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Home My WebLink About2016-04-05 - Regular City CouncilMINUTES OF REGULAR BUSINESS MEETING City of Stephenville - City Council Tuesday, April 5, 2016, 5:30 P.M. The City Council of the City of Stephenville, Texas, convened on April 5, 2016, at 5:30 p.m., in the Council Chambers at City Hall, 298 West Washington Street, for the purpose of a Regular Business Meeting, with the meeting being open to the public and notice of said meeting, giving the date, time, place and subject thereof, having been posted as prescribed by Chapter 551, Government Code, Vernon's Texas Codes Annotated, with the following members present, to wit: Mayor Mayor Pro-Tem Council members Jerry K. Weldon II Russ McDanel Mark McClinton Boyd Waggoner Doug Svien Rhett Harrison Alan Nix Sherry Zachery Jerry Warren Others Attending Patrick C. Bridges, City Administrator Randy Thomas, City Attorney Cindy L. Stafford, City Secretary Call to Order. The meeting of the Stephenville City Council was called to order at 5:30 p.m. on Tuesday, April 5, 2016, by Mayor Weldon. II. Pledge of Allegiance to the Flag. Mayor Weldon led the Pledge of Allegiance. III. Invocation. Pastor Jarrod Brown, Grace Fellowship Church, gave the invocation. IV. Citizens' General Discussion. No one wished to address the council. V. Consider Approval of Contract with GHS, Ltd. for Citation Filing Services Police Chief Jason King introduced this contract, explaining that these services will allow the PD software to interface with the system that the municipal court and JP court uses to process citations. It will allow data to be transferred electronically, therefore creating efficiency and moving forward in achieving a paperless system. Justice of the Peace for Precinct 1, Shawnee Bass, was present to answer questions. MOTION by Russ McDanel, second by Alan Nix, to approve the contract with GHS, Ltd. MOTION CARRIED by unanimous vote. Regular Business Meeting —April S, 2016 Stephenville City Council VI. Stephenville Historical Museum Annual Report and Presentation of Budget —Kate Barton, Board President Kate Barton presented the following budget, then reported on activities in 2015 and events scheduled for 2016: Income 2014 Actual 2015 Actual 2016 Budget Donations - General $ 17,257.54 $ 15,251.25 $ 15,000.00 Donations - OHPP $ 10,337.00 $ 21,164.83 $ 20,000.00 Donations - SOTS $ - $ 50,728.11 $ 40,000.00 Grants $ 1,000.00 $ - $ 1,000.00 Rental Income $ 5,700.00 $ 5,657.00 $ 5,500.00 Hotel/Motel Tax Income $ 57,167.06 $ 62,377.30 $ 60,000.00 Special Events $ 11,730.27 $ 8,547.30 1 $ 9,000.00 Gift Shop Sales $ 330.09 $ 252.22 $ 200.00 Interest Income $ 195.94 $ 183.69 $ 200.00 Miscellaneous Income $ 303.00 $ 70.00 $ 100.00 Reimbursement Insurance $ 97,150.96 $ - Tota/ Income '$F 104,020.90 ; 261,382 66 ; 151,000.00 Operating Expenses 2014 Actual 2015 Actual 2016 Budget Salaries and wages $ 22,717.97 $ 23,335.70 $ 23,500.00 Repair and Maintenance $ 17,828.03 $ 136,848.81 $ 85,295.00 Special Events $ 3,307.02 $ 7,460.32 $ 4,000.00 Camp Pioneer $ 378.88 $ 100.00 $ 500.00 Sundown on the Square Expenses $ 10,762.08 $ 10,000.00 Supplies $ 674.06 $ 79.94 $ 250.00 Outside Services $ 11,087.76 $ 380.03 $ 400.00 Payroll Taxes $ 1,737.86 $ 1,785.16 $ 1,785.00 Sales Tax Expense $ 3.53 $ 5.00 Legal and Accounting $ 1,580.00 $ 1,580.00 $ 1,580.00 Insurance - business $ 1,027.12 $ 1,060.41 $ 1,060.00 Pest Control $ 490.00 $ 477.50 $ 475.00 Utilities $ 8,193.28 $ 8,176.31 $ 8,200.00 Telephone $ 988.55 $ 1,446.80 $ 1,400.00 Office Supplies and Expense $ 1,356.87 $ 1,907.63 $ 1,000.00 Dues and Subscriptions $ 240.00 $ 240.00 $ 250.00 Advertising $ 2,086.35 $ 501.02 $ 1,000.00 Miscellaneous Expense $ 251.00 $ 300.00 Committee Funds i $ 10'000.00 Total Ex nses ; 73,944.75 ; 196,145.24 $ 151,000.00 2015 in Review: • 7500 visitors • 2993 volunteer hours from board members • Damage as a result of the electrical fire at the Berry Cottage • Spring storm damage to Chapel on the Bosque, carriage house, and museum office Regular Business Meeting —April 5, 2016 Stephenville City Council • The museum's collection of photographs, documents, and artifacts continued to be expanded. In partnership with the Stephenville Public Library, the microfilm collection has been relocated to the museum. 2016 Calendar of Events: • Native and Heirloom Plant Fair on April 9 • Camp Pioneer, June 6-9 • Summer Storytelling Series • Oxford House Motorcycle Run on September 14 • Bygone Days/Sundown on the Square, October 8 • Spirits of Erath County Cemetery Walk, October 30 2016 Project Goals: • Complete reconstruction work on Berry Cottage and reopen as a tour -able home and research center • Restoration of the Center Grove School House • Replace roofs on the museum office, Carriage House and Chapel • Complete interior signage in cabins • Document and display history of museum office MOTION by Doug Svien, second by Mark McClinton to accept the report and approve the budget as presented. MOTION CARRIED by unanimous vote. VII. Stephenville Type B Economic Development Authority Report (SEDA)—Consider approval of recommendation for SEDA to retain Mike Barnes Group, Inc. for head- hunter