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HomeMy WebLinkAbout2018-04-03 - Regular City CouncilImo/ TE*AS MINUTES City of Stephenville Regular City Council Meeting Tuesday, April 3, 2018 at 5:30 PM The Regular City Council Meeting of the City of Stephenville, Texas, convened on Tuesday, April 3, 2018, at 5:30 PM, 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: COUNCIL PRESENT: n COUNCIL ABSENT: Mayor Kenny Weldon Council Member Mark McClinton Council Member Carla Trussell Mayor Pro Tern Doug Svien Council Member Brady Pendleton Council Member Rhett Harrison Council Member Alan Nix Council Member Sherry Zachery Council Member Jerry Warren OTHERS ATTENDING: Allen Barnes, City Administrator Staci King, City Secretary Randy Thomas, City Attorney I. Call to Order Mayor Weldon called the meeting to order at 5:30 p.m. ll. Pledge of Allegiance to the United States Flag Pledge of Allegiance to the Texas Flag III. Invocation by Pastor Jarrod Brown, Grace Fellowship Church IV. Regular Agenda 1. Citizens' General Discussion Shelby Slawson invited everyone to "Burgers for Backpack Buddies" taking place on Friday, April 6. "Burgers for Backpack Buddies" supports Backpack Buddies, which provides food for children who may otherwise not have a meal to eat outside of school hours. All money raised will go to Backpack Buddies. 2. Proclamation for National Crime Victims' Rights Week, Child Abuse Prevention Month, and Sexual Assault Awareness Month Mayor Weldon read the proclamation for National Crime Victims' Rights Week, Child Abuse Prevention Month, and Sexual Assault Awareness Month. The Stop the Silence event will take place on Thursday, April 12 in the Downtown Plaza. 3. Annual Report of Hotel Occupancy Tax Expenditures - Stephenville Historical Museum - Dianne Wilson, President Dianne Wilson, President, gave the following report to council: Year in Review Stephenville Historical House Museum had approximately 8,000 visitors in 2017. This figure includes guests and members of weddings held in the chapel or on the grounds, a quinceanera, private and commercial photo shoots, events sponsored by SHHM, and events held at the museum by other entities. These visitors come not only from Stephenville and Erath County but from all over Texas, more than a dozen other states, and several countries. Local and area school groups including the TSU ROTC Corps of Cadets, church groups, nursing home residents' on outings, traveling groups such as car clubs and a variety of others have come to the museum in 2017. Several civic clubs, other non- profit groups, and a TSU fraternity and sorority were allowed to hold meetings in the chapel or meeting room without charge. SHHM is governed by a seventeen- member volunteer board who have donated approximately 4,000 hours of service to SHHM in 2017. Other volunteers have included Tarleton and high school students, interested individuals, and family members of board members. Annual Events Held at SHHM • Oxford House Soup Supper- Last Monday in January • Stephenville Music Clubs' Valentine Day Musical- Feb. 14 • Native & Heirloom Plant Fair- 2nd Sat. in April. • Camp Pioneer- 1st week in June- Now accepting up to 45 campers. • Museum Motorcycle Ride- 4th Saturday in September • Bosque River Adventure for 4th Graders in partnership with Stephenville ISD, Tarleton State University & Keep Stephenville Beautiful- Last Friday in September • By Gone Days on the Bosque- 2nd Saturday in October 10- 3 • Sundown on the Square- 2nd Saturday in October 5- 9 • Spirit Walk at West End Cemetery in partnership with Friends of the Dick Smith Library.- at end of October 2017- 2018 Accomplishments To Date Center Grove School- New roof, windows, siding, and foundation repair The Oxford House- Repaired window screens, new porch railings, new paint. Carriage House- Additional exterior and display lighting was added in the Carriage House and two log cabins. Grounds- The Master Gardeners have adopted SHHM as their project to develop a butterfly & hummingbird habitat over the entire campus. City Of Stephenville City Council - 03 Apr 2018 Page 2 of 8 Unexpected Storm Damage- The approximately 150- year -old Live Oak tree in the backyard of the Berry Cottage sustained extensive damage from the February 2018 ice storm. Fortunately, no buildings were damaged. Goals Center Grove School- Replace deteriorated schoolroom floor, new floor covering in the meeting room and paint the walls and cabinets. ADA compliant ramp is to be built at the Center Grove School. John Tarleton Ranch House- Funds from the 2017 "Sundown on the Square" event has been pledged for repairs to the house. Needed repairs include repair interior and exterior walls on both sections, cedar siding needs to have nails and screws replaced, caulk cracks, inspect for termites, replace window and door screens, window sills, repair termite damage to interior floors, add additional framing to brace the attic, lift drooping ceiling in the porch alcove, level the foundation, replace rotted hand rails and add handrails where needed, remove and replace all porch flooring and rotted framing under porch, replace porch posts with cedar posts, repair or replace porch steps, add synthetic chinking at chimney, reset the bell post and repair the bell, replace current lighting with UV alternatives, add interior track lighting to exhibits, add LED lighting for display cases, add climate control for display rooms. Estimate: $ 40, 000 Oxford House- The proceeds of $ 30,000 from the 2016 " Sundown on the Square" event were pledged to build the hardscape ( parking lot, curbing, (St sidewalks) at {I the Oxford House. Estimate: $ 52, 000. This does not include the lawn areas and landscaping. Goals beyond 2018 Carriage House- Water drainage needs to be addressed, along with siding repair. Estimate: $ 50, 000. Center Grove School- Replace air conditioning unit and ductwork. Reconfigure the kitchen and replace appliances. Estimated cost: Unknown at this time. Chapel on the Basque- Replace air conditioning unit and duct work, repair ceiling fans, repair steeple spire, repair bead board ceiling, refinish floor in entryway, repair cracked plaster on interior walls, repair bead board wainscoting in sanctuary, scrape, sand and repaint exterior walls. Estimated cost: $75, 000 Blacksmith Shop- Stabilization of wooden walls, grade soil to divert rainwater. Estimate: $ 2, 500 Berry Cottage- Replace old air conditioner unit that is no longer working correctly. Replace duct work. Estimate: $ 10, 000 Log Cabins- All six cabins need some re -chinking, some need floor work, all need better lighting and various repairs. Estimate: $5,000 Museum Grounds- Resurface driveway. Estimate: $ 5,000+ Museum Entry -Redesign museum sign to be more noticeable, widen entry gate so that larger vehicles can enter and exit more easily without damaging gates. Estimate: Unknown at this time. City Of Stephenville City Council - 03 Apr 2018 Page 3 of 8 Oxford House- Several preservation phases are left to be done, both to the exterior and interior. Estimate: $ 175, 000 Addition of an Historical Barn- To house farming, rodeo, military, and other displays. A new Archive Facility would be desirable so that the Long Room and Kitchen of the Berry Cottage could be returned to display space. Additional fencing along the perimeter of the grounds would enhance security, especially after hours of operation. 4. Audit Review for Fiscal Year 2016-2017 Mr. Lewis Crain, Rutledge Crain and Company, PC, presented the council with the audit results for the 2016-2047 fiscal year. Mr. Crane said that the city is in good financial standing and that there were no findings during the audit. MOTION by Doug Svien, second by Mark McClinton, to approve the 2017 Comprehensive Financial Report. MOTION CARRIED by unanimous vote. 5. Consider Approval of Ordinance No. 2018-0-13 Amending Section 5.06 "Longevity Pay" of the Stephenville Personnel Policy and Procedure Manual MOTION by Mark McClinton, second by Carla Trussell, to approve Ordinance No. 2018-0- 13 as presented. MOTION CARRIED by unanimous vote. 6. Consider Approval of Sale of Real Property Located at 891 East Road A single bid was received from John Walker in the the amount of $110,000. A contingency will be added into the contract that Mr. Walker will take possession of the property at 891 East Road after the new shelter has been constructed. MOTION by Alan Nix, second by Sherry Zachery, to accept the bid in the amount of $110,000 from John Walker and approve the sale of the property located at 891 East Road. MOTION CARRIED by unanimous vote. V. Employee Benefits Trust Meeting (Recess to Convene Employee Benefits Trust Meeting) 1. Consider Approval of Contract with United Health Care for Employee Health Insurance Mayor Weldon recessed the Regular City Council Meeting at 6:25 and called to order the Employee Benefits Trust Meeting. The city was presented with three plans; two of these were the same as last year and one was a new optional plan for employees. The cost for the city dropped by approximately three percent. Mayor Weldon called the Regular City Council Meeting back to order at 6:28 p.m. MOTION by Doug Svien, second by Carla Trussell, to approve the health insurance plan with United Health Care for 2018-2019. City Of Stephenville City Council - 03 Apr 2018 Page 4 of 8 MOTION CARRIED by unanimous vote. VI. Consideration of Items from Council Work Session - March 20, 2018 1. Consider Approval of Ordinance No. 2018-0-14 Amending the City of Stephenville Code of Ordinance Chapter 35 Records Management: "Repeat Open Records Requestors" MOTION by Brady Pendleton, second by Mark McClinton, to approve Ordinance No. 2018-0-14 Amending the City of Stephenville Code of Ordinance Chapter 35 Records Management:"Repeat Open Records Requestors." MOTION CARRIED by unanimous vote. 2. Consider Approval of Ordinance No. 2018-0-15 Regarding the Regulation of Recreation and Amusement Redemption Machines MOTION by Brady Pendleton, second by Mark McClinton, to approve Ordinance No. 2018-0-15 regarding the regulation of recreation and amusement redemption machines. MOTION CARRIED by the following votes: Ayes: Mark McClinton, Carla Trussell, Doug Svien, Brady Pendleton, Alan Nix, and Jerry Warren Noes: Rhett Harrison and Sherry Zachery 3. Consider Approval of Ordinance No. 2018-0-16 Approving Mid -Year Budget Adjustments MOTION by Doug Svien, second by Sherry Zachery, to approve Ordinance No. 2018-0-16 approving mid -year budget adjustments. MOTION CARRIED by unanimous vote. 4. Consider Approval of Request to Waive Landfill and Permit Fees for a Habitat For Humanity Project Located at 355 W. Walnut MOTION by Mark McClinton, second by Alan Nix, to waive fees for Habitat for Humanity not to exceed $2500. CARRIED. 5. Review Of Statement of Qualifications Rankings and Recommendations Staff received direction from council at the work session to prepare master service agreements to the public works committee in April. No action. VII. MONTHLY BUDGET REPORT 1. Financial Report for the Period Ending February 28, 2018 Monica Harris, Director of Finance, gave the following report: In reviewing the financial statements ending February 28, 2018, the financial indicators are better than expected. • Property Tax We received $81K in property taxes in the month of February, resulting in a $458K increase over funds collected through February 28th of last year. Erath County normally collects 95% of the property taxes for Stephenville through February; the amount collected this year is 95.78% of budget. • Sales Tax We received $570K in sales tax in February, resulting in $170K over the City Of Stephenville City Council - 03 Apr 2018 Page 5 of 8 n target budget through February 28th. We have received $44K or 1.77% more than last year. • Revenue (Budgetary comparison) The target budget for operating revenue is $9.8 million. We received $12.8 million in revenue, resulting in $2.94 million over budget. This is a result of property taxes, which are billed in October and due by January 31st. • Expenditures (Budgetary comparison) The target budget for operating expenditures is $7.9 million. We expended $7.4 million, resulting in $583K under budget. • Revenue (Prior year comparison) Operating revenue received last year was $12.2 million as compared to the current year's $12.8 million, resulting in a $548K increase due to property taxes, sales taxes, service charges, and grants. • Expenditures (Prior year comparison) Operating expenditures last year were $7.2 million as compared to the current year's $7.4 million, resulting in a $224K increase due largely to paying the liability insurance annually instead of quarterly. • New Programs Three (3) vehicles were ordered for Patrol, and mobile shelving has been ordered for Police Support Services. Chip seal and micro -surfacing bids have been awarded and should move forward as soon as weather permits. Vill. Stephenville Type B Economic Development Authority Update Ashleigh Feuerbacher, Director of Marketing and Administration, gave the following report: Business Development: *Project H-T(multi — use) brought in by a commercial realtor. Round table with City staff, Tarleton State and property owners. •Keewaydin Development (retail/hotel) joint meeting with STEDCO and SEDA •WCX 18 — World Congress Experience 2018 showcasing industry leaders in transportation engineering Attending Alongside: Office of the Governor, Joe Magruder and Andrew Harris Oncor Electric, Sharon Cook El Paso, Laredo, Waco, Terrell, McAllen and Stephenville Projects/Programs Project Blue — land acquisition and final environmental Infrastructure — W. Washington, solid numbers from developer Fa4ade Grant — Approval to Ronnie Singleton Real Estate, 203 Morgan Mill Road Stephenville, Texas Executive Director— Round (1) Interviews are scheduled with 3 applicants City Administrator weekly meeting — scheduled Wednesdays at 10:30 Web — updates taking place, work in progress New Projects and correspondence April Board Meeting — 4/19/2018 at 11:30 a.m. City Of Stephenville City Council - 03 Apr 2018 Page 6 of 8 IX. Consider Approval of Charter Amendments for the November 2018 Election 1. Election Amendments as Recommended by the Charter Review Committee MOTION by Alan Nix, second by Carla Trussell, to table and refer the proposed amendments to the nominations committee. MOTION CARRIED by unanimous vote. X. Update on EastSide Sewer Project Allen Barnes, City Administrator, gave an update on the project. He stated that the applications for funding had been approved by the Texas Water Development Board. A meeting will be held on April 17, 2018 to discuss the topic in more detail and decide on the next steps. XI. CONSENT 1. Approval of Minutes 2. Approval of Bid Awards 3. Approval of Consumer Price Index Adjustment to Municipal Telecommunications Right - of -Way Access Line Rates 4. Approval of Resolution No. 2018-R-04 Authorizing Participation with the Atmos Cities Steering Committee 5. Consider Approval of Memorandum of Agreement with the Texas A&M Forest Service MOTION by Doug Svien, second by Mark McClinton, to approve the consent agenda. MOTION CARRIED by unanimous vote. XII. Comments by City Administrator • Stop the Silence - Thursday, April 12, 2018, from 5:30 p.m. to 7:30 p.m. at the Cowboy Capital Walk of Fame • Committee Meetings -Tuesday, April 17, 2018 • Welcome Reception for Jen Basham, Director of Community Service and for Julie Crouch - Smith, Tourism and Visitors Bureau Manager, on April 18th, 2018, from 4:00 p.m. to 5:30 P. M. • TSU FFA Judging Contest - Wednesday, April 18th and Thursday, April 26th • Tarleton Stampede- Thursday, Friday, and Saturday, April 19-21st at the Lone Star Arena at 7:30 p.m. XIII. Comments by Council members Mark McClinton thanked all Tarleton staff and students that were involved in Service Week and Round Up. He said that Tarleton State once again showed that they are an outstanding partner to the city of Stephenville. Mr. McClinton said that everyone needed to go check out Shapard Street - it looks amazing. He also thanked the five young ladies that helped out at Bill Johnson Park all day on a Saturday; there will be another work day April 19 at 9:00 a.m.. The April installment of the Farmer's Market will take place on Saturday as well. Carla Trussell said a special thank you to the Tarleton Corps of Cadets and football team for helping with the brick -laying on Shapard Street. April 14 is the Plant Fair at the City Of Stephenville City Council - 03 Apr 2018 Page 7 of 8 Museum. April 19 is the Spelling Bee at the First United Methodist Church and four council members will be participating. The Spelling Bee benefits the Treehouse Afterschool Program. Mayor Weldon welcomed Julie Smith to the City of Stephenville team. A replica of the Vietnam Memorial Wall will be in Eastland for the next month, and Mayor Weldon encouraged people to go see it. He commended Tarleton for providing such great community service on Tarleton Service Day. XIV. Adjourn The meeting was adjourned at 7;25.p.m,., v ` ATTEST: r— = Staci Kin City Secretary City Of Stephenville City Council - 03 Apr 2018 ter y K. V41don, Mayor Page 8 of 8