City Council

CITY COUNCIL MINUTES CITY OF ODESSA, TEXAS February 23, 2021 On February 23, 2021, a regular meeting of the Odessa City Council was held at 6:00 p.m. in Odessa, Texas. Due to the COVID-19, the meeting was teleconferenced, as allowed by Governor Abbott’s executive order. The City Council was present through teleconference. City Council present: Mayor Javier Joven; Council members: Mark Matta, District One; Steven Thompson, District Two; Detra White, District Three; Tom Sprawls, District Four; