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HomeMy WebLinkAboutMIN 03.13.2018 CC-WNotice of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, March 13, 2018 The Georgetown City Council will meet on Tuesday, March 13, 2018 at 4:00 PM at the Council Chambers, at 101 East 71h St., Georgetown, Texas The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8t' Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross, called the meeting to order at 4:00 PM. All Councilmembers were in attendance, with the exception of Anna Eby, Councilmember District 1, John Hesser, Councilmember District 3 and Tommy Gonzalez, Councilmember District 7. Mayor Ross, Valerie Nicholson, Councilmember District 2, , Steve Fought, Councilmember District 4, Ty Gipson, Councilmember District 5, and Rachael Jonrowe, Councilmember District 6 were in attendance. Councilmember Eby joined the meeting at 4:30 PM. Policy Development/Review Workshop — Call to order at 4:00 PM A. Presentation and discussion of the City's annual year-end external audit and Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2017 -- Elaine S. Wilson, Controller Leigh Wallace, the City's Finance Director, recognized the accounting and budget staff for their hard work on the year-end report for 2017. Wallace thanked the Council for their approval last year allowing the Finance Department two new positions, a Treasurer and an Assistant Controller. She said both have been very instrumental in helping the City better serve internal customers as well as better serve the Council. City Controller, Elaine Wilson, spoke on the annual year end external audit and the CAFR for the fiscal year ended September 30, 2017. She began the presentation with the Background and Terms. • CAFR — Comprehensive Annual Financial Report ■ GAAP — Generally Accepted Accounting Principals o Rules and standards by which all financial reporting is presented and prepared o Not the same as budgetary accounting • GASB — Governmental Accounting Standards Board o The oversight body for accounting standards for governmental entities Wilson spoke on the Reporting Requirement and Audience • Required by state law, City Charter and Bond Covenants o Prepare statements and supplemental information o Conduct annual audit • Demonstrates fiduciary accountability to citizens, bondholders and granting agencies • Primary audience is technical, not the "average person" o Governmental accounting professionals, bond rating analysts, etc. o Used to evaluate credit worthiness, economic stability and financial standing Wilson described the Independent Audit and the Contents + Performed by outside independent audit firm • Selected by Council • Conducted in compliance with Government Auditing Standards ■ Provides assurance of accurate reporting and financial integrity ■ Compliance with policies CONTENTS Ih Tft000CT*V 0,11-1 • t h A.'4' AIJOrTO� S NQORT M4NAOElYENTd pSC1Iba101i1 AIS ANAl1'!b RNANCMI STATDA'M Oawswrrri,rAM I FuN bi+..s ', s. � .rn •., .+:•,.ii r.Sa.s, 1.� 1r -•r I NOW$ to the nw.[ W bhnwtU I R6 I 0UINED !U"LEWWARY WONNATION I �I M— !.r' 41 AA A Summary Statement of Net Position was shown and Wilson explained that this is virtually the balance sheet. She noted that the statement summarizes financial activities into revenue and expense. Wilson said the bottom number is the same as the statement of net position, just categorized differently. She explained that the increases in governmental revenue include sales tax, property tax, and EMS revenue and that the utility revenue is also due to grow. Wilson said the expense increases are due to operational programming and personnel expenditures across the board. Summary Statement of Activities (in thousands) Taal Awmnws L -q w"" Ruzre-:z Type Tvg1 Epwmn fJiangi- IY•vg pu1lr.e. 101 p tost-un 24 ynxriy Nin Posman - Ending To01 Primary 3;otin 2017 2018 S x33 $14 6 227.216 .20741 70 Tt1 . 42 M29 t tis 95l (< r77.!'!9 =y�920 Si Its rYri raPj 4 ' 4*Fi 6 T43.Si2 6 664.622 Wilson spoke on the Modified Approach to Street Assets. • Modified Approach adopted in 2005 for streets infrastructure • Option for reporting the condition of the infrastructure instead of depreciating the infrastructure o Provides accountability to maintain streets • Council adopted a pavement condition index (PCI) of 85 to maintain the streets in "good" condition o Reviewed every 3 years o Reviewed in 2014 — current condition rated at 87.5 o Updated Review in progress External Auditor, Adam McCane from Weaver and Tidwell, spoke next. He recognized the City's Accounting Team and said that he greatly appreciated them and all of their hard work. McCane explained the Audit Process. • Audit Standard — Performed the audit in accordance with Generally Accepted Auditing Standards (GARS) and Generally Accepted Government Auditing Standards (GAGAS) • Single Audit — Performed the single audit of federal awards in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) • Compliance — Performed tests of the City's compliance with certain provisions of laws, regulations, contracts and grant agreements, including items such as compliance with PFIA ■ Risk -Based Approach focused on specific risks o Capital expenditures and capital projects o General expenditures, payroll expenditures and accruals o Utility revenue o Various tax revenues o Federal grant revenues and expenditures • Walkthroughs of accounting controls over significant transaction cycles o Federal receipts o Cash disbursements o Payroll o Utility revenue o Tax revenue o Capital projects ■ Identification of major financial assistance programs o Major programs — Airport Runway Project • Tested internal controls over financial reporting and compliance • Tested compliance with major program requirements • Testing of financial statement balances using a combination of analytics, vouching of material transactions and sampling McCane spoke on Audit Results and Required Communications to Those in Charge of Governance. Audit Results weaver> We will issue the Independent Auditor's Report on the financial statements We will issue the Independent Auditor's Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed In Accordance with Government Auditing Standards ✓ NO h•<1'•:_ly mile -::1 We issued the Independent Auditor's Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by Uniform Guidance and Uniform Grant Management Standards ✓ Ur.mrjr;6;d opm-.r ✓ One Eindir� noted >i Required Communications to Those in weaverjo, Charge of Governance Communication Auditor's responsibility under 'he firanci it statemfartsare Il,c- resp*arsibiify accepted auditing Of Irk ,ity :')or woo it generally c,,,ow<ifwr witl,GAA:irfthrU 3 ano standards (GRAS) {mw t;r>f rfr r„f,nahl�r<r+l•rf,t,rf f)}:yf_i1 assurar-_e that the firancial staten erts cre h=e of material misstatement Com -,,r rE-,pof•.Nohty K to an opi"On Mf thtr Ir•-anCKfl ktt f.Rrrse2rf} prgtf(;rr<l by mr7r'..•ryry rnr_n1''AlIth yo�.r c}vrrv<70 arc fall), presented in Hyl material resp-ects. in corfcrmrty vnth U.S, f-reraly accepted Ctr.c nur'iLCigrjnr'icR)k`i Oorof 1t-- flnor'"Id stole twritj ootY f,ol foove. ri,)o of niprG( nir;nt pf yo.,rrr..Npr)r,ulslLrj, 't•.Sc a,dit of the fiscal year 23 17 finarcid i1c.11gnlrrili nt]t Y>';rr.<i�nil�Pafril v'r<1 'nr �tiUPff r7 Vnfr'r,}Clifirr7 "c_Irf:pr” iif;rnKir ii Required Communications to Those in weaver, Charge of Governance Auditor's Responsibility under Government Auditing Standards In cda tion to the GAASresponsibifies we arg fe(j,)r-O tc7 Klur a vvnttrr r6pofI On v.,r CCXsKllIatfonof �WerralCor,frOlsor<f idcr.hfid<; iKlndiCf',nt vc;GCfBrprc, rnck,Ur`<) material vreaknesses if ony. (7--rreporls do rot pfovi le assurarce on infernal controls Jing arNr Jn :;,,r o irp1 to provCB frasnrtabk, UsNrraor'Cr of of;fr;Cf o(I ir"alend mKSfat{-rr'+pnrc n9si,lhncj lrpnt rgrCnntr;IKrnC@ will, provisions of c rtracts or grant agreements fl -cif have a direct or material effec,tonthrftr(lr),xil fafrryNgrfs Virryjf)ra o v nttrfn r(-porI or 11�4e- re si Its of fheju h<Jw/@v$r. rer)ort {furl np1 express cr opinion on eon,piarce. NO to i•��f�- r7 Required Communications to Those in weaver Charge of Governance Communication Resulti Auditor Responsibility under Our testing rtludes al major feaaral firanc)ol <niofi)nr_ e pn �c7rc)ns 'Pl e r5{;c;rt qn s,,< n Uniform Guidance irc5hr a, gnrl Cjr raker iKln;fu:c:nt t ehr. )rr <ies ; .r11e-r r• )1 c prdnil over owy,i -ior<.e, matenal w<akneesses'we rdentdy, :Our report :toes not provide ass,rance on internal �;;r•In_;I;>vr7r;,am,;lK)na;c Vi$ pr_.rtnrrr.crl (xip,rc.'