HomeMy WebLinkAbout2016-02-02 - Regular City CouncilMINUTES OF REGULAR BUSINESS MEETING
City of Stephenville - City Council
Tuesday, February 2, 2016, S:30 P.M.
The City Council of the City of Stephenville, Texas, convened on February 2, 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
Absent
Jerry K. Weldon II
Russ McDanel
Boyd Waggoner
Doug Svien
Rhett Harrison
Alan Nix
Sherry Zachery
Jerry Warren
Mark McClinton
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, February 2, 2016, by Mayor Weldon. The mayor welcomed Assistant
Professor Dr. Cessna Winslow and members of her communications class. He also
welcomed members of Impact Stephenville, which is an initiative begun by Leadership
Stephenville for students in the eighth grade.
II. Citizens' General Discussion. No one wished to address the council.
III. Commodity Recycling Solutions LLC by Joan Meeks —Appreciation Award
Joan Meeks, owner, stated that her company partnered with Dr. Joe McFarland and the
Leon Bosque Resource Conservation and Development for an electronics recycling event
in October 2015. Ms. Meeks presented to the City of Stephenville the Environmental
Stewardship Award for having collected 37,750 pounds in four hours, which is the most
ever collected by her company. Meeks thanked Public Works Director Nick Williams and
his department for their diligent work during this collection event.
Regular Business Meeting —February 2, 2016
Stephenville City Council
IV. Stephenville Type B Economic Development Authority (SEDA)
A. Consider Approval of Recommendation to Employ Alora Wachholz as the SEDA
Executive Director
Matt Harpole, Vice President of SEDA, reported that 53 applications had been submitted
for the executive director position. As a result of many meetings and interviews, Harpole
introduced the board's choice for executive director, who is Alora Wachholz.
Wachholz thanked the council for the opportunity to serve in this position and gave some
information about hereducation, background, personal history, and prior experience. She
answered questions from council members.
MOTION by Russ McDanel, second by Alan Nix, to approve the recommendation of SEDA
and employ Alora Wachholz as the SEDA Executive Director. MOTION CARRIED by
unanimous vote.
B. Consider Adding an Endorsement for Workers' Compensation Coverage
MOTION by Boyd Waggoner, second by Sherry Zachery, to add an endorsement to the
city's workers' compensation coverage to include Alora Wachholz. MOTION CARRIED by
unanimous vote.
C. Consider Approval of Filling the Vacancy on the SEDA Board of Directors
This item will be discussed in executive session.
V. Multi -Purpose Center Advisory Team, 2015 Leadership Stephenville Class —Report on
Public/Private Funding
Gary Suit served as spokesman forthe team. Following a tour of cityfacilities and meeting
with senior, library and park and recreation advisory boards, the class endeavored to
bring about awareness to the community of the status of some of these buildings. Suit
referenced a recent feasibility study conducted by The Chesapeake Group for a proposed
multi -purpose center. He emphasized that it is not the intention of the advisory team or
of Leadership Stephenville to seek funding for such a project. Suit stated, "We are very
interested in researching alternative methods of financing --some of these financing
methods such as public/private partnerships. We are not experts by any means, but we
have members of the group with knowledge of these projects that have been funded by
this manner." Suit said that he would like to see the facilities for these programs be given
an opportunity to succeed.
VI. Presentation and Consideration of Chamber of Commerce Tourism Budget and Annual
Report —July Danley, President, Stephenville Chamber of Commerce
July Danley, President/CEO of the Stephenville Chamber of Commerce submitted the
tourism budget, which is attached hereto. She introduced members of the Board of
Regular Business Meeting —February 2, 2016
Stephenville City Council
Directors who were present —Chairman Steve Patterson, and directors Greg Hubbard and
Ed Dittfurth.
Danley reported that hotel occupancy tax revenues increased 5% from 2010 to 2011,
another 13% in 2012, held steady in 2013, increased 16% in 2014, and another 9% this
past year.
Last year, over 1,500 visitors came to the Chamber office, and over 5,000 telephone calls
were received seeking more information about our town.
The chamber staff uses these funds to promote tourism by devoting staff time, energy
and resources to servicing the needs and requests of visitors, assisting current events in
improving their success and impact, actively recruiting new events, and communicating
with local businesses and hotels to ensure the visitors have a pleasant experience while
they are spending time and money in our community.
MOTION by Russ McDanel, second by Alan Nix, to accept the Chamber report and approve
the Tourism Budget for 2016. MOTION CARRIED by unanimous vote.
VII. POLICE DEPARTMENT
(1) Tier 1 Data
Chief Jason King presented the Racial Profiling Report to the council as follows:
A. Racial Profiling Report
Motor Vehicle -Related Contact Information (1/1/15-12/31/15)
Race/Ethnicity*
Contacts
Searches
Consensual
Searches
PC Searches
Custody
Arrests
N
%
N
%
N
%
N
%
N
%
Caucasian
1,017
74
150
72
23
72
135
74
133
73
African
56
4
11
5
2
6
8
4
4
2
Hispanic
287
21
44
21
5
16
39
21
39
21
Asian
5
.4
1 1
.5
1
3
1 0
0
1 1
.5
Native American
2
.1
1
.5
0
0
1
.5
1
.5
Middle Eastern
2
.1
0
0
0
0
0
0
0
0
Other
5
.4
1
.5
1
3
0
0
5
3
Total
1,374
100
208
100
32
100
183
100
183
100
"N" represents "number" of traffic -related contacts
* Race/Ethnicity is defined by Senate Bill 1074 as being of a "particular descent, including Caucasian,
^ African, Hispanic, Asian, Native American or Middle Eastern".
!Ij q1 **Figure has been rounded
Regular Business Meeting —February 2, 2016
Stephenville City Council
(II) Motor Vehicle -Contacts and Fair Roads Standard Comparison
Comparison of motor vehicle -related contacts with households in Stephenville that have vehicle access
(in percentages). (1/1/15-12/31/15)
Race/Ethnicity*
Caucasian
Contacts
(in percentages)
74
Households with vehicle
access (in percentages)
86
African
4
3
Hispanic
21
10
Asian
.4
N/A
Native American
.1
N/A
Middle Eastern
.1
N/A
Other
Total
.4
100
N/A
99**
* Race/Ethnicity are defined by Senate Bill 1074 as being of a "particular descent, including Caucasian,
African, Hispanic, Asian, Native American and Middle Eastern".
**Represents rounded figure
Total Number of Instances where Officers Knew/did not Know Race/Ethnicity of Individuals before Being
Detained(1/1/15--12/31/15)
Total Number of Instances
Total Number of Instances
where Officers Knew Race
where Officers Did Not Know
and Ethnicity of Individuals
the Race and Ethnicity of
Before Being Detained
Individuals Before Being
Detained
14
1,187
*173 unknown/not specified
Report on Complaints
The following table contains data regarding officers that have been the subject of a complaint, during the
time period of 1/1/15--- 12/31/15, based on allegations outlining possible violations related to the Texas
Racial Profiling Law. The final disposition of the case is also included.
0
A check above indicates that the Stephenville Police Department has not received any complaints, on any
members of its police force, for having violated the Texas Racial Profiling Law during the time period of
1/1/15 ---- 12/31/15.
Regular Business Meeting —February 2, 2016
Stephenville City Council
Complaints Filed for Possible Violations of the Texas Racial Profiling Law
Complaint No. Alleged Violation Disposition of the Case
Council member Nix complimented Chief King and his entire department for their outstanding
service and attention to professionalism and courtesy.
MOTION by Russ McDanel, second by Rhett Harrison, to approve the Racial Profiling Report.
MOTION CARRIED by unanimous vote.
B. Consider Adopting Resolution No. 2016-R-02 Approving a Grant Application for
Preservation and Destruction of Evidence
MOTION by Alan Nix, second by Sherry Zachery, to approve Resolution No. 2016-R-02. MOTION
CARRIED by unanimous vote.
