October 16, 2014 – Regular City Council Minutes
Dec 15, 2014
REGULAR CITY COUNCIL MEETING
OCTOBER 16, 2014
A Regular City Council Meeting was held on Thursday, October 16, 2014, at 7:00 P.M. at the Portwood Arts and Civic Center, 800 E. Morris, Seymour, TX 76380.
Call to order, roll call and Pledge of Allegiance was led by Mayor Nan Gilbert-Mathis at 7:02 p.m.
Council present: Mayor Nan Gilbert- Mathis, Council members Les Hons, David Horton, Jon Hrncirik, MPT Billy Henricks and Monty Glass.
Counsel present: City Attorney Cindy Ayres
City Staff Present: City Secretary Conchita Torrez, Economic Development Director Lauren Bush, Chief of Police Mike Griffin and Street Supervisor Adam Sturgeon.
Guests: Steve Moffitt, Mary K. Fair, Ben Stanley and Duane Fritz.
PROCLAMATION: Czech Heritage Month read by Mayor Gilbert-Mathis.
ANNOUNCEMENTS FROM THE MAYOR: No announcements made by Mayor Gilbert-Mathis at this time.
CITIZENS QUESTIONS AND / OR COMMENTS: No comments or questions from visitors.
CONSENT AGENDA: (Items listed under the Consent Agenda are considered routine and are generally enacted in one motion. The exception to this rule is that a Council Member may request one or more items to be removed from the Consent Agenda for separate discussion and action.)
1. CONSIDER APPROVING THE CONSENT AGENDA AS FOLLOWS:
a.) Approve Regular Meeting Minutes for September 18, 2014 and Special Called Meeting Minutes for Monday, September 29, 2014.
b.) Accept REPORTS
1. Monthly Investment Report
2. First National Bank accounts report summary
3. Employee List & SFRE Membership List
4. Seymour Police Report
c.) Accept and approve the City of Seymour, Texas, Fiscal Year 2013-2014,
Quarter 4 Investment Report, as presented by the Investment Officers.
d.) Discuss and take action regarding the annual contract between The Baylor County
Appraisal District and City of Seymour, for Assessment and Collection Services of
The Baylor County Appraisal District, beginning January 1, 2015 and ending
December 31, 2015.
END OF CONSENT AGENDA
Motion made by Council member Les Hons, second by MPT Henricks, to accept the consent agenda as presented by City staff. Motion passed unanimously.
2. Approve City Council report for City Bills paid in September, 2014, excluding bills from Snyder Construction & Steel Sales, Albert Todd Hrncirik and Contech Construction Product.
Bills were reviewed and a motion was entertained by Mayor Gilbert-Mathis. Motion made by Council member Monty Glass, second by Council member Les Hons to accept city council report to approve the city bills, excluding bills from Snyder Construction & Steel Sales, Albert Todd Hrncirik and Contech Construction Product. Motion passed unanimously.
3. Approve City Council report for City Bills paid in September, 2014, from Snyder Construction & Steel Sales.
Motion made by Council member Jon Hrncirik, second by Council member Monty Glass, to accept city council report to approve city bills from Snyder Construction & Steel Sales, with MPT Billy Henricks abstaining from vote. Motion passed by 4 votes and 1 abstain.
4. Approve City Council report for City Bills paid in September, 2014, from Contech Construction Product.
Motion made by Council member Les Hons, second by Council member Monty Glass, to accept the city council report to approve city bills from Contech Construction Product, with Council member David Horton abstaining from vote. Motion passed by 4 votes and 1 abstain.
5. Approve City Council report for City Bills paid in September, 2014, from Albert Todd Hrncirik
Motion made by Council member David Horton, second by MPT Billy Henricks, to accept the city council report to approve city bills from Albert Todd Hrncirik, with Council member Jon Hrncirik abstaining from vote. Motion passed by 4 votes and 1 abstain.
REMOVE AGENDA ITEMS # 5-6, FROM TABLE: before a motion to remove agenda items from table, a correction was made to agenda items to read #6 and #7, instead of 5 and 6 by Mayor Nan Gilbert-Mathis.
6. Discuss, consider and take action regarding contract for maintenance and cleaning at the City of Seymour offices, located at 301 N. Washington Street: Utility, Finance, Municipal Court, Economic Development, Conference Room, Restrooms and Administrative offices, for a term of service beginning November 1, 2014 and ending October 31, 2015. Tamie Estrada $400 bi-weekly .
