrator. Social media administrators shall review social media sites or tools that have already been established in their departments to ensure that they are in compliance with this policy and shall submit a request for approval of such sites in accordance with Subsection 6.4 of this policy. 5.2.2 Ensure the department’s social media sites are regularly maintained and kept current. 5.2.3 Review information posted to the department’s social media sites to ensure the content is appropriate, professional, and consistent with the City’s policies and the purpose for which the site exists. Frequent review of sites that provide opportunity for comment or other interaction is essential. 5.2.4 Keep the department’s director informed of the department’s social networking tools and activities. 5.3 City employees whose official duties include creating or posting information to a City social media site are responsible for ensuring that such information is accurate, professionally presented, respectful, relevant, and on topic with the department’s mission. Care must be taken to ensure that grammar and spelling are correct. Mistakes must be corrected quickly.
6. GENERAL GOVERNANCE AND OVERSIGHT OF CITY SOCIAL MEDIA SITES 6.1 City social media sites may contain information that represents or appears to represent the City’s position on policy issues or other matters affecting City business and/or the positions of the City’s leaders. Thus, the City Administrator’s Communications Office has general oversight of all City social media sites. In disaster or emergency situations, the Communications Manager’s Office may assume control of departmental social media to ensure that communications are managed appropriately. 6.2 Each departmental social media site must be approved by the City Administrator. Requests to establish departmental social media sites must contain an explanation of the business necessity for establishing such a site and will be submitted to the department’s social media administrator who will review and recommend approval or denial of the request to the City Administrator. A
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department may have more than one social media site upon a showing that multiple sites will accomplish the City’s goals in the use of social media. 6.3 For social media sites and tools in existence at the time this policy is promulgated, departmental social media administrators shall submit a request for approval for each of their department’s social media sites and tools to the City Administrator. Such requests must be submitted within 90 days of the date this manual is approved unless an extension is approved in writing by the City Administrator. 6.4 Persons responsible for setting up or maintaining City social media sites shall provide each administrator’s access, login, and password information to the following: their departmental social media administrator, the City Administrator, the IT Manager, and the Communications Manager’s Office. Any changes in administrator access, login or password information must be reported immediately to all such personnel. 6.4.1 Social media administrators and City employees authorized as part of their official duties to post information, make comments, and send messages to the public on their department’s Facebook page shall set up a Facebook account to facilitate transparency in communications. 6.4.2 Such Facebook account shall: 6.4.2.1 Contain the administrator’s or employee’s name. 6.4.2.2 Be created using the administrator or employee’s City email address. 6.4.2.3 Be set up so that the page does not allow “friending” the administrator or employee. 6.4.2.4 Be used solely for City business in connection with their department’s Facebook page, and shall not allow “friending” the administrator or employee. 6.4.2.5 Comply with section 7.0 of this directive.
7.0 DESIGN AND CONTENT OF CITY SOCIAL MEDIA SITES 7.1 Design elements (logos, background, images) should be appropriate to the subject matter and consistent with the City’s design guidelines and/or branding policy. 7.2 Social media sites must contain a link to the City website (www.shenandoahtx.us). Each City and departmental website shall contain a clear statement of the purpose and subject matter of social media sites. 7.3 Departments will use proper grammar and where possible, avoid jargon. Social media tools are often more casual than most communication tools but all City social media, such as Facebook and Twitter, shall represent the City appropriately and professionally. 7.4 The following statement shall be included on each departmental website following the City department or program description of the purpose of the social media site or tool: 7.4.1 [Insert name of department or program] is a department [or program] of the City of Shenandoah, www.shenandoahtx.us. This site is intended to serve as a mechanism for communication between the public and [department/program] on the listed topics.
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Following or “friending” persons or organizations is not an endorsement by the City and is only intended as a means of communication. All content of this site and all comments submitted to this page and its list of fans are public and are subject to disclosure pursuant to the Texas Public Information Act. Public information requests must be directed to the City’s Records Management Clerk. 7.4.2 Departments may use a departmental logo in their social media tools. Where appropriate for a particular site, social media pages will include the City’s logo. Page names should be descriptive of the department/ division. City departments will create “pages” in Facebook, rather than “groups.” For “type” description, “government” will be used. 7.4.3 Departmental Twitter account biographies will read “[City of Shenandoah, Department name]” and contain a link to the department’s website. Where possible, departmental user names should begin with Shenandoah or STX (Shenandoah Police, STXPOLICE, for example). The department’s website shall contain the following statement: “When the City ‘follows’ or ‘friends’ a third party Twitter account, it is only for the purpose of facilitating communications and does not imply City endorsement of any such account.” 7.4. All content-sharing activities, such as video-sharing, shall be in good taste, appropriate, and consistent with the City’s policies. 7.5 Comments from the public are allowed on the City’s social media sites and shall be monitored daily to ensure the comments meet certain criteria; the City’s social media sites must be structured narrowly to focus discussions on a particular interest of the City rather than creating a “public forum.” Social media web sites that allow comments must contain the following text on the social media site or must include a link to the location on the departmental website containing the following text: 7.5.1 “Comments. The purpose of this site is to present matters of public interest in the City of Shenandoah, Texas. We encourage you to submit comments, but please note that this is not a public forum. 7.5.2 Comments posted to this page will be monitored. The City reserves the right to delete comments that: contain false information, obscene language or sexual content, threaten or defame any person or organization, support or oppose political candidates, political organizations or ballot propositions, promote illegal activity, commercial services or products, infringe on copyrights or trademarks or are not topically related to the particular posting.” 7.6 Information that is proprietary, subject to the attorney-client privilege or state or federal privacy laws, and information not subject to disclosure under the Texas Public Information Act shall not be posted on any City social media site. Each department’s social media administrator shall be responsible for ensuring compliance with this rule.
8. SECURITY AND PRIVACY 8.1 Applications (such as streaming video, music, photos, subscriptions to RSS feeds) that may be useful to a City social media site’s mission can cause clutter and security risks. An application should only be used to serve a City purpose and add to the user experience, and only if it comes from a trusted source and has gone through the approval process outlined in Section 6 of this
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policy. An application may be removed at any time if it causes a security breach or contains a virus. 8.2 Social media sites are hosted by third parties and are governed by such parties’ privacy policies. Additionally, the City’s social media sites are governed by the City’s privacy policy.
9. RECORDS RETENTION AND PUBLIC INFORMATION 9.1 Records Retention. Pursuant to Section 441.158 of the Texas Government Code, the Texas State Library and Archives Commission promulgates records retention schedules for records of local governments. Each City department has a schedule and policy for retention of its records. The retention period for a record depends on the content of that record, regardless of the medium in which it is maintained. Departments maintaining a City social media site or using social media tools shall preserve records on a City server for the required retention period in a format that preserves the integrity of the original record and is easily accessible. Further, departments will destroy, transfer, or otherwise dispose of records in accordance with records disposition schedules. 9.2 Public Records. City of Shenandoah social media sites are subject to the Texas Public Information Act (TPIA), found in Ch. 552, Texas Government Code. Content in City social media, including a list of subscribers and posted communications, is public record. The department maintaining the site is responsible for responding completely and accurately to any public information requests for information on social media. Content shall be maintained in an accessible format so that it can be produced in response to a request. Difficulty in accessing the information does not excuse compliance with the TPIA. Users of City social media sites shall be notified that public information requests must be directed to the relevant departmental public information officer.
10. APPROPRIATE EMPLOYEE USE OF SOCIAL MEDIA 10.1 Employees assigned to maintain City social media sites shall adhere to the principles articulated in this policy. Employees shall not work on departmental social media sites during off- duty hours unless specifically pre-approved to do so in writing on a day-to-day basis by the employee’s supervisor. All such time worked outside the employee’s normal work scheduled shall be reported and included in the employee’s 40-hour work week. Any work in excess of 40 hours will be paid overtime as required by law and City policy. 10.2 Consistent with the City’s policies on use of the City’s telephone and email systems, incidental and occasional personal use of social media is permitted during work hours provided it is very limited in duration and does not have a detrimental effect on employee productivity. 10.3 City resources, work time, social media tools, and a City employee’s official position shall not be used for personal profit or business interests or to participate in political activity. For example, a building inspector may not use the City’s logo (or its likeness), email, or work time to promote a side business as a plumber. 10.4 Personal or business venture social media account names shall not be tied to the City. For example, CityofShenandoahCop would not be an appropriate personal account name.
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10.5 If commenting on City business, employees should use a disclaimer which establishes that their comments represent their own opinions and do not represent those of the City of Shenandoah. 10.6 Employees may not attribute personal statements or opinions to the City when engaging in private blogging or postings on social media sites. 10.7 Employees, City contract employees, and City volunteers shall not use their City email account or password in conjunction with a personal social networking site. 10.8 City employees, contract employees for the City, and City volunteers shall not post images, files, or text depicting City property, equipment, or personnel in any manner that would adversely affect the reputation of the City or a City department. 10.9 The following guidelines apply to personal communications using various forms of social media: 10.9.1 Use common sense when using social media sites. Remember that what you write is public, may be public for a long time, and may spread to large audiences. Refrain from posting information that you would not want your supervisor or other employees to read or that you would be embarrassed to see in the newspaper or on television. 10.9.2 The City expects its employees to be truthful, courteous, and respectful toward supervisors, co-workers, citizens, customers, and other persons associated with the City. Employees shall not engage in name-calling or personal attacks or other such demeaning behavior. 11. USE OF SOCIAL MEDIA BY CITY BOARDS AND COMMISSIONS 11.1 Boards or commissions that wish to initiate the use of official social media sites should do so by formal action of the board or commission and must follow requirements for approval and governance outlined in this policy. 11.2 Under the Texas Open Meetings Act, individual members of a board or commission covered by such Act are prohibited from participating in postings or discussion threads on social media sites created and maintained by the board or commission of which they are a member.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.05 IT Department Password Policy Passwords are an important aspect of computer security. A poorly chosen password may result in unauthorized access and/or exploitation of the City’s resources. All users, including contractors and vendors with access to The City of Shenandoah systems, are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords. The purpose of this policy is to establish a standard for creation of strong passwords, the protection of those passwords, and the frequency of change.
Scope The scope of this policy includes all personnel who have or are responsible for a user accounts (or any form of access that supports or requires a password) on any system that resides at any city facility, has access to the network, or stores any non-public information.
General
All user-level passwords (e.g., email, web, desktop computer, etc.) must be changed at least every 180 days. User accounts that have system-level privileges granted through group memberships or programs such as "Incode" must have a unique password from all other accounts held by that user. All user-level and system-level passwords must conform to the guidelines described below. Mandatory Windows screen lock will be enforced after 15 minutes of user inactivity.
General Password Construction Guidelines All users at The City of Shenandoah should be aware of how to select strong passwords. Strong passwords have the following characteristics:
A minimum length of eight characters Should not contain proper names Cannot contain your user account name or parts of the user’s full name that exceed two consecutive characters. Not be identical to the previous 10 passwords Contain at least three of the four following character classes: o Lower case characters o Upper case characters o Numbers (0 through 9) o Non-alphabetic characters (for example, !, $, #, %)
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Weak passwords have the following characteristics: o The password contains less than fifteen characters o The password is a word found in a dictionary (English or foreign) o The password is a common usage word such as: o Names of family, pets, friends, co-workers, fantasy characters, etc. o Computer terms and names, commands, sites, companies, hardware, software. o Birthdays and other personal information such as addresses and phone numbers. o Word or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc.
Password Protection Standards
Always use different passwords for city accounts from other non-city user accounts. Always use different passwords for various city access needs whenever possible. Do not share passwords with anyone, including administrative assistants or secretaries. All passwords are to be treated as sensitive, confidential information. Passwords should never be written down or stored on-line without encryption. Do not reveal a password in email, chat, or other electronic communication. Do not speak about a password in front of others. Do not reveal a password on questionnaires or security forms. If someone demands a password, refer them to this document and direct them to the IT Department. If an account or password compromise is suspected, report the incident to the IT Department.
User Responsibilities Users are responsible for changing their passwords before they expire. Users will receive prompts to change Windows system passwords fifteen days before they expire. Users must update passwords in their mobile devices that may be used to access city resources such as email. It is the user’s responsibility to keep track of password changes. IT Support cannot provide users with lost or forgotten passwords. Windows will “lockout” user accounts after 6 invalid login attempts. Account lockout duration will be for 10 minutes and login attempts will reset automatically after 10 minutes.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.06 IT Security, Alerting and Awareness Policy It is the policy of the IT Department for the City of Shenandoah to setup and use security systems to help ensure the integrity and security of computers and networks at the City. This consists of Firewalls, Intrusion Prevention Systems (IPS), anti-virus, anti-spam, encrypted VPN and other security related hardware or software. Automated mechanism should be used to keep the operating systems, definition files, and other security related systems updated. Where possible, centralized management and reporting for these types of systems should be used. If possible, security logs should be enabled and set up to record to a syslog server. The IT Department is to setup and use automated alert warnings where feasible. This may be alerts that popup on the desktop from the antivirus or firewall software, to emails that alert key personnel of events. All anti-virus / malware software and all firewalls or IPS systems will be deployed with automated email notifications set to email the appropriate personnel of an event. All users must be informed and made aware of potential security issues that may occur. They should be instructed to not open any suspicious emails or click on unknown links that may encounter. They can, without opening the email, simply delete the email and then delete it from their Deleted Items folder. They are to be instructed to contact the IT Coordinator if they receive suspicious email or witness suspicious behavior on their computer systems. In the event of a potential virus or security situation, an email alert should be sent out to everyone with as much detail information as necessary to adequately inform the person of what to watch out for and what steps to take if the email or situation appears on their computer. In the actual event of a virus outbreak or hacking situation, it may be necessary to take action first and notify everyone afterwards or if possible, utilize the City’s paging system to inform personnel of the immediate threat and the action being taken. IT should then respond accordingly using procedures outlined in the security incident and response policy. It is about the responsibility of the employee to comply with computer security requirements, including normal security practices that should be followed when using a computer, email or accessing the Internet. From time to time or when deemed necessary due to imminent concerns, IT will send out emails to notify everyone of potential risk. This is especially true for risk advisories that IT is made aware of. Routine emails should include basic security awareness and remind everyone to be diligent when reading email or using the internet. They should be reminded to not open unsolicited emails, click on links or open attachments. Everyone should be aware of phishing scams and understand that a legitimate business will not contact them via email asking for confidential information. If they think it is legitimate they should contact the entity using contact information found from a legitimate source.
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Samples of routine security emails: (Example 1) If you received an email that appears to be from any legitimate company asking you to confirm your account information, it is what is known as a phishing scam. On the Internet, phishing is a scam where a perpetrator sends out legitimate-looking e-mails in an effort to phish (pronounced "fish") for personal and financial information from the recipient. These emails often contain official company logo’s, branding and/or graphics, appearing to come from some of the Web's biggest sites, including eBay, PayPal, Citi, Visa, MSN, Yahoo, BestBuy, and America Online. If you receive an email such this, simply ignore it and delete it from your inbox. Do not click on any part of the email, reply to it or provide any information to anyone that sends you an email asking for personal or financial information, no matter how official looking. If you receive such an email (or even a phone call) and feel compelled to contact the company, do not use any of the contact information provided in the email. Contact the company using contact information you obtain from a legitimate source, such as the phone book, your normal account statement or from their official website. If you have any questions about an email you receive, do not hesitate to contact IT to help determine if it is malicious in nature. (Example 2) Routine Internet access (web surfing) often results in malicious software being installed on a pc without your knowledge. Our Intrusion Prevention System will help detect and if necessary remove this type of software before it gets to the individual pc. In addition, it restricts access to undesirable websites and provides the capability to track and report on Internet usage. If you go to a website and the new system detects a problem, it may redirect you to an informational page or will notify you that Sonicwall has blocked the Web Page and will give you a category indicating why it blocked the web page. If you are blocked from going to a website you really need to access, please let IT know and we will work with you to get access to that site. (Example 3) Email may not be addressed to you or even have your name in the TO: field. It may be addressed to someone other than you, for example TO: John Smith or someone else from the City, so it may look legitimate. Again simply delete the email without reading it and then empty if from the Deleted Items folder. Remember always be attentive when reading email. If something looks suspicious, even if it is from someone you know, do not hesitate to contact me. In the event of an emergency or after hours issues, please dial 7000 to get immediate assistance.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.05 Use of City Electronic Devices This policy will define the aspects of usage, acceptable service levels and financial responsibility regarding personally owned or city provided personal communication devices.
Communication Devices 1. Smartphone – Any communication device that requires a data plan and includes Internet access features for email and applications. 2. Tablets – Any portable hand-held computing device that can run software applications, store data and can connect to a data network or cellular data network. 3. Mobile Hotspot – A portable device used for cellular data services provided by an approved carrier for mobile connectivity to the Internet, email, VPN or remote applications. Any mobile hotspot devices that are required, will be City-provided devices.
The City will authorize a wireless communication device to any employee who’s Department Director can justify that the use of such a device is necessary for the employee to perform their job duties, subject to the approved city budget.
Procedure
A. Determine eligibility For an individual to be authorized a City-provided wireless device, any of the following justifications must be met; (1) Job requires frequent travel or requires employee to be in the field. (2) Needs constant or immediate communication during the day or after regular business hours or is required to be on-call at any time. (3) There are no other available means of communications with the employee.
B. Request Supervisors must submit a completed and signed Supervisor Request Form to the IT Department. IT will review the request and then route the request to the City Administrator for approval. C. Devices The device must be compatible with the City’s network and email system. Any device that is authorized to connect to the City’s network email system will also be subject to applicable security policies. D. Security The employee is required to utilize reasonable physical security measures to secure the device at all times. Device should not be left unattended or borrowed by someone other than the employee. A password or screen lock feature is required to be activated to access the device. The City reserves the right to deploy any security measures or applications that will assist in maintaining network security or integrity of the device. The employee is required to keep the device updated with current software and firmware updates as they become available. Additionally, any device that is configured with a City email account can be remotely “wiped”, reconfigured or deleted in the event that the device is no longer compliant with the city’s security policies.
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Ownership
A. City-provided Devices These devices are purchased by the city for the purpose of assigning to an employee for use in their job duties. The employee is responsible for taking precautions against unauthorized use or damage outside of normal wear. Use of City- provided devices is limited to official city business and employees are not permitted to install personally purchased apps or alter the factory installed operating system of the device. Any other applications, personal email accounts, settings, contacts, etc., are the responsibility of the employee and will not be maintained by the City. Backup of personal content on the device is solely up to the employee.
1. Costs and Billing The annual recurring costs related to wireless voice and data plans will be budgeted by the IT Department. Any changes to voice or data plans must be requested through the IT Department. The IT Department will review and revise voice and data plans at its discretion in order to ensure those plans are the most advantageous to the City.
B. Phone Number Portability If an employee is in good standing at the time of separation of employment, the employee may elect to “port” the mobile phone number they were using on the City-provided device to their personal mobile device. For employees participating in the stipend plan, mobile device phone numbers are the property of the employee and will remain with the employee after separation from employment with the City.
The City of Shenandoah will purchase or provide under a lease contract, cell phones for City staff as deemed necessary. The policy is applicable to all City owned telephones furnished to employees required to have and maintain cellular communication devices primarily for the purpose of conducting official City business. Authorized employees are expected to be available for business needs as determined by each supervisor and must have possession at all times during their work shift with the exception of certain meetings, conferences, safety related issues or as otherwise directed by their supervisor or the City Administrator. In order to keep accountability under control, the Finance Department shall be responsible for reviewing and approving monthly invoices. All authorized users are reminded that even though the cell phone is not intended for personal use, the City recognizes that on occasion there may be instances in which a cell phone is needed for such; however, usage will be limited. Use of Cell Phone While Driving The use of a cell phone while driving may present a hazard to the driver, other employees and the general public. Cell phone use is only allowed with a “hands free” device while operating City vehicles. Employees must also adhere to all federal, state or local rules and regulations regarding the use of cell phones while driving. Accordingly, employees must not use cell phones while driving if such conduct is prohibited in a particular area: i.e., school zones. Texting while driving is prohibited while operating a City owned vehicle.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.06 Vehicle Insurance The City maintains up-to-date insurance coverage on vehicles owned by the City. In the event that an employee drives a personal vehicle on City business, they are required to maintain up-to-date insurance coverage as required by the State of Texas.
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SECTION XI – USE OF AND ACCOUNTABILITY FOR CITY EQUIPMENT AND PROPERTY
11.07 Accident Reporting An employee involved in an accident while operating City equipment or vehicles must report the accident/or and any injury to persons or any property damage to his or her supervisor and to the appropriate law enforcement agency immediately (if required), or in the case of injury to the employee, as soon as the employee is able. Each vehicular accident, no matter how minor, must be reported to the police department so that an official accident report can be filed. Employees involved in accidents shall be required to submit to a drug and alcohol test immediately following the accident. Refusal to submit to the drug and alcohol test will result in disciplinary action up to and including termination. The City Secretary is responsible for obtaining a copy of the accident report for placement in the personnel file of the employee involved in the accident, as well as submitting a report to the insurance company. The supervisor and the City Attorney will also receive copies of each accident report. The City Secretary and Finance Director are the representatives for the City’s insurance policies. All post-accident information needs to be automatically sent to those representatives and notification of the event must also be communicated to them within 24 hours of the incident.
Rev. 7/20179/2019 Page 142 Policy Manual
SECTION XII - DISCIPLINE
12.01 Progressive Discipline COUNSELING: Counseling is designed to provide constructive feedback to the employee for infractions that need improvement. This can be done informally with the supervisor meeting with the employee to be certain that the employee realizes that his or her behavior or work is unsatisfactory and understands what is expected and is generally known as a non-disciplinary action. The employee’s supervisor may document the counseling in the employee’s personnel file.
WRITTEN WARNINGS: As with counseling, the employee’s supervisor and/or another supervisory staff member meet with the employee to discuss problem behavior and what is expected of the employee. The written warning should include a clear explanation of the consequences of the employee’s continued failure to correct the problem. The written document will be included in the employee’s official personnel file
WRITTEN REPRIMANDS: A written reprimand indicates a more serious situation than a written warning. The employee’s supervisor and/or supervisory staff member is responsible for administering this action. The reprimand must include a detailed report of the specific violation(s) of the policy, the specific incident(s) causing the action, what changes in behavior are expected , what penalty shall be imposed if no changes are made by the employee and the right to appeal. The employee shall be given the opportunity to respond in writing and turned into his or her supervisor within 10 business days of the action. Both the supervisor and the employee should sign the written reprimand. (The employee’s signature indicates receipt of the document only, not necessarily agreement with its contents.) If an employee refuses to sign, the supervisor shall document that the action was administered and that the document was presented to the employee.
SUSPENSIONS/DEMOTIONS: A suspension without pay or a demotion may be administered in situations where reprimands have already been given for previous infractions or lack of performance, or in situations serious enough to warrant this level of discipline without prior discipline. Copies of the written reprimand and all supporting documentation, if any, shall become a permanent part of the employee’s personnel file.
Rev. 7/20179/2019 Page 143 Policy Manual
TERMINATION: Termination may be the culmination of progressive discipline issues or poor performance issues. Alternatively, it may occur as the first disciplinary measure undertaken if the situation warrants it.
Rev. 7/20179/2019 Page 144 Policy Manual
SECTION XIII - SEPARATIONS
13.01 Types of Separations All separations of employees are designated as one of the following types:
Resignation; Abandonment of Position; Emergency Response; Retirement; Reduction in Force/Lay Off; Termination; Disability; or Death
Rev. 7/20179/2019 Page 145 Policy Manual
SECTION XIII – SEPARATIONS
13.02 Resignation
Should you decide to resign from the City of Shenandoah, you are requested to provide your supervisor with advance notice of your separation. Two weeks written notice is preferred. This will allow time for a suitable replacement to be found. The Supervisor is responsible for notifying the City Administrator immediately. On your last day of employment and prior to issuances of final paycheck you will be required to return any City of Shenandoah property. Property includes, but is not limited to, office/desk/security cards or keys, unused business cards, work uniforms, office equipment, or any other items issued or in your possession during the course of employment with City of Shenandoah.
Rev. 7/20179/2019 Page 146 Policy Manual
SECTION XIII – SEPARATIONS
13.03 Abandonment of Position
Unauthorized absence from work for a period of two consecutive working days without notifying the Department Head or Supervisor may be considered a voluntary resignation and will result in the termination of your benefits unless the City Administrator determines otherwise.
Rev. 7/20179/2019 Page 147 Policy Manual
SECTION XIII – SEPARATIONS
13.04 Emergency Response
Emergency personnel must report to City Hall during an emergency event, i.e. hurricane, floods, tornado, or any City emergency. Unauthorized absence could result in termination of employment. In the event of an emergency and a Disaster Declaration, State of Emergency or Long Term Emergency declared by the Mayor or City Administrator, all Exempt employees will be eligible for overtime or compensatory time off in the same manner as Non-Exempt employees. The ability to earn overtime or compensatory time off will begin on the date of the Disaster Declaration, State of Emergency or Long Term Emergency and will end on the date the Disaster Declaration, State of Emergency or Long Term Emergency is declared over.
Rev. 7/20179/2019 Page 148 Policy Manual
SECTION XIII – SEPARATIONS
13.05 Retirement
Should you decide to retire from the City of Shenandoah, you are requested to provide your supervisor with advance notice of your separation. Two weeks written notice is preferred. This will allow time for a suitable replacement to be found. The Supervisor is responsible for notifying the City Administrator immediately. On your last day of employment and prior to issuances of final paycheck you will be required to return any City of Shenandoah property. Property includes, but is not limited to, office/desk/security card and keys, unused business cards, work uniforms, office equipment, or any other items issued or in your possession during the course of employment with City of Shenandoah.
Rev. 7/20179/2019 Page 149 Policy Manual
SECTION XIII – SEPARATIONS
13.06 Reduction in Force/Lay-off
Reductions in force are necessary when there is either a lack of funds or a lack of work. Decisions on individual separations will be made after considering: 1. The relative necessity of each position to the organization, 2. The performance record of each employee, 3. Qualifications of the employee for remaining positions with the City, and 4. The employee’s length of service with the City.
Rev. 7/20179/2019 Page 150 Policy Manual
SECTION XIII – SEPARATIONS
13.07 Dismissal
In most instances, the employee’s supervisor will make a recommendation to the department head. The department head must authorize and request City Administrator’s approval. For very serious offenses such as theft, assault, violations of City policy (including ethics) termination can be the appropriate first disciplinarily step. However, in most cases, termination will be imposed only when other attempts to correct the problem and less severe forms of discipline have failed. When an employee is terminated, the employee will receive written notification, which includes. 1. The reason for dismissal; 2. The effective date of the dismissal; 3. A statement of right to appeal the action; and 4. A statement of any other related facts.
A copy of the written document must be forwarded to the City Administrator to be placed in the employee’s personnel file.
Rev. 7/20179/2019 Page 151 Policy Manual
SECTION XIV - GRIEVANCES
14.01 Policy The City of Shenandoah strives to maintain a personnel system that allows employees to resolve their grievances with management, fairly and expeditiously. In order to assist employees in the proper handling of grievances, procedures have been established herein, and all grievances shall be resolved in conformance with these procedures. Every effort should be made to resolve grievances at the lowest possible level of supervision. Failure to follow procedural requirements will result in a denial of further grievance consideration. All permanent or probationary full-time employees may file a grievance on one or more of the following grounds:
Improper application of rules, regulations, and procedures (but not the rules regulations, and procedures themselves);
Unfair treatment; Illegal harassment or discrimination based on race, religion, color, sex (including sexual harassment), age, disability, or national origin;
Improper application of fringe benefits; or Improper working conditions. The City follows a grievance procedure which ensures the employee due process in the City’s consideration of his/her work-related grievances: the right to be represented, the right to mount a defense, and the right to present written response(s) regarding resolution of the grievance. Terminations, which must be approved by the City Administrator in consultation with the City Attorney, are not grievable actions.
Rev. 7/20179/2019 Page 152 Policy Manual
SECTION XIV – GRIEVANCES
14.02 Final Authority
The City Administrator’s decision is final. Employees in a position at the department head level may appeal the City Administrator’s decision to the City Council.
Rev. 7/20179/2019 Page 153 Policy Manual
SECTION XIV – GRIEVANCES
14.03 Procedure
Informal Grievances The first step in the grievance procedure is for the employee to attempt to resolve the grievance by informal conference with his/her supervisor. If this informal conference does not result in a resolution of the problem(s) that is satisfactory to the employee, he/she must fill a formal, written grievance.
Formal Grievances Formal grievances must be in writing, signed by the employee, and presented to the employee’s supervisor within 10 working days after the alleged grievance occurred. A statement of the specific remedial action requested by the employee must be included in the written grievance. Employees have the right to be accompanied by a witness of their choosing during any stage of the grievance procedure. The witness may be another City employee, of his/her choosing, who has not been a witness in any other City grievance proceeding within the previous 12-month period. Employees must notify their supervisor and City Administrator in advance of any meetings, that they will have a witness present, in order that the City Administrator can also make arrangements for representation by City Attorneys if deemed necessary. After being presented with a written and signed grievance, the supervisor will: 1. Meet with the employee and such other persons as may be necessary to gather the facts; 2. Notify his/her supervisor, who must notify the Human Resource Department immediately upon learning that a grievance has been filed; 3. Attempt to resolve the grievance with the employee and, if requested by the employee, with the employee’s representative; and 4. Communicate the decision to the employee in writing within 15 business days after receipt of the grievance, sending a copy of the proposed resolution to the Human Resource Department and department head or City Administrator, as applicable.
If the employee is dissatisfied with any proposed resolution during the grievance process, he/she must appeal within three business days of receipt of the supervisor’s notice. Employees who are not satisfied with the decision may file a written request to have their cases reviewed by the City Administrator. The City Administrator shall render a written decision within fifteen (15) business days from the receipt of the written request, which decision is final.
Rev. 7/20179/2019 Page 154 Policy Manual
Maximum Time Periods At each stage of the grievance process, the time periods specified are maximums. Grievances should be dealt with promptly and written responses provided as quickly as possible.
Documentation Copies of all documentation relating to the grievance will be forwarded to the Human Resource Department immediately upon conclusion of each step in the grievance process and will be placed in the employee’s personnel file.
Rev. 7/20179/2019 Page 155 Policy Manual
SECTION XV - JOB DESCRIPTIONS AND EMPLOYEE PERFORMANCE
15.01 Job Descriptions Each position in the City has a written job description using a standard format. The City Administrator establishes and reviews official job descriptions for each employee. The primary objectives of the job descriptions are: a. To serve as a means of communication between the supervisor and the employee to clarify the responsibilities and expectations of the job; b. To serve as the main resource to determine the salary range; c. To serve as the basis for performance appraisals; d. To identify minimum qualifications, applied skills, knowledge and ability, and for recruitment, selection, promotion and training purposes. Employees are hired on the assumption they will “perform other work related duties as required” that may not be specifically identified in their job description.
Rev. 7/20179/2019 Page 156 Policy Manual
SECTION XV – JOB DESCRIPTIONS AND EMPLOYEE PERFORMANCE
15.02 Personnel Files
Personnel and medical records are maintained by Human Resources. Information in an employee’s personnel file is public information and must be disclosed upon request unless specific items are exempted from disclosure bylaw. No information from any record placed in an employee’s file will be communicated to any person or organization except by the City Administrator or by an employee authorized to do so by the City Administrator. Each employee may choose whether the City discloses the employee’s home address and telephone number to the public on request. If a new employee does not request confidentiality within the first 14 days of employment, the home address and telephone number on file are considered public information with the exception of police officers, whose addresses and telephone numbers are not public information. However, employees may change their election for disclosure or confidentiality at any time. A form for designating this information as confidential or public is available from Human Resources. An employee, or their representative (designated in writing), may examine the employee’s personnel file upon request during normal working hours at the City offices. An employee may request copies of items or materials in their personnel file but may not remove anything from the file. When a supervisor requires access to a personnel file of an employee under their supervision for the handling of personnel matters, Human Resources will provide access to the specific file(s). Employees must inform their supervisor of any changes or of corrections to information recorded in their individual personnel files such as home address, telephone number, emergency contacts or other pertinent information.
Rev. 7/20179/2019 Page 157 Policy Manual
SECTION XV – JOB DESCRIPTIONS AND EMPLOYEE PERFORMANCE
15.03 Contents of Personnel Files
An employee’s official personnel file contains all documents related to an employee’s employment relationship with the City, except for medical records and I-9 form. I-9 forms for all City employees are filed chronologically in a single file that is separate from individual personnel files. An employee’s personnel file does not contain information regarding their medical record(s), nor does it contain any information relating to drug or alcohol testing. Medical files are confidential and are not released to anyone.
Rev. 7/20179/2019 Page 158 Policy Manual
SECTION XV – JOB DESCRIPTIONS AND EMPLOYEE PERFORMANCE
15.04 Leave Records
Official paid time off records of accrual and usage are kept for each employee by Human Resources. These are updated with each pay period. Leave balances are shown on the paystub to reflect any remaining paid time off to which an employee is entitled. Supervisors must submit a copy of an approved time off request to Human Resources for any time used by an employee under their supervision.
Rev. 7/20179/2019 Page 159 Policy Manual
SECTION XV – JOB DESCRIPTIONS AND EMPLOYEE PERFORMANCE
15.05 Employee Performance
The City will evaluate employee performance at least annually. This will consist of a conversation between the employee and their immediate supervisor to determine goals and evaluate progress toward better performance and personal development. Results are used in determining step raises and incentive pay. The evaluation(s) may also be used in consideration of promotions. The supervisor will complete written evaluations with the final approval given by the City Administrator. A copy of the evaluation will be available to the employee at the employee’s request.
Rev. 7/20179/2019 Page 160 Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 11 - 13 DEPARTMENT: Community Development PREPARED BY: Jackie Thompson Final Report, Property Location, PRICING: EXHIBITS: Variance Application, Ordinance
SUBJECT/PROCEEDING: Final Report regarding a variance to the minimum lot frontage. The proposed variance is for 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
Public Hearing regarding a variance to the minimum lot frontage. The proposed variance is for 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
Consideration and possible action approve or deny a variance to the minimum lot frontage. The proposed variance is for 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
RECOMMENDED ACTION:
The Planning and Zoning Commission reviewed this item during their Meeting on September 17, 2019 and unanimously recommend approval of the variance request.
BACKGROUND/DISCUSSION:
Validation Connections, Inc, property owner of the referenced 2.203 acres of land, has requested a variance to the required minimum lot frontage. The property is located within the Commercial Corridor Zoning District “CC”. The commercial corridor zoning district requires a minimum lot frontage of 200’ and the property only provides frontage distance of 159.74’.
The City annexed the property into the City Limit on June 24, 2015. An application for a zoning amendment to zone the property was approved in 2018. The site is currently in review for platting and development. APPROVALS:
DEPARTMENT HEAD DATE: September 18, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
Page 1
Revised 05/18
City Council September 25, 2019 Public Hearing Final Report
Subject: Validation Connections, Inc, property owner, has requested a variance to the minimum lot frontage. The proposed variance is for 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
Public Hearings: Planning & Zoning Commission – August 20, 2019 Planning & Zoning Commission –September 17, 2019 City Council –September 25, 2019
Current Zoning District: “CC” Commercial Corridor
Proposed Variance: Validation Connections, Inc, property owner of the referenced 2.203 acres of land, has requested a variance to the required minimum lot frontage. Properties located within the commercial corridor zoning district require a minimum lot frontage of 200’ and the property only provides frontage distance of 159.74’.
Recommendation: The Planning and Zoning Commission reviewed this item during their Meeting on September 17, 2019 and unanimously recommend approval of the variance request.
Prepared by: Jackie Thompson Community Development Manager
Date Prepared: September 18, 2019
Zoning Ordinance Section 3 Area Regulations and Standards Shenandoah, Texas
3.3 Area Regulations and Standards for Mixed Use and Non-residential Districts
Table 3.3 Mixed Use and Non-residential Development Standards Chart Development Standards MIX RC SPH O-1 O-C N-S C-2 C-3 C-C L-1 I-2 I-3 PDD Reserved Section 2.24 Minimum lot area1 (Measured in Square PDD, Planned 87,120 25,000 43,560 20,000 25,000 20,000 43,560 40,000 25,000 40,000 40,000 40,000 2.25 Feet) Development District Minimum lot frontage 1, 2 The 100' fronting Section 2.24 measurement shall be along the front Arterials / 50' PDD, Planned 200’ 100’ 100' 100' 100' 200' 100' 200’ 200’ 200’ 200’ property line. Only one (1) side shall be fronting collectors Development considered the front. or local streets District 45' up to 75’ if it is set back from side 2 Stories 6 45’ or building and rear lot lines an 20’ Not to Exceed 45’ or building 45’ or building 45’ or building 45’ or building Section 2.24 Section 2.12MIX, or building height height shall be 30’ Not to Exceed additional one (1) Maximum Building Height, one (1) story above height shall be height shall be height shall be height shall be PDD, Planned Mixed Use Overlay shall be determined by two (2) stories foot for each one 35' 75’ exceptions are listed in Section 5.4 Height ground level determined by determined by determined by determined by Development District determined by Section 5.4 Height above ground level (1) foot that the Section 5.4 Height Section 5.4 Height Section 5.4 Height Section 5.4 Height District Section 5.4 Height building height exceeds forty-five (45) feet. Minimum Lot Depth 200’ 100’ 100’ 100’ 100’ 100’ 100’ 100’ 100’ 200’ 200’ 200’ Section 2.24 Section 2.12MIX, PDD, Planned Minimum Front Setback Mixed Use Overlay 5’ 25' 40’ 40’ 25' 25' 25' 40’ 40’ 40’ 40’ Development District District Minimum Side Setback • Abutting a commercial or industrial 0' 0' 0' 0' 0' 0' 0' 0' 0' 0' 0' district with a common wall. • Abutting a commercial or industrial 10’7 15’7 15’ 7 15’ 7 15’7 15 7’ 15’ 7 15’ 7 15’ 7 15’ 7 15’ 7 district without a common wall. • Abutting a residential district with no 7 7 7 7 7 7 7 7 7 7 7 parking or driveways in the side 5’ 40’ 35’ 40’ 35’ 35’ 40’ 40’ 100 100 100 Section 2.24 7, 10 Section 2.12MIX, setback. PDD, Planned Mixed Use Overlay • Abutting a residential district with a Development District driveway or parking in the side setback, a District 15' 15' 15' 15' 15' 15' 15' 15' 15' 15' 15' driveway or parking lot must be at least from the residential district. • Exterior lot line abutting an arterial or 50’ 25' 25' 35’ 25' 35’ 35’ 35’ 25' 25' 25' collector street. • All other exterior corner lots. 15' 15' 15' 15' 15' 15' 15' 15' 15' 15' 15' Minimum Rear Setback • Abutting non-residential property. 10’ 10’ 10’ 10’ 10’ 10’ 10’ 10’ 10’ 10' 10' 7, 10 • Abutting a residential district 50’ 40’ 40’ 40’ 40’ 40’ 40’ 40’ 10' 40' 40' Section 2.24 Section 2.12MIX, • If the building is to be serviced from PDD, Planned Mixed Use Overlay the rear, then there shall be provided an Development District alleyway, service court, rear setback, or 30' 30' 50’ 50’ 50’ 50’ 50’ 50’ 30' 30' 30' District combination thereof of not less than the following distance. Maximum Coverage • Maximum building coverage (i.e., main 80% of lot area 85% of lot area 11 40% of lot area 40% of lot area 50% 80% 80% 80% 75% 75% 75% and accessory buildings) Section 2.24 Section 2.12MIX, PDD, Planned • Maximum impervious surface Mixed Use Overlay 11 12 80% of lot area 85% of lot area 80% of lot area 80% of lot area 80% of lot area 80% of lot area 80% of lot area 80% of lot area 90% of lot area 90% of lot area 90% of lot area Development coverage District District Landscape Surface Ration (LSR) 12 20% 15% 11 20% 20% 20% 20% 20% 20% 10% 10% 10%
Maximum Floor Area Ratio
Gross Floor Area
Maximum 25,000 Not Applicable 25,000 Not Applicable Not Applicable Not Applicable Not Applicable Not Applicable Not Applicable Not Applicable
Reserved
Minimum Masonry Content 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80%
Page 40 of 491 April 13, 2011 Zoning Ordinance Section 3 Area Regulations and Standards Shenandoah, Texas
1 Lot area may be reduced by 50% and/or lots with no frontage may be allowed as part of a master planned development or shopping center where the lot has no direct access to the adjacent street and uses cross access easements or shared access, provided it is restricted to one-story in height.
2 Lot frontage requirement is for arterials and collectors. Local street frontages may be reduced by 50% frontage as measured at the right-of-way line. Only one frontage maybe considered the front.
3 Lots fronting on Research Forest shall maintain a minimum 40 foot front setback from Research Forest.
4 If a building is within 150” of a residential zoning district the building height shall be determined by Section 5.4 Height.
5 Buildings may be an additional 2 feet in height for every foot of additional setback from rear and side lot line up to 75’ in maximum height.
6 See Section 4.10.8 Retail Commercial (RC) District Special Regulations.
7 See Section 12.0 Existing Chapter 98, Vegetation (Landscaping and Tree Protection Ordinance).
8 Reserved
9 Reserved
10 Setbacks adjacent to residential districts shall be regulated by the height of structures as determined by Section 5.4 Height
11 See Section 4.10.8 Retail Commercial (RC) District Special Regulations.
12 The minimum required total green space on each site shall be the greater of the minimum required landscape surface ratio (LSR) or in accordance with Section 12.0 Existing Chapter 98, Vegetation (Landscaping and Tree Protection Ordinance). All Landscaping shall be in accordance.
Page 41 of 491 April 13, 2011 ORDINANCE NO. O-19-024
AN ORDINANCE OF THE CITY OF SHENANDOAH, TEXAS, AMENDING THE CODE OF ORDINANCES, CHAPTER 102, TO APPROVE A VARIANCE TO THE LOT FRONTAGE OF 159.74’ FOR 2.203 ACRE TRACT OF LAND RECORDED UNDER COUNTY CLERK’S FILE NO 2016117550 OFFICIAL PUBLIC RECORDS OF MONTGOMERY COUNTY, TEXAS; PROVIDING FOR A PENALTY IN THE AMOUNT OF $2,000 FOR VIOLATIONS THEREOF; PROVIDING SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Secretary of the City of Shenandoah, Texas, directed that notices of public hearings be issued, as required by the Zoning Ordinance of the City of Shenandoah, Texas and laws of the State of Texas for the purpose of considering a change in the Zoning Ordinance; and
WHEREAS, pursuant to such notice, public hearings were held on August 20, 2019, September 17, 2019 and September 25, 2019 allowing all persons wishing to be heard both for and against the aforesaid change in the Zoning Ordinance to voice their opinions; and
WHEREAS, the Planning and Zoning Commission has recommended approval of this zoning amendment; and
WHEREAS, the tract currently has a zoning classification of Commercial Corridor (CC) which requires 200 feet of frontage; and
WHEREAS, the tract only has frontage of 159.74 feet; and
WHEREAS, the City Council finds that such change would not be detrimental to the public health, safety, or general welfare in the City of Shenandoah, and as well, the owners and occupants thereof.
THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SHENANDOAH, TEXAS, THAT:
section 1. Code of Ordinances, City of Shenandoah, Texas, Chapter 102 is hereby amended so as to approve a variance permitting the lot frontage of 159.74’ for the 2.203 acre tract of land recorded under county Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
Section 2. All provisions of the ordinances of the City of Shenandoah in conflict with the provisions of this Ordinance are hereby repealed, and all other provisions of the Ordinances of the City of Shenandoah, not in conflict with the provisions of this Ordinance, shall remain in full force and effect.
Section 3. The provisions of this Ordinance shall be cumulative of all other ordinances or parts of ordinances governing or regulating the same subject matter as that covered herein; provided, however, that all prior ordinances or parts of ordinances inconsistent or in conflict with any of the provisions of this Ordinance are hereby expressly repealed to the extent that such inconsistency is apparent.
Section 4. Any person, firm or corporation violating any of the provisions or terms of this Ordinance shall be subject to the same penalty as provided for in the code of Ordinances of the City of Shenandoah, and upon conviction, shall be punished by a fine not to exceed the sum of TWO THOUSAND AND NO/100 DOLLARS ($2,000.00) for each offense, and each and every day such violation shall continue shall be deemed to constitute a separate offense.
Section 5. It is the intention of the City Council that this Ordinance, and every provision thereof, shall be considered severable and the invalidity of any section, clause or provision or part or portion of any section, clause, or provision of this Ordinance shall not affect the validity of any other portion of this Ordinance.
Section 6. This Ordinance shall become effective immediately upon its passage and publication as required by law.
PASSED, APPROVED AND ADOPTED this the 25th day of September, 2019.
CITY OF SHENANDOAH, TEXAS
______M. RITCHEY WHEELER, Mayor ATTEST:
______COURTNEY CLARY, City Secretary
APPROVED AS TO FORM:
______WILLIAM C. FEREBEE City Attorney Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 14 - 16 DEPARTMENT: Community Development PREPARED BY: Jackie Thompson PRICING: EXHIBITS: Final Plat, Application
SUBJECT/PROCEEDING:
Presentation of a Final Plat of Metro Development, being 2. 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
Public Hearing regarding a Final Plat of Metro Development, being 2. 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
Consideration and possible action to approve or deny a Final Plat of Metro Development, being 2. 2.203 acres of land by deed recorded under County Clerk’s File No. 2016117550 Official Public Records of Montgomery County, Texas.
RECOMMENDED ACTION:
The Planning and Zoning Commission reviewed this item during their Meeting on September 17, 2019 and unanimously recommend approval of the final plat with the comments outline below.
BACKGROUND/DISCUSSION:
Property owner has submitted for final plat for the development of an office building. The plat has been reviewed by Staff and Bleyl & Associates and recommends approval of the final plat with the following condition: 1. Lot frontage not in compliance with requirements of the Commercial Corridor Zoning District (application for variance considered prior to review of plat by the Commission).
2. Bonding for public infrastructure required prior to recording.
APPROVALS:
DEPARTMENT HEAD DATE: September 18, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
Page 1
Revised 05/18
Integrity Title
CITY PLANNING LETTER
July 2, 2019 Job No. 1932029A Effective Date: June 25, 2019 Ref: 19-0514
STATE OF TEXAS: COUNTY OF MONTGOMERY:
THIS IS TO CERTIFY: That after a careful examination of the records in the offices of the Clerk of this County (excluding U. C. C. Records), as to the property described as follows:
Being 2.203 acres (96,971 square feet) of land, all of a called Tract 1: 0.724 acres, Tract 2: 07221 acres and Tract 3: 0.755 acres, conveyed to Validation Connections, Inc., by deed recorded under County Clerk’s File Number (C.F.N.) 2016117550 Official Public Records of Montgomery County, Texas (O.P.R. M.C.T.), said 2.203 acre tract lying in the William McDermott Survey, Abstract 389 and being more particularly described by metes and bounds as follows:
BEGINNING at a found 5/8 inch iron rod in the east right-of-way (R.O.W.) line of Interstate Highway 45 North bound feeder road, marking the southwest corner of a called 5.0513 acres, conveyed to Jamaluddin Family Partnership, Ltd., by deed recorded under (C.F.N.) 2002-091303 O.P.R. M.C.T., also being the northwest corner of said Tract 1 and the herein described tract;
THENCE North 87°00'58" East, along the south line of said 5.0513 acres, a distance of 831.73 feet to a found 5/8 inch iron rod with cap, marking a point of curvature of a called Lot 1, Metropark Square Phase 1A, Replat No. 1, recorded under Cabinet Z, Sheet 4586 Map Records of Montgomery County, Texas (M.R. M.C.T.), also being the east corner of said Tract 3 and the herein described tract;
THENCE along a curve to the LEFT and the north line of said Lot 1, having a radius of 330.00 a delta angle of 42° 31' 08", and whose long chord bears South 65°45'11" West a distance of 239.31 feet, an arc distance of 244.89 feet to a set 5/8 inch iron rod with cap stamped “Landpoint 101974172”, marking a point of reserve curvature of said Lot 1, Tract 3 and the herein described tract;
THENCE along a curve to the RIGHT and continuing along said north line of said Lot 1, having a radius of 270.000 a delta angle of 42° 32' 57", and whose long chord bears South 65°45'24" West a distance of 195.93 feet, an arc distance of 200.51 feet to a set 5/8 inch iron rod with cap
P.O. Box 70558, Houston, TX 77270-0558 • 9800 Northwest Freeway, Suite 400, Houston 77092 Phone: 713-683-8030 • Fax: 713-683-0493 • email: [email protected] Integrity Title stamped “Landpoint 101974172”, marking the common corner of said Tracts 2 and 3, also being a point of tangency of said Lot 1 and the herein described tract;
THENCE South 87°03'06" West, continuing along said north line of said Lot 1, a distance of 399.96 feet to a found 5/8 inch iron rod in said east line of said Interstate Highway North bound feeder road, marking the northwest corner of said Lot 1, also being the southwest corner of said Tract 2 and the herein described tract;
THENCE North 12°30'09" West, along said east R.O.W. line, a distance of 79.80 feet to a found 5/8 inch iron rod, marking the common corner of said Tracts 1 and 2, also being an angle point of the herein described tract;
THENCE North 12°18'26" West, continuing along said east R.O.W. line, a distance of 79.94 feet to the POINT OF BEGINNING and containing a computed 2.203 acres (95,971 square feet) of land.
We find the record title to be apparently in:
VALIDATION CONNECTIONS, INC., A NEW JERSEY COPORATION
By virtue of that certain Special Warranty Deed dated December 29, 2016, from the Letco Group, LLC and recorded under Montgomery County Document No. 2016117550 of the Official Public Records of Montgomery County, Texas.
Subject to the following liens:
None found of record.
Subject to the following easements and encumbrances:
A 25’ wide sanitary sewer line and water line easement and fire hydrant easements along the West property line as dedicated by the instrument recorded under Montgomery County Clerk’s File No. 2006-021046.
Memorandum of Lease dated April 10, 2017 and recorded under Montgomery County Document No. 2017036462.
P.O. Box 70558, Houston, TX 77270-0558 • 9800 Northwest Freeway, Suite 400, Houston 77092 Phone: 713-683-8030 • Fax: 713-683-0493 • email: [email protected] Integrity Title
Subject to the following restrictions:
None found of record.
We have made no examination as to special assessments or conflicts.
INTEGRITY TITLE COMPANY LLC
Sonny Livesay Abstractor
JC
LIMITATION OF LIABILITY: THE LIABILITY OF EITHER PARTY WITH RESPECT TO THIS INFORMATION OR ANY ACT IN CONNECTION HEREWITH WHETHER IN CONTRACT, TORT, OR OTHERWISE, SHALL NOT EXCEED THE PRICE OF THE SERVICES OR PRODUCTS SOLD HEREUNDER OR THE PRICE OF THAT PORTION OF SUCH SERVICES OR PRODUCTS ON WHICH LIABILITY IS ASSERTED. COURTHOUSE SPECIALISTS (SELLER) MAKES NO WARRANTY WHATSOEVER, EXPRESS, IMPLIED OR STATUTORY, AS TO THE QUALITY, FITNESS, SUITABILITY, CONFORMITY, OR MERCHANTABILITY OF THE SERVICES OR PRODUCTS SOLD. IF THE TRANSACTION IN QUESTION IS ARISING FROM OR RELATED TO AN AUCTION OR FORECLOSURE, INCLUDING WITHOUT LIMITATION A TAX AUCTION, HOA AUCTION OR SIMILAR AUCTION PROCEEDING, THE BUYER TAKES THE PROPERTY SUBJECT TO ALL LIENS, ENCUMBRANCES AND OTHER MATTERS OF RECORD WHETHER OR NOT REFLECTED ON THE CERTIFICATE.
P.O. Box 70558, Houston, TX 77270-0558 • 9800 Northwest Freeway, Suite 400, Houston 77092 Phone: 713-683-8030 • Fax: 713-683-0493 • email: [email protected] Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 17 DEPARTMENT: Finance PREPARED BY: Lisa Wasner PRICING: EXHIBITS: 2019 Revised Investment Policy
SUBJECT/PROCEEDING: 2019 Investment Policy
RECOMMENDED ACTION: Adopt the 2019 Investment Policy
BACKGROUND/DISCUSSION:
The State of Texas requires the City to review/adopt an investment policy annually. The current policy was revised approximately 10 years ago to be very restrictive in authorized investments. Investments are limited to:
1. Money Market accounts in the City’s main depository bank; 2. Certificates of Deposits from Council approved public depositories domiciled within Texas; 3. Local Government Investment Pools as allowed by the Public Funds Investment Act (PFIA).
In addition to stipulating authorized investments the policy outlines objectives, strategies, delegation of authority and diversification, among other things.
There are minor composition and terminology edits that have been made since last year. There have not been any changes to procedures and authorizations to the policy.
APPROVALS:
DEPARTMENT HEAD DATE: September 12, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
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CITY OF SHENANDOAH, TEXAS INVESTMENT POLICY I. SCOPE OF AUTHORITY OF OFFICERS TO INVEST CITY FUNDS
This investment policy (“Policy”) is adopted by the Shenandoah City Council (“Council”) to direct, limit and authorize the City Administrator and Finance Director to administer and supervise the financial affairs of the City of Shenandoah (“City”). This Policy shall appliesy to both banking services and investment services. This Policy shall appliesy to all funds of the City, or those monies or financial resources available for investment by the City.
This Policy shall not govern funds, which are managed under separate investment programs. Such funds currently include: retirement funds, pension funds and deferred compensation funds. These funds shall be maintained as required by federal and state law, or other policies.
II. SHENANDOAH INVESTMENTS OBJECTIVES
INVESTMENT
3.1. Assure the safety ofOBJECTIVES: the invested funds of the City;
4.2. Maintain sufficient liquidity to provide adequate /and timely working funds;
5.3. Attain the highest possible rate of return, while providing necessary protection of principal consistent with the City’s operating requirements as determined by the Council;
6.4. Match the maturity of investment instruments to the projected cash flow requirements of the City;
7.5. Diversify investments as to maturity, instruments, and financial institutions as permitted under state law.; and
6. Avoid Speculative investments for speculation.
1 III. INVESTMENT STRATEGY
The City maintains portfolios, which utilizinginge four specific investment strategiesy considerations designed to address the unique characteristics of the fund groups represented in the portfolios:
1. The Primary Investment strategies for operating funds, and commingled pools containing operating funds, have as their primary objective to is to assure that anticipated cash flows are matched with adequate investment liquidity. The secondary objective is to create a portfolio structure which will experience minimal limiting volatility during economic cycles. This may be accomplished by purchasing high quality, short to medium term securities, which will complimenting each other in a laddered or barbell maturity structure. The dollar weighted average maturity portfolios that include operating funds will be 365 days or less, which will be calculated using the stated final maturity dates of each security.
2. The primary Investment strategies for debt service funds is shall have as the primary objective the assurance of investment liquidity adequate to cover the debt service obligation on the required payment date. Securities purchased shall not have a stated final maturity date which exceedings the final service payment date.
3. The primary Investment strategies for debt service reserve funds shall have as the primary objective the be the ability to generate a dependable revenue stream in the appropriate debt service fund from securities with a low degree of volatility. Except as may be required by the bond ordinance specific to an individual issue[RR1], securities should be of high quality, with short to intermediate term maturities. Volatility shall further be controlled by through the purchasinge of securities carrying the highest coupon available, within the desired maturity and quality range, without paying a premium if at all possible. Such securities would tend to hold their value during economic cycles. Securities purchased shall not have a stated final maturity date which exceedings the final debt service payment date of the issue, with the most years yet to pay.
4. The primary Investment strategies for special projects, or special purpose funds portfolios, will be to have as their primary objective to assure that anticipated cash flows are matched with adequate investment liquidity. These portfolios should include at least 10% in highly liquid securities to allow for flexibility and unanticipated project outlays. The stated final
CITY OF SHENANDOAH, TEXAS | Revised and Adopted Sept. 20198 maturity dates of maturities held should not exceed the estimated project completion date.
CITY OF SHENANDOAH, TEXAS | Revised and Adopted Sept. 20198 IV. AUTHORIZED INVESTMENTS
All investments on behalf of the City shall comply with the Investment Act for investment of public funds. It is the policy of the City to limit its investments to:
1. Money market accounts in the City’s main depository bank;
2. Certificates of deposits from Council approved public depositories that are domiciled in the State of Texas;
3. Local Government Investment pools as allowed by the Investment Act such as TexPool and TexPool Prime.
4.5.
IV. DELEGATION OF AUTHORITY
The Finance Director, under the supervision of the City Administrator, shall serve as the investment officer of the City (“Investment Officer”) and shall direct the cash management program of the City. The Finance Director and/or City Administrator may deposit, withdraw, invest, transfer and manage the City’s funds in accordance with the Public Funds Investment Act of 1987 (Chapter 2256, Texas Government Code) (“Investment Act”) as amended and as allowed by this Policy. All investment transactions will be completed on a delivery versus payment (DVP) basis.
The City may participate in a public funds investment pool created under the Chapter 791 of the Government CodeInterlocal Cooperation Act (Article 4413 (32c), Ver.Tex.Civ.Stat.) to the extent and manner as provided by law for the investment of public funds and this Policy. The City may make the necessary designations and delegations of investment authority as required for participation in such public funds investment pool in accordance with Chapter 791 of the Government Code.the Interlocal Cooperation Act (Article 4413 (32c), Ver.Tex.Civ.Stat.).
The City authorizes the Investment Officer to solicit bids for investments in writing, electronically or in any combination of these methods. The Investment Officer shall be bonded in an amount not less than $10,000.
The City shall, at a minimum, provide the designated Investment Officer with bi‐annual training regarding the Public Funds Investment Act of 1987. Sources approved to provide training to the designated investment officers are:
CITY OF SHENANDOAH, TEXAS | Revised and Adopted Sept. 20198 1. Government Finance Officers Association 2. Government Finance Officers Association of Texas 3. Government Treasury Organization of Texas 4. University of North Texas Center for Public Management 5. Texas Municipal League
V. AUTHORIZED INVESTMENTS
All investments on behalf of the City shall comply with the Investment Act for investment of public funds. It is the policy of the City to limit its investments to:
1. Money market accounts in the City’s main depository bank;
Certificates of deposits from Council approved public depositories that are domiciled in the State of Texas;
2. Local Government Investment pools as allowed by the Investment Act such as TexPool and TexPool Prime.
VI. SAFETY AND INVESTMENT MANAGEMENT
The Investment Officer shall exhibit prudence and discretion in the selection and management of securities and the City’s funds. Such skill and judgment will be exercised in order that no individual or group of transactions shall be undertaken that would jeopardize the total capital sum of the overall portfolio.