C. Body Camera Grant Program
Chief King reported that the city's grant application for this program has received a high score and
will likely be awarded. The city will be required to match funds of 25% or $5,582.50. King has
visited with the Erath County District Attorney and County Attorney requesting their assistance
with the grant match. Each office has agreed to provide $2,000 each, and the balance will be
covered by the city's forfeiture funds. No action was required by council.
Vill. PLANNING AND ZONING COMMISSION —PUBLIC HEARING
A. Consider approving request for a Special Use Permit for a medical clinic on Lots 1, 3,
and 4; Block 32, City Addition, in the Central Business District (B-3), located at 351
North Virginia Street, Stephenville, Texas
Robert Turk, City Building Official, reported that Dr. Kevin VandenBerge plans to refurbish
the largest of the buildings at this location into a new VandenBerge Orthopedic Clinic.
Turk explained that clinics are allowed in the Central Business District with an approved
Special Use Permit.
Mayor Weldon opened a public hearing.
Speaking in Favor of Rezoning: No one.
Speaking in Opposition of Rezoning: No one.
Regular Business Meeting —February 2, 2016
Stephenville City Council
Mayor Weldon closed the public hearing.
B. Consider adopting Ordinance No. 2016-0-01 granting a Special Use Permit for Lots 1,
3, and 4, Block 32, City Addition, Central Business District (B-3), located at 351 North
Virginia Street, Stephenville, Texas
MOTION by Russ McDanel, second by Doug Svien, to approve Ordinance No. 2016-0-01.
MOTION CARRIED by unanimous vote.
IX. PERSONNEL COMMITTEE REPORT
A. Discussion Concerning City Administrator Ordinance
Sherry Zachery reported that further discussion on this matter will be continued in March,
and no action is required of the council at this time.
B. Consider Approval of Creating an Aquatics/Athletics Coordinator Position
Director of Community Services, Jeremy Allen, explained that the compensation for this
position is a combination of base salary and designated performance incentives.
MOTION by Sherry Zachery, second by Doug Svien, to approve the Aquatics/Athletics
Coordinator position. MOTION CARRIED by unanimous vote.
C. Select Firm to Conduct Salary Survey
1. Evergreen Solutions
2. Springsted Incorporated
3. Werling Associates, Inc.
Zachery reported that the committee members will be submitting questions as to how
the firms will proceed with the survey. Once the replies are received, the committee will
meet to consider taking action on one of the firms.
X. PLANNING AND DEVELOPMENT COMMITTEE REPORT
A. Consider Approval of Proposal from Freese and Nichols, Inc. for Updating
Subdivision Regulations
MOTION by Russ McDanel, second by Boyd Waggoner, to approve the proposal from
Freese and Nichols, Inc. for updating the subdivision regulations. MOTION CARRIED.
Regular Business Meeting —February 2, 2016
Stephenville City Council
B. Update on Thoroughfare Plan from Freese and Nichols, Inc.
There will bean open house at 5:30 p.m. on February 9 at Ranger College so that members
of the public may be educated on the purpose of this plan and may have an opportunity
to ask questions concerning specific aspects of the plan.
XI. PUBLIC WORKS COMMITTEE REPORT —Update on Pavement Management Plan from
Freese and Nichols, Inc.
Chairman Nix noted that the final report is to include the pavement maintenance and
repair plan, an analysis of the street system to determine funding levels necessary to
sustain the desired pavement condition index as well as possible funding methodologies.
XII. COMMUNITY SERVICES REPORT —Property located at 1217 US 67
Chairman Waggoner reported that notice was given to Rocky Point Baptist Church that
the city is not interested in pursuing the purchase of the property at 1217 US 67 at this
time. This notice was given in order to meet the February 1, 2016 deadline.