City Attorney Cindy Ayres had drawn up a contract for Mayor and City Council to review. Motion made by Council member Monty Glass, second by Council member Les Hons to accept contract for maintenance and cleaning for the City of Seymour offices , from Tamie Estrada in the amount of $400 bi-weekly, beginning November 1, 2014 and ending October 31, 2015. Motion passed unanimously.
7. Discuss, consider and take action regarding contract for maintenance and cleaning at the Portwood Art & Civic Center, located at 800 E. Morris Street, for a term of service beginning November 1, 2014 and ending October 31, 2015. George Donnell $395 monthly
Motion made by Council member Les Hons to table this agenda item. Died for lack of second.
Mayor Nan Gilbert – Mathis entertained a motion to accept bid received from George Donnell in the amount of $395.00 per month. Died for lack of motion.
8. Discuss, consider and take action regarding presentation from Steve Moffitt, Schneider Engineering, regarding AEP Contract.
Steve Moffitt, with Schneider Engineering addressed the Mayor and City Council regarding the current contract status with AEP, which extends until December 31, 2017. The contract is full requirements contract with transmission costs, ancillary services, and ERCOT fees passed through. Congestion costs were covered by AEP through December 2014. After December 2014, congestion costs are passed through to the City of Seymour. Mr. Moffitt recommended that the City of Seymour except a hedge congestion extension through AEP for 2015-2016 at $2.50/MWh and extend our current contract with AEP through 2020. This extension sustains power cost decreases in future years, would protect Seymour against peak power prices in ERCOT and protect Seymour against natural gas volatility and risk by fixing price.
Motion made by MPT Billy Henricks, second by Council member Monty Glass, to accept recommendations as presented by Steve Moffitt. Motion passed unanimously.
9. Discuss and hear monthly presentation from Economic Development Director Lauren Bush.
I began the process towards implementing the Lake Creek Bridge into the City Park. I received specs from TXDOT and passed those onto Adam Sturgeon and Todd Hrncirik. These specs are just for reference, and when the contract is signed, we will then have TXDOT come out and give us a specific concrete pad requirement. We also have to be sure we are in compliance with the Public Playground Safety Handbook with the railing that is required. On Monday the 13th, I received a letter from TXDOT releasing the Mitigation property back to the city. However, we must maintain compliance with the mitigation program when it comes to maintenance. If changes are to be made, they are done with the Army Core of Engineers and then once we agree to revised terms, TXDOT has to be contacted to agree as well. This concerns the Lake Creek Bridge project because the mitigation project area will be disturbed in the installation of this bridge. The Bridge project has been in the works for some time and will be completed around April 2015. The city is responsible for building the concrete pads that the bridge will sit upon, constructing and attaching the railing, the re-application of wooden boards provided by the state, and hardware & labor involved. On October 15th, I received an Email from Stan Walker with USACE approving the placement of the bridge inside the mitigation area and the contract was then mailed to Mike Beaver with TxDOT signed by both Judge Rogers and Mayor Gilbert-Mathis.
I am also working towards an agreement with the Mitigation area and USACE in regards to the invasive plants, the invisibility, the many volunteer trees and shrubs that could raise safety and flood issues. Do to the nature of the project, we have always been limited on what we were able to do as far as maintenance. I will meet with David Howell and Troy McMorris on Friday 10/17 to have them give me their professional opinion on safety, flood prevention, and possible tree removal in the creek area. My goal is to then present the USACE with information in hopes that an agreement can be made together to either clean up and maintenance differently the mitigation areas.
I have decided to attend a Small Business Expo and National Franchise & Business Opportunities Show in Dallas in May 2015.
I have been gathering information about the Urgent Need Grant available through Texas Water Development Board. I have been told that this would work well with either the RO Plant or Stage 2 of the well tie-ins happening now. However I have to have a project to submit and it must be approved by the city council prior to anything else.
I requested Adam to evaluate the Old FM 422 leading to the school in preparation for it to be reverted back to the city. He put in his requests for minor upgrades that would help shoulder the maintenance cost of the road.
***** Email from myself to Zach Husen in regards to maintenance requests:
I have my requests for the old 422 road repairs from our street depart before it is reverted back to us. There are only 2, but I was wondering if I should wait to submit these until we get the response back on the School Zone signs first? Also, do I send these requests to you or to the local office here? The requests are:
1. Repaint all stripes
2. Redo all thermoplastic pavement markings
I sent those to Zach Husen with TXDOT. Also, Zach is looking into whether the School Zone lights were upgraded recently. If they were not then we will request them to do this as well prior to the City taking over in hopes to again alleviate the maintenance cost.