.,r^•";y fair ti ir.. {;,dpi ice cit On ci{)r•rnr'; :;n Mwff, rr't)r;y fi,-j,an:J (ul+; r<;ra assistance prograrts have beenadmirrsterc,a in cc•mFyiance with app4i_aUe krn•s and re�l;,k)Or ins +r•r r;.,(W .:,I th, tn+:r:;l ye-en17 rVI(Aor rr(irroj and state fincr;;d assistance programs has been con-,pletea and vie iss :ed an „rni(;ryEK;d p,�Fv(rti Vi r, rr,yXfeU ;}re '110t, -Wil we <)knrss r` o tr_rrlul ri;nlrcjl pvw :_:7+5{iK_)nCr, 121) 1 J Sllilf f)1 Required Communications to Those in weaver Charge of Governance Communication Unusual transactions and the The srgrikant acccunt;ngf-�-liaes used by adoption of new accounting tttr; Qty c re i,FsrnUed m. thB trrdnCKd principles 'here .•rare no rsvr GASB's that had a sgnifirart rnpact on the laity's ficancial itptements dur)r,_t ft'� Veer V1? note -, N1 no frOntUtif nye r+trrr(i rite by thr City durirg the year for ''-d Ach there is a lack of a,:thoritaWe guidarce or corsensLi Required Communications to Those in weaver> Charge of Governance RTORWTR� frc:ud anal iliegnl acts N�. n-atend errors :rrec -len4e•s or 11 -z -gal aJs wryer rn0I Material weakness in internal control No rnatend wecimesses noted. ,.'7t1'.Cr IrIfc,(matlor) OIItzSIf:CC1 in Vi r,, I;r SVKIer:Urt",nrtdr;tejr� k3 5in^urns On rlcA-.uments cpntcwvq oti<hft:<1 ntrzrmafi;r accor'.oaryi^.g linanr:gal 5lcjlr nu::nts the firancrnl staternc-15. Wi- perform=:d 'hated prcc f- Aures ar, the 1 ID$A and Ad rot or, it inti mr -CA(a) i!r{iOk3:ni_tiif:jr•y v;r`�li,�cswlYe _.`n�XrreU and rrcnr.aL d to underlying cc cc rfir--� and ::cher records ,.sed io prnJpafe the basic f!nenctd statements Manarrement judgments and Maragement'sestrnates were evaluated occountirlp estinxites Gno delermrr.;tt to oe r-crsor�jt�lc in relOfYyn tp thor f'rr'4rii:Kr1stGferre;ntsGi G Whpt- i Required Communications to Those in weaver> Charge of Governance Communication -'r Difficulties encountered Management representations Management consultations Auditor independence Audit adjustments No crffi--Ales cr drsagyec;rnents arose d..nng tfle rrn-not: Ot >Ur Glc<at We requested certain representations from mrrcj(�,rnenl thatwer-inCk'derj in the morxj9ement repeseotafron {-tier Gre nGl LI'm're Sit n'at lrl C<;J@rr'ejni sultati,ri with othco, ucco;- r tants for a second opfibr. No irdeperdence issues noted Frnfrs}r.>r;rl storlrioroyre,:pire us to occunr_Icte all kr=wmcrd ikety misstcten-,erts denfifiz d durirg th.e audrl. other Wan those that are trivial and ?'r a r-.�r'u;G1:- ffu-rn hj ihn e.: pl ;�--) Krlelr-ve,1 pl rr'lrnr,c)r-nv rf Wr; hovr; ,c�rnrr,,:rr�.r)fr rj al sc,cT erfr es to mcrag—ienl. Required Communications to Those in weaver Charge of Governance Communkation Other material written Nothing to note communications between weaver and Tidwell, L.L.P., and the City Councilmember Fought thanked McCane for the report and asked about the one finding and the expected timing of resolution. Assistant City Manager, Laurie Brewer, explained that it had already been resolved and the finding was for not reporting an additional asset. She said the full explanation is included in the report. She explained that the additional asset represented TXDOT funded improvements which have added value that was not initially recognized. She noted that a person has now been hired by the City to monitor grant projects, etc. and properly record additional value that may come from them. B. Presentation and discussion regarding amendments to the Unified Development Code (UDC) relating to Mobile Food Vendors -- Sofia Nelson, CNU-A, Planning Director Planning Director, Sofia Nelson, provided a presentation regarding UDC amendments related to mobile food vendors. She explained that the purpose of the presentation was to gain feedback on the direction to take with the permitting process for mobile food vendors. Nelson explained that the presentation would be broken into 4 parts. ■ Part 1 — Recap of past presentations • Part 2 — Summary of work with the UDC Advisory Committee • Part 3 — Request Direction from the City Council Nelson recapped the current requirements and the previous workshop meeting directions and provided a Project Timeline. She said the purpose was to answer the questions of how and when should food