Utilities Town Hall - 2/20/20

Utilities Administration Town Hall

Hello Copperas Cove!

The Council:
Mayor Diaz-Present
Joann Courtland-Present
Fred Chavez-Present
Dan Yancey-Absent
Jay Manning-Absent
Dianne Campbell-Present
Marc Payne-Present
Jack Smith- Absent

Ryan Haverlah (City Manager) held a town hall to update the city about where things stand with the Utilities Administration transfer away from Fathom. It was a packed house at the Civic Center, with more seats that were brought out to accommodate the extra people that showed up.

To start things out, Ryan Haverlah gave a condensed review of the history with Fathom and how we've gotten to where we are now. Here's where we are now:

With Fathom out of the picture, this is our current billing system cycle. The customer uses water, which is captured by the water meter. The water meter then sends the info to a stationary antenna every 15 minutes. Now, technology isn't always perfect, so they do have hiccups sometime where things may get in the way of that signal transition, but once that block is removed (cars, weather, etc), the full info is transmitted. From the antenna, it goes to a secure database that is run by Neptune. The database sends the info to Incode who makes the information readable by our city staff. The city staff then develops the bills and reviews each bill. The data is sent to DataProse to be printed and mailed out to the citizens. It's also sent to WaterSmart, who provides the online software for people to access their online accounts, which works with Paymentus to process online payments. With the exit of Fathom, we had to bring in Incode, DataProse, WaterSmart, and Paymentus to keep things running smooth.

We have most of the payment options restored that citizens may be used to from before. You can go to the Utility Department to make payments or address your account, of course but people may not know you can also go to the Police Department and drop off checks after hours which they will get to the Utility Department for you. The full list of ways you can make payments are as follows -

By Mail:

City of Copperas Cove Utilities Administration, P.O. Drawer 1419, Copperas Cove, TX 76522 (check or money order; include bill stub or name, service address and account number)

By Phone:

Call the local office at (254)547-8718 to make payments by phone (credit/debit card)

Hours: 8:00am to 4:30pm

In Person:

City of Copperas Cove Utilities Administration, 914 S. Main Street, Suite A (check, money order, cash, credit/debit card); Suite B (check, money order, credit/debit card – no cash)

Hours: 8:00am to 4:30pm

Drop Box Locations:

Utility Administration, 914 S. Main Street, Suite A & B (Suite A has a drop location available inside during business hours; Suite B door has an outside drop location available AFTER business hours)

Police Department, 302 E Ave E (payments may be dropped off inside the facility by handing the sealed payment to a Records Clerk or Communications Operator, available 24 hours)

*(Drop Box payments should be check or money order only; include bill stub or name, service address and account number)

Online:

Customers who previously registered for an online account, or had an account number issued prior to the transition, may now log in and make online payments through the WaterSmart customer payment portal. Please note that until the transition is complete and past account payments are reconciled, the customer balance may not be accurate. See link at: HTTPS://COPPERASCOVETX.WATERSMART.COM/INDEX.PHP/WELCOME

Automatic Draft (ACH):

Coming soon; will be announced once transition is complete.

KIOSK: 

Coming soon; will be announced once new Utilities Building is up and running. 

As it has been, payments with credit card will a 2.8% fee attached. This is an expense brought on by the credit card processing company, and is being passed on directly to the customer. 

The bills will be starting to go out for area 1 this week. Keep in mind that these initial bills will be larger than usual because they encompass multiple billing periods. If you feel like you need help with your bill, please go to the Utilities Administration as soon as possible to discuss setting up payment arrangements with no disconnect. Late fees and disconnects will begin in April 2020. Notice of late fees and disconnects will be on all bills going out starting this month. 

This wrapped up the presentation portion of the Town Hall and opened discussion up for written questions first, and then Q&A on the floor. Some questions that were brought up included:

-Are we going to be truly locally run? Yes, but with help from outside vendors. Everyone handling the physical reading of your meters, and the handling of your bills will be people that are your neighbors and fellow citizens right here in Copperas Cove. When you have an issue of your bill that you need help with, it will be someone that you may see in HEB one day. Please keep that in mind when you're upset about your bill and are needing help. Everyone working with you on your water bill is someone from your community. 

-How much has this cost tax payers? $0. Not a dime. Nothing has come from property tax, sales tax, hotel tax, or any other type of tax. This has bee 100% funded by customer water fees. 

-When can we do Auto Pay? Ryan thought that was already up, but was informed it is not. He will be making a phone call to Water Smart and working on getting that operational as soon as possible. 