***** This is an email response from Greg Gibbs to Zach Husen in regards to school zone lighting:
I don’t recall us talking about the flashers although we have had a couple of conversations regarding the future of the traffic signal on the old FM 422. The typical course of action would be to turn the school zone systems over to the City with them maintaining them. We can provide them with programming instructions and since we’re upgrading our school zone flashers District-wide, we have a lifetime’s supply of spare clocks we can provide them. We installed new batteries in the flashers a couple or three years ago so they should be set for a good while. So, really it’s up to them. If they want them that’s fine with me, if not we can take them in for spare parts.
This is all the response on maintenance so far. Most of the TxDOT officials I need to speak with are out of the office till Monday 10/20.
The budget for FY 2014-2015 has been posted to the website.
I re-submitted the permit for the Lincoln Street Water project that had not been completed last year.
I relayed the message to Mr. Bartley that he had been awarded the bid for the FM 422 property surveys. Due to Mr. Bartley’s heavy work load, they have not been done yet but are on the books for future completion.
I have met with a new prospective business and have been helping them locate viable property. I am working on an incentive program for them to encourage them to choose Seymour.
I am still assisting the City Secretary with administrative duties.
I will be speaking at the Texas Midwest Community Network Annual Conference on Wednesday Oct 29th.
I attended a TMCN Conference on September 23rd and met with other EDC’s and Jason Robinson who is the Rural Ombudsman for TCEQ’s Small Business and Environmental Assistance Department. He gave a very good presentation about the programs available to communities working towards compliance with TCEQ.
I received information from TXDOT confirming that Kenning Road at the industrial park is permitted to extend and have access to the frontage road on US Hwy 277. This is important as we work towards populating the Industrial Park.
I have completed a Commercial Building Permit Packet outlining the requirements for permits and the cost of utilities. I have copies of this for Site Plan packets I am putting together to send to prospective new businesses in the Industrial Park and I also gave copies to Nita Hons at the front desk.
I met with Jason Cottongame on Monday 10/13 in regards to Building Inspection services. His company, which serves 31 other communities of various sizes including smaller ones like us, provides Residential and Commercial Plan Review, Residential and Commercial Inspections, and Code Consultation to City Staff and Public. In lue of typing all of the services Countywide Inspection Services provides, I have provided you with the informational packet I was given. The importance of having these services provided to us is substantial to my position. Mr. Cottongame also has extensive background with City Councils and writing proper ordinances to make sure all codes are followed properly and in a fashion that suits the municipality.
I was able to partner with the Middle School and High School to complete Park & Recreation surveys for GrantWorks. They received about 130 which are very helpful. Carlos Beceiro said I would hopefully have results from this survey in the next few weeks.
We had 3 new listings to the Renters Association and I am getting great feedback from my Landlords and some are choosing to expand their rental business because of it.
We are still averaging about 300 hits a day on our website and we are having great success with our Seymour TX – Do More, See More face book Page.
October 17th will be our next foodie Friday. It’s great to see people posting and advertising on their own social media about our restaurants and eateries here. It’s even better when you see out of town people do the same!
I am now listed as the Proxy for Mayor Gilbert-Mathis concerning the Cross Plains Transportation Council. I attended their meeting this morning and then attended a planning meeting directly after. Concerning the Cross Plains, we have submitted a request for an over pass at the May belle Intersection as part of a regionally impactful project. TXDOT has asked for community feedback concerning this proposal so I have asked our face book community to give support. These comments will be compiled and sent to TXDOT.
We should have our TMCN Travel guides in November. Our ad turned out great and I am really looking forward to seeing it out in the community.
10. Discuss, consider and give City Staff direction regarding zoning implementations.
There were several questions regarding zoning implementations that needed to be clarified for Ms. Bush to proceed with projects she is working on.
Motion made by Council member David Horton, second by Council member Les Hons to allow Economic Development Director Lauren Bush to visit with City Attorney Cindy Ayres and do some research on zoning implementations. Motion passed unanimously.
11. Discuss, consider and take action regarding presentation from Lauren Bush on Global Earth Mechanics.
Ms. Bush addressed the Mayor and City Council regarding Mr. George Nitshcke, with Global Earth Mechanics about the possibility of a third party funder who would consider working with them and the city on a proposal to alleviate the Selenium problem at the R.O. Plant. In conjunction, the USDA has opened up a Rural Dev. Grant low-interest loan program for Qualified Municipally-Owned Electric Utilities that are looking to implement green/renewable energy tactics. After hearing presentation Mayor Nan Gilbert-Mathis entertained a motion.
Motion made by Council member Les Hons, second by Council member David Horton to allow Ms. Bush to proceed with a meeting with Mr. Nitshcke and staff. Motion passed unanimously.
12. Discuss, consider and give Lauren Bush, Economic Development Direction, direction regarding participation with the GrowNorthTexas project.
Ms. Bush presented the Mayor and City Council information regarding the GrowNorth Texas project. This project involved creating Community Videos of approximately 90-120 seconds to be streamed on GrowNorthTexas.com. Video will promote economic development advantages of the community. Ms. Bush presented City Council with options of different incentive packages to choose from.
Motion made by Council member Monty Glass, second by Council member Les Hons, to accept package option 2 or 3. Motion passed unanimously.
13. Discuss, consider and take action regarding Halloween schedule.
Chief Mike Griffin addressed the Mayor and City Council regarding the Halloween schedule which conflicted with the football game on Friday. Mr. Anderson and Tim Orsak had visited with Chief Griffin and asked if the time or the date of Halloween be changed. After discussion of the matter, a motion was entertained.
Motion made by Council member David Horton, second by Council member Monty Glass, to change Halloween for Seymour, to Saturday, November 1, 2014, from 6:00 p.m. – 8:00 p.m. Motion passed unanimously.
REGULAR MEETING CLOSES AND EXECUTIVE SESSION(S) BEGINS.
** MPT Billy Henricks left the meeting at 8:25 p.m. and did not attend the executive sessions. **
Regular meeting closed at 8:25 p.m., with a brief recess called by Mayor Nan Gilbert-Mathis.
Recess ends at 8:45 p.m., and Executive session begins.
14. Executive Session: (closed to the public) pursuant to Chapter 551 of the Texas Local Gov.
Code under §551.074: Deliberation regarding Personnel Matters;
To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a Public Officer or employee. Water/ Sewer Supervisor Position
Executive Session ends at 9:15 p.m., and Executive Session two begins at 9:16 p.m.
At this time Mayor Gilbert-Mathis asked to change order of executive sessions.
Item # 16 was moved next for discussion.
16. Executive Session: (closed to the public) pursuant to Chapter 551 of the Texas Local Gov. Code under §551.071- Consultation with Attorney, regarding personnel matters at SFREC.
Executive Session ends at 9:55 p.m., and Executive Session three begins at 9:56 p.m.
15. Executive Session: (closed to the public) pursuant to Chapter 551 of the Texas Local Gov. Code under §551.074. Deliberation regarding Personnel Matters; to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a Public Officer or employee. Review City Administrator applications
Executive Sessions end at 11:30 p.m., and Regular Meeting resumes.
17. Take action resulting from deliberations in First Executive Session-Water/Sewer Department Supervisor Position.
A motion was made by Council member David Horton, second by Council member Jon Hrncirik, to leave the status of Water/Sewer Supervisor, Monty Young, as interim and to attend the next council meeting on November 18, 2014, for further discussion. Motion passed unanimously.
** The order was changed by Mayor Gilbert-Mathis regarding the executive sessions.**
19. Take action resulting from deliberations in Third Executive Session – Personnel matters at SFREC.
Motion made by Council member Jon Hrnricik, second by Council member David Horton to not take any action regarding personnel matters at SFREC. Motion passed unanimously.
18. Take action resulting from deliberations in Second Executive Session – City Administrator Application(s)
Mayor and City Council received nine applications for the position of City Administrator. After reviewing all the applications, four applications were left on the list for further review and to set up interviews at a later time.
Motion made by Council member David Horton, second by Council member Les Hons, to allow City Secretary to contact candidates for interviews. Motion passed unanimously.
Note: The Council reserves the right to vote or to act in open session upon any of the items listed in this agenda.
20. Adjournment made by Council member Les Hons, second by Council member David Horton, to adjourn meeting at 11:35 p.m.
Passed and Approved on the 18th day of November, 2014.
Mayor Nan Gilbert- Mathis
City Secretary, Conchita Torrez TRMC