truck vendors meet our community and development standards and is the treatment of food truck vendors equitable with brick and mortar businesses. Part 1- Recap of Previous Workshop Vendor without Fixed Site Only applies to vendc that sell at constructii sites, neighborhood and special events. ":i3s'!A I;; ii:::iii The use of city parks" or ROW would require a special event permit. A Accessory Use A mobile food vendc that supplements a primary brick and mor development. '24hrs + Temporary Use Permit Requirec (90 days) Part 2- Outreach • Three meetings held- - October 1 VI - December 13`1 - January 10t1 Primary Use A mobile food vendor that is the primary use and does not need a brick and mortar development. A • Feedback Received- - Concerns were expressed about enforcement of the times the trucks would be on-site and how inspections would occur - The representatives of the properties using the food trucks asked for 72 hour windows of time before forcing a temporary use permit. Councilmember Jonrowe asked if any brick and mortar business owners had attended these meetings and if they had been specifically invited. Nelson said the targets had been those utilizing mobile food vendors and the mobile food vendors themselves. Nelson said staff is seeking direction from the Council to determine if they would like more public outreach conducted. Jonrowe asked about enforcement of the times that trucks are allowed on site and if that refers to the 24 hours or Thursday through Sunday. Nelson said it is in reference to the 24 hours. She explained that if someone asked to stay 24 hours, they would not need a permit. She said staff wanted to ensure that if a vendor was to leave for a brief amount of time, they would not have to start yet another permit or another 24 hours. Nelson provided a Recommendation for Transient Use, Accessory Use and Primary Use and provided information on each. Transient Use 4 ,. 1'111�1'•r IrICILide food t,L,r_ks 1hi CG"'.(_' t(J a site' fur e'ver'15. Local Exarrip:t,:1 Creak and RentsO: Cre,,v(� ry W-1 r � i A • Transient Use Primary Use Required Commercial district Multi -family district Connection to Utilities Not Allowed Public Facilities, Industrial, Business Time Trucks permitted Thursday through Park, Mixed Use Sunday. May not operate when primary use is closed. districts §tte Reguirementsp ■ Maximum Numberof Food Trucks- 2 Shall meet location and parking ermi Ing o ermi equire excep � when seeking to have a truck outside requirements of ermitted da s. Enforcement: Amenities- Not Permitted Complaint based Accessory Use • Mobile food vendor that supplements a primary brick and mortar development. Local Example: Je Suis Coffee on 91Street AR 31�1ti Accessory Use Primary Use Required C-1 and C3 districts, Industrial, Business Connection to electric service Park, Mixed Use permitted districts Time- 1 year temporary permit. May not SM Renlllrements: operate when primary use is closed. SUP rc�uired for longer than 1 year. Shall meet UDC parking=Maxi mum Number of Food Trucks- 3 requirements. Site plan not required. � Permitting- Temporary Use Permit Enforcement: Review of Temporary Use Amenities- Tables, Chairs, Restrooms, Permit. Etc. Primary Use • Mobile food vendor(s) that utilize a site that as the primary use. This may include one mobile food vendor or developed as food truck park. Local Examples.- Black Box, Morrow Street food park Primary Use s Primary Use Not Required Zonina 0Istricta. Connection to electric, water and C-1 and C3 districts, wastewater required Industrial, Business Park, Mixed Use districts Time- Permanent Site Requirements:. Maximum Number of Food Trucks - �, Site plan required. based on site requirements Enforcement: Review of special �r Permitting- Special Use Permit use permit. Designated park Amenities- Temporary and Permanent manager required. Required. who do not want to come in for a temporary use permit. Nelson said this will be easier to monitor. Ross asked about complaint based reports and said he feels that this is overregulating. Councilmember Jonrowe asked if the transient use applies to the vendor or the business hosting the vendor. Nelson said the health district and fire permit would apply to the vendor itself. Nelson said food trucks are