XIII. NOMINATIONS COMMITTEE — Discussion of Prayer at Council Meetings
MOTION by Rhett Harrison, second by Alan Nix, to add The Pledge of Allegiance and a
prayer to the council agenda [as set out in the Council Rules of Procedure] immediately
after the "Call to Order". MOTION CARRIED by unanimous vote.
Mayor Weldon concluded by reading an excerpt from Justice Anthony Kennedy's opinion
to Town of Greece, New York v. Galloway:
"From the Nation's earliest days, invocations have been addressed to assemblies
comprising many different creeds, striving for the idea that people of many faiths may be
united in a community of tolerance and devotion, even if they disagree as to religious
doctrine."
XIV. CONSENTAGENDA
MOTION by Doug Svien, second by Russ McDanel, to approve the Consent Agenda.
MOTION CARRIED.
A. Approve Minutes of January 5, 2016 Regular Council Meeting
B. Approve Order of Election for May 7, 2016
C. Approve Bid Awards
1. Sidewalk and Ramp Improvements —Northwest Corner of College and Belknap
Streets
2. LED Monument Sign
Regular Business Meeting —February 2, 2016
Stephenville City Council
D. Approve Memorandum of Understanding with Tarleton State University for
Monument Sign
E. Approve the Sale of Police Department vehicles
F. Approve Resolution No. 2016-11-03 Accepting the West End Cemetery Water Line
Relocation Project
XV. Comments by City Administrator
• City offices will be closed on Monday, February 15, in observance of Presidents' Day.
• February 9—Thoroughfare Plan open house at Ranger College, presented by Freese
and Nichols, Inc.
• February 16—Update on Thoroughfare Plan from FNI; Public Works Committee
meeting
• February 22—Annexation Committee meeting, 5:30pm at Fire Station No. 2
• February 23—Finance Committee meeting
XVI. Comments by Council members
Russ McDanel thanked Dr. Winslow and her class for attending the meeting.
Rhett Harrison said that in the midst of quite a bit of dysfunction, we forget that we live
in the greatest country in the world and we need to reflect on that.
Mayor Weldon closed with Psalm 90:17 "Let the favor of the Lord our God be upon us
and do confirm for us the work of our hands."
XVII. EXECUTIVE SESSION. At 7:31 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. 551.071(a) Consultation with Attorney;
pending or contemplated litigation
A. Stephenville City Electric, Inc., et all, v. City of Stephenville and Mark Kaiser, Cause
No. CV-33,030, 266th Judicial District Court, Erath County, Texas
B. Joe Ann Everett v. City of Stephenville, Cause No. 33,583, 26Wh Judicial District Court
of Erath County, Texas
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
D. Econo Lodge, Payment of Hotel Occupancy Tax
Regular Business Meeting —February 2, 2016
Stephenville City Council
Council reconvened in open session at 8:29 p.m.
XVIII. Action taken on matters discussed in executive session (if necessary)
XIX. Adjourn
MOTION by Alan Nix, second by Russ McDanel, to adjourn the meeting. MOTION CARRIED
at 8:29 p.m.
rA-
Jerry It.