The City will not allow speculation (such as anticipating an appreciation of capital through changes in market interest rates) in the selection of any investment. The Investment Officer shall observe financial market indicators, study financial trends, and utilize available educational tools in order to maintain appropriate managerial expertise.
VII.
CITY OF SHENANDOAH, TEXAS | Revised and Adopted Sept. 20198 DIVERSITY
The investment portfolio shall be diversified to reduce the risk of loss of investment income from over‐concentration of assets in a specific issue, a specific issue size, or a specific class of securities. Nevertheless, the City recognizes that in a diversified portfolio, occasional measured losses are inevitable, and must be considered within the context of the overall portfolio’s investment return. Also, it is intended that investments in all funds shall be managed in such a way that any market price losses resulting from interest‐rate volatility shall be offset by income received from the balance of the portfolio during a 12‐ month period.
VIII. INTERNAL CONTROLS
The Finance Director shall establish a system of internal controls designed to prevent losses of public funds arising from fraud, employee error, misrepresentation by third parties, unanticipated charges in financial markets, or imprudent actions by employees and officers of the City, including but not limited to:
1. Control of collusion;
2. Separation of duties;
3. Separation of transaction authority from accounting and record keeping;
4. Custodial safekeeping;
5. Avoidance of bearer‐form securities;
6. Clear designation of authority;
7. Specific limitations regarding security losses;
8. Limiting the number of authorized investment officials;
9. Documentation of transactions and strategies;
10. Creation of an investment committee to include the City Administrator and a minimum of one Council Member.
These controls shall be reviewed periodically by the City’s independent auditing firm.
CITY OF SHENANDOAH, TEXAS | Revised and Adopted Sept. 20198 IX. SAFEKEEPING AND CUSTODY
To protect against potential fraud and embezzlement, the cash and investments of the City shall be secured through third‐party custody and safekeeping procedures as approved in writing by the City. The depository bank will deposit pledged investment securities with either the Federal Reserve or a third‐party custodian that is a State or National Bank which is domiciled within Texas, which has a capital stock and permanent surplus of not less than $5 million, and which has been approved as a custodian bank by the City. The depository bank shall promptly issue and deliver to the City’s Investment Officer Trust receipts for the securities pledged. The market value of the pledged collateral will be independently monitored by the custodial bank on a monthly basis.
If directed by the Council, the Investment Officer shall have the responsibility for preparation and execution of a third‐party custodial bank contract which incorporates the provisions of and is in compliance with the Public Funds Collateral Act of 1989 (Chapter 2257, Texas Government Code), for review and approval by the Council.
X. REPORT BY THE FINANCE DIRECTOR
The Finance Director shall provide the Council and the City Administrator a signed quarterly report on the investment performance along with the monthly statement of expenditures, receipts, and balance sheet of each fund and any other information requested by law to be reported by the Finance Director. The investment performance report shall include all securities held, maturities, yields and income executed for the month and any other information required by law.
XII. AUTHORIZED BROKERS
A copy of these investment policies shall be delivered to the senior management of any firm, dealer, broker, or financial institution seeking to conduct business with the City. Before transactions are initiated, the senior management shall execute an affidavit verifying they have received and thoroughly reviewed this Policy, have provided copies of this Policy to subordinate staff persons assigned to the City’s account, and have implemented reasonable procedures and controls in an effort to preclude imprudent investment activities arising from investment transactions.
CITY OF SHENANDOAH, TEXAS | Revised and Adopted Sept. 20198 Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 18 DEPARTMENT: Finance PREPARED BY: Lisa Wasner PRICING: EXHIBITS:
SUBJECT/PROCEEDING: Declaration of Surplus Vehicles and Equipment
RECOMMENDED ACTION: Staff Recommends Declaration of Surplus
BACKGROUND/DISCUSSION: Staff would like to declare the following vehicles as surplus in anticipation of purchasing new vehicles from the Equipment Replacement Fund. Surplus Vehicles Department Unit Number Make/Model Community Development Unit 13-03 Toyota Prius Public Works Unit 12-02 Toyota Prius Water & Sewer Unit 12-03 Toyota Prius
Staff would also like to declare the following vehicles as surplus in anticipation of purchasing three (3) new Tahoes from the 2019 – 2020 operating equipment budget. Police also has several equipment items that will be surplus and sold.
Surplus Vehicles Department Unit Number Make/Model Police Unit 13-04 Chevrolet Tahoe & Equipment Police Unit 14-02 Chevrolet Tahoe & Equipment Surplus Equipment Department Count Item Police 14 Mobile Radios Police 22 Handheld Radios Police 11 Tasers
APPROVALS:
DEPARTMENT HEAD DATE: September 12, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
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Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 19 DEPARTMENT: Finance PREPARED BY: Lisa Wasner PRICING: EXHIBITS:
SUBJECT/PROCEEDING: Approval of Revision to Purchasing Policy and Procedures
RECOMMENDED ACTION: Staff recommends that Council approve the revisions
BACKGROUND/DISCUSSION:
Finance staff is currently working on improving the procurement process with our current vendors. Once that is complete, a whole financial policy will be presented for adoption of new procedures. In the meantime, staff has proposed several changes to the current purchasing policy to help streamline operations and to help make the change to staying with current trends. The changes are as follows:
1. Automatic approval of specific items in the budget that are above $15,000.00.
o Currently staff is required to bring back any item that is above the City Administrator’s authority of 15,000. o This delays progress and basically requires a redundant approval process for something that was already approved in the budget. o Examples of this would be: specific programs (Example: CVB Expedia TravelClick $60,000) and projects that do not require a bid and are based on a quote at time of approval of operating budget. (Example: PD Men’s Restroom Remodel $18,360) o This procedure would not be valid for purchases that are not specifically named in the budget (Example: Stadium Rental for NCAA) o Staff would still bring approval for any items that need to be bid or quoted, if a specific item costs more than the approved budgeted item, or if the scope of the project/purchase changes. o Staff will also indicate on the check register, presented at the second meeting of the month, purchases that fall under this policy change. Finance can also include these items on the monthly report. o For added transparency, a “non-action items” entry can be added to the agenda that lists major budgeted projects/purchases approved in the budget that are moving forward. 2. One purchase order for credit cards at the end of the billing cycle for purchases under $3,000.00
o Currently staff is required to obtain a purchase order for any purchase of $100.00 prior to the actual purchase. o This creates a reconciliation nightmare when it is time to reconcile the credit card bill and for any audit work that might be requested during our annual audit due to the high volume of purchase order numbers. o This procedure will make it easier for departments that have a larger volume of smaller purchases to reconcile their bill. o As the city aims to eliminate most of our check payments, we will be utilizing credit cards more frequently.
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Page 2 of 2 APPROVALS:
DEPARTMENT HEAD DATE: September 16, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
Procurement & Accounts Payable Policy & Guidelines
Purpose The following contains the policy and standard procedures which have been implemented to ensure consistent city practices with regard to procurement of goods and services and to also facilitate the approval process and disbursement of payments.
Policy Employees responsible for purchasing (actual procurement or approval of) should: • make purchases according to the approved budget; • obtain the best possible price for all goods and services; • buy locally if prices are comparable; • guard against misappropriation of funds; • make purchases in cooperation with other departments when applicable; • not make purchases for personal use in the City’s name; • maximize competition from responsible bidders; and
The role of the Finance Department in purchasing is to ensure City employees: • properly authorize all transactions; • follow the established Accounts Payable (AP)/Procurement policy; • follow competitive bidding and purchasing statutes; • receive and record purchases in the appropriate manner; and • conduct operations in an efficient manner.
All vendors shall be established before services are rendered.
Purchasing Purchasing limits and procedures have been established to ensure proper allocation of funding according to the budget and to provide guidance to staff. Council reviews and ratifies all expenses each month.
1 The following provides purchasing limits and approval authorization levels (changes in authorized limits must be approved by the City Administrator and/or City Council):
Authorized Approval Levels Level Authorized Personnel No P.O. required before purchase; must have verbal approval from Less than $100 supervisor or Department Head $100 - $750 Asst. Director or Dept. Head designee $100 - $999.99 Department Head, for items not specifically detailed in the budget $100 - $4,999.99 Department Head, for items specifically detailed in the budget $100 - $14,999.99 City Administrator $15,000 and above City Council
Recurring Expenses The following expenses are approved in the budget but not paid via Purchase Order, orOrder or are reoccurring expenses and not required to go before Council prior to payment. These expenses are included in the monthly expense approval report that is ratified by Council.
• Texas Municipal Retirement System (TMRS) • AFLAC • Monthly contracted health insurance premiums – medical, dental, life, vision, etc. (Currently Blue Cross/Blue Shield, MetLife, United Healthcare) • Branch Banking & Trust (BB&T) or current credit card provider (each purchase is approved via Purchase Order) • Fees to City of Panorama Village related to the Catahoula Well • Entergy • Internal Revenue Service • Steptoe Johnson, P.C for legal action authorized by Council, or other legal fees approved by City Council • Monthly contracted trash/recycling services • Monthly contracted landscaping and grounds keeping services • Cynthia Woods Mitchell Pavilion for the approved sponsorship funded by the CVB • The Woodlands Township for quarterly fire services • Tyler Tech for annual software services
Credit Cards Items purchased via credit card do not require a purchase order before purchase if below $3,000.00. An itemized purchase order shall be entered at the end of the month when reconciling the statement.
Budgeted Capital Projects & Purchases over $15,000.00
2 Purchases that fall above the City Administrator authorization level but are specifically detailed in the budget shall be approved automatically unless:
• Require an open bid for services • Cost more than approved budget • Have a change in scope • Is an expense pertaining to an event
Purchases under $100 do not require a purchase order (PO) before the purchase is made, but a PO should be issued before submitting invoices for payment. PO change orders shall be done when there is a change to the vendor, items purchased or purchase price and are subject to the approval levels listed above.
Purchase orders should be issued upon obligation of the City to receive goods or services not upon issuance of the payment. Purchases shall not be made with personal accounts with the intent of seeking reimbursement.
When feasible, the City’s credit accounts should be used unless vendors agree to bill for the purchase at a later date.
Purchases may be made up to September 30th with the caveat that they will be paid for by October 20th and goods have been received by September 30th. If you cannot guarantee receipt of an invoice and be able to submit it for payment by October 20th, the purchase will come out of the new fiscal year. Exceptions are based on approval of the contracted auditing firm and may include custom made purchases which cannot be returned.
Emergency Purchases An emergency situation is commonly described as an unforeseen situation which adversely and unduly affects the life, health or convenience of the citizens of the City of Shenandoah, or would cause a loss to the City (such as, but not limited to, an inordinate amount of down time). The Department Manager is required to contact the City Administrator when an emergency arises.
Accounts payable In order to be processed within the same week, all invoices must be submitted to Finance by Monday at 2:00 p.m. Each Friday the Accounts Payable payments will be disbursed. Accounts Payable will be ratified by the Council at the next regularly scheduled open meeting
.
3 Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 20 DEPARTMENT: Water and Sewer PREPARED BY: Kenny Eickelberg PRICING: $25,000 EXHIBITS: Bleyl Engineering Proposal
SUBJECT/PROCEEDING: Water and Sewer Impact Fee Study
RECOMMENDED ACTION: Approve proposal for Bleyl Engineering in the amount of $25,000.
BACKGROUND/DISCUSSION:
Contract Bleyl Engineering to complete an impact fee study and produce recommendations to adopt into ordinance imposing impact fees in developing area to cover the costs of utilities expansion.
Impact fees will put the burden of cost of infrastructure expansion (caused by future development) on the future developments themselves. Ideally this will prevent current infrastructure users from bearing the burden of the costs related to expansion.
This project is coming to the council in order to have the project start as soon as the new budget begins.
This project was approved as part of the 2019/2020 budget and is approved for the City and MDD 30/70 split in cost. A breakdown of cost for this project is as follows:
Water/Sewer (30%): $7,500 MDD (70%) $17,500 Total: $25,000
MDD will be requested to reimburse the city for their portion at the next MDD scheduled meeting.
APPROVALS:
DEPARTMENT HEAD DATE: September 18, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
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Attachment A C Scope of Services H City of Shenandoah Impact Fee Study H2 City of Shenandoah - 29955 I-45 North, Shenandoah, Texas 77381 O Attn: Joseph Peart - [email protected] - 281-298-5522 July 8, 2019
DESCRIPTION PHASE BASIS FEE
1. Special Services 700 a. Impact Study: System Demand Projections. Evaluate City water and sewer system demands for potential 701$ 7,500.00 development within identified areas within the City's ETJ. b. Impact Study: Capital Improvement Costs. Engineer's opinion of costs of required improvements to support 702$ 4,500.00 future development within the City's ETJ. c. Impact Study: Fee Analysis Based on evaluation of proposed demand and improvements, 703$ 4,000.00 develop a pro rata cost sharing fee schedule for future development within identified areas. d. Impact Study: Final Report Prepare final report and exhibits summarizing work and findings for 704$ 5,000.00 City acceptance and future reference. Phase Sub-Total: $ 21,000.00
2. General Consultation & Coordination 900 a. Project Coordination: Coordination with Review Agencies and Client including update 901$ 3,500.00 meetings, presentation to City and associated communication, preparation and attendance. b. Reimbursable Fees: 902$ 500.00 Includes reproduction, deliveries, and other non-labor expenses. Phase Sub-Total: $ 4,000.00
Total Fee: $ 25,000.00
Notes 1. NIC denotes that item is "Not In Contract" and is not included in this proposal. 2. These fees are presented in the understanding that the Client, if a public entity, has selected Bleyl Engineering for the Project based on qualifications in accordance with state law and is not soliciting 3. Client will be notified of all changes in scope of work and/or changes in estimated fees. CM: Derek Wind Form 1295 Required PM: Jennifer Steen
CLIENT Initials:
ENGINEER Initials: Page 1 of 1 100 Nugent Street Conroe, Texas 77301 Phone: (936) 441-7833 Fax: (936) 760-3833 Firm No. F-678
DESIGN SCHEDULE City of Shenandoah Impact Fee Study 9/17/2019
(Weeks) 1 2345678910 System Demand Projections Capital Improvement Costs Fee Analysis Final Report Prepare Findings & Present
Page 1 of 1 9/17/2019 Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 21 DEPARTMENT: Water and Sewer PREPARED BY: Kenny Eickelberg PRICING: $65,000 EXHIBITS: Bleyl Design Proposal
SUBJECT/PROCEEDING: Rehabilitation of the 750,000 gal elevated storage tank
RECOMMENDED ACTION: Approve proposal from Bleyl for the design and bidding of the Elevated Storage Tank Rehabilitation Project for $65,000.
BACKGROUND/DISCUSSION: The tank was constructed in 2002 and has had no maintenance done to the interior or exterior of the tank. Dunham Engineering, the firm which completes our annual tank inspection, has stated that the exterior is in fair condition, but the interior is in poor condition and is not providing adequate corrosion protection.
Inspections of our water storage tanks are completed annually as required by TCEQ. The TCEQ annual report was provided on July 12, 2019. The protective coating on the interior of the elevated storage tank was noted as problematic. There is rust, corrosion, and scaling present in our elevated storage tank because the protective coating has worn away. This must be repaired to remain in compliance with TCEQ rules and regulations.
The timing is ideal because we will have water plants #2 & #4 operational during the time the water tower is down for maintenance.
This project is coming to the council in order to have the project start as soon as the new budget begins. 100% of the cost is budgeted for in the water and sewer enterprise fund.
APPROVALS:
DEPARTMENT HEAD DATE: September 18, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
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Attachment A C Scope of Services H City of Shenandoah Elevated Storage Tank Rehabilitation H2 City of Shenandoah - 29955 I-45 North, Shenandoah, Texas 77381 O Attn: Kenny Eickelberg - [email protected] - 832-585-8142 Billing Address 29955 I-45 North, Shenandoah, Texas 77381 September 18, 2019
DESCRIPTION PHASE BASIS FEE Hourly Estimate 1. Preliminary Design 100 (Attachment B) a. Construction Documents: Prepare construction plans and details for sand blasting the existing $ 15,000.00 elevated storage tank, coating and painting the tank. b. Contract Documents & Specifications: Prepare project contract documents, specifications, and estimate for $ 5,000.00 bidding. Phase Sub-Total: $ 20,000.00
Hourly Estimate 2. Final Design Services 200 (Attachment B) a. Construction Documents: Prepare construction plans and details for sand blasting the existing $ 25,000.00 elevated storage tank, coating and painting the tank. b. Contract Documents & Specifications: Prepare project contract documents, specifications, and estimate for $ 5,000.00 bidding. Phase Sub-Total: $ 30,000.00
Hourly Estimate 3. Construction Administration Services 300 (Attachment B) a. Construction Administration: Services include a pre-bid conference, bid opening, recommendation of award, pre-construction conference, notice to $ 7,000.00 proceed, pay request processing, change order processing, periodic construction oversight and a final inspection. Phase Sub-Total: $ 7,000.00
CLIENT Initials:
ENGINEER Initials: Page 1 of 3 4. General Consultation & Coordination 900 a. Project Coordination: Hourly Estimate Coordination with City including project status updates, meetings, 901 $ 7,500.00 (Attachment B) emails and phone calls. b. Reimbursable Expenses 902 Cost + 10%$ 500.00 Phase Sub-Total: $ 8,000.00
Total Fee: $ 65,000.00
Notes 1. These fees are presented in the understanding that the Client, if a public entity, has selected Bleyl Engineering for the Project based on qualifications in accordance with state law and is not soliciting 2. Client to provide: plans of existing elevated storage tank. 3. Project Representation Services were not included at this time. Construction inspection services will be determined based on the Contractor's construction schedule provided at the pre-construction meeting. 4. Client will be notified of all changes in scope of work and/or changes in estimated fees. CM: Derek Wind Form 1295 Required PM: Jennifer Steen
CLIENT Initials:
ENGINEER Initials: Page 2 of 3 100 Nugent Street Conroe, Texas 77301 Phone: (936) 441-7833 Fax: (936) 760-3833 Firm No. F-678
DESIGN SCHEDULE City of Shenandoah Elevated Storage Tank Rehabilitation 9/18/2019
(Weeks) 1 2345678910111213141516171819202122 Site Inspection of Tank Preliminary Design City Review Final Design City Review Advertisement/Bidding Award
Page 3 of 3 9/18/2019 Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 22 DEPARTMENT: Water and Sewer PREPARED BY: Kenny Eickelberg PRICING: $40,000 EXHIBITS: Bleyl Engineering Proposal
SUBJECT/PROCEEDING: Water Sewer Rate Study 2019
RECOMMENDED ACTION: Approve proposal from Bleyl Engineering in the amount of $40,000.
BACKGROUND/DISCUSSION:
Water and sewer rates are established to pay for all costs associated with the water and sewer infrastructure, facilities, and operation costs. The water and sewer funds also pay for staff to operate, maintain, and perform utility billing functions.
Contract Bleyl Engineering to complete a water and sewer rate study and produce recommendations regarding the City's water and sewer rates to cover all costs associated with the enterprise fund.
This project is coming to the council in order to have the project start as soon as the new approved budget begins.
This project was approved as part of the 2019/2020 budget and is approved for the City and MDD 30/70 split in cost. A breakdown of cost for this project is as follows:
Water/Sewer (30%): $12,000 MDD (70%) $28,000 Total: $40,000
MDD will be requested to reimburse the city for their portion at the next MDD scheduled meeting.
APPROVALS:
DEPARTMENT HEAD DATE: September 18, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
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Attachment A C Scope of Services H City of Shenandoah Rate Study H2 City of Shenandoah - 29955 I-45 North, Shenandoah, Texas 77381 O Attn: Joseph Peart - [email protected] - 281-298-5522 July 8, 2019
DESCRIPTION PHASE BASIS FEE
1. Special Services 700 a. Rate Study: Existing System Analysis Evaluate the existing water and sewer system to estimate the cost 701$ 8,000.00 to produce potable water and treat waste water based on historical usage and cost analysis. b. Rate Study: Future system Costs Estimate future costs based on development, future maintenance, 702$ 5,000.00 new facilities and facility replacement required to support the City's water and sewer system. c. Rate Study: Model Develop a water and sewer revenue model to evaluate existing rates and potential future rate changes to accommodate future 703$ 12,000.00 system needs and costs. Model will take into account connection types and sizes and tiered rate structures. d. Rate Study: Rate Structure Analysis Analyze information and run potential scenarios to develop an 704$ 4,500.00 appropriate rate based structure based on sound fiscal policies. (Estimated evaluation of up to three (3) scenarios) e. Rate Study: Final Report Prepare final report and exhibits summarizing work and findings for 705$ 5,000.00 City acceptance and future reference. Phase Sub-Total: $ 34,500.00
2. General Consultation & Coordination 900 a. Project Coordination: Coordination with Review Agencies and Client including update 901$ 5,000.00 meetings, presentation to City and associated communication, preparation and attendance. b. Reimbursable Fees: 902$ 500.00 Includes reproduction, deliveries, and other non-labor expenses. Phase Sub-Total: $ 5,500.00
Total Fee: $ 40,000.00
Notes 1. NIC denotes that item is "Not In Contract" and is not included in this proposal. 2. These fees are presented in the understanding that the Client, if a public entity, has selected Bleyl Engineering for the Project based on qualifications in accordance with state law and is not soliciting 3. Client will be notified of all changes in scope of work and/or changes in estimated fees. CM: Derek Wind Form 1295 Required PM: Jennifer Steen
CLIENT Initials:
ENGINEER Initials: Page 1 of 1 100 Nugent Street Conroe, Texas 77301 Phone: (936) 441-7833 Fax: (936) 760-3833 Firm No. F-678
DESIGN SCHEDULE City of Shenandoah Rate Study 9/17/2019
(Weeks) 1 23456789101112 Existing System Analysis Future System Costs Model Rate Structure Analysis Final Report Prepare Findings & Present
Page 1 of 1 9/17/2019 Shenandoah City Council AGENDA REPORT
AGENDA DATE: September 25, 2019 ITEM NUMBER: 23 DEPARTMENT: Water and Sewer PREPARED BY: Kenny Eickelberg PRICING: $48,458.50 EXHIBITS: Bleyl Engineering Proposal
SUBJECT/PROCEEDING: Sewer Collection System Model 2019
RECOMMENDED ACTION: Approve Bleyl Engineering Proposal in the amount of $48,458.50
BACKGROUND/DISCUSSION:
Model the city's entire collocation system for slope, capacity, flatness, and future growth to set a list of priority areas/segments that will need upgrading or increased capacity. This project is to gather field collection system data and place into a model for city use to look for weak areas/segments and use when property is submitted for development.
This project is coming to the council in order to have the project start as soon as the new approved budget begins.
This project was approved as part of the 2019/2020 budget and is approved for the City and MDD 30/70 split in cost. A breakdown of cost for this project is as follows:
Water/Sewer (30%): $14,537.55 MDD (70%) $33,920.95 Total: $48,458.50
MDD will be requested to reimburse the city for their portion at the next MDD scheduled meeting.
APPROVALS:
DEPARTMENT HEAD DATE: September 18, 2019
CITY ADMINISTRATOR DATE: September 19, 2019
Page 1
Revised 05/18
Attachment A C Scope of Services H City of Shenandoah Sewer Model H2 City of Shenandoah - 29955 I-45 North, Shenandoah, Texas 77381 O Attn: Kenny Eickelberg - [email protected] - 832-585-8142 Billing Address 29955 I-45 North, Shenandoah, Texas 77381 September 17, 2019
DESCRIPTION PHASE BASIS FEE Hourly Estimate 1. Feasibility Study 050 (Attachment B) a. Prepare GIS data of existing gravity sanitary sewers, force mains, manholes, lift stations and waste water treatment plant using $ 6,555.00 existing drawings. Meet with City to verify all sewer items are included. b. Field verify existing sizes and flowlines. Check 10% of existing sewer system. If discrepancies are found, have surveyor provide $ 2,484.00 more detailed information. c. Prepare steady state and extended simulation sanitary sewer model. $ 16,560.00 Run model and evaluate existing conditions. d. Coordinate with City to confirm pumping data at the existing 7 lift $ 8,280.00 stations to calibrate the model. Update model as needed. e. Prepare a memorandum and presentation for City and Council. $ 6,095.00 Provide recommendations, if needed. Phase Sub-Total: $ 39,974.00
2. Sub-Consultant Services 500 a. Survey (TBD): Provide a survey that includes existing sanitary sewer line sizes and 501 Cost + 10%$ 3,850.00 flowline elevations for specific locations around the City. Phase Sub-Total: $ 3,850.00
3. General Consultation & Coordination 900 a. Project Coordination: Hourly Estimate Coordination with City including project status updates, meetings, 901 $ 4,634.50 (Attachment B) emails and phone calls. Phase Sub-Total: $ 4,634.50
Total Fee: $ 48,458.50
Notes 1. These fees are presented in the understanding that the Client, if a public entity, has selected Bleyl Engineering for the Project based on qualifications in accordance with state law and is not soliciting 2. Client to provide: pumping data for lift stations. 3. Client will be notified of all changes in scope of work and/or changes in estimated fees. CM: Derek Wind Form 1295 Required PM: Ryan Londeen
CLIENT Initials:
ENGINEER Initials: Page 1 of 2 100 Nugent Street Conroe, Texas 77301 Phone: (936) 441-7833 Fax: (936) 760-3833 Firm No. F-678
DESIGN SCHEDULE City of Shenandoah Sewer Model 9/17/2019
(Weeks) 1 23456789101112 Prepare GIS of Ex. Conditions Field Verify Ex. Conditions Acquire Survey (if needed) Prepare Model Evaluate Model using Pumping data Prepare Findings & Present
Page 2 of 2 9/17/2019 100 Nugent Street Conroe, TX 77301 Ph: (936) 441-7833 Fax: (936) 760-3833 Texas Reg. No. F-678
Attachment B
Professional Engineering Fee Schedule Effective March 1, 2019
Compensation to Bleyl Engineering for all work accomplished shall be according to the Standard Billing set forth in this fee schedule, and will be the sum of all the items listed below unless otherwise provided by a written contract.
Fees may be negotiated using the guidelines outlined in the Manuals and Reports on Engineer Practices No. 45, as published by the American Society of Civil Engineers (ASCE).
The following is a breakdown of rates and fees to be charged by this office:
Staff Classifications and Rates
Principal / Senior Director $200.00 Project Representative III $100.00 Associate / Director $185.00 Project Representative II $85.00 Senior Project Manager $170.00 Project Representative I $70.00 Project Engineer III $155.00 Senior Designer $110.00 Project Engineer II $140.00 CAD Tech III $95.00 Project Engineer I $125.00 CAD Tech II $80.00 Graduate Engineer II $105.00 CAD Tech I $65.00 Graduate Engineer I $95.00 Administrative Assistant II $65.00 Reg. Prof. Land Surveyor $175.00 Administrative Assistant I $55.00 Office Services $45.00
Reimbursable Expenses
Advanced Charges Cost Plus 10% Vehicle Mileage IRS Standard Rate Reproduction and Travel Billed At Cost
Method of Billing
Invoices are prepared monthly. Payment is due upon receipt. Interest at the rate of 1½% per month (an annual percentage of 18%) will be charged on all accounts not paid by the 30th day after the billing date. Rates are subject to change without notice.
CLIENT Initials ENGINEER Initials MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
The meeting was called to order by Mayor M. Ritchey Wheeler at 7:00 p.m. City Council members present, Councilmember McLeod, Councilmember Bradt, Councilmember Gristy, Councilmember Fletcher and Councilmember Raymaker. City Administrator Kathie Reyer, City Secretary Courtney Clary, City
Attorney William Ferebee, Communications Manager Debbie Pilcher, Community Development Manager
Jackie Thompson, Finance Director Lisa Wasner, Police Chief Raymond Shaw, Director of Public Works
Joseph Peart, CVB Director John Mayner, and IT Manager Chris Grizzaffi were also present.
1. CALL TO ORDER
Mayor Wheeler called the meeting to order at 7:00 p.m.
2. CALL OF ROLL
Mayor Wheeler stated for the record that all members were present.
3. PLEDGE OF ALLEGIANCE
4. INVOCATION
Mayor Wheeler gave the invocation.
5. CITIZENS FORUM
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.
Betty Lahiri: To view citizens comments, please click HERE
6. COUNCIL’S INQUIRY
Pursuant to Texas Government Code Sect. 551.042, 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. City Council Meeting Minutes August 14, 2019 1 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
Mayor Wheeler stated for the record that there were no members wishing to speak.
INDIVIDUAL CONSIDERATION
7. Presentation of a proclamation for Childhood Cancer Awareness Month. Mayor Wheeler announced a proclamation designating September 2019 as Childhood
Cancer Awareness Month in the City.
8. Presentation of a Planning and Zoning Commission Preliminary Report regarding the proposed zoning amendment for a special use permit for a Mixed Beverage (On-Premise) Permit. The proposed zoning amendment is for Top Sushi located at 8851 Metropark Drive, Suite 100, Shenandoah, Texas 77385. Ms. Thompson stated that the request was for a proposed zoning amendment for a
special use permit for a Mixed Beverage (On-Premise) Permit for Top Sushi.
9. Public Hearing regarding the proposed zoning amendment for a special use permit for a Mixed Beverage (On-Premise) Permit. The proposed zoning amendment is for 8851 Metropark Drive, Suite 100, Shenandoah, Texas 77385. Mayor Wheeler opened the public hearing at 7:08 p.m.
With no citizens wishing to speak, Mayor Wheeler closed the public hearing at 7:09 p.m.
10. Discussion and possible action to adopt the following Ordinance: AN ORDINANCE OF THE CITY OF SHENANDOAH, TEXAS, AMENDING THE CODE OF ORDINANCES, CHAPTER 102, SO AS TO A SPECIAL USE PERMIT FOR MIXED BEVERAGE FOR TOP SUSHI LOCATED AT 8851 METROPARK DRIVE, SUITE 100, SHENANDOAH, TEXAS; PROVIDING FOR A PENALTY IN THE AMOUNT OF $2,000 FOR VIOLATIONS THEREOF; PROVIDING SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. COUNCILMEMBER FLETCHER MADE A MOTION TO APPROVE AN ORDINANCE FOR A
MIXED BEVERAGE SPECIAL USE PERMIT FOR TOP SUSHI, COUNCILMEMBER GRISTY SECONDED.
THE MOTION CARRIED UNANIMOUSLY.
City Council Meeting Minutes August 14, 2019 2 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
11. Discussion regarding changes to the proposed budget discussed at the Budget Workshop meetings held on August 9, 2019 and August 10, 2019. Councilmember Raymaker asked about the changes to PD overtime. Ms. Wasner stated
that there were two options given in the agenda pack and that there were some discrepancies in
the documents and that she would bring information back at the next meeting.
Councilmember McLeod asked if $4,444 was the average cost for overtime per officer.
Chief Shaw stated that the amount was the average for each officer eligible to work overtime.
Mayor Wheeler questioned the amounts shown and after some discussion Ms. Wasner stated
that she would rework the numbers and bring back corrected amounts to the next meeting.
Mr. Mayner spoke to Council and explained the breakdown of funds in the 2020
potential budget for CVB.
Mayor Wheeler circled back to the amounts listed in the PD Overtime budget item and
Ms. Wasner stated that she found the original discrepancy. Councilmember McLeod suggested
that in the future when listing items in the PD budget that retirement and taxes be shown as
separate line items. Councilmember Raymaker requested it be brought back with corrections.
Mayor Wheeler commended Mr. Grizzaffi for his work on the Technology department
budget.
12. Discussion and possible action regarding revisions to the Municipal Development District Bylaws. COUNCILMEMBER RAYMAKER MADE A MOTION TO APPROVE THE MUNICIPAL
DEVELOPMENT DISTRICT BYLAWS WITH AN ADDED REVISION IN ARTICLE TWO SECTION ONE
STATING THAT THE BOARD IS COMPRISED OF A MINIMUM OF TWO SHENANDOAH
COUNCILMEMBERS, COUNCILMEMBER BRADT SECONDED. THE MOTION FAILED 2/3 WITH
City Council Meeting Minutes August 14, 2019 3 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
COUNCILMEMBERS MCLEOD, GRISTY, AND FLETCHER AS THE OPPOSING VOTES.
COUNCILMEMBER MCLEOD MADE A MOTION TO APPROVE THE REVISIONS TO THE
MUNICIPAL DEVELOPMENT DISTRICT BYLAWS WITH THE ADDITION OF LANGUAGE STATING
THAT THE BOARD SHALL CONSIST OF A MAXIMUM OF TWO (2) COUNCILMEMBERS AND A
MINIMUM OF THREE (3) RESIDENTS EFFECTIVE SEPTEMBER 1, 2019, COUNCILMEMBER GRISTY
SECONDED. THE MOTION CARRIED 3/2 WITH COUNCILMEMBERS RAYMAKER AND BRADT AS
THE OPPOSING VOTES.
13. Discussion and possible action regarding an agreement with The Woodlands Township to remove temporary signs along Grogan’s Mill Road. COUNCILMEMBER FLETCHER MADE A MOTION TO CHANGE THE ITEM TO A DISCUSSION
ONLY ITEM UNTIL THE WOODLANDS TOWNSHIP HAS TIME TO REVIEW IT, COUNCILMEMBER
RAYMAKER SECONDED. THE MOTION CARRIED 5/0.
Councilmember Raymaker questioned the Woodlands staff only working Monday through
Thursday. Mayor Wheeler stated that the City would help to manage the signs when the
Woodlands staff is not able to do so.
Councilmember McLeod shared his concerns regarding Shenandoah residents located in
areas that are subject to the Woodlands authority. Mayor Wheeler stated that the agreement
was a small part of the bigger picture of Shenandoah receiving Fire and EMS services and that the
agreement described the shared areas that the Woodlands is responsible for. Ms. Reyer added
that Mayor Wheeler had previously requested she look into removing the covenants and that the
process would not only be lengthy, but would require the vote of everyone in the Woodlands and
the covenants would be moved in parts with the last part not being removed until the year 2056.
City Council Meeting Minutes August 14, 2019 4 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
Ms. Reyer stated that the revised MOU (Memorandum of Understanding) would allow
Shenandoah to enforce the city’s sign ordinance.
14. Discussion and possible action to approve payment to the NCAA from ticket sales at the 2018 Stagg Bowl. COUNCILMEMBER BRADT MADE A MOTION TO APPROVE PAYMENT TO THE NCAA
FROM TICKET SLES AT THE 2018 STAGG BOWL, COUNCILMEMBER MCLEOD SECONDED. THE
MOTION CARRIED UNANIMOUSLY.
15. Discussion and possible action to adopt the following Resolution: A RESOLUTION OF THE CITY OF SHENANDOAH, TEXAS NOMINATING A CANDIDATE TO THE MONTGOMERY COUNTY APPRAISAL DISTRICT BOARD OF DIRECTORS. COUNCILMEMBER MCLEOD MADE A MOTION TO NOMINATE COUNCILMEMBER
RAYMAKER AS A CANDIDATE TO THE MONTGOMERY COUNTY APPRAISAL DISTRICT BOARD OF
DIRECTORS, COUNCILMEMBER BRADT SECONDED. THE MOTION CARRIED UNANIMOUSLY.
16. Discussion and possible action to adopt the following Ordinance: AN ORDINANCE OF THE CITY OF SHENANDOAH, TEXAS AMENDING ORDINANCE 15-033, REGULATING THE SALE OF FOOD AND DRINKS FROM MOBILE BUSINESSES; PROVIDING FOR A PENALTY IN THE AMOUNT OF $2,000.00 FOR VIOLATIONS THEREOF; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. COUNCILMEMBER FLETCHER MADE A MOTION TO MAKE THE AGENDA ITEM A
DISCUSSION ONLY ITEM, COUNCILMEMBER BRADT SECONDED. THE MOTION CARRIED 5/0.
Councilmember Fletcher requested to define the term “resident” in the Ordinance and to
also include that a Municipality, a place of worship or a club located in Shenandoah would also be
allowed to use food trucks for events. Mayor Wheeler suggested that Shenandoah businesses also
be included in the Ordinance to be allowed to utilize mobile vendors and that the term “club” also
be defined. Mr. Ferebee stated that the easiest way to resolve the issue of defining each term
City Council Meeting Minutes August 14, 2019 5 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
would be to add a provision stating that the use of a mobile vendor would be allowed to a person,
business, or municipality with a physical address located within the city limits.
Councilmember McLeod shared concerns for those that might abuse the system. Mr.
Ferebee stated that the Ordinance states that mobile vendors are allowed for private parties and
that if someone were to abuse the system, the City would contact the offender. He added that by
limiting the hours mobile vendors could operate that it would keep commercial vendors from
operating daily.
Councilmember Bradt suggested adding the limitation of a set number of hours, but
within a 24-hour period to deter vendors from operating for a set number of hours and moving
to a new location within the City. Mayor Wheeler stated that there is still the potential for a mobile
food business to attempt to operate daily for the allotted amount of time allowed and setting up
in one location every day.
Councilmember Fletcher suggested that the mobile food vendors also comply with
working within the same hours listed in the noise Ordinance.
17. Discussion and possible action to approve the minutes of the July 24, 2019 regular meeting. COUNCILMEMBER RAYMAKER MADE A MOTION TO APPROVE THE MINUTES OF THE JULY
24, 2019 MEETING WITH A REVISION TO PAGE FIVE PARAGRAPH TWO TO READ THAT
COUNCILMEMBER MCLEOD ASKED ASSISTANT CHIEF GRESHAM WHY THE POLICE DEPARTMENT
WAS REQUESTING TWO OFFICERS NOW FOR NEEDS THAT MAY TAKE TWO TO THREE YEARS TO
DEVELOP, COUNCILMEMBER GRISTY SECONDED. THE MOTION CARRIED UNANIMOUSLY.
City Council Meeting Minutes August 14, 2019 6 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
18. CITIZENS FORUM
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.
Christian Moore: To view citizens comments, please click HERE
19. City Administrator Updates.
Ms. Reyer presented the following updates:
• Public Works met with T-Mobile regarding the water tower antennae • The activation switch for the City park’s splash pad was fixed and working again
20. COUNCIL’S INQUIRY
Pursuant to Texas Government Code Sect. 551.042, 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.
Councilmember Raymaker requested information regarding votes for representation on
the Montgomery County Appraisal District Board
Councilmember Fletcher thanked the staff for their hard work on the proposed budget
and for keeping things in line throughout the year.
Councilmember Gristy apologized for being away during the budget workshop meetings.
Councilmember Bradt also thanked staff for their hard work on the proposed budget and
complimented Ms. Reyer for her hand in it.
City Council Meeting Minutes August 14, 2019 7 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
Councilmember McLeod stated that school was back in session and asked that residents
be cautious of students walking to, or waiting at, bus stops.
Mayor Wheeler stated that he agreed with Councilmember McLeod and added that he
received positive comments from residents regarding Shenandoah officers following school buses
on their routes in the City.
Mayor Wheeler also shared thoughts on longtime resident Linda Woods and her legacy
with the City of Shenandoah. He stated that Ms. Woods passed away on August 4, 2019. Mayor
Wheeler shared Ms. Woods was responsible for getting TxDOT to add Shenandoah onto the Texas
map. Mayor Wheeler also stated that while he and his wife were looking for a new home, they
discovered that the Park Gate neighborhood was in the Shenandoah city limits. Mayor Wheeler
and his wife went to the Shenandoah Visitors Center to get more information on the
neighborhood and it was then that Ms. Woods was the first Shenandoah resident he met. He
added that Ms. Woods told him that Shenandoah was a wonderful community and put family first
and that her statement has stayed with him.
Mayor Wheeler then thanked the staff for their hard work with budget preparation.
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.
Mayor Wheeler recessed the regular meeting to move into executive session at 8:37 p.m.
Executive Session – According to the Texas Open Meetings Act, Chapter 551 of the Texas City Council Meeting Minutes August 14, 2019 8 MINUTES OF REGULAR MEETING August 14, 2019 SHENANDOAH CITY COUNCIL
Government Code as follows:
i) Government Code § 551.074. Personnel Matters;
• Evaluation of the following positions: Director of Public Works, Director of Capital Projects and Infrastructure, Chief of Police, Assistant Chief of Police
ii) Government Code § 551.087. Deliberation Regarding Economic Development
a) Consideration and if determined appropriate, take action resulting from the item(s) listed under Executive Session
Mayor Wheeler resumed the regular meeting at 9:38 p.m. and stated for the record that no
action was taken in executive session.
There being no further business, Mayor Wheeler adjourned the meeting at 9:39 p.m.
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.
Any discussion item on the City Council agenda permits City Council to question the involved parties or receive a presentation by the involved parties.
SUBMITTED BY: DATE APPROVED: Courtney Clary, City Secretary
M. Ritchey Wheeler, Mayor
City Council Meeting Minutes August 14, 2019 9 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
The meeting was called to order by Mayor M. Ritchey Wheeler at 7:00 p.m. City Council members present, Councilmember McLeod, Councilmember Bradt, Councilmember Gristy, Councilmember Fletcher and Councilmember Raymaker. City Administrator Kathie Reyer, City Secretary Courtney Clary, City
Attorney William Ferebee, Community Development Manager Jackie Thompson, Finance Director Lisa
Wasner, Police Chief Raymond Shaw, and Director of Public Works Joseph Peart were also present.
1. CALL TO ORDER
Mayor Wheeler called the meeting to order at 7:00 p.m.
2. CALL OF ROLL
Mayor Wheeler stated for the record that all members were present.
3. PLEDGE OF ALLEGIANCE
4. INVOCATION
Mayor Wheeler gave the invocation.
5. CITIZENS FORUM
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.
**Please note that this item was moved after item 7**
Karl Kolvig: To view citizen’s comments, please click HERE
Dr. Jim Wallace: To view citizen’s comments, please click HERE
Betty Lahiri: To view citizen’s comments, please click HERE
Grace Benes: To view citizen’s comments, please click HERE
6. COUNCIL’S INQUIRY
Pursuant to Texas Government Code Sect. 551.042, the Mayor and Council Members may inquire
about a subject not specifically listed on this Agenda. Responses are limited to a recitation of existing City Council Meeting Minutes August 28, 2019 1 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
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.
Councilmember Raymaker thanked Kathie for working with Charlie Riley to get the three way stop sign put in at Grogan’s Mill Road and Wellman Road.
INDIVIDUAL CONSIDERATION
7. Presentation and discussion by an Entergy representative. To view the presentation, please click HERE
8. Presentation of a Proclamation for National Night Out. Mayor Wheeler presented a proclamation declaring October 7, 2019 as National Night
Out for the City of Shenandoah.
9. Discussion regarding the 2019-2020 Budget, including but not limited to: a. Tax Rate Discussion • The consensus was to approve the rate of 0.1799 b. Operating Budget Discussion c. Capital Project Discussion • Ms. Wasner stated that the projects were well received by MDD regarding funding for the greenspace improvements, Pinecroft Road, City Park Drainage and City Park surge protection • Three projects had changes to their original projected budgeted amount. These projects included the front desk improvement project, the storage area network project, and staff proposed funding $100,000 for design work for the elevated storage tank rather than budgeting the full amount of 8 million dollars d. Holly Hill Park • Discussed bringing the item back for the 2020-2021 budget to see if the project could be done all at once rather than broken out in parts and a request to discuss at the next Townhall meeting
10. Discussion and possible action to approve or deny a variance to the Sign Ordinance to allow a sign to be attached to a structure (the south elevation of a canopy) at 28727 IH-45, Shenandoah, Texas. COUNCILMEMBER RAYMAKER MADE A MOTION TO APPROVE A VARIANCE TO THE SIGN City Council Meeting Minutes August 28, 2019 2 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
ORDINANCE TO ALLOW A SIGN TO BE ATTACHED TO A STRUCTURE (THE SOUTH ELEVATION OF A
CANOPY) AT 28727 IH-45, SHENANDOAH, TEXAS, COUNCILMEMBER FLETCHER SECONDED. THE
MOTION CARRIED 3/2 WITH COUNCILMEMBERS MCLEOD AND GRISTY AS THE OPPOSING
VOTES.
11. Discussion and possible action to approve or deny a variance to the Sign Ordinance to allow a sign to be attached to a structure (the east elevation of a canopy) at 28727 IH-45, Shenandoah, Texas. COUNCILMEMBER BRADT MADE A MOTION TO APPROVE A VARIANCE TO THE SIGN
ORDINANCE TO ALLOW A SIGN TO BE ATTACHED TO A STRUCTURE (THE EAST ELEVATION OF A
CANOPY) AT 28727 IH-45, SHENANDOAH, TEXAS, COUNCILMEMBER FLETCHER SECONDED. THE
MOTION CARRIED 4/1 WITH COUNCILMEMBERS MCLEOD AS THE OPPOSING VOTE.
12. Discussion and possible action to approve or deny a variance to the Sign Ordinance to allow a sign to be attached to a structure (the north elevation of a canopy) at 28727 IH-45, Shenandoah, Texas. COUNCILMEMBER FLETCHER MADE A MOTION TO APPROVE A VARIANCE TO THE SIGN
ORDINANCE TO ALLOW A SIGN TO BE ATTACHED TO A STRUCTURE (THE NORTH ELEVATION OF
A CANOPY) AT 28727 IH-45, SHENANDOAH, TEXAS, COUNCILMEMBER RAYMAKER SECONDED.
THE MOTION CARRIED 4/1 WITH COUNCILMEMBERS MCLEOD AS THE OPPOSING VOTE.
13. Discussion and possible action to adopt the following Ordinance: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SHENANDOAH, TEXAS, AMENDING SECTIONS 74-281 AND APPROVING RATES FOR WATER SERVICE IN THE CITY OF SHENANDOAH, TEXAS. COUNCILMEMBER FLETCHER MADE A MOTION TO ADOPT AN ORDINANCE
AMENDING SECTIONS 74-281 AND APPROVING A WATER RATE REDUCTION OF $ .02 PER 1000
GALLONS OF WATER USAGE TO BECOME EFFECTIVE JANUARY 1, 2020, COUNCILMEMBER
MCLEOD SECONDED. THE MOTION CARRIED UNANIMOUSLY.
City Council Meeting Minutes August 28, 2019 3 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
14. Discussion and possible action to adopt the following Resolution: A RESOLUTION OF THE CITY OF SHENANDOAH, TEXAS, DEFINING SENIOR MANAGEMENT POSITIONS AND DECLARING AN EFFECTIVE DATE. COUNCILMEMBER BRADT MADE A MOTION TO ADOPT A RESOLUTION DEFINING THE
POSITIONS OF FINANCE DIRECTOR, DIRECTOR OF PUBLIC WORKS, DIRECTOR OF CONVENTION
AND VISITORS BUREAU, CHIEF OF POLICE, AND MUNICPAL COURT ADMINISTRATOR AS SENIOR
MANAGEMENT POSITIONS, COUNCILMEMBER RAYMAKER SECONDED. THE MOTION CARRIED
UNANIMOUSLY.
15. Discussion and possible action to adopt the following Ordinance: AN ORDINANCE OF THE CITY OF SHENANDOAH, TEXAS AMENDING ORDINANCE 15-033, REGULATING THE SALE OF FOOD AND DRINKS FROM MOBILE BUSINESSES; PROVIDING FOR A PENALTY IN THE AMOUNT OF $2,000.00 FOR VIOLATIONS THEREOF; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. COUNCILMEMBER FLETCHER MADE A MOTION TO ADOPT AN ORDINANCE AMENDING
ORDINANCE 15-033, REGULATING THE SALE OF FOOD AND DRINKS FROM FROM MOBILE
BUSINESSES, COUNCILMEMBER GRISTY SECONDED. THE MOTION CARRIED UNANIMOUSLY.
16. Discussion and possible action regarding updates to the MDD Bylaws. COUNCILMEMBER BRADT MADE A MOTION TO APPROVE THE UPDATES TO THE MDD
BYLAWS PRESENTED TO COUNCIL, COUNCILMEMBER FLETCHER SECONDED. THE MOTION
CARRIED 4/1 WITH COUNCILMEMBER RAYMAKER AS THE OPPOSING VOTED.
17. Discussion regarding the completion of the water model and future needs for water. Derek Waters with Bleyl Engineering gave a presentation regarding the completion of
the water model and future water needs for the City. You can view his presentation HERE. To
view the PowerPoint presentation, please click HERE.
City Council Meeting Minutes August 28, 2019 4 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
18. Discussion regarding proposed changes to the Sign Ordinance.
COUNCILMEMBER FLETCHER MADE A MOTION TO TABLE THE ITEM UNTIL THE PLANNING
AND ZONING COMMISSION REVIEWED THE PROPOSED CHANGES, COUNCILMEMBER RAYMAKER
SECONDED. THE MOTION CARRIED UNANIMOUSLY.
19. Discussion and possible action to ratify the accounts payable for July, 2019.
COUNCILMEMBER BRADT MADE A MOTION TO RATIFY THE ACCOUNTS PAYABLE FOR
JULY, 2019, COUNCILMEMBER GRISTY SECONDED. THE MOTION CARRIED UNANIMOUSLY.
20. CITIZENS FORUM
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.
David McMullins: To view citizen’s comments, please click HERE
Michael Vogal: To view citizen’s comments, please click HERE
Dr. Jim Wallace: To view citizen’s comments, please click HERE
21. City Administrator Updates – Monthly Reports. • Administration • Finance • Police/Fire • Public Works/Capital Projects • Community Development/Municipal Court • Convention and Visitors Bureau
Ms. Reyer presented the following updates:
• Ed English upsizing project completed Tuesday • Stop sign was installed at Wellman Road and Grogans Mill Road • Pickleball Court striping was completed • Police Department Courteous driver program was well received. SPD handing out coffee cups.
City Council Meeting Minutes August 28, 2019 5 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
22. COUNCIL’S INQUIRY
Pursuant to Texas Government Code Sect. 551.042, 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.
Councilmember McLeod thanked Entergy for speaking at the meeting and thanked staff
and Council the amount of hard work put into the proposed budget.
Councilmember Bradt stated that he and Councilmember Raymaker attended the HGAC
Texas Municipal League meeting and that it was very informative. He added that he requested
the information presented at the meetings and would be happy to share with those who were
interested.
Councilmember Gristy thanked staff for the hard work put into the Sign Ordinance
updates and added that updates have been needed for some time.
Councilmember Fletcher thanked the residents who attended the meeting and explained
that the solution for Silverwood was already included in the proposed budget and approval was
all that was needed at the next meeting. Councilmember Fletcher also thanked Commissioner
Riley for his part in the stop sign instillation at Wellman Road and Grogans Mill Road, and thanked
Bleyl Engineering for their work on the instillation and for their work on the future dedicated right
turn lanes.
City Council Meeting Minutes August 28, 2019 6 MINUTES OF REGULAR MEETING August 28, 2019 SHENANDOAH CITY COUNCIL
Councilmember Raymaker thanked Bleyl Engineering as well and requested to bring the
Planning and Zoning term limit information before Council stating that some members have a lot
of experience and that it would be a shame to lose those valuable members due to term limits.
Mayor Wheeler thanked the residents and strategic partners that attended the meeting.
He also thanked the staff and Councilmembers for the time and effort put into the proposed
budget and added that things continue to get better each day.
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.
There being no further business, Mayor Wheeler adjourned the meeting at 9:04 p.m. 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.
Any discussion item on the City Council agenda permits City Council to question the involved parties or receive a presentation by the involved parties.
SUBMITTED BY: DATE APPROVED: Courtney Clary, City Secretary
M. Ritchey Wheeler, Mayor
City Council Meeting Minutes August 28, 2019 7 Expense Approval Report City of Shenandoah By Fund Payment Dates 08/01/2019 - 08/31/2019
Vendor Name Payment Date Payment Description (Item) Amount Number
Fund: 100 - GENERAL FUND Function: 11 - Administration GREATER CONROE/LAKE CONROE CHAMBER OF COM 08/07/2019 9869 CONROE CHAMBER MEMBER RENEWAL $ 165.00 TOUCAN PRINTING INC 08/07/2019 9870 T. FLETCHER BUSINESS CARDS $ 69.00 THE WOODLANDS FLOWERS TOO 08/20/2019 9932 SYMPATHY FLOWERS - LINDA WOODS MEMORIAL $ 100.00 KATHLEEN O. RYAN FINE ART PHOTOGRAPHY 08/20/2019 9925 D. GRISTY COUNCIL PHOTO $ 175.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 MEETING TO DISCUSS WDLS ARTS COUNCIL INFORM $ 32.92 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 K. REYER 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 R. RAYMAKER 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 R. WHEELER 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 C. CLARY 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 C. BRADT 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 M. MCLEOD 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 T. FLETCHER 2019 TML CONFERENCE REGISTRATION $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 A. BROWN 2019 TML CONFERENCE REGISTRATION $ 320.00 STEPTOE & JOHNSON PLLC 08/28/2019 9955 JUL 2019 CITY LEGAL FEES $ 10,000.00 WORKSPACE RESOURCE 08/28/2019 9960 COUNCIL LOBBY FURNITURE $ 2,305.00 Function 11 - Administration Total: $ 15,406.92
Function: 12 - Finance BRANCH BANKING AND TRUST CO. 08/20/2019 9912 BUDGET BOOK SUPPLIES $ 100.29 FEDERAL EXPRESS 08/28/2019 9944 AUG 2019 OVERNIGHT MAIL POSTAGE FOR FINANCE $ 26.31 Function 12 - Finance Total: $ 126.60
Function: 17 - Non-Department BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL-AUG 2019 PAPER GOODS FOR CITY HALL $ 330.84 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL-AUG 2019 COFFEE & SUPPLIES FOR BREAKROOMS $ 115.68 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL-AUG 2019 WATER FOR GYM $ 51.60 Function 17 - Non-Department Total: $ 498.12
Function: 22 - Police TOUCAN PRINTING INC 08/07/2019 9870 J. ABAIR BUSINESS CARDS $ 67.00 AW TOWING 08/07/2019 9849 UNIT 15-02 TOWED TO FLEET $ 85.00 LANDCARE USA LLC 08/07/2019 9861 FORCED MOW - 18386 IH 45 N $ 441.12 DANIEL OFFICE PRODUCTS 08/07/2019 9853 JUL 2019 PD OFFICE SUPPLIES $ 39.24 LAWMAN'S UNIFORM/EQUIPMENT 08/07/2019 9862 D. SWETNAM (NEW HIRE) - UNIFORM $ 81.98 O'REILLY AUTO PARTS 08/14/2019 9896 UNIT 15-03 MOTOR OIL $ 39.99 ENTERGY 08/14/2019 9884 JUL 2019 LPR ELECTRICAL USAGE $ 25.35 LONE STAR PRODUCTS/EQUIPMENT LLC 08/14/2019 9892 TRADE IN 2010 SILVER CHEVROLET MALIBU $ (4,700.00) LONE STAR PRODUCTS/EQUIPMENT LLC 08/14/2019 9892 UNIT 19-03 EMERGENCY EQUIPMENT $ 16,948.70 TRANSUNION RISK & ALTERNATIVE DATA 08/14/2019 9903 JUL 2019 TLO INVESTIGATIVE PROGRAM $ 150.30 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 17-02 BATTERY REPLACEMENT $ 199.11 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 18-02 AUX RELAY REPAIR $ 128.01 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 16-04 LEFT FRONT TIRE REPLACED $ 144.58 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 16-04 BATTERY REPLACED $ 121.17 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 15-03 STATE INSPECTION/EMISSIONS $ 32.75 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 17-02 WARRANTY OF LIFTGATE $ 34.84 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 14-02 BATTERY DIAG./PRIORITY START INSTALL $ 309.56 CITY OF CONROE FLEET 08/14/2019 9876 UNIT 14-02 STATE INSPECTION/EMISSIONS $ 32.75 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JULY 2019 PD VEHICLE FUEL $ 27.41 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JUL 2019 PD VEHICLE FUEL $ 5,400.00 MONTGOMERY COUNTY RADIO SHOP 08/20/2019 9929 18-19 RADIO ACCESS FEES $ 3,690.00 DONNA'S PRINTING 08/20/2019 9919 NNO 2019 - COFFEE MUGS $ 644.93 DONNA'S PRINTING 08/20/2019 9919 NNO 2019 - COFFEE MUG DESIGN SET-UP $ 50.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL 2019 EVIDENCE SUPPLIES - THUMB DRIVES $ 33.54 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 40 MM EOTECH SIGHTS $ 30.29 MEMORIAL HERMANN HOSPITAL SYSTEM 08/20/2019 9928 J. LANGSTON POST INCIDENT DRUG SCREENING $ 47.75 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL 2019 EVIDENCE SUPPLIES - APPLE MAGSAFE ADAPT $ 85.52 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL 2019 EVIDENCE SUPPLIES - DVDR & SLEEVES $ 58.54 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 JUL 2019 PD OFFICE SUPPLIES - BATTERIES $ 13.32 GT DISTRIBUTORS 08/20/2019 9924 40 MM ROUNDS $ 461.35 RAINBOW EXPRESS OIL & LUBE 08/20/2019 9931 AUG 2019 PD CAR WASHES/WAXES $ 683.33 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 POLICE BADGES - BREAST CANCER AWARENESS $ 609.60 THE WOODLANDS WRECKER SERVICE 08/28/2019 9957 UNIT 15-02 TOWED TO FLEET - BRAKES $ 85.00 OSS-ACADEMY 08/28/2019 9951 T. DUNLAP REG FEE - INTERNAL AFFAIRS INVESTIGATION $ 15.00 OSS-ACADEMY 08/28/2019 9951 J. ANGELES REG FEE - EVADING HONESTY $ 95.00 OSS-ACADEMY 08/28/2019 9951 C. MCDUFFIE REG FEE - TABC ENFORCEMENT $ 25.00 OSS-ACADEMY 08/28/2019 9951 C. MCDUFFIE REG FEE - EVADING HONESTY $ 95.00 OSS-ACADEMY 08/28/2019 9951 C. MCDUFFIE REG FEE - NEW SUPERVISOR $ 90.00 SPORTSMAN'S OUTLET 08/28/2019 9954 AUG 2019 AMMUNITION $ 4,030.00 Function 22 - Police Total: $ 30,452.03
Function: 30 - Public Works ORSACK PLUMBING CO 08/07/2019 9867 JUL 2019 TANKLESS WATER HEATER R/P MAINT. $ 483.00 LANDCARE USA LLC 08/07/2019 9861 SAVANAH DR - ENTRANCE REFRESH $ 561.63 LANDCARE USA LLC 08/07/2019 9861 HOLLY HILL - ENTRANCE REFRESH $ 381.50 LANDCARE USA LLC 08/07/2019 9861 SHENANDOAH DR - ENTRANCE REFRESH $ 195.13 LANDCARE USA LLC 08/07/2019 9861 VISION PARK - ENTRANCE REFRESH $ 1,819.27 LANDCARE USA LLC 08/07/2019 9861 VISION PARK ROUND-A-BOUT UPDATE $ 4,888.37 LANDCARE USA LLC 08/07/2019 9861 JUL 2019 CITY LANDSCAPING/IRRIGATION $ 21,399.44 ALTEC INDUSTRIES, INC. 08/07/2019 9847 INTERMITTENT BOOM FUNCTION $ 384.00 NORTHWEST SYSTEMS INC. 08/07/2019 9866 JUL 2019 CITY HALL ICE/WATER DISPENSER MAINT $ 325.00 CITY OF CONROE FLEET 08/07/2019 9851 UNIT 10-11 STREET SWEEPER R/P MAINT $ 847.96 ENTERGY 08/14/2019 9884 JUL 2019 CITY HALL ELECTRIC USAGE $ 4,750.00 ENTERGY 08/14/2019 9884 JUL 2019 CITY HALL ELECTRIC USAGE ADJ $ 2,006.65 ENTERGY 08/14/2019 9884 JUL 2019 PUBLIC WORKS BLDG ELECTRIC USAGE $ 1,000.00 ENTERGY 08/14/2019 9884 JUL 2019 PATH & RIGHT OF WAYS ELECTRIC USAGE $ 1,773.42 ENTERGY 08/14/2019 9884 JUL 2019 PUBLIC WORKS BLDG ELECTRIC USAGE $ 145.30 TOTAL AIR SERVICE 08/14/2019 9902 CITY HALL CHILLER REPAIRS $ 677.50 TOTAL AIR SERVICE 08/14/2019 9902 JUL-SEP 2019 HVAC ROOF UNIT R/P MAINT. $ 885.50 TOTAL AIR SERVICE 08/14/2019 9902 FIRE DEPT A/C TROUBLESHOOTING $ 420.00 LANDCARE USA LLC 08/14/2019 9890 GROGAN'S MILL ROUND-A-BOUT $ 3,292.33 ABC HOME/COMMERCIAL SRVCS OF HOU. 08/14/2019 9873 JUL 2019 PEST CONTROL-CITY HALL/P/W BUILDING $ 206.83 CRAFCO, INC. 08/14/2019 9878 HP CONCRETE COLD PATCH $ 780.00 CENTERPOINT ENERGY 08/14/2019 9875 P/W BLDG -NAT GAS SERVICE $ 25.25 LANSDOWNE-MOODY CO., INC. 08/14/2019 9891 26RS-74 LOOP-CHAIN SAW BLADES $ 43.18 LANSDOWNE-MOODY CO., INC. 08/14/2019 9891 36RS-84 LOOP-CHAIN SAW BLADES $ 57.58 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JUL 2019 VEHICLE FUEL - P/W $ 471.24 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JUL 2019 DIESEL FUEL-P/W STREETSWEEPER $ 103.53 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 U1R-3T LG BATTERY TITAN 300CCA $ 47.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 WIDE MOUTH SPRAYER $ 4.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 FIX-A-FLAT $ 9.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 4 X 4 X 10' #2 PT GC $ 10.47 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 UNIT 02-04 REGISTRATION $ 8.04 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 S.EARLY-PLUMBERS CONT. EDUCATION REGISTRATION FEE $ 85.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 30 X 30 BLK SATIN #15 FRAMES W/COVERS & BACKS $ 444.95 TOTAL AIR SERVICE 08/20/2019 9933 SOUTH CHILLER ALARM - LOSS OF PRESSURE $ 1,375.01 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 D BATTERIES $ 25.96 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 HAND SANITIZER $ 2.56 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 FEBREZE AIR SPRAY $ 2.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 KILZ LOW ODOR AEROSAL $ 13.56 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 4.5" CUT OFF DISC - 15PK $ 19.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 RYOBI 3300 GAS/ELECTRIC PW GUN $ 30.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 DRAIN SPADE - D.HANDLE $ 25.98 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 PVC CEMENT HD CLEAR 16 OZ $ 11.94 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 PURPLE PRIMER NSF/UPS 16 OZ $ 11.75 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 GORILLA GLUE 8 OZ $ 10.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/8" X 2 1/2" HEX BOLTS $ 0.82 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/8" X 1" HEX BOLTS $ 0.42 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 RYOBI 5.5 AMP GRINDER $ 29.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 1" PVC COUPLING SXS $ 10.80 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 2" PVC COUPLING SXS $ 17.10 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 1.5" BALL VALVE, NPT LF $ 40.47 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 15' NOZZLE HALF PAT RB $ 9.70 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 1/2" RISER ADAPTER W/ 1/4" BARB $ 9.30 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 TDEM GRANT APPLICATION $ 620.00 BLEYL AND ASSOCIATES 08/20/2019 9911 AUG 2019 ENGINEERING RETAINER $ 1,000.00 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 MS4 - TCEQ SWMP & NOI $ 111.02 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/4" PVC COUPLINGS $ 6.20 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 AA BATTERIES $ 11.98 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 MS4 PERMIT APPLICATION FEE $ 400.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 HUNTER - IRRIGATION CONTROLLER MD#ICC-800m $ 215.72 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 MARATHON ROLL PAPER TOWELS $ 70.84 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 POM PAPER TOWELS $ 54.96 DEPENDABLE KLEENING SERVICE 08/28/2019 9942 AUG 2019 OFFICE CLEANING $ 3,642.83 DEPENDABLE KLEENING SERVICE 08/28/2019 9942 JUL 2019 FIRE BAY CLEANING $ 250.00 NOVELTY LIGHTS, INC. 08/28/2019 9950 C9 LED BULBS - PURE WHITE - TEXTURED $ 63.90 NOVELTY LIGHTS, INC. 08/28/2019 9950 4 X 6 PURE WHITE WIDE ANGLE LED NET LIGHTS $ 69.90 NOVELTY LIGHTS, INC. 08/28/2019 9950 70 LED C6 PURE WHITE STRAWBERRY MINI LIGHTS $ 52.35 NOVELTY LIGHTS, INC. 08/28/2019 9950 INVISIBLE SPLICE FOR 1/2" 2 WIRE ROPE LIGHT $ 30.00 NOVELTY LIGHTS, INC. 08/28/2019 9950 END CAPS FOR 1/2" ROPE LIGHTS $ 10.00 NOVELTY LIGHTS, INC. 08/28/2019 9950 ALL-IN-ONE CLIPS $ 140.00 NOVELTY LIGHTS, INC. 08/28/2019 9950 1/2" AMBER LED ROPE LIGHT - SPOOL $ 300.00 NOVELTY LIGHTS, INC. 08/28/2019 9950 C7 LED BULBS - PURE WHITE - TEXTURED $ 53.90 NOVELTY LIGHTS, INC. 08/28/2019 9950 1/2" PURE WHITE LED ROPE LIGHT - SPOOL $ 580.00 Function 30 - Public Works Total: $ 57,867.83
Function: 31 - Swimming Pool LESLIES POOL MART 08/07/2019 9863 DEBRIS SHIELD - 5PK $ 14.24 ENTERGY 08/14/2019 9884 JUL 2019 ELECTRIC USAGE @ POOL $ 624.47 CENTERPOINT ENERGY 08/14/2019 9875 POOL-NAT GAS SERVICE $ 20.47 LESLIES POOL MART 08/20/2019 9926 TLR DPD RGT #1 3/4 OZ $ 6.36 LESLIES POOL MART 08/20/2019 9926 POOL CARTRIDGE CLEANING TAB $ 6.29 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 NORTH STAR CLAMPS W/HARDWARE $ 280.00 MEMORIAL HERMANN HOSPITAL SYSTEM 08/28/2019 9948 2019 POOL EMPLOYEE DRUG SCREEN $ 47.75 DAWSON SAFE & LOCK SERVICES, INC. 08/28/2019 9941 REKEY DEADBOLT TO MASTER - POOL $ 91.00 Function 31 - Swimming Pool Total: $ 1,090.58
Function: 32 - Parks A QUALITY PLUS CONSTRUCTION 08/07/2019 9846 SPLASH PAD WIRING REPAIR $ 1,126.65 LETCO-THE WOODLANDS 08/07/2019 9864 30 YDS - KIDDIE CUSHION/DELIVERED $ 379.76 LETCO-THE WOODLANDS 08/07/2019 9864 KIDDIE CUSHION - 1ST DELIVERY $ 778.74 LETCO-THE WOODLANDS 08/07/2019 9864 30 YDS OF KIDDIE CUSHION $ 1,158.50 A QUALITY PLUS CONSTRUCTION 08/14/2019 9872 PARK SURGE PROTECTOR $ 675.00 ENTERGY 08/14/2019 9884 JUL 2019 MAIN PARK ELECTRIC USAGE $ 270.31 ENTERGY 08/14/2019 9884 JUL 2019 TODDLER PARK ELECTRIC USAGE $ 26.04 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/8" LOCK WASHER HDG $ 0.72 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 1000W STEM & SWIVEL MOUNT PHOTO CTRL $ 16.48 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/8-16" X 1/2" HEX BOLT HDG $ 3.84 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/8" GALV FLAT CUT WASHER $ 1.92 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/8" GALV HEX NUT $ 0.96 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3A ELECTRONIC FUSE $ 16.60 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 PLC SIEMENS S7-1200 $ 1,395.72 LANDCARE USA LLC 08/28/2019 9947 JUL 2019 TURF TREATMENT @ MAIN & TODDLER PARKS $ 1,126.13 Function 32 - Parks Total: $ 6,977.37
Function: 43 - Community Development DAVID ASH 08/14/2019 9879 AUG 2019 SPECIAL PLANNING & ZONING COMMISSION MTG $ 150.00 ROBERT L. GALATAS 08/14/2019 9897 AUG 2019 SPECIAL PLANNING & ZONING COMMISSION MTG $ 150.00 WALLACE E. WESTBROOK 08/14/2019 9907 AUG 2019 SPECIAL PLANNING & ZONING COMMISSION MTG $ 150.00 JAMES POLLARD 08/14/2019 9889 AUG 2019 SPECIAL PLANNING & ZONING COMMISSION MTG $ 150.00 MONTGOMERY COUNTY FIRE MARSHAL'S 08/14/2019 9893 JUL 2019 FIRE MARSHAL PLAN REVIEW AND INSPECTIONS $ 6,939.00 BATTERIES PLUS LLC 08/14/2019 9874 FLASHLIGHT BATTERY REPLACEMENT $ 17.95 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JUL 2019 BUILDING OFFICIAL FUEL $ 95.20 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 T.GOLDEN CONTINUING ED PLUMBING LICENSE $ 85.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 REFERENCE - LEGAL ASPECTS OF CODE ADMIN $ 78.95 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 PLAN REVIEW AND INSPECTIONS $ 1,417.50 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 CLASS CREDIT $ (150.00) BRANCH BANKING AND TRUST CO. 08/20/2019 9912 UNIT 13-03 REGISTRATION $ 8.05 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J. THOMPSON- LEGISLATION UPDATE REGISTRATION $ 100.00 Function 43 - Community Development Total: $ 9,191.65
Function: 55 - Technology AT&T CORP. 08/07/2019 9848 LANDLINE- PARKGATE L/S AUTODIAL #2812922543898 $ 34.19 AT&T CORP. 08/07/2019 9848 LANDLINE-THORNWOOD L/S AUTODIAL #2812924329909 $ 38.96 AT&T CORP. 08/07/2019 9848 PHONE & INTERNET SERVICES- POOL #2812927607754 $ 75.34 AT&T CORP. 08/07/2019 9848 FIRE ALARM LANDLINES- P/W BLDG #2812922492828 $ 75.34 SKELTON BUSINESS EQUIPMENT 08/07/2019 9868 JUL 2019 COPIER MAINTENANCE AGREEMENT $ 19.56 WAVEMEDIA, INC. 08/07/2019 9871 AUG 2019 INTERNET SERVICES $ 975.00 ITERSOURCE CORPORATION 08/07/2019 9860 AUG 2019 CITY HALL TELEPHONE SUPPORT $ 125.00 NETWORKFLEET INC. 08/14/2019 9895 JUL 2019 GPS NETWORK FLEET TRACKING $ 473.90 GREATAMERICA FINANCIAL SERVICES CORP. 08/14/2019 9888 JUL 2019 COPIER LEASE PAYMENTS $ 546.00 SKELTON BUSINESS EQUIPMENT 08/14/2019 9899 JUL 2019 PD COPIER MAINTENANCE AGREEMENT $ 89.18 VERIZON WIRELESS 08/14/2019 9906 JUL 2019 CELL PHONE USAGE & DATA $ 3,651.12 VERIZON WIRELESS 08/14/2019 9906 JUL 2019 LEFT STATION DATA $ 196.01 COMCAST 08/14/2019 9877 AUG 2018 ALARM MONITORING-WELLS & L/S $ 245.91 SHI 08/14/2019 9898 BARRACUDA ENERGIZE UPDATES 1 YEAR $ 993.60 SHI 08/14/2019 9898 BARRACUDA INSTANT REPLACEMENT SERVICE AGREEMENT $ 620.60 CONSOLIDATED COMMUNICATIONS 08/20/2019 9917 AUG 2019 WWTP PHONE & INTERNET SERVICE $ 127.34 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 MISC SCREWS AND 8 IN 1 COMPACT SCREWDRIVER $ 18.73 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 AAAA BATTERIES $ 6.99 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 UAG SURFACE TABLET CASE $ 99.99 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 MICROSOFT SURFACE PRO TABLET $ 594.00 CHARTER COMMUNICATIONS 08/20/2019 9915 AUG 2019 HD CONVERTER BOXES $ 82.97 CHARTER COMMUNICATIONS 08/20/2019 9915 SEP 2019 HD CONVERTER BOXES $ 30.95 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 PREMIUM DNS FOR VISITSHENANDOAHTX.COM 1 YEAR $ 52.99 BATTERIES PLUS LLC 08/20/2019 9910 SLA12-9F2 12 VOLT BATTERY $ 98.72 BATTERIES PLUS LLC 08/20/2019 9910 SLAA12-3.3F 12 VOLT BATTERY $ 99.80 DATAVOX, INC 08/28/2019 9940 ON-SITE SERVCIE REQUEST TRIP CHARGE $ 87.50 DATAVOX, INC 08/28/2019 9940 STANDARD SERVICE RATE $ 175.00 SKELTON BUSINESS EQUIPMENT 08/28/2019 9953 AUG 2019 COPIER MAINTENANCE AGREEMENT-PW $ 176.62 AT&T CORP. 08/28/2019 9936 FIRE ALARM LANDLINE- PARK #2812988910451 $ 84.05 Function 55 - Technology Total: $ 9,895.36
Fund 100 - GENERAL FUND Total: $ 131,506.46
Fund: 200 - SPECIAL REVENUE EVENT 1, INC. 08/14/2019 9885 2018 NCAA ADDITIONAL PAYMENT DUE FOR MERCHANDISE $ 159.87 NCAA 08/23/2019 9934 2018 NCAA D3-MFB-HOST SETTLEMENT FINAL $ 101,652.12 $ 101,811.99
Function: 45 - Hotel / Motel ENTERGY 08/07/2019 9855 JUL 2019 CVB ELECTRIC SERVICE $ 471.32 TOTAL AIR SERVICE 08/14/2019 9902 JUL-SEP 2019 CVB HVAC INSPECTION $ 642.00 TRAVELCLICK, INC 08/14/2019 9904 JUL 2019 TRAVELCLICK DIGITAL MEDIA ADVERTISING $ 9,036.91 NETBLITZ MEDIA 08/14/2019 9894 CONSULTANT FOR TRAVELCLICK CAMPAIGN $ 450.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 CVB BATHROOM LIGHT BULBS $ 7.85 EXPEDIA TRAVEL 08/20/2019 9922 JUL 2019 EXPEDIA MEDIA SOLUTIONS CAMPAIGN $ 9,564.36 LUPE'S SHENANDOAH RESERVE, LLC 08/20/2019 9927 SEP 2019 CVB LEASE PAYMENT $ 10,057.53 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 S. KONZEM DESTINATION CONF. MEALS $ 81.38 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 S. KONZEM DESTINATION CONF. AIRPORT PARKING $ 96.38 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 S. KONZEM DESTINATION CONF. HOTEL $ 700.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 S. KONZEM DESTINATION CONF. GROUND TRANSPORTATION $ 41.09 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J. MAYNER DESTINATION CONF. MEALS $ 85.27 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J. MAYNER DESTINATION CONF. BAGGAGE FEE $ 30.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J. MAYNER DESTINATION CONF. GROUND TRANSPORTATION $ 48.19 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J. MAYNER DESTINATION CONF. ADDITIONAL HOTEL COST $ 441.84 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J. MAYNER DESTINATION CONF. HOTEL $ 600.00 Function 45 - Hotel / Motel Total: $ 32,354.12
Fund 200 - SPECIAL REVENUE Total: $ 134,166.11
Fund: 400 - CAPITAL PROJECTS GENERAL FUND Function: 60 - Capital Purchases/Projects General Fund TACHUS, LLC 08/14/2019 9901 AUG 2019 FIBER TO THE HOME CONSTRUCTION $ 290,286.95 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 VISION PARK REAR STORM SEWER $ 5,750.00 Function 60 - Capital Purchases/Projects General Fund Total: $ 296,036.95
Function: 61 - Capital Purchases/Projects Water & Sewer DL GLOVER INC 08/14/2019 9880 SEWER PIPELINE CAPACITY -ED ENGLISH $ 109,994.40 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 ENGINEERING UTILITY- ED ENGLISH $ 2,441.63 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 WATER MODEL UPDATE $ 1,400.00 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 WASTEWATER TREATMENT PLANT MASTER PLAN $ 3,873.75 BLEYL AND ASSOCIATES 08/20/2019 9911 JUL 2019 WATERLINE REPLACEMENT @ PINECROFT $ 320.00 Function 61 - Capital Purchases/Projects Water & Sewer $ 118,029.78 Total:
Fund 400 - CAPITAL PROJECTS GENERAL FUND TOTAL: $ 414,066.73
Fund: 600 - WATER / SEWER FERGUSON WATERWORKS 08/07/2019 9857 3/4" X 3/4" 420 PD BRONZE METER, SSR REGISTER $ 9,448.00 $ 9,448.00
Function: 50 - Water & Sewer FORT BEND SERVICES INC. 08/07/2019 9858 JUL 2019 BELT PRESS POLYMER $ 1,440.00 DXI INDUSTRIES, INC. 08/07/2019 9854 CHLORINE, 2000# - WWTP $ 948.00 CSA TECHNICAL LLC 08/07/2019 9852 PINECROFT L/S TROUBLESHOOTING $ 1,150.00 MCGINNIS LOCHRIDGE AND KILGORE LLP 08/07/2019 9865 JUN 2019 WATER RIGHTS ISSUES $ 540.00 CENTERPOINT ENERGY 08/07/2019 9850 JUL 2019 DAVID MEMORIAL L/S-NAT GAS SERVICE $ 32.28 CITY OF CONROE FLEET 08/07/2019 9851 UNIT 02-04 JET MACHINE REPAIR $ 76.73 ENTERGY 08/14/2019 9884 JUL 2019 WATER SEWER ELECTRIC USAGE $ 14,852.90 FERGUSON WATERWORKS 08/14/2019 9886 2" MVR MTR W/COMP BRZ HOT ROD W/5' HOT ROD $ 725.40 FERGUSON WATERWORKS 08/14/2019 9886 MI.NODE M RADIO W/5 FT NICOR CONNECTOR $ 104.00 DL GLOVER INC 08/14/2019 9880 TAMINA WATER VALVE LEAK REPAIR $ 29,955.25 SPRINT WASTE SERVICES 08/14/2019 9900 JUL 2019 SLUDGE HAULS $ 5,832.00 GRAINGER, INC. 08/14/2019 9887 LPS THERMAPLEX FOOD LUBE, NLGI GRADE:2 $ 255.60 EASTEX ENVIRONMENTAL LAB INC 08/14/2019 9883 JUL 2019 WATER TESTING $ 1,832.00 DSHS CENTRAL LAB MC2004 08/14/2019 9881 JUL 2019 WATER LAB TESTING $ 441.15 CENTERPOINT ENERGY 08/14/2019 9875 JUL 2019 PINECROFT L/S-NAT GAS SERVICE $ 23.43 CENTERPOINT ENERGY 08/14/2019 9875 JUL 2019 RESEARCH FOREST L/S-NAT GAS SERVICE $ 25.21 CENTERPOINT ENERGY 08/14/2019 9875 JUL 2019 THORNWOOD L/S-NAT GAS SERVICE $ 25.21 CENTERPOINT ENERGY 08/14/2019 9875 JUL 2019 PARKGATE L/S-NAT GAS SERVICE $ 22.25 DXI INDUSTRIES, INC. 08/14/2019 9882 JULY 2019 CONTAINER RENTALS-CHEMICALS $ 495.00 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JUL 2019 VEHICLE FUEL- W/S $ 430.78 VALERO MARKETING AND SUPPLY CO. 08/14/2019 9905 JUL 2019 DIESEL FUEL-W/S $ 12.03 FORT BEND SERVICES INC. 08/20/2019 9923 PERASTALIC TUBE A1-3T $ 130.00 DXI INDUSTRIES, INC. 08/20/2019 9920 SULFUR DIOXIDE, 2000# - WWTP $ 753.75 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 FIX-A-FLAT $ 31.98 CSA TECHNICAL LLC 08/20/2019 9918 PINECROFT L/S STATION ALARM $ 300.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 12 X 8 X 12 CONCRETE PATIO PIER $ 26.08 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 GORILLA HEAVEY DUTY DUCT TAPE $ 8.48 ONE CALL CONCEPTS, INC. 08/20/2019 9930 JUL 2019 811 LINE LOCATE CALLS $ 43.50 CITY OF PANORAMA VILLAGE 08/20/2019 9916 APR-MAY-JUN 2019 CATAHOULA WELL EXPENSE $ 10,334.09 CITY OF PANORAMA VILLAGE 08/20/2019 9916 APR-MAY-JUN 2019 CATAHOULA WELL MONITORING $ 834.89 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 J.PEART - 2019 TML REGISTRATION FEE $ 320.00 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 4" BLACK CABLE TIES - 1000PK $ 21.67 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 #1 X 10' DBLE LOOP ZINC CHAIN $ 13.94 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 5/16" X 3 1/4" SS SCREW EYE $ 4.54 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 5" X 7" #104 SS CLAMP $ 11.88 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 NOZZLE PACK $ 8.98 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 1/2" X 4" X 6" HAMMER DRILL BIT $ 7.97 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3 1/2" DBL BOLT SNAP $ 7.92 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 SCOTCH MIRROR MOUNTING TAPE $ 4.70 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 5/16" LAG SHIELD (2PK) $ 3.68 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 3/4" X 3" ZINC SCREW EYES - 2PK $ 1.22 BRANCH BANKING AND TRUST CO. 08/20/2019 9912 LIGHT BULB ECOV 53W(75W) PAR30L $ 11.97 DXI INDUSTRIES, INC. 08/28/2019 9943 CHLORINE, 150# - WP #3 $ 732.27 DXI INDUSTRIES, INC. 08/28/2019 9943 CHLORINE, 150# - WP #4 $ 488.18 KENTECH INC 08/28/2019 9946 WP # 2 - AIR FILTER $ 78.32 KENTECH INC 08/28/2019 9946 WP #2 - BLOCK HEATER $ 815.89 $ 74,215.12 Function 50 - Water & Sewer Total: $ 83,663.12 Fund 600 - WATER / SEWER Total: Fund: 990 - PAYROLL FUND ESAD ARMS LLC 08/07/2019 9856 P.READE FIREARM PURCHASE $ 1,300.00 TEXAS CHILD SUPPORT 08/08/2019 DFT0010962 CHILD SUPPORT PAYROLL DEDUCTION $ 308.31 TEXAS CHILD SUPPORT 08/08/2019 DFT0010963 CHILD SUPPORT PAYROLL DEDUCTION $ 253.85 TEXAS CHILD SUPPORT 08/08/2019 DFT0010964 CHILD SUPPORT PAYROLL DEDUCTION $ 710.77 TEXAS CHILD SUPPORT 08/08/2019 DFT0010965 CHILD SUPPORT PAYROLL DEDUCTION $ 576.92 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010966 FIREARM REIMBURSMENT REUVERS DEDUCTION $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010967 FIREARM REIMBURSMENT LANGSTON DEDUCITON $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010968 FIREARM REIMBURSMENT-BROCKHOEFT $ 49.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010969 FIREARM REIMBURSEMENT-THOMPSON $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010970 FIREARM REIMBURSEMENT-BLEDSOE $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010971 FIREARM REIMBURSEMENT-GORDON $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010972 FIREARM REIMBURSEMENT-READE $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/08/2019 DFT0010973 FIREARM REIMBURSEMENT-COLLINS $ 50.00 INTERNAL REVENUE SERVICE 08/08/2019 DFT0010974 MEDICARE $ 4,001.02 INTERNAL REVENUE SERVICE 08/08/2019 DFT0010975 SOCIAL SECURITY $ 17,107.54 INTERNAL REVENUE SERVICE 08/08/2019 DFT0010976 FEDERAL W/H $ 12,980.81 INTERNAL REVENUE SERVICE 08/15/2019 DFT0010978 MEDICARE $ 116.00 INTERNAL REVENUE SERVICE 08/15/2019 DFT0010979 SOCIAL SECURITY $ 496.00 INTERNAL REVENUE SERVICE 08/15/2019 DFT0010980 FEDERAL W/H $ 151.70 INTERNAL REVENUE SERVICE 08/15/2019 DFT0010982 MEDICARE $ 93.58 INTERNAL REVENUE SERVICE 08/15/2019 DFT0010983 SOCIAL SECURITY $ 400.26 INTERNAL REVENUE SERVICE 08/15/2019 DFT0010984 FEDERAL W/H $ 72.98 ESAD ARMS LLC 08/20/2019 9921 L.COLLINS FIREARM PURCHASE $ 1,191.00 TEXAS CHILD SUPPORT 08/22/2019 DFT0010991 CHILD SUPPORT PAYROLL DEDUCTION $ 308.31 TEXAS CHILD SUPPORT 08/22/2019 DFT0010992 CHILD SUPPORT PAYROLL DEDUCTION $ 253.85 TEXAS CHILD SUPPORT 08/22/2019 DFT0010993 CHILD SUPPORT PAYROLL DEDUCTION $ 710.77 TEXAS CHILD SUPPORT 08/22/2019 DFT0010994 CHILD SUPPORT PAYROLL DEDUCTION $ 576.92 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0010995 FIREARM REIMBURSMENT REUVERS DEDUCTION $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0010996 FIREARM REIMBURSMENT LANGSTON DEDUCITON $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0010997 FIREARM REIMBURSEMENT-THOMPSON $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0010998 FIREARM REIMBURSEMENT-BLEDSOE $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0010999 FIREARM REIMBURSEMENT-GORDON $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0011000 FIREARM REIMBURSEMENT-READE $ 50.00 CITY OF SHENANDOAH GENERAL FUND 08/22/2019 DFT0011001 FIREARM REIMBURSEMENT-COLLINS $ 50.00 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011002 MEDICARE $ 4,059.62 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011003 SOCIAL SECURITY $ 17,357.98 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011004 FEDERAL W/H $ 13,754.08 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011006 MEDICARE $ 35.92 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011007 SOCIAL SECURITY $ 153.60 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011008 FEDERAL W/H $ 113.21 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011010 MEDICARE $ 137.18 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011011 SOCIAL SECURITY $ 586.60 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011012 FEDERAL W/H $ 549.46 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011014 MEDICARE $ 0.20 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011015 SOCIAL SECURITY $ 0.92 INTERNAL REVENUE SERVICE 08/22/2019 DFT0011016 FEDERAL W/H $ 0.88 AFLAC 08/28/2019 9935 AUG 2019 CREDIT ADJ $ (0.02) BLUE CROSS/BLUE SHIELD OF TEXAS 08/28/2019 9937 SEP 2019 MEDICAL ADJ $ (0.46) AFLAC 08/28/2019 9935 AFLAC AFTER TAX PAYROLL DEDUCTION $ 118.61 AFLAC 08/28/2019 9935 AFLAC PRETAX PAYROLL DEDUCTION $ 88.12 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 175.61 CLEAT 08/28/2019 9938 CLEAT PAYROLL DEDUCTION $ 60.00 COLONIAL LIFE & ACCIDENT INSURANCE 08/28/2019 9939 COLONIAL AFTERTAX PAYROLL DEDUCTION $ 357.17 COLONIAL LIFE & ACCIDENT INSURANCE 08/28/2019 9939 COLONIAL PRETAX PAYROLL DEDUCTION $ 115.49 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 EMPLOYEE DENTAL INSURANCE PAYROLL DEDUCTION $ 2,744.22 ICMA-RC 08/28/2019 9945 ICMA PAYROLL DEDUCTION $ 250.00 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 EMPLOYEE LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 399.55 BLUE CROSS/BLUE SHIELD OF TEXAS 08/28/2019 9937 EMPLOYEE MEDICAL INSURANCE PAYROLL DEDUCTION $ 42,343.79 TEXAS MUNICIPAL RETIREMENT SYSTEM 08/28/2019 9956 RETIREMENT (TMRS) PAYROLL DEDUCTION $ 33,789.75 TX POLICE CHIEF'S ASSOC. FNDTN 08/28/2019 9958 TPCA FOUNDATION PAYROLL DEDUCTION $ 17.00 UNITED HEALTHCARE 08/28/2019 9959 EMPLOYEE VISION INSURANCE PAYROLL DEDUCTION $ 326.24 TEXAS MUNICIPAL RETIREMENT SYSTEM 08/28/2019 9956 RETIREMENT (TMRS) PAYROLL DEDUCTION $ 962.80 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 DENTAL INSURANCE PAYROLL DEDUCTION $ 157.69 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 COUNCIL BASE LIFE INSURANCE PAYROLL DEDUCTION $ 13.60 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 12.60 BLUE CROSS/BLUE SHIELD OF TEXAS 08/28/2019 9937 COUNCIL MEDICAL INSURANCE PAYROLL DEDUCTION $ 3,112.56 UNITED HEALTHCARE 08/28/2019 9959 COUNCIL VISION INSURANCE PAYROLL DEDUCTION $ 22.98 AFLAC 08/28/2019 9935 AFLAC AFTER TAX PAYROLL DEDUCTION $ 118.61 AFLAC 08/28/2019 9935 AFLAC PRETAX PAYROLL DEDUCTION $ 88.12 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 172.21 CLEAT 08/28/2019 9938 CLEAT PAYROLL DEDUCTION $ 60.00 COLONIAL LIFE & ACCIDENT INSURANCE 08/28/2019 9939 COLONIAL AFTERTAX PAYROLL DEDUCTION $ 357.17 COLONIAL LIFE & ACCIDENT INSURANCE 08/28/2019 9939 COLONIAL PRETAX PAYROLL DEDUCTION $ 115.49 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 EMPLOYEE DENTAL INSURANCE PAYROLL DEDUCTION $ 2,723.37 ICMA-RC 08/28/2019 9945 ICMA PAYROLL DEDUCTION $ 250.00 ICMA-RC 08/28/2019 9945 ICMA PAYROLL DEDUCTION $ 313.05 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 EMPLOYEE LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 396.30 BLUE CROSS/BLUE SHIELD OF TEXAS 08/28/2019 9937 EMPLOYEE MEDICAL INSURANCE PAYROLL DEDUCTION $ 41,982.36 TEXAS MUNICIPAL RETIREMENT SYSTEM 08/28/2019 9956 RETIREMENT (TMRS) PAYROLL DEDUCTION $ 34,334.82 TX POLICE CHIEF'S ASSOC. FNDTN 08/28/2019 9958 TPCA FOUNDATION PAYROLL DEDUCTION $ 17.00 UNITED HEALTHCARE 08/28/2019 9959 EMPLOYEE VISION INSURANCE PAYROLL DEDUCTION $ 322.57 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 3.40 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 EMPLOYEE DENTAL INSURANCE PAYROLL DEDUCTION $ 20.85 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 EMPLOYEE LIFE, AD&D, BUY UP PAYROLL DEDUCTION $ 3.25 BLUE CROSS/BLUE SHIELD OF TEXAS 08/28/2019 9937 EMPLOYEE MEDICAL INSURANCE PAYROLL DEDUCTION $ 361.43 TEXAS MUNICIPAL RETIREMENT SYSTEM 08/28/2019 9956 RETIREMENT (TMRS) PAYROLL DEDUCTION $ 299.04 UNITED HEALTHCARE 08/28/2019 9959 EMPLOYEE VISION INSURANCE PAYROLL DEDUCTION $ 3.67 TEXAS MUNICIPAL RETIREMENT SYSTEM 08/28/2019 9956 RETIREMENT (TMRS) PAYROLL DEDUCTION $ 1,138.66 METLIFE SMALL BUSINESS CENTER 08/28/2019 9949 SEP 2019 DENTAL ADJ $ 1.54 UNITED HEALTHCARE 08/28/2019 9959 SEP 2019 VISION ADJ $ 22.02 UNITED HEALTHCARE 08/28/2019 9959 SEP 2019 VISION ADJ $ (0.09) $ 247,281.38
Fund 990 - PAYROLL FUND Total: $ 247,281.38
TOTAL: $ 1,010,683.80 COUNCIL MONTHLY REPORT DEPARTMENT: ADMINISTRATION MONTH: August 2019
SOCIAL MEDIA/COMMUNICATIONS
FACEBOOK City @ShenandoahTx
Followers in August 6819 Followers in July 6824 Gain Down 3, -0.004%
DATE SUBJECT REACH 8/2 Civic Club names Yard of the Month 628 8/2 Visitors are reporting auto burglaries 1299 8/5 Social Media Policy regarding postings 631 8/5 Police Blotter July 21-27 547 8/5 City Council Budget Workshop agenda 537 8/7 Power flickers in the neighborhood 713 8/7 Power is being brought back in most areas 945 8/8 Heat advisory continuing 706 8/9 Male a note 682 /9 SPD Police Blotter July 28- August 4 650 8/9 School lights are flashing for start of school 770 8/9 Heat advisory continues 521 8/10 City Council agenda 538 8/12 Heat advisory continues through 7 pm 669 8/12 SPD arrest auto thief 1136 8/16 Entergy claim help 451 8/16 City Council update 342 8/16 Click Shenandoah premieres August 19 1852 8/19 Special weather alert on thunderstorm 751 8/22 Be prepared to stop 2014 8/23 SPD Police Blotter Aug 6-12 542 8/23 MDD agenda 260 8/56 City Council agenda 286
1 Administration 8/26 Heat advisory 2145 8/26 There is now a 3 way stop at Grogans Mill and Wellman 305 8/26 Courts are being striped for pickleball 995 8/26 Three-way stop sign reminder 1102 8/26 Special weather statement 362 8/30 Updated weather alert 479 8/30 City Council update 301 8/30 SPD Police Blotter 428 TOTAL 23,587
IMPORTANT POINTS: Anything above 500 for Shenandoah can be considered a “viral” posting. This month, we had 22 postings. The City’s Facebook page, Shenandoah, TX was renamed Shenandoah, TX – City Government this month to recognize that it is an official communication outlet of the city of Shenandoah. It is an instrument for providing information to our residents unlike personal and business Facebook pages that are designed for the interchange of ideas and opinions.