services for an interim period and to provide onsite interim services SEDA President, Matt Harpole, introduced Mike Barnes and his firm as the board's recommendation for an executive search and for interim onsite services. Barnes addressed the council and said that his firm conducts business throughout the country, building on over 30 years of experience and contacts in the field of economic development. MOTION by Doug Svien, second by Russ McDanel, to approve the recommendation of SEDA to retain the firm of Mike Barnes Group, Inc. and enter into a contract to provide for head-hunter services and interim onsite services. MOTION CARRIED. Vill. Consider Approval of Stormwater Infrastructure Agreement with Texas A&M University System Nick Williams, Director of Public Works, explained that Tarleton State University has undertaken a large utility and infrastructure improvements project. As a part of the project, TSU is proposing to install new, underground, university -owned utilities as well as non -university owned utilities such as electric, cable, fiber and city -owned water and sewer utilities. The work is scheduled to be performed in coordination with, but at no cost to, the City of Stephenville. MOTION by Alan Nix, second by Sherry Zachery, to approve the Stormwater Infrastructure Agreement with Texas A&M University System. MOTION CARRIED by unanimous vote. Regular Business Meeting —April S, 2016 Stephenville City Council IX. PLANNING AND ZONING COMMISSION —PUBLIC HEARING Mayor Weldon opened a public hearing. Noah Cullis, Director of Planning and Building Services, reported that the Planning and Zoning Commission approved this request for a Special Use Permit. He stated that concerns were voiced about parking; however, there are no requirements for providing off-street parking in the Downtown District. Cullis stated that the commission expressed a need to address future off-street and on -street parking issues within the Downtown District. A. Consider approving P&Z Case No. R2016-02, request for Special Use Permit for Downtown District (DT) Alcoholic Beverage Service on Lot 3, Block 15, City Addition, located at 223 East College Street, Stephenville, Texas Speaking in Favor of the request: Jann and Kayleigh Ceamano desire to open a restaurant at this location. Jann told the council that their only desire is to provide a restaurant that focuses on high -quality fresh food and good customer service. Kayleigh said that she is from Stephenville, and they have moved from Austin back here to open their business. Speaking in Opposition to the request: Ellen Skipper spoke saying that her office is catty -corner from subject property, and her jjj mother's residence is located within two blocks of this location. She stated she also represents Kerry Roach, owner of Jake and Dorothy's Cafe, and they are all concerned about crowded street parking from the proposed restaurant. Skipper said there is also an issue with alcoholic beverages being consumed at the restaurant and the effect this might have on the neighborhood. Mayor Weldon closed the public hearing. MOTION by Alan Nix, second by Mark McClinton, to table this matter to give staff an opportunity to report back to council with alternatives to the parking issue. MOTION CARRIED. B. Consider adopting Ordinance No. 2016-0-03 granting a Special Use Permit for Downtown District (DT) Alcoholic Beverage Service on Lot 3, Block 25, City Addition, located at 223 East College Street, Stephenville, Texas X. PERSONNEL COMMITTEE REPORT A. Employment Benefits and Health Insurance Package (Recess to Convene Employee Benefits Trust Meeting) Regular Business Meeting —April 5, 2016 Stephenville City Council Mayor Weldon recessed the council meeting at 7:08 p.m. and called to order the Employee Benefit Trust meeting. The city council reconvened in regular session at 7:14 p.m. B. Consider Approving Funding of Employee Benefits MOTION by Sherry Zachery, second by Alan Nix, to fund the employee benefit package for health and dental insurance with United Health Care. MOTION CARRIED by unanimous vote. C. Employee Pay Plan/Compensation Study Sherry Zachery reported that subsequent to receiving proposals from consulting firms, the committee decided that this study should be conducted by staff. Zachery explained that the committee wanted a more comprehensive study that is tailored to our specific circumstance. Stephenville will be compared to 20 cities as well as private industries and businesses in town. XI. FINANCE COMMITTEE REPORT A. Audit Report. Doug Svien reported that the committee reviewed the audit and that no further action was necessary. B. Fund Balance Review. Svien reported that there is $8.7M in reserves, and council directed reduction of assigned fund balance from $3M to $1.5M for the following: $1M—airport; $350,000—Bosque River Trail, and $150,000—grant match. C. Water and Sewer Rate Review. The committee will be taking this matter up at its next committee meeting. XII. PUBLIC WORKS COMMITTEE REPORT-- Quantitative Financial Information and Utility Profile Alan Nix explained that this report provides information on the city's water production, treatment, distribution