-Are senior discounts going to continue? Yes. The city council is the only group that can alter/end the senior discount, and they have not voted to do anything with them. If you're interested in applying for a senior discount, you can go to the Utilities Administration Building and apply there. Some customers were concerned they were not getting the discount because it's not marked on their bills. One citizen spoke up and said the fee is automatically applied on your bill - it is not marked as being applied. To make sure it is being applied, you can contact the Utilities Department by phone or walk in and they can help with that. 

For help with your Utility Bill, please call (254)547-8718. M-F 8:00am to 4:30pm

Mayor recuses, CCPD Mobile Data Terminals, and more development in Cove

Mayor recuses, CCPD Mobile Data Terminals, and more development in Cove 

Hello Copperas Cove! This is for the council meeting on February 18, 2020. Remember that the Texas Primary early voting for Republicans and Democrats are taking place over the next two weeks. It is your voice!

The Council:
Mayor Diaz-Present
Joann Courtland-Present
Fred Chavez-Present
Dan Yancey-Present
Jay Manning-Present
Dianne Campbell-Present
Marc Payne-Present
Jack Smith- Present

City Council Agenda Link

Citizen's Forum:
Beth Moore- Brought to the attention of the council and public about the proposed median placements on Business 190. Some of the Median openings opened up in front of businesses instead of roads, as promised. One example was the median that begins at MLK and goes all the way to the Goodwill. She stated that pro Business 190 people are not concerned with accessibility.

Consent Agenda:
The first three Consent items dealt with meeting minutes. The 4th item was about allowing Chief Wilson to submit an application for a grant through the Office Of Governor for the FY21 Justice Assistance Grant. All items voted to pass 7-0.

Public Hearing:
G1. This Public Hearing was for the Future Land Use Plan at Walker Place. It made it through the P&Z in January and came to council. It involves about 33 acres and would change the FLUP from Low density to Medium Density for duplexes. There were no speakers. Vote to pass was 7-0. 

G2. This item accompanies the previous item. It also was at the P&Z in January. If passed, it would rezone the properties from AG-1 and R3 to R2. There were no speakers. Vote to pass was 7-0.

G3. This Public Hearing was for the Future Land Use Plan at Heritage Place Addition which will be a new development and located at FM3046 and US HWY 190. . It made it through the P&Z in January and came to council. It involves about 124 acres and would change the FLUP from Low density to Low Density, Medium Density and Retail. There were no speakers. The Mayor recused herself from the Public Hearing to prevent a conflict of interest. Vote to pass was 7-0. 

G4. This item accompanies the previous item. It also was at the P&Z in January. If passed, it would rezone the properties from AG-1 to R1, R2, and B4. There were no speakers. The Mayor recused herself from the Public Hearing to prevent a conflict of interest. Vote to pass was 7-0.

Action Items:
H1. Brian Hawkins from the Noon Exchange Club brief the City Council on November's Feast of Sharing results. There were approximately 650 meals served. The meal started out as a Thanksgiving meal for the Elderly and eventually transformed into a community event. Planning is already underway for the next Feat of Sharing. The Council voted 7-0 to issue their payment of $4033.

H2. Parks and Recreation Director Jeff Stoddard brought to council a volunteer packet from Eugene Kocmoud to serve on the Cemetery Advisory Board. There was only one vacancy. Eugene Kocmoud was appointed to the board by a vote of 7-0.

H3. Copperas Cove Police Department is requesting new Mobile Data Terminals to replace the obsolete Panasonic Toughbooks. The life cycle for these are three years. CCPD also made the decision to transition from laptops to tablets to aide in crime scene investigations. They are also much faster and more memory. They carry a complete 3 year warranty. The cost is $165,478. The vote to pass was 7-0.

H4. Deputy Fire Chief Gary Young requested a training date for the Mayor, Councilwoman Campbell, and Councilman Smith. This is for the required Incident Command Training through the Emergency Management Training for Public and Elected Officials. They selected April 17, 2020 at the Fire Station. The public is invited to attend also. No vote is required for this item.

H5. This was authorizing the City Manager to execute a professional services agreement with Dunham Engineering for the design and construct inspection of two water tanks. The 340,000 gallon tank at Hogg Mountain which was built in 1962 and the 350,000 gallon tank at Turkey Run built in 2002. Both water tanks have maintenance issues. The cost of the agreement is $55,000. The vote to pass was 7-0.