FACEBOOK Civic Club @STxCivicClub
Followers in August 195 Followers in July 192 Gain Up 3, +1.5%
DATE SUBJECT REACH 8/2 August Yard of the Month 32 8/2 Heads up 68 8/5 Social Media posting policy 44 8/5 SPD Police Blotter 42 8/7 Heat advisory 16 8/8 Heat advisory 28 8/9 Last Adult Swim coming up 860 8/9 SPD weekly Police Blotter 37 8/9 Countdown is on 31 8/9 Heat advisory continues 15 8/12 Heat index soars as heat advisory continues 25 8/12 SPD arrest car thief 50 8/16 Entergy claim information 39 8/16 Council update 37 8/16 Click Shenandoah premiers August 19 28 8/19 Civic Club – special weather warning 9 2 Administration 8/22 Be prepared to stop 61 8/23 This week’s police blotter 40 8/23 Heat advisory on again 11 8/26 Pickleball courts being marked 18 8/26 Three way stop now installed at Wellman and Grogans 15 8/26 Weather alert 9 8/30 Weather update 7 8/30 Council update 42 TOTAL 1,564
IMPORTANT POINTS: Anything above 100 for the Civic Club can be considered a “viral” posting. This month, we had 1 viral postings.
TWITTER @ShenandoahTx
Followers in August 1489 Followers in July 1482 Gain Up 7, +0.5%
DATE SUBJECT REACH 8/2 Civic Club selects Yard of the Month 408 8/2 Take, lock and hide 242 8/5 Social Media posting policy 277 8/5 SPD Police Blotter July 21-27 224 8/6 Budget workshop agenda 207 8/7 Power flickers in the community 271 8/7 Entergy reports issue resolved 228 8/9 Week’s SPD police blotter 235 8/9 City Council agenda 219 8/12 SPD arrests car thief 201 8/16 Council update 179 8/22 New traffic pattern coming for Wellman 167 8/23 Weekly SPD police blotter 146 8/23 Council agenda 98 8/23 MDD agenda 101 8/26 Heat advisory issued again 165 8/26 Council meeting update 89 8/30 SPD Police Blotter 87 TOTAL 3,544
3 Administration WEBSITE Carousel banners: o Open Records Request o Subscribe to Notify Me o Watch Us on YouTube o Personalize Your Website Page o Next Current Event o Proposed 2019-20 Budget Subscribers o News Flash . City of Shenandoah News 103 (+7) . CVB News 80 (+8) . CVB Spotlight 58 (+3) . SPD Police Blotters 102 (+7) . Town Hall 88 (+6) o Agenda Center . City Council 71 (+2) . MDD 47 (+2) . P & 53 (+2) o Alert Center 30 o Calendars . CVB 48 . Event 62 . Pool Season 16 . Meetings 51 Visitors (August) Total to Date o 12,368 visits 44,491 visits o 1 min 35 sec avg. visit 1min 56 sec avg visit o 69% left after one page (bounced) 65%left after one. page (bounced) o 21,499 page views 96,008 page views o 858 searches 3,726 total searches o 8 downloads 89 downloads
PRESS RELEASES
Date Description 8/3 Auto burglaries being reported 8/3 Man arrested for car theft 8/4 SPD Police Blotter July 28- Aug 3 8/11 SPD Police Blotter August 4-10 8/15 City Council Update 8/18 SPD Police Blotter Aug 11-17 8/24 City restructures police department 8/24 Entergy Damage Claim Help 8/24 City launches new Click Shenandoah 8/26 P&Z Meeting update 8/29 Council update 4 Administration
ArchiveSocial, archiving source
Starting with the 2017-18 budget year, ArchiveSocial is a program that allows us to archive postings in our social media accounts for public information requests or historical reference.
August 9 new records Prior 6-month averaging: 532 records/month
Currently Archiving: Three Facebook pages: City Facebook page: Shenandoah, Tx Civic Club Facebook page: Shenandoah Civic Club CVB Facebook page: Visit Shenandoah TX
Two Facebook owner accounts: STX Shenandoah Shenandoah CVB
Two Twitter accounts: City account: @ShenandoahTX CVB account: @shenandoahcvb
One Instagram account: Visitshenandoahtx
One You Tube account: City of Shenandoah, Texas
The two biggest sources of records archived are City Facebook and City YouTube.
YouTube City Council Meetings and Other
Subscribers in August 65
Subscribers in July 64
Change Up 1, +1.5% Fun Facts:
For August, watch time was 7,718 DATE VIEWS minutes For August, average view duration was City Council 8/9/19 – Budget Workshop 93 15 minutes 11 seconds City Council 8/10/19 – Budget Workshop 119 For August, top view sites: US (100%) City Council 8/14/19 71 For August, top devices used: computer (50.7%), mobile (26.4%), City Council 8/28/19 95 TV (6%), tablet (16.2%) TOTAL VIEWS to date 8,230 For August, on demand (4,140 min) vs. live (3,578 min) TOTAL MINUTES to date 73,332
AVG. VIEW DURATION to date 8:23 minutes
5 Administration
NEXTDOOR, agency account (information only)
Subscribers in August 772 (by area) Change Up 27, +3.6% Subscribers in August (by neighborhoods) Northline Oaks 39 (+0) Grogan’s Forest 605(+25) The Woodlands 4 (+0) Shenandoah 124 (+2)
DATE SUBJECT VIEWS
8/2 Civic Club announces Yard of the Month 92 8/2 Take. Lock. Hide 167 8/5 Social media posting policy 103 8/5 SPD Police Blotter 24 8/7 Flickers resolved says Entergy 142 8/9 SPD Police Blotter 102 8/9 School flashings being tested 34 8/12 SPD arrests car thief 156 8/16 Entergy damage claim help 129 8/16 Council update 81 8/21 Wellman-Grogans Mill sign coming 107 8/23 SPD Police Blotter 67 8/26 Heat advisory in effect 99 8/28 City Council Update 54 8/30 SPD Police Blotter 52 TOTAL 1,409 Postings are only as agency; we cannot monitor citizen postings.
6 Administration INFORMATION TECHNOLOGY (IT)
General Support There were 17 IT requests for service in the month of August.
Category/Service Service Calls Completed Application/Software 3 Computer/Hardware 4 Desk Phone / Mobile Phone 0 Door Access / Security Cameras 1 Email Issue 0 Employee Entry / Exit Form 1 General IT Requests 6 Internet/Network 0 Police MDT/Mobile Data 0 In-Car Video/Watchguard 1 Printer / Copier / Scanner 1 User Login/Password 0
Total 17
OPEN RECORD REQUESTS
7 Administration The City received 39 record requests during the month of August as shown below.
DATE DATE REQUESTER DESCRIPTION COMPLETED 8/1/2019 Carole Bartholomew Building Permit Report for the month of July, 2019 8/1/2019 8/2/2019 Suma Sureshchandra Building Permit Report for the month of July, 2019 8/2/2019 8/2/2019 Zoe Yalcin Purchasing Records 3/7/19-Present 8/2/2019 8/2/2019 Andrew Christman All Shenandoah addresses 8/5/2019 8/2/2019 Christine Ostrowski Building Permit Report for the month of July, 2019 8/2/2019 8/6/2019 Keyma Bullock Construction Drawings for Portofino Plaza 8/9/2019 8/7/2019 Leah Overall Building Permit Report for the month of July, 2019 8/7/2019 8/7/2019 Christine Hanna Metropark Public Improvement District: debt service 8/20/2019 8/8/2019 Kim Love Municipalschedule & Court updated Report fund balances as of 9/30/2018 8/12/2019 8/9/2019 Tyler Epstein All notices to Cease and Desist in the last twelve months 8/12/2019 8/9/2019 Tyler Epstein Allfrom notices 08/01/2018 to vacate to 08/09/2019in the last twelve months from 8/12/2019 8/9/2019 Tyler Epstein All08/01/2018 water/utility to 08/09/2019 disconnects in the last twelve months 8/12/2019 from 08/01/2018 to 08/09/2019 8/9/2019 Tyler Epstein All code violations in the last twelve months from 8/12/2019 08/01/2018 to 08/09/2019 8/12/2019 Jean Teague Budget Workshop Handouts 8/26/2019 8/12/2019 Jean Teague Social Media Archives 8/26/2019 8/12/2019 Jean Teague Activity Logs for Facebook Pages 8/26/2019 8/12/2019 Jean Teague Communication with Blocked Users 8/26/2019 8/14/2019 Mary Ann Douglas Demolition Permit for 523 Rosewood Dr (pool) 8/14/2019 8/14/2019 Xavier Chavez PD Videos #19M004297 8/20/2019 8/15/2019 Sophonia Price RFP for HR Consulting 8/15/2019 8/16/2019 Jean Teague Gresham Personnel File 8/30/2019 8/16/2019 Jean Teague Communications - Gresham 8/30/2019 8/16/2019 Jean Teague Notes (90 days) - Gresham 8/30/2019 8/16/2019 Jean Teague Agreements & Letters - Gresham 8/30/2019 8/19/2019 Raphael Ortega Plans - 104 Silverwood Ranch Estates 8/19/2019 8/15/2019 Collin Evans PD File - Collins 8/28/2019 8/20/2019 Gil Gonzalez Home Depot Sign Permits 8/20/2019 8/20/2019 Korey Drumm PD Report #10M000753 8/21/2019 8/20/2019 Lisa Pantalone Body Cam Video of MVA 8/20/2019 8/20/2019 Root Insurance Video - Hoffman Incident on 8/6/19 8/21/2019 8/21/2019 Nikita Nichols PD Report #19M004800 8/21/2019 8/22/2019 Michael Eshelman PD Report #19M004783 8/22/2019 8/22/2019 Deanna Merryman SUP 19333 David Memorial 8/22/2019 8 Administration 8/23/2019 RCM Incident Report 8/23/2019 8/27/2019 Alan Rhodes ADA Report 9/9/2019 8/28/2019 Mary Douglas Pool Demo Permit 8/28/2019 8/29/2019 Lesley Gillum Active Commercial Permits 8/30/2019 8/29/2019 Jessica Shorten Entergy Presentation 8/29/2019 8/26/2019 TxDFPS PD Report #10M000131 & #10M000712 8/29/2019
HUMAN RESOURCES
Budgeted Year Separations Turnover Ratio Fillable Positions 2016 50 10 20% 2017 51 11 21.6% 2018 54 4 7.4% 2019 (to date) 55 1 1.8%
SUBMITTED BY:
9 Administration Council MONTHLY REPORT
DEPARTMENT: Finance
MONTH: August 2019
REVENUE
General Fund sales tax receipts received in July, reported in September are up 1.70% over the same month in 2018. Decreases from the previous year are shown in red. Significant changes from current year to previous year are primarily a result of a change in taxpayers.
General Fund Sales Tax ‐ 7 Year Comparison Sales Tax Sales Tax Sales Tax Sales Tax Sales Tax Sales Tax Sales Tax FY 2012‐2013 FY 2013‐2014 FY 2014‐2015 FY 2015‐2016 FY 2016‐2017 FY 2017‐2018 FY 2018‐2019 OCT 369,391.25 394,342.33 398,463.01 529,234.52 466,912.55 385,742.59 436,594.28 NOV 457,850.00 508,617.69 456,877.76 566,140.52 472,341.01 495,956.78 522,751.85 DEC 392,284.71 408,659.61 385,601.00 569,854.76 436,159.11 476,181.30 511,522.98 JAN 358,544.76 420,523.80 395,068.35 511,995.45 448,458.28 512,637.50 492,914.83 FEB 546,714.39 613,223.58 559,795.01 670,777.67 562,788.89 601,151.52 585,556.53 MAR 366,007.27 348,002.56 351,977.96 453,860.55 394,952.57 408,862.33 446,044.49 APR 360,029.06 353,675.15 596,287.50 407,769.31 393,008.04 435,325.51 430,535.67 MAY 497,834.09 532,982.48 716,952.48 540,870.98 506,830.45 579,460.26 552,084.98 JUN 397,331.40 515,915.97 551,161.85 444,484.92 403,627.18 885,399.08 504,229.58 JUL 403,084.53 418,467.34 475,396.14 422,558.02 423,618.29 536,123.76 482,478.25 AUG 514,693.41 469,711.82 627,396.71 528,924.55 516,593.06 546,764.42 528,047.73 SEPT 406,130.59 437,844.65 541,138.70 434,327.21 449,659.93 491,282.24 499,632.39 TOTAL 5,069,895.46 5,421,966.98 6,056,116.47 6,080,798.46 5,474,949.36 6,354,887.29 5,992,393.56
The chart below plots a seven‐year history of sales tax revenue from the 2012‐2013 fiscal year to the current fiscal year. General Fund Sales Tax 7‐Year History
1,000,000.00 900,000.00 800,000.00 700,000.00 600,000.00 500,000.00 400,000.00 300,000.00 200,000.00 100,000.00 0.00 OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEPT
FYE 2019 FYE 2018 FYE 2013 FYE 2014 FYE 2015 FYE 2016 FYE 2017
Finance Department 1
Shenandoah Municipal Development District (MDD) sales tax receipts received in July, reported in September are up 4.27% over the same month in 2018. Decreases from the previous year are shown in red. Significant changes from current year to previous year are primarily a result of a change in taxpayers.
Municipal Development District Sales Tax ‐ 7 Year Comparison Sales Tax Sales Tax Sales Tax Sales Tax Sales Tax Sales Tax Sales Tax FY 2012‐2013 FY 2013‐2014 FY 2014‐2015 FY 2015‐2016 FY 2016‐2017 FY 2017‐2018 FY 2018‐2019 OCT 126,891.50 132,531.91 134,121.98 176,792.05 148,740.99 129,281.89 146,950.75 NOV 143,100.77 155,593.35 137,039.48 179,873.46 142,252.94 164,103.61 180,771.96 DEC 134,331.77 130,963.08 129,069.45 190,743.79 146,576.50 159,833.39 172,461.06 JAN 119,334.34 140,870.35 132,715.53 172,779.54 151,645.82 159,154.91 165,765.46 FEB 174,244.21 194,711.99 175,420.84 212,442.67 172,758.57 199,847.14 194,183.48 MAR 122,620.90 116,577.23 117,910.59 150,369.51 132,930.14 136,863.98 150,051.70 APR 121,105.17 119,859.74 199,614.21 136,812.78 133,298.06 147,610.07 144,266.74 MAY 163,670.43 167,939.73 229,109.08 170,507.99 159,755.34 192,839.04 183,504.67 JUN 134,934.74 154,665.14 185,611.00 148,191.12 144,141.89 187,959.08 173,157.86 JUL 136,413.94 140,109.37 159,123.20 141,933.67 143,212.27 177,469.43 162,828.18 AUG 164,059.76 144,599.73 197,857.45 165,575.36 162,982.51 179,143.98 175,474.58 SEPT 137,281.10 146,173.09 180,695.27 145,925.17 149,025.29 164,145.34 171,161.70 TOTAL 1,677,988.63 1,744,594.71 1,797,592.81 1,991,947.11 1,787,320.32 1,998,251.86 2,020,578.14
The chart below plots a seven‐year history of MDD sales tax revenue from the 2012‐2013 fiscal year to the current fiscal year.
Municipal Development District 7 Year Historical 250,000.00
200,000.00
150,000.00
100,000.00
50,000.00
0.00 OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEPT
FYE 2019 FYE 2018 FYE 2017 FYE 2016 FYE 2015 FYE 2014 FYE 2013
Finance Department 2
Mixed Beverage tax receipts received for the past seven years are detailed below. Decreases from the previous year are shown in red.
Mixed Beverage Revenue ‐ 7 Year Historical FY 2012‐2013 FY 2013‐2014 FY 2014‐2015 FY 2015‐2016 FY 2016‐2017 FY 2017‐2018 FY 2018‐2019 OCT 32,110.43 49,367.66 59,453.27 59,926.12 60,986.07 64,378.92 73,161.11 JAN 32,504.04 51,138.78 58,912.43 57,476.93 66,379.59 75,607.85 71,364.25 APR 35,517.19 58,740.02 68,036.47 63,028.71 71,467.72 77,758.68 76,494.83 JUL 34,000.00 62,287.56 62,318.74 59,294.13 68,580.98 73,206.92 77,980.89
Total 134,131.66 221,534.02 248,720.91 239,725.89 267,414.36 290,952.37 299,001.08
Finance Department 3 The City currently has 27 businesses that hold a mixed beverage permit. Hooters has recently closed. Below is a gross receipt listing from this June as compared to the same month in the previous year. Mixed Beverage Monthly Gross Receipts by Vendor JULY JULY 2018 2019 DIFFERENCE Receipts Wine Receipts Receipts Receipts Receipts Wine Receipts Receipts Receipts TWIN PEAKS $80,649.00 $2,428.00 $163,289.00 $246,366.00 $86,777.00 $2,966.00 $178,974.00 $268,717.00 $22,351.00 PAPPASITOS $119,927.00 $6,589.00 $25,711.00 $152,227.00 $127,742.00 $5,839.00 $25,860.00 $159,441.00 $7,214.00 PAPPADEAUX $77,898.00 $40,103.00 $24,017.00 $142,018.00 $83,202.00 $40,050.00 $24,151.00 $147,403.00 $5,385.00 GOODE COMPANY $75,372.00 $5,926.00 $14,985.00 $96,283.00 $69,549.00 $7,123.00 $14,020.00 $90,692.00 ($5,591.00) BJ'S $26,842.00 $10,209.00 $34,666.00 $71,717.00 $27,894.00 $10,038.00 $30,990.00 $68,922.00 ($2,795.00) CHUY'S $52,506.00 $1,192.00 $9,869.00 $63,567.00 $62,424.00 $816.00 $9,563.00 $72,803.00 $9,236.00 GUADALAJARA $69,581.00 $3,926.00 $13,875.00 $87,382.00 $73,710.00 $3,507.00 $13,762.00 $90,797.00 $3,415.00 LUPE TORTILLA $72,114.00 $3,979.00 $17,129.00 $93,222.00 $72,904.00 $4,167.00 $17,376.00 $94,447.00 $1,225.00 BUFFALO WILD WINGS $15,192.00 $685.00 $36,647.00 $52,524.00 $52,524.00 FIELDING'S WOOD GRILL $38,156.00 $12,961.00 $11,825.00 $62,942.00 $33,392.00 $13,096.00 $12,118.00 $58,606.00 ($4,336.00) MAIN EVENT $45,756.00 $2,716.00 $40,130.00 $88,602.00 $47,024.00 $3,560.00 $35,790.00 $86,374.00 ($2,228.00) SALTGRASS STEAKHOUSE $27,351.00 $11,004.00 $12,076.00 $50,431.00 $31,405.00 $13,564.00 $12,163.00 $57,132.00 $6,701.00 MI RANCHO $44,613.00 $792.00 $10,409.00 $55,814.00 $47,370.00 $757.00 $9,658.00 $57,785.00 $1,971.00 BUCA DE BEPPO $6,914.00 $10,906.00 $2,571.00 $20,391.00 $4,515.00 $10,375.00 $3,066.00 $17,956.00 ($2,435.00) HOOTERS $5,768.00 $142.00 $18,333.00 $24,243.00 $0.00 $0.00 $0.00 $0.00 ($24,243.00) BABIN'S SEAFOOD HOUSE $17,851.00 $8,369.00 $5,957.00 $32,177.00 $18,941.00 $9,380.00 $5,144.00 $33,465.00 $1,288.00 EL BOSQUE $11,777.00 $249.00 $4,392.00 $16,418.00 $12,502.00 $285.00 $3,656.00 $16,443.00 $25.00 JOHNNY'S ITALIAN STEAK HOUSE $10,856.00 $5,469.00 $6,967.00 $23,292.00 $9,150.00 $4,969.00 $3,611.00 $17,730.00 ($5,562.00) RED LOBSTER $9,624.00 $4,064.00 $3,490.00 $17,178.00 $8,755.00 $3,616.00 $2,680.00 $15,051.00 ($2,127.00) RED ROBIN $4,938.00 $591.00 $6,007.00 $11,536.00 $4,263.00 $739.00 $5,041.00 $10,043.00 ($1,493.00) CASA MEDINA $9,802.00 $144.00 $2,643.00 $12,589.00 $11,115.00 $172.00 $3,582.00 $14,869.00 $2,280.00 OUTBACK STEAKHOUSE $7,792.00 $4,915.00 $6,150.00 $18,857.00 $7,773.00 $4,595.00 $4,636.00 $17,004.00 ($1,853.00) ANOTHER BROKEN EGG $5,801.00 $9,377.00 $0.00 $15,178.00 $6,355.00 $10,974.00 $0.00 $17,329.00 $2,151.00 COURTYARD $2,273.00 $1,267.00 $1,352.00 $4,892.00 $3,341.00 $1,993.00 $2,195.00 $7,529.00 $2,637.00 MIA'S TABLE $0.00 $0.00 $0.00 $0.00 $3,681.00 $2,265.00 $3,119.00 $9,065.00 $9,065.00 AVENIDA BRAZIL CHURRASCARIA $5,801.00 $9,377.00 $0.00 $15,178.00 $4,841.00 $4,093.00 $632.00 $9,566.00 ($5,612.00) AMC METROPARK 10 $0.00 $0.00 $0.00 $0.00 $7,507.00 $1,798.00 $5,666.00 $14,971.00 $14,971.00 KILLEN'S STEAKHOUSE $0.00 $0.00 $0.00 $0.00 $28,898.00 $60,233.00 $1,863.00 $90,994.00 $90,994.00 TOTALS $829,962.00 $156,695.00 $435,843.00 $1,422,500.00 $910,222.00 $221,655.00 $465,963.00 $1,597,658.00 $175,158.00
Past comptroller reports did not disclose amount. 4 As of August 31, 2019 the City’s outstanding property taxes totaled $49,979.96. Of this amount, $49,811.70 is from 2007 to 2019 and $168.26 is from years prior to 2007. The table below shows the remaining balances as reported on the tax collector’s monthly report.
Outstanding Property Tax Report FY 2018‐2019 2007 to Present Prior to 2007 Total Change from Prev Change from Change from Prev Month Balance Balance Balance Month Prev Month Month OCT 2,002,766.75 1,959,592.60 176.28 0.00 2,002,943.03 1,959,592.60 NOV 1,928,476.30 ‐74,290.45 176.28 0.00 1,928,652.58 ‐74,290.45 DEC 1,437,238.45 ‐491,237.85 176.28 0.00 1,437,414.73 ‐491,237.85 JAN 490,176.33 ‐947,062.12 176.28 0.00 490,352.61 ‐947,062.12 FEB 100,720.25 ‐389,456.08 176.28 0.00 100,896.53 ‐389,456.08 MAR 88,475.33 ‐12,244.92 176.28 0.00 88,651.61 ‐12,244.92 APR 59,011.89 ‐29,463.44 168.26 ‐8.02 59,180.15 ‐29,471.46 MAY 54,901.62 ‐4,110.27 168.26 0.00 55,069.88 ‐4,110.27 JUN 53,740.06 ‐1,161.56 168.26 0.00 53,908.32 ‐1,161.56 JUL 50,068.86 ‐3,671.20 168.26 0.00 50,237.12 ‐3,671.20 AUG 49,811.70 ‐257.16 168.26 0.00 49,979.96 ‐257.16 SEPT 0.00 0.00 0.00 0.00 0.00 0.00
The table below shows other revenue receipts for the month of August. Most franchise fees are received on a quarterly basis but may not follow the quarters of the calendar year.