permitted through the Williamson County Health District. She explained that a property owner must get the transient use permit. Nelson said it is necessary to provide predictability. Jonrowe said property owners providing space to vendors should be required to have a Special Use Permit. Ross asked if a vendor needs a permit from the County, the City and the Fire Department. Nelson confirmed. Ross said this seems cumbersome. Nelson said it could be simplified by combining Fire and City, but the applicant would still need to permit through the Williamson County Health District, as well. Nelson provided a Summary of Recommendations and asked the City Council if they concur with the UDC Advisory Committee recommendations for the following. • Transient Use • Accessory Use • Primary Use Ross asked what category the food trucks at Red Poppy Festival would fall under. Nelson said these vendors would be under a special event permit. Jonrowe said she wants the number of vendors limited and would like to see more of a food court concept. She asked about site plans for lighting, parking, etc. Nelson said a full site plan would be required. Jonrowe asked about nuisance requirements for smoke and smells and said she wants to know what has been examined in other cities. Jonrowe said she also wants more outreach with the brick and mortar restaurant owners in an effort to afford fairness and equity, without favoritism. Jonrowe warned staff to be careful not to craft policies around already existing businesses. Mayor Ross said the smell issue in Austin was a BBW vendor cooking many hours all day and night. Ross asked how staff would outreach to the brick and mortar business owners. Nelson said a general announcement would be sent out and staff would work with the communications staff to identify stakeholders and create an event to invite the stakeholders to meet with the UDC Advisory Committee. Councilmember Gipson said having food vendors is a great thing to do and adds culture. He said that Councilmember Jonrowe had good comments. He suggested simplifying the process by allowing 7 days per week. Gipson said the resources from other cities are very important. He noted that food trucks bring a unique culture to downtown and thanked Nelson for the in depth presentation and information. Nelson summarized the Council's input. Councilmember Fought said he agrees that it is necessary to reach out to brick and mortar business owners. He said he does not want to establish a minimum number of vendors, but rather determine if it is reasonable to establish a minimum. Fought asked why the City is regulating this and pointed out a danger in regulating just because you can. He suggested making food vending feasible while still fitting the character of the town. Councilmember Eby said she agrees with the UDC committee recommendations and also would want more outreach with stakeholders. Mayor Ross thanked Nelson and staff who participated in the presentation on behalf of the Council. He said it was very well done. C. Presentation and discussion regarding the Downtown West Construction and naming process -- Eric Johnson, CIP Manager An update on the Downtown West Construction was provided by the CIP Manager, Eric Johnson. He described his presentation as a "show and tell" on where the City is with Downtown West. Mayor Ross asked Johnson if he watches the construction cam every day. Johnson said every single day. Ross asked Johnson to describe the construction cam. Johnson said there is a construction camera installed that anyone in the world can look at any time of any day. He explained that the camera takes a picture every 15 minutes and provides time -lapsed photography for the past 24 hours. Johnson provided the Background for the Project • November 17, 2017 — Demo Permit Issued • November 28, 2017 — Ground Breaking • December 14, 2017 — Notice to Proceed • January 10, 2018 — Building Permits Issued Johnson showed images of City Hall progress and where the City is headed. He provided the same for the Council Chambers. A time-lapse aerial video of the construction was also provided, courtesy of the contractor's drone. Johnson showed the Red Poppy Plaza Shade Project design and said that three of the structures will be in the courtyard at the Red Poppy Plaza. Johnson noted that the Library Advisory Board and Arts and Culture Board were very pleased with the project. He spoke next about the Naming Process • Downtown West o Project name, not a location • Four City Building o City Hall o Council Chambers o Light & Waterworks Building o Library • Return to Council in the next several months with an update Johnson described the Next Steps • Continue Construction o Foundation for both buildings in a few weeks o Structural steel — mid-April • Additional Contracts to Council — Mid/Late Summer o Audio visual/furniture/data cabling • Complete Construction 0 December 2018 Grand Opening o Early 2019 Councilmember Jonrowe asked if the naming process will be internal. Johnson said the first step will be internal. Jonrowe said that her constituents do not like the term "downtown". Johnson said he will take note. D. Presentation and discussion on the Hospice Feasibility Study -- Steve Fought, Councilmember District 4 Councilmember, Steve Fought, provided an update on the Hospice Feasibility Study. He explained that it was a study to determine if an inpatient residential setting hospice facility was needed in the area. Fought said, due to the demographics of Georgetown, it seemed natural. Fought named the financial partners in the study • Georgetown Health Foundation (St. David's Foundation) City of Georgetown Baylor Scott and White • Austin Hospice (Christopher House) Fought showed organizations that had been identified for interviews and had been asked to provide important data for the study. • Wesleyan (Hospice) • Autumn Leaves a The Delaney ■ St. David's Hospital • Seaton Hospital • Kindred Hospice He noted that Seaton Hospital and Kindred Hospice had declined providing data. Fought said a great deal of Medicare data was incorporated and nothing had been lost, since Medicare data was consistent among all hospitals. Fought described the Two Phases of the Study Demand Assessment • Implementation The expectations were discussed, as well ■ There is a strong, unmet demand • Georgetown is a reasonable center for operations Fought said he was surprised by the results of the study showing that there was not a demand. He explained that the results of the study indicate that the demand for a Hospice Care Center (HCCC) in the central location (I1-1135 and South University) would be approximately 1.4 to 2.1 beds at the General Inpatient (GIP) level of care with the potential for 2.2 to 2.5 additional beds at Respite or Routine levels of care. Fought said that it was learned that people want to stay in place. He noted that the area is very physician centric and people do not want to leave their physicians. Fought said he was surprised by the results, but there is not enough need to be sustainable. Fought spoke on the study group's recommendations and explained that Phase 2 will not take place HOSPICE FEASIBILITY STUDY RECOMMENDATIONS Do not proceed with a free-standing option unless there is an ability to raise a reserve fund large enough to support losses through interest income. Consider a location within an existing health care facility: • Sufficient space to include family and hospice staff areas • Compliant with Medicare Conditions of Participation licensing and Life Safety requirements Maximizes senior population access and minimizes travel time to area hospitals Fought provided Next Steps of the study group and said that the study group will reimburse the City Council. • Close the Books • Present Summary Findings, etc., to Interested Parties ■ Facilitate Further Discussion Mayor Ross recessed the meeting to Executive Session under Section 551.071 and Section 551.074 at 5:09 PM. Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session. E. Sec. 551.071: Consultation with Attorney Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items - Foreclosure matter Duvall Estate Sec. 551:074: Personnel Matters City Manager, City Attorney, City Secretary and Municipal Judge: Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal - City Secretary Evaluation Adjournment Mayor Ross adjourned the meeting at 6:00 PM to begin the Regular City Council Meeting Approved by the Georgetown City Council on J ka 7 1 6 _ Date c� Dale Ross, Mayor Attest: City Se ry