Welli,
n II, Mayor
ATTEST:
&�4' ��e 4"d
Cindy L. a Ford, Clty Se ary
Regular Business Meeting —February 2, 2016
Stephenville City Council
Stephenville Chamber of Commerce
TOURISM Budget vs. Actual
January through December 2015
Ordinary Income/Expense
Income
Occupancy Tax +
Interest Income
Total Income
Expense
Operating & Promotion - TR
Ad min istrative/UtilitiesSu pport
Association Dues
Meeting & Convention Support
Printing & Postage
Training/Travel/Supplies
Total Operating & Promotion - TR
Projects/Events - TR
Advertising
40+ Team Ropings & Finals
Cowboy Capital Barrel Series
Cowboy Capital Mounted Shooting
Cowboy Capital Ranch Rodeo
Cowboy Capital Roping Series
Cowboy Capital Pro Rodeo
Historic Downtown Renovation
Joe Beaver's Jr. Superstars
K of C Soccer Tournament
Lions Club Half Marathon
Region 3 HS Rodeos & Finals
Renovation Crow Opera House
Spring Fling Bull Riding
Texas Sheep Dog State Trials
TSU Athletic Events/HS Playoffs
TSU College Rodeo/Ropings
TSU FFA Contests
Ultimate Calf Ropings & Finals
World Series Ropings & Finals
Website/Technology
W e (come/Sig page/Marquee
Reserve Requests
Total Projects/Events - TR
Total Expense
Net Ordinary Income
Net Income
Jan - Dec 15 Budget % of Budget
247,00920 200,000.00 12351%
59.65
247,068.85 200 000 00 123.53%
90,000 00
90,000 00
100.0%
625.00
625,00
100.0%
3.938.46
4..000.00
98 46%
6.156.23
7,00000
87 95%
3.711.74
5,000.00
74.24%
104,431 A3
106,625.00
9Z94%
35,974.10
37 500,00
95.93%
7,500,00
7 500 00
100.0%
5,00000
5,000.00
100,0%
10 000 00
10,000,00
100.0%
0.00
2,000.00
0.0%
1 , 000.00
1,000.00
100.0%
7,50000
7,500,00
100.0%
169.00
2,500.00
6.76%
0.00
6,000.00
0.0%
500.00
500.00
100.0%
500.00
500.00
100.0%
2,500.00
2,500.00
100.0%
2,50000
2,50000
100.0%
5,000.00
1,000,00
500.0%
2.000.00
2,000.00
100.0%
3,00000
3,00000
100.0%
5,000,00
5,000.00
100.0%
2,500.00
2,000.00
125.0%
2,000.00
7.500,00
26.67%
750000
7.500.00
100.0%
8,025,62
10,000,00
80.26%
3.246.78
5,000,00
64.94%
4,50000
2,50000
180.0%
115,915 50
130,5 00.00
88.82%
220,346.93
237,125,00
92.92%
26,72192
-37,125.00
-71,98%
26,721,92
-37,125A0
-71.98%
Stephenville Chamber of Commerce
Tourism Account
Balance Sheet
Statement of Assets, Liabilities and Equity . Caeh Basis
As of December 31, 2015
Dec 31, 15
ASSETS
Current Assets
Checking/Savings
Cash in bank - Tourism 112,575.09
Total Checking/Savings -77-5777
Total Current Assets 112,575.09
TOTAL ASSETS 112,676.09
LIABILITIES & EQUITY
Equity
Retained Earnings 85,853.17
Net Income 26,721.92
Total Equity 1i
TOTAL LIABILITIES & EQUITY 112,575.09
a
Stephenville Chamber of Commerce
TOURISM: Proposed 2016
PROPOSED'
REVENUE BUDGET
Occu nc Tax $ 200,000.00
Prior Year Carryover $ 112,575,09
Workin Total $ 312,575.09
EXPENSES
Projects 1 Events
Advertising! Marketing
$
40,00000
`5ar1 RcolnC ChaR10i0^3',P F �' S
$
7,500.00
Cowboy Capital Mounted Shooting
$
10,00C.00 I
Cowboy Capital Suck-n-Duck Series 1
$
1,000 00
Cowboy Capital Pro Rodeo
$
7,500 00
Historic Downtown Renovation
$
2,500.00
K of C Soccer Tournament I
$
SC0.00
Lions Club Half Marathon
500-00
On the Bcsque Baseball Tournaments,600.00
Region 3 High School Rodeos & Finals000.00Renovation:
Crow Opera House
,000.00Spring
Fling PBR Bull Riding & Futurity,00000
E$2,
Texas Sheep Dog Trial
.500 00
Texas Sheep Dog State Championship.00000
TSU Athletic EventslHS Playoffs
.000.00
TSU College Rodeo & Roping
,500.00
TSU FFA Contests
$
3.000.00
intimate Calf Ropings & Finals
$
7.500.00
World Series Ropings
$
7500.00
Websitei7echnclogy
$
10,000-00
WelcomeiSignageiMarquee
$
5,000,00
Reserve Requests
s7
15,000.00
Total
$
153,500.00
Operating & Promotion
AdministrativeiUtllities Support
$
90,000 00 1
Association Dues
$
6252 ;
Meeting & Convention Support
$
4,000.00
Pdntnq & Postage
$
7,000.00
Trainingr?ravel/Supplies
$
5,000.00
Total
$
006,625.00
Total Tourism Expenses $ 260,125.00
Anticipated End of ✓ear Balance $ 52,450.09
1
January26, 2016
Dear Mayor Weldon and City Council Members,
On behalf of our Stephenville Chamber of Commerce board of directors and staff,
the Voice of lasinness Sion 191E
I want to express our appreciation for the positive relationship we have with the City
of StPrihanville as we look forward to continuing to work together as partners to
promote tourism in this great community we all call home.