and the waste water collection and distribution systems. This information is furnished to the Texas Water Development Board and the Texas Commission on Environmental Quality. Nix stated that no action is necessary by council. XIII. Consider 2016 Consumer Price Index Adjustment to Municipal Telecommunications Right -of -Way Access Line Rates City Administrator Bridges explained that, based on council's decision in April 2015 to not adjust the rates for inflation, the rates will remain at the 2015 levels; therefore, no action was required to be taken. Regular Business Meeting —April 5, 2016 Stephenville City Council XIV. CONSENTAGENDA Alan Nix asked to remove Item C.3. from the Consent Agenda. MOTION by Alan Nix, second by Sherry Zachery, to approve Consent Agenda items A., B., CA., and C.2. MOTION CARRIED. Following questions concerning the mowing bids, MOTION was made by Alan Nix, second by Doug Svien, to approve the bid for mowing services. MOTION CARRIED by unanimous vote. A. Approve Minutes of March 1, 2016 Regular Council Meeting B. Resolution No. 2016-R-06 Accepting the College Street Bridge Repairs C. Approve Bid Awards 1. Street Department Vehicle 2. Digital Radio System 3. Mowing Services XV. Comments by City Administrator • Key Programs Update. City Administrator Bridges reviewed the status of the following programs: <Fire Department —Emergency vehicle: Pumper Truck is on order; Digital Radio System Q Police Department —Patrol Vehicle Purchase <Thoroughfare Plan —Conducted open house; working with consultants <Annexation Plan —Annexation policy is being drafted <Subdivision Ordinance —Awaiting final draft <Pavement Management Plan —Report to be given at next council meeting <East Side Sewer —Professional Services Agreement awarded to engineers QBosque River Trail—TxDOT will bid in July <Community Center Assessment —Looking for avenues to pursue project QSEDA Director —Seeking professional interim services Park Superintendent Bill Richards retired in March following a 27-year career with the city. Jesus Coronado has been hired in this position, coming from the City of Grand Prairie. XVI. Comments by Council members Mark McClinton praised Community Services Director Jeremy Allen and his staff for their work in bringing to town a select baseball tournament. McClinton stated that this has an impressive financial impact for our city. Regular Business Meeting —April 5, 2016 Stephenville City Council Mayor Pro-Tem Russ McDanel made the following statement: "For the record, I'd like to jjj share this financial information with the public. Combined FY 2014-2015 and FY 2015- 2016, the council has approved spending less than 1% of the total budget on studies and plans. These expenditures have and are providing accurate, up-to-date information to staff and council, that are vitally necessary for wise decision making. Basing our decisions on decades old data is not prudent or exercising our due diligence. Infrastructure projects and upgrades that we invest millions of dollars in, should and will be studied and planned in a proper professional manner. I applaud the council for this sound efficient strategy." Rhett Harrison thanked members of the Stephenville Ministerial Alliance for their support and for offering the opening prayer at council meetings. Alan Nix and Mayor Weldon also thanked the Ministerial Alliance. XVII. EXECUTIVE SESSION. At 7:56 p.m., Mayor Weldon recessed the open portion of the meeting, and council went into executive session in In compliance with the provisions of the Texas Open Meetings Law, Subchapter D, Government Code, Vernon's Texas Codes, Annotated, in accordance with Sec. 551.072 Deliberations about Real Property; Sec. 551.074 Personnel Matters (a)(1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; and Sec. 551.071(a) Consultation with Attorney; pending or contemplated litigation A. Property at 970 East South Loop, Suites 4-10, Stephenville, as part of the Airport Expansion Grant B. EconoLodge—Non-payment of Hotel Occupancy Tax C. Lamar Advantage Holding Company v. City of Stephenville and Betty Chew v. Marion Jo Hutchinson McAlister, Case No. 11-04-00133-CV,11th Court of Appeals at Eastland County, Texas Stephenville D. City Electric, Inc., et al, v. City of Stephenville and Mark Kaiser, Cause No. CV-33,030, 266" Judicial District Court, Erath County, Texas E. Joe Ann Everett v. City of Stephenville, Cause No. 33,583, 266th Judicial District Court of Erath County, Texas F. Evaluation of City Attorney G. Evaluation of City Secretary H. Evaluation of City Administrator Council reconvened in open session at 8:28 p.m. Regular Business Meeting —April S, 2016 Stephenville City Council XVIII. Action taken on matters discussed in executive session (if necessary) MOTION by Alan Nix, second by Sherry Zachery, to authorize staff to execute a lease contract for the property at 970 East South Loop. MOTION CARRIED by unanimous vote XIX. Adjourn MOTION by Russ McDanel, second by Alan Nix, to adjourn the meeting. MOTION CARRIED at 8:29 p.m. (JILV49— Jerry K. W I on II, Mayor ATTEST: if q - .t _ AAJ ea.. Cindy L. o.. Cfiy SeCV ry Regular Business Meeting —April S, 2016 Stephenville City Council