Other Revenue Ending August 31, 2019 Monthly Activity YTD Budgeted Amount Development Fees: 3,600.00 24,475.00 8,000.00 Property Taxes: 1,218.00 1,180,188.07 903,692.00 Mixed Beverage Tax: 0.00 299,001.08 287,100.00 Building Permit: 257,234.15 901,382.35 450,000.00 Other Permits: 1,275.00 14,810.00 15,000.00 Gas Franchise: 0.00 36,761.25 30,000.00 Electric Franchise: 265,185.73 265,185.73 275,100.00 Cable Franchise: 6,812.49 28,759.26 32,000.00 Telephone Franchise: 27,906.64 138,414.23 125,000.00 Trash Collection: 2,938.77 28,031.90 28,044.00 Recycling: 3,075.70 29,998.81 37,901.00 Code Enforcement Violation 0.00 455.00 1,200.00 Pool Use Fees: 4,593.18 9,800.18 13,599.00 Court Fines: 539.97 8,253.72 10,000.00 Court Fees: 204.99 2,830.92 5,000.00 Interest: 444.10 24,196.94 5,000.00 Leases: 1,250.00 14,500.00 12,000.00 Undesignated Revenue: 3,801.52 40,341.31 25,000.00 Payment in Lieu of Taxes: 0.00 47,838.66 40,000.00 Proceeds/Sale of Cap. Assets: 0.00 42,460.00 45,000.00
Finance Department 5 All revenue percent remaining will show as a negative due to the software system requirements. These numbers are subject to change due to end of year accounts payable and audit adjustments.
Budget Report For Fiscal: 2018‐2019 Period Ending: August 31, 2019
Current Total Period Fiscal Percent Budget Activity Activity Remaining Fund: 100 ‐ GENERAL FUND 00 ‐ Revenue 9,125,621.00 1,102,862.50 8,858,833.52 ‐2.92% 09 ‐ Shenandoah Business Association 8,000.00 0.00 0.00 100.00% 11 ‐ Administration 752,743.00 52,655.12 655,215.93 12.96% 12 ‐ Finance 231,863.00 13,897.39 198,643.06 14.33% 14 ‐ Community Outreach 24,155.00 0.00 25,922.18 ‐7.32% 17 ‐ Non‐Department 3,377,449.00 543,382.59 2,679,201.71 20.67% 18 ‐ Fire Department 675,004.00 0.00 559,678.00 17.09% 21 ‐ Emergency Management 2,180.00 0.00 1,146.22 47.42% 22 ‐ Police 3,069,676.00 234,913.44 2,610,752.96 14.95% 23 ‐ Municipal Court 4,253.00 47.32 5,397.25 ‐26.90% 30 ‐ Public Works 965,557.00 83,703.15 835,883.26 13.43% 31 ‐ Swimming Pool 111,553.00 8,487.47 89,454.61 19.81% 32 ‐ Parks 23,880.00 6,977.37 20,267.57 15.13% 43 ‐ Community Development 445,280.00 32,907.11 423,143.15 4.97% 55 ‐ Technology 383,408.00 19,891.60 340,136.19 11.29% Fund: 101 ‐ TREE FUND 00 ‐ Revenue 0.00 0.00 0.00 0.00% 30 ‐ Public Works 0.00 0.00 125,496.45 0.00% Fund: 102 ‐ PARK BEAUTIFICATION FUND 00 ‐ Revenue 3,900.00 555.00 4,135.00 0.00% 30 ‐ Public Works 3,900.00 0.00 4,867.32 0.00% Fund: 120 ‐ EQUIPMENT REPLACEMENT FUND 00 ‐ Revenue 137,412.00 0.00 95,558.25 30.46% 22 ‐ Police 0.00 0.00 63,932.00 0.00% Fund: 130 ‐ BUILDING PERMITS TECHNOLOGY FUND 00 ‐ Revenue 0.00 1,160.00 7,940.00 0.00% 30 ‐ Public Works 0.00 0.00 0.00 0.00% Fund: 140 ‐ TRASH AND RECYCLING 00 ‐ Revenue 317,494.00 6,045.69 61,261.94 ‐80.70% 33 ‐ Trash & Recycling 291,250.00 23,393.64 233,636.87 19.78% Fund: 200 ‐ SPECIAL REVENUE 00 ‐ Revenue 1,533,450.00 118,762.59 1,359,873.88 ‐11.32% 45 ‐ Hotel / Motel 1,290,318.00 45,507.06 823,624.54 36.17% Fund: 300 ‐ DEBT SERVICE 00 ‐ Revenue 2,352,526.00 915,172.03 1,754,898.89 ‐25.40% 80 ‐ Debt Service 2,352,178.00 1,995,550.00 2,346,420.90 0.24% Fund: 400 ‐ CAPITAL PROJECTS GENERAL FUND 00 ‐ Revenue 2,396,790.00 400.00 1,550,003.80 ‐35.33% 45 ‐ Capital Purchases/Projects Hotel/Motel 0.00 0.00 0.00 0.00% 60 ‐ Capital Purchases/Projects General Fund 1,306,790.00 296,036.95 1,229,165.19 5.94% 61 ‐ Capital Purchases/Projects Water & Sewer 1,090,000.00 118,240.27 676,104.29 37.97% Fund: 500 ‐ DESIGNATED COURT FUNDS 00 ‐ Revenue 0.00 14.61 1,876.74 0.00% 23 ‐ Office Equip. & Furnishings‐Court‐Tech. Fund 0.00 0.00 0.00 0.00% Fund: 600 ‐ WATER / SEWER 00 ‐ Revenue 2,772,574.00 264,621.62 2,527,396.59 ‐8.84% 50 ‐ Water & Sewer 2,644,117.00 568,898.08 1,929,499.16 27.03% 51 ‐ Utility Billing 33,070.00 1,365.89 30,192.53 8.70%
Finance Department 6
FINANCIAL
Bank Balances The table below shows the account balances for all city bank accounts as of August 31, 2019.
City of Shenandoah Bank Accounts Ending Balances as of August 31, 2019 Wells Fargo Texpool Pooled Cash 11,809,849.71 General Fund 203,241.56 MDD 4,904,259.55 Hotel/Motel 215,098.19 Debt Service 34,713.99 Land Trust Fund Water/Sewer 34,175.83 Woodforest 3,493.75 MDD 1,143,879.29
As of August 31, 2019, the City has 17,312,310.16 in pledged securities with BNY Mellon which is 104% of all balances held in Wells Fargo.
Reserve Balance The reserve balance is calculated using cash balances and deducting liabilities; “days” are calculated using average monthly expenditures. This balance is subject to change daily.
Reserve Balance for Major Funds As of Date Fund Reserve Balance Days Operating 8/30/2019 100 ‐ General Fund 6,493,690.87 354.20 8/30/2019 200‐ Special Revenue (CVB) 3,610,621.38 3,094.81 8/30/2019 600‐ Water & Sewer 552,172.19 85.06 8/30/2019 801‐ Municial Development District 622,429.91 ‐
UTILITY BILLING
Revenue
Utility Billing Revenue Ending August 31, 2019 Monthly Activity YTD Budgeted Amount Water 130,388.00 1,153,222.00 1,499,820.00 Sewer 90,460.75 892,485.23 1,026,827.00 Penalty 1,573.90 14,858.54 24,000.00 Tap Fees 22,603.26 113,159.82 35,000.00 Temporary Water Meters 0.00 1,005.00 8,000.00 Groundwater Reduction Plan Fees 16,550.05 138,318.95 152,327.00 Lonestar Groundwater Conservation District 2,982.53 24,992.48 23,276.00
SUBMITTED BY: Lisa Wasner, Finance Director
Finance Department 7
COUNCIL MONTHLY REPORT
DEPARTMENT: SHENANDOAH POLICE August 2019
PATROL OPERATIONS I
The following is a breakdown of high-priority Shenandoah Police Department Patrol activities for August 2019. August 2019 High-Priority Calls Total: 1223
OFFENSE REPORTS 68
BURGLARY MOTOR VEHICLES 6
DISTURBANCES 12
DISPATCHED CALLS 343
ALARMS 49
TRAFFIC ACCIDENTS 56
DWI ARRESTS 4
CITIZEN CONTACTS 652
ARRESTS 33
TRAFFIC STOPS 250
0 100 200 300 400 500 600 700
PATROL OPERATIONS II PRIORITY CALLS YTD Per the request of City Council, the Shenandoah Police Department Officer yearly contact statistics are attached to this monthly report. See 2017 call totals, 2018 call totals, and 2019 priority calls year to date in the totals.
Page | 1 Police Department High-Priority Call History 2017-Present
2017 Year 4220
2018 Year 7717
2019 Year to Date 7370
0 1000 2000 3000 4000 5000 6000 7000 8000 9000
NOTES: Although the report parameters and format have changed slightly, a significant increase in officer contacts with citizens is observed due to an obvious increase in population and traffic volume within the last three years.
PATROL OPERATIONS III LICENSE PLATE READERS
August 2019
Accepted (HITS) Alarms- See Table Below
READER READS SEX OFFENDER HITS STOLEN VEHICLE STOLEN PLATE WARRANT UNIQUE HITS HITS HITS HITS Shenandoah Dr. 49,219 2 0 0 0 0 Fixed Wellman Rd Fixed 49,382 0 0 0 0 0 17-02 Mobile 32,186 30 1 0 0 0 17-03 Mobile 61,782 5 1 0 0 0 18-01 Mobile 59,830 20 1 0 0 0 Total YTD 252,399 Month Total 57 3 0 0 0
The table above shows number of HITS. All HITS require officers to accept HIT and take some type of action whether it be just observing an offender or other enforcement actions. Occasionally an officer may miss accepting a HIT if he or she is occupied with another type call for service. Not all HITS that are accepted are acted upon by the officer.
1. Sex offender license plates may HIT on multiple or all of the Shenandoah Police Department cameras on a variety of times, locations, dates resulting in multiple reads on HITS. The LPR cameras will occasionally double read on a license plate at the same location and time resulting in double reads on HITS. Most Sexual Offender HITS are single reads. The officers will accept the HIT but in nearly all instances, do not have any probable cause to stop or detain any of the sexual offender vehicles. Sexual Offenders cannot be stopped unless probable cause or reasonable suspicion for criminal activity exist. This information is used by law enforcement to observe these individuals in their daily activity.
The information can also serve an affirmative link to locations where criminal activity is occurring within the city if necessary. Sex crime investigations can benefit from LPR information when or if those crimes occur in the city
Page | 2 Police Department of Shenandoah. This information can also assist other jurisdictions where there is a need for the information during an open investigation or sexual offender compliance checks.
For August 2019, there were sixty (60) HITS, of which fifty-seven (57) were Sexual Offender HITS. There were two Sexual Offender license plate HITS that were fixed HITS. There were fifty-eight (58) Sex Offender license plate HITS that were mobile HITS.
2. LPR HITS with an actionable or report consequence. Note: Officers were not able to acquire many of the stolen vehicle HITS due to the officer’s location, direction of travel, and vehicle position at time of alert.
a. LPR hit on a confirmed stolen vehicle at the Tamina and IH-45 intersection. Short pursuit ensued that ended at 45 north bound service road and Sawdust, when the actor lost control of the vehicle and left the road. The white male actor then exited the vehicle and began to evade officers on foot. The actor was caught after a short foot chase and was arrested for Unauthorized Use of Motor Vehicle and Possession of Controlled Substance.
b. LPR HIT on confirmed stolen vehicle at the IH-45 NBSR and Ed English. Felony traffic stop was conducted, and a Hispanic male was arrested for Unauthorized Use of Motor Vehicle.
c. LPR HIT on stolen vehicle on IH-45 NBML at Tamina. Felony traffic stop was conducted, and it was determined that the vehicle had not been removed from the TCIC data base through Houston Police Department. The driver was released and HPD was contacted and the vehicle was removed from TCIC.
AREAS OF RESPONSIBILITY (AOR) OPERATIONS The following is a breakdown of AOR activities during the month of August 2019:
Total Time Spent in AOR July 2019
Total AOR Hours 198
AOR 7 25
AOR 6 20
AOR 5 23
AOR 4 57
AOR 3 31
AOR 2 18
AOR 1 24
0 50 100 150 200 250
Page | 3 Police Department AOR Continued:
Additional AOR Related Activities July 2019
Total 139
Community Outreach 1
Vacation Watches/Building Checks 138
0 20 40 60 80 100 120 140 160
AOR CONTACTS, EGOV ENTRIES, AND AOR FOLLOW UPS
Number of AOR Number of AOR AOR Post-Event General Contacts Specific EGOV Entries Follow-Ups
AOR #1 25 2 0
AOR #2 3 0 0
AOR #3 25 1 1
AOR #4 24 4 0
AOR #5 15 1 0
AOR #6 16 0 0
AOR #7 45 0 0
“AFTER-HOURS” CALLS FOR SERVICE
The City of Shenandoah received 42 “after hours” phone calls during August 2019. The Conroe Police Department Communications Center provides non-emergency after-hours dispatching services for the Shenandoah Police Department, which includes relay of information for Public Works issues.
Page | 4 Police Department SHENANDOAH PATROLS AND THE WOODLANDS TOWNSHIP ACTIVITIES
During the month of August 2019, Shenandoah officers conducted 424 residential patrols, 886 commercial patrols, and 233 dedicated AOR patrols. More than 1753 patrol hours that were specific to the City of Shenandoah were logged. There were an additional 342 patrols conducted within the extended service area with more than 369 hours of activity specific to The Woodlands Township, as demonstrated by the chart below:
PATROLS TRAFFIC ENFORCEMENT ASSISTS/ CALLS TOTAL TIME
342 20 22 369:34
Total time dedicated to The Woodlands Township service: 369:34 hours/13.2 hours per day. The “per day” time is based upon a full 24-hour cycle, or two 12-hour shifts. Each shift is responsible for at least six hours of patrol time within the service agreement area, per shift, barring any critical issues affecting the City of Shenandoah.
TRAFFIC ENFORCEMENT OPERATIONS SHENANDOAH In August 2019, Shenandoah officers initiated 230 traffic stops while engaged in aggressive traffic enforcement activities within the city. Shenandoah Police Officers wrote 18 citations. The following table indicates general locations and number of traffic stops in conducted in each area.
AREA OF TRAFFIC ENFORCEMENT August 2019 July 2019 June 2019
North Bound Service Road and Eastern Commercial Areas 150 172 193
South Bound Service Road 28 23 18
Residential Areas 35 38 35
Interstate 45 Main Lanes 17 14 7
Total 230 247 253
Page | 5 Police Department CRIMINAL INVESTIGATIONS There were approximately 343 patrol dispatched complaints for the month of August 2019 with 68 complaints that required the initiation of a criminal offense report or an incident report. The 68 written reports are composed from the following complaints made to the Shenandoah Police Department: (Complaint numbers may differ from report numbers as not all complaints contain all the elements of a penal code offense or the complaint cannot be substantiated)
TYPE OF OFFENSE NUMBER OF INCIDENTS NUMBER OF INCIDENTS INITIATED INITIATED August 2019 July 2019 Burglary (Vehicle) 6 8
Criminal Mischief 2 2
Theft (Vehicle) 1 1
Fraud/Forgery/CC Abuse 3 3
Theft 14 14
Robbery 1 0
Narcotics 2 2
DWI 4 8
Public Intoxication 4 2
Assault/Family Violence 2 1
Arrests 33 30
Warrant Arrest 6 13
FSGI Report 1 4
Sexual Assault 0 1
Death investigation 1 1
Recovery of Stolen Vehicle 2 3
Recovery of Missing Person 0 1
Lost/Found Property 3 5
Sex Offender Compliance Check 1 1
Burglary of Building 3 3
Disturbance (All) 12 22
Page | 6 Police Department Continued:
During the month of August 2019, a total of 46 cases were generated. All reports were reviewed, including but not limited to the following offense types:
Assault – 2 Indecent Exposure - 0 Assist other agency - 1 Indecency with a Child – Burglary of a Building – 2 Narcotics – 2 Burglary of a Habitation - 0 Prostitution - 0 Burglary of Motor Vehicle – 2 Public Intoxication – 4 Criminal Mischief – 3 Recovery of Stolen Property - 0 Death investigation – 1 Recovery of Stolen Vehicle – 3 Disorderly Conduct - 0 Sexual Assault - 0 DWI – 4 Theft – 8 Found Property - 1 Theft of Motor Vehicle - 0 Fraud - 1 Warrant Service – 2 Hit and Run Accident – 2 Welfare Concern - 1
Pending Assigned Cases Pending Active Arrest Warrants
Gordon – 7 Gordon – 4 Thompson – 13 Thompson - 8
Cases of note
A bullet was fired through a house located in the 28600 block of Cedarwood. The case is still under investigation and the recovered bullet is currently being examined at the Montgomery County Sheriff’s Office Crime Lab.
A male victim was robbed by two female suspects, at the 19500 block of IH45. Numerous units, from several area agencies, responded and quickly located and detained the suspects. Both suspects were positively identified and arrested.
A multiagency task force was formed to combat the burglary of a motor vehicle issue, at targeted locations. The task force operated for several nights and no burglaries occurred. One arrest was made for possession of marijuana.
An LPR HIT, from the stationary unit on Wellman Road, has led to a possible suspect in a criminal mischief case that had occurred on Driftwood. The case is still under investigation.
Page | 7 Police Department CODE ENFORCEMENT ACTIVITIES
The following is a summary of the 61 E-GOV action items (not including sign plan reviews) submitted electronically to the Shenandoah Police Department in August 2019:
TYPE OF ACTION LINE REQUEST NUMBER OF ACTION NUMBER OF REQUESTS NUMBER OF REQUESTS UNRESOLVED LINE REQUESTS RESOLVED Animal Control 0 0 0 Grass Complaint 8 8 0 Code Enforcement 19 19 1 Vacation Watch 5 5 0 Graffiti 0 0 0 Non-Conforming Signs 17 17 0 Other 12 12 0 Junk Motor vehicle 0 0 0
Of the 61 action items submitted, 4 were submitted by citizens, none by City of Shenandoah employees, and 57 by City of Shenandoah Police Officers. In August 2019, no (0) property lien(s) were recorded for municipal ordinance violations (tall, weeds, and grass). 2 citation(s) were issued for city ordinance violations. There was two (2) forced mowing of yards in August 2019. There were 95 E-GOV action items (not including sign plan reviews) submitted electronically to the Shenandoah Police Department in July 2019. In addition, the Shenandoah Police Department’s Administrative Assistant issued the following permits and park reservations in August 2019:
Park Pavilion Permits 12 Wrecker Drivers 1 Wrecker Trucks 3 Residential Alarm Permits (Updated) 3 Commercial Alarm Permits (Updated) 2 Pet Permits 1
Page | 8 Police Department FIRE August 2019 INCIDENT INCIDENT DESCRIPTION April May June July August CODE 2019 2019 2019 2019 2019 111 Building Fire 1 142 Brush or brush and grass mixture fire 1 154 Dumpster or Outside Trash Receptacle Fire 1 143 Grass Fire 1 151 Outside Rubbish, Trash, or Waste Fire 1 130 Mobile Property Fire (vehicle) 1 1 300 Rescue EMS Incident, other 1 2 311 Medical Assist EMS Crew 38 42 31 28 41 320 EMS, Other 1 2 2 321 EMS Call Excludes MVA w/Injury 6 12 7 8 10 322 MVA With Injury 1 1 2 4 2 324 MVA No Injury 6 9 3 9 2 331 Lock In 1 1 352 Extricate Victim From Vehicle 353 Remove Person Stalled Elevator 1 410 Combustible/Flammable/Liquid Gas call 411 Gasoline or Other Flammable Liquid Spill 412 Gas Leak (Natural or LP) 1 2 1 422 Chemical Spill or Leak 440 Electrical Wiring/Equipment Problem, Other 1 444 Power Line Down 1 445 Arcing, Shorted Electrical Equipment 463 Vehicle Accident General Clean Up 500 Service Call, Other 510 Person in Distress, Other 521 Water Evacuation 531 Smoke or Odor Removal 551 Assist Police or Other Agency 553 Public Service 561 Unauthorized Burning 1 600 Good Intent Call, Other 3 2 611 Dispatched- Cancelled Enrt. 3 6 1 2 6 6111 Dispatched- Cancelled Enrt.-Automatic Alarm 10 10 3 8 2 6112 Dispatched- Cancelled Enrt. EMS Call 11 9 18 19 14 6113 Dispatched- Cancelled Enrt. MVA 6 6 1 1 622 No Incident Found Upon Arrival at Address 1 3 2 631 Authorized Controlled Burn 1 651 Smoke Scare, Odor of Smoke 1 1 661 EMS call, party transported by non-fire 1 671 HazMAT release investigation w/no HazMat 1 700 False Alarm or False Call, Other 2 1 4 1 2 730 System Malfunction, Other 1 1 1 733 Smoke Detector Activation-Malfunction 3 1 1 2 734 Heat Detector Activation- Malfunction 1 1 735 Alarm System Sounded Due to Malfunction 3 5 4 2 1 740 Unintentional Transmission of Alarm, Other 2 2 743 Smoke Detector Activation, No Fire or Malice 1 2 2 2 1 744 Detector Activation, No Fire, Unintentional 1 1 745 Alarm System Activation, No Fire, No Malice 2 7 2 3 1 746 Carbon Monoxide Detector Activation No CO TOTAL INCIDENT COUNT 86 122 103 102 96
Page | 9 Police Department SHORT TERM RENTALS
The department checked the following addresses on August 11th, 2019 for municipal ordinance violations, criminal offense reports, and calls for service within the Caliber Report Management System, EGOV system, and Computer Aided Dispatch System (Spillman) call incidents.
No records of calls or reports were observed for August 2019 in reference to any short-term rental. Short term rental web sites checked that are available to the department for inquiry include AirBnb, VRBO, Home Away, Rent by Owner, and WIMDU.
The 28923 Pecan Circle home is back on VRBO plus one previously identified home that remains on the above sites. These two homes are the only ones that can be identified. It is important to note that the web sites do no list addresses of the privately-owned homes and many of the advertisements do not show photographs of the exterior of the available homes. The department is also attempting to identify advertisements for room rental in private homes within the city of Shenandoah, but none have been identified as of the report date.
The department has no real estate database or subscription allowing access to a portal where information can be obtained inside the real estate community. This is the only residence that is currently advertised as short-term rental.
1. 515 Thornwood No calls for service or code violations
2. 28923 Pecan Circle No calls for service or code violations
Submitted by
Page | 10 Police Department
Council MONTHLY REPORT
DEPARTMENT: Public Works
MONTH: august 2019
PUBLIC WORKS
During this month, Public Works staff responded to 75 requests for service submitted through the City’s E-Gov software. Of those requests for service 22% were generated from outside City Hall.
Public Works staff ran the street sweeper five times this month. The table below records the debris recovered, diesel used, hours swept, and the volume of water used.
Date Swept Diesel Used Hours Collected Amount Water Used (gallons) Swept (cubic yards) (gallons) 8/01/2019 12 4 12 150 8/08/2019 7 3 4 150 8/15/2019 14 4 4 150 8/22/2019 12 4 8 300 8/30/2019 10 3 8 150
AUGUST 55 18 36 900
In August, there were five cuts of the irrigated areas (those areas of the City with sprinkler systems), and four cuts of the non-irrigated areas. Once a week LandCare’s staff checks these areas and picks up any debris.
In March 2018 the City became a member of Lone Star 811. The chart below shows the number of requests the City has received to locate our water and sewer lines from contractors before they dig.
LINE LOCATE REQUESTS
142 129 119 122 122 113 103 103 104 95 90 87 88 75 71 71 69
44
JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC
2018 REQUESTS 2019 REQUESTS
Page | 1 Public Works Department
Pool data is recorded in the following charts.
2019 POOL COUNTS
3500
3000
2500
2000
1500
1000
500
0 MAY JUNE JULY AUG SEPT
RESIDENTS NON RESIDENTS GUESTS
Average Hourly Usage 2019
60
50
40 MAY
30 JUNE JULY
AUG 20 SEPT
10
0 11:00 noon 1:00 2:00 3:00 4:00 5:00 6:00
Page | 2 Public Works Department
WATER & SEWER
Water and sewer data is reported on monthly reports as calendar months except for the average residential water use and the water loss data which are reported for the billing month as these data points are based on use data which is only available on a billing month cycle.
Groundwater production for the calendar month of August was approximately 41.5 million gallons with an average daily use of 1,134,000 gallons. The average residential water use for the billing month was 10,000 g allons. The next chart shows the average residential water use for each month compared to previous months.
AVERAGE RESIDENTIAL WATER USE 18,000 16,000 14,000 PUMPED
12,000 10,000 WATER 8,000 OF 6,000 4,000 2,000
GALLONS 0 JANUARY MARCH MAY JULY SEPTEMBER NOVEMBER MONTH
2015 2016 2017 2018 2019
The next chart shows how much residential water sales have accounted for. In August 2018 residential water sales accounted for 27.84% of all water sales compared to 29.07% for the current month.
% RESIDENTIAL WATER SALES 45% 40% 35% PUMPED 30% 25% WATER 20% OF 15% 10% 5% GALLONS 0% JANUARY MARCH MAY JULY SEPTEMBER NOVEMBER MONTH 2015 2016 2017 2018 2019
Page | 3 Public Works Department
The next two charts show the daily pumpage data compared to previous years. Through August the City has pumped 226.8 million gallons of water this year. Last year during the same period the City pumped 256.2 million gallons.
AUGUST COMPARISON DAILY PUMPAGE TOTAL
3000
2500 (1000s)
2000
1500 PUMPED
1000
500 GALLONS 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DAY OF MONTH AUGUST 2018 DAILY PUMPAGE AUGUST 2019 DAILY PUMPAGE
ANNUAL WATER PUMPAGE YTD TOTALS 400000 350000 (1000S) 300000 250000 PUMPED
200000 150000 100000 GALLONS 50000 0 2015 2016 2017 2018 1/1/2018 - 8/31/2018 1/1/2019 - 8/31/2019
Page | 4 Public Works Department
The next charts show the daily pumpage compared with rain and monthly pumpage totals.
DAILY PUMPAGE AUGUST 2019 1800 8 1600 7 1400
(1000s) 6 1200 5 (INCHES)
1000 4 800 PUMPED
RAIN
3 600 400 2 200 1 DAILY GALLONS 0 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DAY OF MONTH DAILY PUMPAGE TOTAL DAILY RAIN TOTAL
MONTHLY PUMPAGE TOTALS 60,000,000
50,000,000
40,000,000 PUMPED
30,000,000
20,000,000 GALLONS
10,000,000
0 January March May July September November MONTH 2015 2016 2017 2018 2019
Page | 5 Public Works Department
The water loss for the month of August was 12.04%. The next chart compares the loss rate to previous years.
WATER LOSS YEAR TO DATE 20% 18% 16% PUMPED 14% 12% 10% WATER 8% OF 6% 4% 2% GALLONS 0% JANUARY MARCH MAY JULY SEPTEMBER NOVEMBER MONTH 2015 2016 2017 2018 2019
The City’s wastewater treatment plant flowed 1 9 . 3 million gallons this month for an average of 623,452 gallons per day. Through the year, the City has treated 150.2 million gallons. The next chart shows the daily flow at the treatment plant and daily.
WWTP DAILY FLOW AUGUST 2019 1200 9.00 8.00 1000 7.00 800 6.00 5.00 FLOW 600 (INCHES)
4.00 400 3.00 DAILY 2.00 RAIN 200 1.00 0 0.00 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DAY OF MONTH 24 Hour Flow Rain (inches)
Page | 6 Public Works Department
Through A u g u s t 3 1 s t the City has registered 44.65 inches of rain at the treatment plant compared to 44.49 and 73.09 inches in previous years. The next chart summarizes rainfall from previous years.
YEARLY RAIN TOTALS 90.0
80.0
70.0
60.0
50.0
40.0
30.0
RAIN AMOUNT (INCHES) 20.0
10.0
0.0 2015 2016 2017 2018 1/1/2018‐ 7/31/2018 1/1/2019 ‐ 8/31/2019
The City “recovered” over 43.43 % of the water pumped at the treatment plant. The next chart compares the monthly percent recovery to previous years.
% PUMPED WATER TREATED AT WWTP COMPARISON MONTH TO MONTH
100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% % OF PUMPED WATER TREATED AT WWTP % OF PUMPED WATER TREATED January March May July September November MONTH 2015 2016 2017 2018 2019
Our water system has been reviewed by TCEQ and rated to be a Superior water system.
Page | 7 Public Works Department
CAPITAL PROJECTS & INFRASTRUCTURE
PROJECTS UNDER DESIGN
Transportation Coordination Meeting (Tamina, David Memorial, I-45, Research, and Grogan’s Mill at Research) Design and construction projects have been started from the work completed under this project.
Eastside Relief Pond (Eastside Regional Detention Pond) PER
June 2019: Project on hold until the downstream dam is resolved.