When it comes to tourism, the Stephenville Chamber of Commerce operates as the
area's convention and visitor bureau and we are the first place people call or stop in
when seeking information about our community. The Chamber receives calls every
day from visitors looking to stay in Stephenville for everything from business and
education to sports, family reunions and special events.
Hotel occupancy tax revenues increased 5% from 2010 to 2011, increased another
BTEPHENVILLE
13% in 2012, held steady in 2013, increased 16% in 2014, and increased another 9%
CHAMBER OF COMMERCE
this past year making 2015 the best year ever! The Chamber is hard at work utilizing
BOARD OF DIRECTORS
these funds to help bring events, people and ultimately more dollars to Stephenville!
2016
We will continue to use the funds to promote tourism by devoting staff time, energy
and resources to servicing the needs and requests of visitors, assisting current events
Juty Danlsy - PresidentICEO
in improving their success and impact, actively recruiting new events, and
communicating with local businesses and hotels to ensure the visitors have a pleasant
Steve Patterson - Chair
The Patterson Agency
experience while they are spending time and money in our community.
[Ida Martinez -Chair Elect
The proposed budget we have submitted is based on projected occupancy lax
Texas Health Hams Methodist Hospital
revenues for 2016 at our 4 cent allocation. We believe that the figures and
John Baxter- Vice Chair
information presented show that this organization has been a good steward of the
Baxter Chemical & Janitorial
funds entrusted to our care. We are also confident that we can continue to provide a
high return on investment as we make wise decisions on how best to use these funds
Darrell Brown - Past Chair
Tarleton State University
to promote tourism in keeping with the guidelines of the state tax code regulating use
of occupancy tax revenues.
Kim Pack Wilson - Finance Chair
Fraser, Wilson & Bryan, PC
I look forward to presenting our Annual Tourism Report and explaining our goals
in more detail at the February 2nd City Council Meeting. If you have any questions
Greg Bnmer
about our 2015 Financial Report or 2016 Proposed Budget, I encourage you In
Bruner Motors. Inc
contact me or one of our board members.
L.V. Coffee
Texas Bank
The Stephenville Chamber of Commerce greatly appreciates the work each of you,
Ed Dittfurth
as council members, do in taking very seriously your responsibility to allocate all
Cornerstone Church
tax revenues in a manner beneficial to the entire community and we look forward
J.J. Hampton
to working together to improve those revenues in the coming year.
Barbara Hampton & Associates
Dr. Karen Hobbs
SlfKerely,
Ark Veterinary Hospital
'I
!
Dr. Greg Hubbard
Hubbard Orthodontics
Dr. Whit Weems
Tarieton State University
July Danley
President/CEO
ONE OF THE
MISSION grATEM&W.
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The Chamber of Commercevi primary goal is to
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support and promote Stephenville In a unified etforf
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to enhance growth and improve the quality of life
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by implementing programs in the areas of
lit THE USA!
Community Development, Economic Development
and Tourism Development
187 W. Washinoon * P.O. Box 306 * Stephenville, Texas 76401 * (2A) 965-5313 * Fax (254) %5-3E14
W W W.STEPHENVILLETEXASMG