H6. Barclays Utility Service was selected to replace the 18 inch clay sewer pipe going through City park with a 24 inch PVC line. The length of the project is 3,500 linear feet and will cost $603,820. There were nine bids submitted to the city. The vote to pass was 7-0.

H7. The council authorized the City Manager to hand submit by February 28, 2020, a grant application for the project at State Highway 9 and Tank Destroyer. This is the Defense Economic Assistance Grant Program that the city has been discussing. The city will receive an answer by March or April of this year. The vote to pass was 7-0.

There was a staff briefing from the Youth Activities Council (YAC) about Breakfast with Santa. They sold 152 tickets for the event. The briefer spoke very low and was hard to understand. She definitely will get better with experience since she is a teenager.

City Council Campaign Finance Reports 2019

City Council Campaign Finance Reports 2019

Copperas Cove City Council Place 3
Dan Yancey
Jamie Sigler
Dario Eubank

Copperas Cove City Council Place 4
Jay Manning
Matthew Russell
Benjamin Beck

Copperas Cove City Council Place 5
Dianne Yoho Campbell
Gary Kent

Copperas Cove City Council Place 7 (Unexpired)
Jack Smith
Terri Deans

According to the Texas Ethics Commission, every candidate for office must file a Campaign Finance Report for 30 days prior to election, 8 days prior to election, and a final report. If the candidate or office holder retains funds in their campaign account then they must file semi-annual and annual reports. If the candidate plans to and manages only to spend or raise $500 dollars or less, they can file the Candidate Modified Reporting Declaration. Editorial Comment: In full disclosure, I, James Pierce, filed my Semi-Annual and Annual report at CTC on January 15, 2020, due to retaining $10 in my campaign account and not having.

For the just completed Copperas Cove City Council election cycle the were the filing dates to be turned in to the City Secretary, as of January 21, 2020:

TEC Filing Link

30 days before the election

July 1 through September 26 and is due to the City Secretary by October 7, 2019

8 days before the election

September 27 through October 26 and is due to the City Secretary by October 28, 2019

Final Report

Due after the election to close out the Campaign Finance Report

January Semi-Annual or Annual Report of Unexpended Contributions

July 1, 2019 through December 31, 2019 and due to the City Secretary by January 15, 2020

Fines for NOT Filing

We requested all Campaign Finance Reports from the Candidates from the city through Freedom Of Information Act (FOIA). This was throughout the entire election cycle and after to give candidates the benefit of the doubt.

Sworn Complaint Link

Copperas Cove City Council, Place 3

Dan Yancey

30 Day- Filed

8 Day- Filed, $2211.99 on hand for campaigning.

Final- Did Not File and did not report advertising on the "Bill Board".

Semi-Annual- No, did not file.

Jamie Sigler
30 Day-Candidate Modified Reporting Declaration
8 Day- N/A
Final- N/A
Semi-Annual- N/A

Dario Eubank
30 Day-Candidate Modified Reporting Declaration
8 Day- N/A
Final- N/A
Semi-Annual- N/A

Copperas Cove City Council, Place 4

Jay Manning
30 Day- Filed
8 Day- Filed
Final- Filed
Semi-Annual- No on hand funds

Matthew Russell
30 Day- Did Not File, see below
8 Day- Did Not File, see next line
Final- Yes, August 19 through October 15, 2019
Semi-Annual- N/A

Benjamin Beck
30 Day-Candidate Modified Reporting Declaration
8 Day- N/A
Final- N/A
Semi-Annual- N/A

Copperas Cove City Council, Place 5

Dianne Yoho Campbell
30 Day- Filed
8 Day- Filed
Final- No, See next line.
Semi-Annual- Filed, Filed with $1462.90 on hand.

Gary Kent
30 Day- Did Not File, was not provided with a Candidate Modified Reporting Declaration
8 Day- Did Not File
Final- Did Not File
Semi-Annual- Did Not File

Copperas Cove City Council, Place 7 (Unexpired Term)

Jack Smith
30 Day- Filed
8 Day-Filed
Final-No, See next line.
Semi-Annual- Filed, Filed with $954.80 on hand.

Terri Deans
30 Day- Candidate Modified Reporting Declaration
8 Day- Filed
Final- Did Not File
Semi-Annual- Did Not File with $20 on hand.

Currently serving Mayor and Councilman:

Joann Courtland-N/A because her Final showed no funds on hand.
Fred Chavez-Did not file Semi Annual or Annual report. Has $45 dollars on hand.
Marc Payne- Unknown
Mayor Diaz- Unknown

City Council takes action on sidewalks, Parks and Recreation, and Utility report

City Council takes action on sidewalks, Parks and Recreation, and Utility report

Hello Copperas Cove! This was a rather short regular City Council meeting that only had a few agenda items and a report on the Utility Administration Transition Update.

The Council:
Mayor Diaz-Present
Joann Courtland-Present
Fred Chavez-Present
Dan Yancey-Present
Jay Manning-Present
Dianne Campbell-Present
Marc Payne-Present
Jack Smith- Present

Workshop Agenda link

There was a lot of discussion during the workshop. They debated the proposed subdivision ordinance and the proposed sign ordinance. Both items will be worked on some more to make them simpler and better. The sign ordinance brought the most council interaction because of the complexity. They are looking for more input.

City Council Agenda link

City Council Regular Meeting:

There were no citizens speaking up at the meeting, nor was there a public hearing, so the meeting got right to the Action Items after a quick approval of the Consent Agenda.

Action Items:

H1 - The sidewalk project on South FM116 and FM3046 is about to continue on the Southwest part of town. Bobby Lewis said the city received five SEALED bids. The chosen firm was TTG Utilities for $783,357.50. The total length of the sidewalks in this project is for FM 116 will be 3,725 feet or 0.7055 miles and for improvements along FM 3046 will be 1,260.88 feet or 0.2388 miles. There was no debate on this item. The vote to pass was 7-0.

H2- Parks and Recreation Dept brought forward two recommendations for the council to consider. The first is to offer 50% discount for parents of athletes when they become a volunteer head coach. The second was to establish a Spring Camp and a Summer Camp registration fee of $70. There was no debate on this item. Vote to pass 7-0 .

H3-  For this discussion item, Ryan Haverlah brought forward discussion concerning direction on actions related to the Citizens Focus Group. At the last meeting, Fred Chavez brought up that he would like to have discussion about a Citizens Ombudsman Program. Ryan said we already have a Citizens Focus Group that is intended to provide input about city services. Their last meeting was late 2017, around the time that our prior city manager departed. Fred Chavez stated that he's pro Ombudsman, and isn't wanting another committee formed that gets wrapped up in endless meetings. He'd rather have someone who can help citizens and provide feedback to the city. He overall just wants to see some way to help citizens. Joanne Courtland would like to see the Ombudsman program attached to the Citizens Focus Group either as someone who works with them or as the members of the group acting as Ombudsmen. To that, Fred stated he'd be ok with that. Marc Payne was one of the original members of the Citizens Focus Group and for the first couple years, he said it worked very well. All the members took tours of all the city departments and went through hours of training at each location to gain an understanding of how things worked. After that, the members tried to help citizens when they were made aware of issues, and for issues the members needed help with - they were able to go straight to the relevant department and get the answers they needed. He's pro this idea no matter if it's called Ombudsman or the Citizens Focus Group. If they move forward with this, Ryan recommends opening all the Focus Group positions to new members, but allowing current members to reapply. The Citizens Focus Group has no term limits, so the members from 2017 are still in the group. Fred offered his assistance moving forward in setting this up.

H4- During this discussion item, Ryan Haverlah held discussion about direction on a new resident briefing event. The city used to hold events a couple times a year where citizens could get to meet representatives from different departments in the city as well as different businesses from around the city. They were discussing starting these events back up again. Dan Yancey and Jay Manning want to see the events stay more informal and personal to the citizens to keep the attraction for citizens. Fred stated that for some new families, it can take up to a year to get used to where they've moved to. Along with these events, having good online information and departments being open and accessible is just as important. Ryan wanted to clarify a few things and make sure everyone was on the same page - We don't want a "big production event", but rather a friendly community event. With it, we should partner with CCISD, the Chamber of Commerce, City Services, Etc. Diane Courtland added that we have a lot of city activities such as runs and festivals, and maybe we should send a city rep with a booth to each of those activities to also reach out to citizens with questions. Ryan advised that the planning and preparation for this will take additional staff time, and it will fall a lot on our Public Information Officer (Kevin Keller), but we need the community engagement.



Reports From Staff:
Ryan Haverlah gave a report on the Utility Administration Transition. During the past two weeks, they have approached many hurdles. He wanted to give thanks to the residents for their patience during this transition, and commended the city staff for their hard work during the transition. As of now, they are 90% complete with the transition. The 1st new bills will be out next week. They will include the bill for all services from January and February. Late fees and disconnects will remain off the table for now, but are due to start up again in April.