July 2019: Project on hold until the downstream dam is resolved. Continue to track progress with the wetlands permit. US Army Corp of Engineers is to have project posted for comments but have not seen it posted or get an update from the Corp Project Manager. Keep calling and emailing for updates.
Aug 2019: Project on hold until the downstream dam is resolved. Continue to track progress with the wetlands permit. US Army Corp of Engineers posted the project for public comment. City staff and Wetlands consultant visited the site with the Texas Fish and Wildlife commenter.
Fiber to the Home June: FTTH service installed at Shenandoah Main Park, Toddler Park and City Hall.
July: All city residents per contract have been installed and are operational.
All city residents per contract have been installed and are operational.
NOTE: Aug 2019: Tachus updated the city that as of the end of Aug 2019 there were 250 active accounts.
Page | 8 Public Works Department
Ed English Water & Sanitary Sewer Improvement Project
June 2019: Work continues for the project. Waterline along Ed English installed, and sewer line install along Ed English, and David Memorial.
July 2019: Work continues for the project. Most of the sewer pipeline is installed along Ed English, David Memorial and Shenandoah Park, awaiting tie-ins to existing manholes and site cleanup and repairs.
Aug 2019: Work continues the project. Project was substantially complete at the end of Aug 2019. Same minor work will continue to wrap the project to completion.
Vision Park Rear Lot Storm Sewer Improvement Project
June 2019: City council authorized easement with school contacting other property owners to update on project.
July 2019: Meet with church and started working on easements through the property.
Aug 2019: Bleyl overlaid storm sewer project and the churches parking lot upgrade project for church to review. The two projects do not overlap. This work was shared with the church. Church is wanting the city to review their parking lot plans so they can better prepare the finances but do not want to pay for the permit fees for the review as they are not prepared to build at this time.
Pinecroft Waterline Replacement Project
July – Preliminary design reviewed by city staff and comments to be incorporated into final design.
Pinecroft/Savanah Waterline Replacement Project
Aug 2019: Design completed and project is out to bid at this time.
Developer Meetings
June 2019: Update meeting held with Sam Moon Development regarding the next few months schedule for application on construction.
July 2019: None this month
Aug 2019: None this month
Page | 9 Public Works Department
Lone Star Groundwater Conservation District (LSGCD)
LSGCD had meetings in Aug 13, 2019, passed budget and passed fee schedule for the 2020 year. Fee schedule is 0.085 per 100 gals, a lower rate by 0.02 per 1000 gals. The Board now broadcast live and will have past meeting available for viewing. The Board also recommended staff to file an appeal of the states non approval of the boards Management plan (DFCs).
Design Projects see updates in Bleyl’s report.
SUBMITTED BY: Joseph Peart
Page | 10 Public Works Department City of Shenandoah Engineer's Report August 2019 (August 15, 2019 - September 12, 2018)
Projects Under Construction
Percent of Contract Contract Contract Substantial Days Over Percent of Contract Time Project Name Contractor Start Date Time End Date Completion Contract Time Contract Cost Expired
Ed English Water and D.L. Glover, Inc. 5/16/2019 107 8/30/2019 8/27/2019 100% 100% Sanitary Improvements
* Time is at the beginning of the month if there is no date of substantial completion.
Cost Ed English Water and Sanitary Improvements Time #REF! 0% 20% 40% 60% 80% 100% Project Description Update Bleyl was authorized on 1/23/19 for engineering and Final inspection was on 8/27/19. Punchlist items are being management services to design water and sanitary sewer collection addressed. system improvements near the City Wastewater Treatment Plant.
Projects Under Design
Shenandoah Vision Park Back Lot Storm Drain 100% Project Description Update Bleyl Engineering was authorized on 4/27/16 by the City Council to The easement has been obtained. Survey and design is proceed with design on the necessary improvements to the storm underway based on the revised route. Coordination is also drain system that ties into the Vision Park Detention Pond. underway with the Woodlands Church of Christ for additional easement.
Shenandoah East Side Wetlands Permitting #REF! Project Description Update In support of the East Relief Pond Project, Bleyl was authorized on The permit was submitted in March 2018 and is under review 6/28/17 for wetlands permitting for the City site east of David by the Corps of Engineers. The City has acquired a portion of Memorial Drive. Kimley Horn will serve as a sub consultant for this the credits needed for mitigation. A public notice was project. published which should prompt comments to be addressed.
David Memorial Extension Phase II and III #REF! Project Description Update Bleyl was authorized on 1/25/17 for design of phase II including Kimley-Horn has started the environmental research. A approximately 1,500 LF from the end of phase I to the northern City revised scope to build one half of the boulevard was limits. The interlocal agreement between the City and County was presented to the City. Bleyl has started preliminary design. approved by all parties. Bleyl is coordinating with adjacent property owners and the County.
1 of 3 9/18/2019 City of Shenandoah Engineer's Report August 2019 (August 15, 2019 - September 12, 2018)
East Relief Pond Option 1B #REF! Project Description Update Bleyl was authorized on 1/24/18 for engineering and Project is on hold to explore additional options for draining management services to construct a stormwater pump station at the this area by gravity east of the railroad. existing east pond.
Savanah Waterline Extension #REF! Project Description Update Bleyl was authorized on 2/28/18 for engineering and Signed property owner agreement was obtained on 7/19/19. management services to construct a waterline located from Savannah Bleyl will combine this project with the Pinecroft water line Drive to I-45 Service Road. project and will bid in September 2019.
Pinecroft Waterline #REF! Project Description Update The City authorized Bleyl on 12/12/18 to replace an existing ACP Signed property owner agreement was obtained on 7/19/19. waterline along Pinecroft Drive from Research Forest Drive to Bleyl will combine this project with the Pinecroft water line Medical Plaza Drive. project and will bid in September 2019.
Carter's Slough Hydraulic Study #REF! Project Description Update Bleyl was authorized on 11/14/18 to perform a drainage study on A final report with recommendations has been submitted to Carter's Slough downstream of the railroad to determine potential the City. This study was completed without the benefit of a impacts of downstream developments. full survey of 242 LLC Properties. Discussions are ongoing with the property owners downstream of the City.
MS4 General Permit Renewal
Project Description Update Bleyl was authorized on 12/12/18 to obtain authorization for NOI and updated SWMP were submitted in July 2019 to the stormwater discharge for the City under the renewed General Permit TCEQ. Bleyl is awaiting further direction from the TCEQ TXR040000. once they have reviewed the submittal.
2 of 3 9/18/2019 City of Shenandoah Engineer's Report August 2019 (August 15, 2019 - September 12, 2018)
Tamina West Bound Turn Lane
Project Description Update Bleyl was authorized on 1/23/19 to prepare a detailed design and Bleyl is pursuing smaller individual projects to improve submittal to TXDOT of a plan to modify the west bound turn lane on traffic in the area. Tamina in front of Home Depot.
Research Forest/Tamina Major Intersection Improvements
Project Description Update Bleyl was authorized on 1/23/19 to prepare a detailed design and Bleyl submitted updated plans to TXDOT on 9/17/19. submittal to TXDOT of a plan to modify the Research Forest and Tamina Road intersection.
WWTP Master Plan
Project Description Update Bleyl was authorized on 2/26/19 to evaluate the existing plant A meeting was held on 6/20/19 with the City. The final capacities and drainage issues and present a final report with a master report will be submitted in September 2019. plan.
3 of 3 9/18/2019
Council MONTHLY REPORT
DEPARTMENT: community
development and municipal court
MONTH: AUGUST 2019
COMMUNITY DEVELOPMENT
During August the City issued six permits for a new residential home compared to two in August 2018. The chart below compares residential permits issued from 2016 to current year.
FOUR YEAR NEW RESIDENTIAL BUILDING PERMIT HISTORY 20 15 10 5 0 PERMITS ISSUED
2019 Total 2016 Total 2017 Total 2018 Total
Residential construction value based on the contractors’ declared construction cost during the month of August is $1,654,570.00. A YTD increase of 118% compared to 2018. The chart compares new residential construction valuation data from 2016 to current year.
FOUR YEAR NEW RESIDENTIAL CONSTRUCTION VALUATION $8,000,000.00 $6,000,000.00 $4,000,000.00 $2,000,000.00 $0.00
CONSTRUCTION VALUATION CONSTRUCTION 2019 Total 2016 Total 2017 Total 2018 Total
Page | 1 Community Development and Municipal Court
The table below shows the residential development and each subdivision’s overall completion rate. Shenandoah has a total of 1,293 lots in the residential subdivisions and is currently at 80% built out. Vacant lots also include lots which residents have fenced in as part of their yard but a house could be built on those lots in the future.
Residential Subdivision Development Total Lots Open permits Vacant Lots Completed Percentage Completed Parkgate Reserve 58 0 1 57 98% Tuscany Woods 101 1 0 100 99% Malaga Forest 36 2 5 29 81% Reserve at Grogan's Mill 42 0 1 41 98% Marion 44 0 0 44 100% Silverwood Ranch 80 0 0 80 100% Grogans Forest 128 0 0 128 100% Shenandoah Valley 506 0 3 503 99% Lily 62 20 16 26 42% Wellman Manor 32 5 24 3 9% Boulevard Green 90 17 51 22 24% The Centro 114 18 96 0 0% CITY TOTAL 1293 63 197 1033 80%
Currently the City issues permits for residential remodels, roofs, irrigation systems and pools for no charge. In August the City issued 15 free permits for residential improvements. Total savings to residents is $104,900.00. The chart below compares free residential improvement permit data from 2016 to current year.
FOUR YEAR FREE RESIDENTIAL PERMIT HISTORY $3,000.00 $2,500.00 $2,000.00 $1,500.00 $1,000.00 $500.00 $0.00 RESIDENTIAL SAVINGS
2019 Total 2016 Total 2017 Total 2018 Total
Page | 2 Community Development and Municipal Court
During August the City issued 77 residential and commercial permits compared to 51 in 2018. The chart below compares all residential and commercial permits issued from 2016 to current year.
FOUR YEAR RESIDENTIAL AND COMMERCIAL PERMIT HISTORY 150 100 50 0
2019 Total 2016 Total 2017 Total 2018 Total NUMBER OF PERMITS ISSUED PERMITS OF NUMBER
In 2014 the City implemented a digital plan review process to provide better service for the contractors and to accept plans digitally, charging a nominal fee depending on the number of pages submitted for review. During August the City collected $1,160.00 for digital plan review fees. The revenue collected since implementation in 2014 is $35,914.99. The chart below outlines the fees collected for the digital plan review from 2016 to current year.
FOUR YEAR DIGITAL PLAN REVIEW HISTORY $1,400.00 $1,200.00 $1,000.00 $800.00 $600.00 $400.00 $200.00 $0.00
MONTHLY AMOUNT COLLECTED AMOUNT MONTHLY 2019 Total 2016 Total 2017 Total 2018 Total
The digital plan review fee is used to purchase equipment and enhance the digital plan review process. In August there were no purchases from the digital plan review account. The digital plan review fee balance is $19,8048.11. The chart below outlines the digital plan review revenue and the expenses based on each fiscal year.
Digital Plan Review History FY 2014-2015 FY 2015-2016 FY 2016-2017 FY 2017-2018 FY 2018-2019 Balance Total Revenue $7,047.00 $6,095.84 $7,226.15 $5,680.00 $7,790.00 Total Expenses $3,344.25 $5,029.99 $795.00 $475.22 $0.00 Total $3,702.75 $1,065.85 $6,431.15 $5,204.78 $7,790.00 $20,964.11
Page | 3 Community Development and Municipal Court
During August the City collected $22,603.26 for commercial and residential tap fees. The chart below compares commercial and residential tap fees collected from 2016 to current.
FOUR YEAR COMMERCIAL AND RESIDENTIAL TAP FEES $40,000.00 $30,000.00 $20,000.00 $10,000.00 $0.00 TOTAL COLLECTED TOTAL
2019 Total 2016 Total 2017 Total 2018 Total
During August the City issued no new commercial permit comparable to one in 2018. The chart below compares commercial building permits issued from 2016 to current year.
FOUR YEAR NEW COMMERCIAL BUILDING PERMIT HISTORY 6 4 2 0
2019 Total 2016 Total 2017 Total 2018 Total ISSUED PERMITS OF NUMBER
Page | 4 Community Development and Municipal Court
The commercial construction value based on the contractors’ declared construction cost during the month of August is $0.00. A decrease of 17% compared to 2018. The chart below compares new commercial valuation data from 2016 to current year
FOUR YEAR NEW COMMERCIAL CONSTRUCTION VALUATION $40,000,000.00 $30,000,000.00 $20,000,000.00 $10,000,000.00 $0.00
CONSTRUCTION VALUATION CONSTRUCTION 2019 Total 2016 Total 2017 Total 2018 Total
The table below provides a snapshot of new commercial development and the date the permit was issued.
Active New Commercial Projects Address Description Date permit issued 19391 David Memorial Aloft Hotel August 15, 2018 8915 Metropark Dr. Dave & Busters September 25, 2018 18850 David Memorial Drive Even Hotel November 21, 2018 8950 Metropark Dr. Parking Garage February 19, 2019 17645 Residence Drive Hyatt House Hotel April 26, 2019 8920 Metropark Dr. Building K July 16, 2019 8980 Metropark Dr. Building L July 16, 2019
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The table below provides a snapshot of commercial remodels/buildouts and the date the permit was issued.
Active Commercial Remodel/Buildout Projects Address Description Date permit issued 17943 IH 45 Urban Air June27, 2018 9250 Pinecroft Drive NICU Expansion July 9, 2018 18550 IH 45 Encompass Health Phase 3 December 7, 2018 109 Honey Berry Street Communication Antenna March 26, 2019 9250 Pinecroft Drive OR #18 Remodel May 30, 2019 121 Vision Park, Suite 100 Dr. Gill June 7, 2019 8915 Metropark Drive Dave & Buster’s Buildout June 24, 2019 920 Medical Plaza, Suite 310 MHTHMC Wound Care Clinic July 22, 2019 19075 I-45, Suite 752 Club Champion July 25, 2019 8851 Metropark Drive, Suite 100 Top Sushi August 16, 2019 9200 Pinecroft Drive, Suite 100 Remodel CT Room August 30, 2019
During August the Building Official had three scheduled development meeting.
Development Meetings Meeting Date Topic for Discussion
Courtesy walk with Aloft Hotel General Contractor. August 14,2019
August 16, 2019 Courtesy walk with new superintendent for Lily Subdivision.
August 21, 2019 Courtesy walk with superintendent for Dr. Gill build-out (121 Vision Park, Suite 100).
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During August the City performed 388 inspections. A YTD increase by 19% compared to 2018. The chart below compares the total number of inspections performed from 2016 to current year.
FOUR YEAR INSPECTION HISTORY 600 500 400 300 200 100 0
TOTAL INSPECTIONS PREFORMED INSPECTIONS TOTAL 2019 Total 2016 Total 2017 Total 2018 Total
Inspections performed include:
• Building Department – 364 • Fire Inspector – 24 • Third Party Inspector –
During August the City collected $257,234.15.05 for building permit fees. Permit fees have increase by 138% YTD compared to 2018. The chart below compares building permit fees collected from 2016 to current year.
FOUR YEAR BUILDING PERMIT FEE HISTORY
$300,000.00 $250,000.00 $200,000.00 $150,000.00 $100,000.00
PERMIT FEES PERMIT $50,000.00 $0.00
2019 Total 2016 Total 2017 Total 2018 Total
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There were five Certificates of Occupancy/completion issued in August including the following:
Owner Address Project Date Issued GRACE LILY LP 223 BONNIE RIDGE DR 20190068 08.06.2019 MEMORIAL HERMAN 9250 PINECROFT DR. 20190016 08.15.2019 STAFFMARK GROUP 19221 I-45 SUITE 135 20190337 08.19.2019 DYSON INC 19053 I-45 SUITE B 20190324 08.20.2019 **CC BRAD MILLER 68 S PARKGATE CIRCLE 20190196 08.21.2019
** Indicate a Temporary Certificate of Occupancy was issued
During August no sign permits were issued.
PLANNING/DEVELOPMENT ACTIVITY
During the month of August the Planning and Zoning Commission met once for the special and once for the regular scheduled meeting.
AGENDA DATE MEETING TYPE January 15, 2019 Regular Scheduled Meeting January 30, 2019 Joint Workshop with City Council February 19, 2019 Regular Scheduled Meeting February 26, 2019 Special Meeting April 2, 2019 Special Meeting April 16, 2019 Regular Scheduled Meeting April 23, 2019 Special Meeting May 21, 2019 Regular Schedule Meeting June 18, 2019 Regular Schedule Meeting July 16, 2019 Regular Scheduled Meeting August 6, 2019 Special Meeting August 20, 2019 Regular Scheduled Meeting
During the month of August four applications pertaining to property development were filed with the City. A yearly breakdown of approved development applications is outline below.
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DEVELOPMENT APPLICATIONS APPLICATION PROPERTY ADDRESS/PARCEL IDENTIFICATION PROJECT/APPLICANT APPROVAL/ISSUED DATE EXPIRATION DATE
Extension of a Mixed Beverage Sales Permit with Late Hours 8195 Metropark Drive Dave & Busters January 23,2019 February 28, 2020
Extension of a Use Permit to allow minimum square footage of retail space Restricted Reserve "A" of the Eastwood Village Replat The Woodlofts January 23,2019 August 14, 2019 and parking structure No. 1
Minor Replat of Lot 11 Metropark Square Phase 1A Cabinet Z, Sheet 4586 MetroPark February 21, 2019 _
Special Use Permit to allow Mixed Beverage Restaurant Permit with Food 1700 Research Forest Drive Killen's Steakhouse February 27, 2019 February 27, 2020 and Beverage Certificate Special Use Permit to allow minimum square footage, parking garage, 11.323 acres of land under Clerk's File No. 2010087585 LifeTime Fitness/Mill February 27, 2019 February 27, 2020 increased FAR and building height Montgomery County Official Public Records Creek Multifamily Application for a Zoning Regulation Amendment for Planned Development PDD #11 The Centro The Centro _ _ District #11 (PDD #11) to allow an alternate building material Special Use Permit to allow for a Beer Retail Dealer’s Permit Off-Premise and 19091 IH 45, Shenandoah Texas Sam's Club May 22, 2019 May 22, 2020 a Wine Only Package Store Permit 11.323 acres of land under Clerk's File No. 2010087585 LifeTime Fitness/Mill Final Plat for 11.323 acres of land May 22, 2019 _ Montgomery County Official Public Records Creek Multifamily
Special Use Permit to allow for a Mixed Beverage On-Premise Permit 1620 Research Froest Drive, Suite 100 First Watch June 26, 2019 June 26, 2019
Special Use Permit to allow for a Mixed Beverage On-Premise Permit 8851 MetroPark Drive, Suite 100 Top Sushi August 14, 2019 August 14, 2020
Being 2.203 acres of land under Clerk's File No. Metro Development, Final Plat for 2.203 acres of land 2016117550 Montgomery County Official Public Records Office Building Variance to the minimum lot depth for property located within the Being 2.203 acres of land under Clerk's File No. Metro Development, Commerical Corridor "CC" Zoning District 2016117550 Montgomery County Official Public Records Office Building Application for Sign Exception to allow for signage on an accessory structure Skipper Beverage 28727 IH45 S, Shenandoah, Texas 77381 August 25, 2019 _ (X3) Company/Valero Application for Sign Exception to allow for a single-family residential Wellman Manor/David Weekley Homes, LLC Wellman Manor development use of a construction sign.
MUNICIPAL COURT
In August code enforcement issued no citation and warning filed with the court. A monthly breakdown of outstanding cases and value is shown below.
Status of Outstanding Cases Cases Case Cases 2007 Total Dollar Total Dollar Dollar Value Prior to Dollar Value Total Cases Count to Present Value Value Change 2007 Change OCT 1,901 531,478.76 3,899 980,184.78 5,800 1 1,511,663.54 216.00 NOV 1,898 530,517.46 3,899 980,044.78 5,797 3 1,510,562.24 1,101.30 DEC 1,896 529,814.36 3,897 979,484.78 5,793 4 1,509,299.14 1,263.10 JAN 1,888 528,094.56 3,845 969,579.78 5,733 60 1,497,674.34 11,624.80 FEB 1,881 525,925.36 3,842 968,590.78 5,723 10 $ 1,494,516.14 3,158.20 MAR 1,879 525,289.16 3,838 967,382.78 5,717 6 $ 1,492,671.94 1,844.20 APR 1,878 524,738.16 3,838 967,382.78 5,716 1 $ 1,492,120.94 551.00 MAY 1,872 523,334.96 3,818 962,316.78 5,690 26 $ 1,485,651.74 6,469.20 JUN 1,869 522,596.96 3,809 959,744.78 5,678 12 $ 1,482,341.74 3,310.00 JUL 1,864 521,093.96 3,801 957,598.78 5,665.00 13 $ 1,478,692.74 3,649.00 AUG 1,852 517,390.86 3,799 957,081.78 5,651.00 14 $ 1,474,472.64 4,220.10
In August the Court closed 14 outstanding cases reducing the value of outstanding cases by $4,220.10. A breakdown of the dispositions of the outstanding closed cases is shown below.
• Cases Paid (paid in full) – 4 ($1207.00)
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• Cases granted Indigency – 1 ($394.00) • Cases dismissed by Prosecutor – 9 ($2,619.10)
MISC. REPORTED ACTIVITY
Development Activity
AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG
Plans Processed 57 34 48 45 40 73 46 44 53 62 64 63 85 Additional Municipal Court Activity
Warrants Issued 2 0 2 0 0 0 0 0 0 1 0 0 0
Court Cases Set 1 0 3 1 0 0 0 0 4 1 2 1 0 General Activity
Payments Processed 513 440 553 399 459 546 435 444 637 513 512 536 532
SUBMITTED BY: Jackie Thompson
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Council MONTHLY REPORT
DEPARTMENT: CVB MONTH: August 2019
VISITOR CENTER
For the month of August, CVB staff was able to capture 21 visits and 30 visitors to the visitor’s center.
HOTEL OCCUPANCY TAX
The tables below show hotel occupancy tax receipt trends over the past five fiscal years. All decreases from the prior year are highlighted in red. Occupancy tax received in July is for hotel stays in June.
Hotel Occupancy Tax Revenue - Five Year Comparison
HOT 14-15 HOT 15-16 HOT 16-17 HOT 17-18 HOT 18-19
OCT 96,878.07 107,316.66 101,567.28 175,090.83 132,006.78 NOV 80,418.46 95,637.35 81,222.24 134,841.48 111,923.97 DEC 73,828.16 76,939.84 60,413.59 89,775.76 92,456.12 JAN 79,667.59 89,514.69 80,722.70 117,308.07 112,506.44 FEB 93,391.60 100,594.30 101,060.82 142,637.52 137,124.53 MAR 116,404.12 99,833.41 113,472.00 144,851.34 148,563.47 APR 102,394.11 95,071.78 109,344.66 138,900.23 141,999.06 MAY 125,398.28 116,269.63 95,131.35 128,682.39 135,771.76 JUN 102,031.95 97,725.93 91,319.31 111,248.88 119,591.55 JUL 96,902.06 79,301.81 87,254.82 103,005.12 118,614.77 AUG 100,757.04 92,999.88 107,252.20 118,355.96 SEPT 90,161.44 77,493.65 184,439.12 106,834.03 TOTAL 1,158,232.88 1,128,698.93 1,213,200.09 1,511,531.61 1,250,558.45
The graphic below explains the percentage of market share each property claims for the month, based on occupancy tax receipts received. Holiday Inn and Suites has claimed the largest portion of market share, followed by Courtyard by Marriott and Home2 Suites.
The table below shows hotel occupancy tax revenue collected from each property during FY 2018-2019. Any stays that extend past 30 days are exempt of any taxes.
Monthly Hotel Occupancy Tax Receipt Comparison by Property FY 2018-2019
Shenandoah Baymont Courtyard Days Inn OYO Holiday Inn Homewood Home2 La Quinta TownePlace Misc. Total Inn & Suites
OCT $1,659.26 $24,446.55 $6,298.42 $1,230.89 $27,645.05 $15,482.98 $20,648.00 $1,993.06 $8,703.38 $23,899.19 $0.00 $132,006.78 NOV $1,768.25 $21,640.17 $5,697.61 $1,427.78 $22,548.01 $14,226.71 $17,596.53 $563.99 $9,329.61 $17,125.31 $0.00 $111,923.97 DEC $1,588.77 $15,659.99 $4,977.62 $1,206.36 $22,470.92 $11,956.39 $13,414.55 $543.43 $6,543.60 $14,094.49 $0.00 $92,456.12 JAN $1,921.40 $20,642.08 $4,895.90 $1,477.02 $22,685.56 $13,322.66 $19,008.91 $1,306.77 $8,773.92 $18,307.07 $165.15 $112,506.44 FEB $2,198.10 $25,090.83 $6,050.52 $1,692.15 $30,678.88 $16,596.93 $22,875.12 $2,120.90 $10,274.53 $19,473.02 $73.55 $137,124.53 MAR $2,641.45 $26,699.19 $8,679.91 $2,002.54 $30,826.89 $17,060.57 $24,458.60 $2,184.50 $12,090.47 $21,806.33 $113.02 $148,563.47 APR $1,963.81 $26,389.22 $7,316.71 $1,678.41 $31,477.56 $16,269.76 $23,240.99 $1,079.40 $10,598.96 $21,691.74 $292.50 $141,999.06 MAY $2,396.88 $25,817.80 $6,628.14 $1,751.14 $30,889.83 $16,544.22 $20,539.30 $1,326.17 $9,782.98 $19,803.43 $291.87 $135,771.76 JUN $2,893.83 $20,720.14 $6,804.10 $1,367.78 $26,609.83 $13,083.08 $19,976.06 $1,410.88 $9,355.45 $17,215.94 $154.46 $119,591.55 JUL $2,898.91 $19,731.20 $7,000.07 $1,146.86 $27,482.36 $15,223.33 $18,010.21 $1,335.46 $8,620.63 $16,929.85 $235.89 $118,614.77 AUG SEP
Tot. $21,930.66 $226,837.17 $64,349.00 $14,980.93 $273,314.89 $149,766.63 $199,768.27 $13,864.56 $94,073.53 $190,346.37 $1,326.44 $1,250,558.45
The following chart shows occupancy tax data by property for both July 2018 and July 2019, reported August 2018 and August 2019, respectively. Year-over-year decrease in amount of occupancy tax collected is notated in light red.
Year Over Year Occupancy Tax Comparison
Shenandoah Baymont Courtyard Days Inn OYO Holiday Inn Homewood Home2 La Quinta TownePlace Misc. Total Inn & Suites Jul-18 $ 2,489.60 $ 17,084.73 $ 6,922.43 $ 1,542.55 $ 21,579.52 $ 11,245.32 $ 15,624.96 $ 2,056.00 $ 8,266.85 $ 16,152.26 $ 40.90 $ 103,005.12 Jul-19 $ 2,898.91 $ 19,731.20 $ 7,000.07 $ 1,146.86 $ 27,482.36 $ 15,223.33 $ 18,010.21 $ 1,335.46 $ 8,620.63 $ 16,929.85 $ 235.89 $ 118,614.77
The following tables report the individual Shenandoah hotels’ self-reported Average Daily Rate (ADR) and Occupancy information, respectively, for Fiscal Year 2018-2019. All data is provided where available. Data is collected with Hotel Occupancy Tax Reporting Forms. Not all properties choose to self-report this data.
SELF REPORTED AVERAGE DAILY RATE FY 2018-2019
OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEPT BAYMONT COURTYARD $129.49 $116.15 $120.31 $125.22 $138.82 $130.75 $138.19 $130.22 $124.14 $118.99 DAYS INN $55.00 $56.00 $53.00 $54.00 $52.00 $57.00 $55.00 $53.00 $53.00 $53.00 OYO $59.00 $59.00 $59.00 $59.00 HOLIDAY INN $117.00 $109.00 $120.00 $119.00 $126.00 $119.00 $126.00 $122.00 $112.00 $113.00 HOMEWOOD $136.45 $104.03 $75.76 $122.27 $135.27 $129.10 $146.21 $113.36 $81.68 $121.59 HOME 2 SUITES $127.08 $122.89 $118.88 $137.51 $109.89 $130.24 $119.40 $116.61 SHENANDOAH INN& SUITES LA QUINTA TOWNEPLACE $112.64 $102.38 $99.83 $85.24 $115.30 $121.34 $119.43 $111.90 $102.93 $95.60 SELF REPORTED OCCUPANCY RATE FY 2018-2019
OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEPT BAYMONT COURTYARD 71% 72% 49% 61% 75% 78% 76% 76% 65% 62% DAYS INN 58% 53% 48% 47% 65% 77% 70% 65% 69% 70% OYO HOLIDAY INN 72% 65% 57% 58% 82% 79% 79% 77% 75% 74% HOMEWOOD 46% 49% 58% 48% 85% 43% 98% 80% 52% 82% HOME 2 SUITES 70% 65% 50% 77% 76% 68% 72% 66% SHENANDOAH INN & SUITES LA QUINTA TOWNEPLACE 89% 76% 63% 78% 91% 87% 82% 81% 74% 96%
EXPEDIA ADVERTISING
Below is a recap of July 2019 performance on Expedia TravelAds. Current reporting lag time is running one month behind in order to coincide with occupancy tax and self-reported occupancy data.
SUBMITTED BY: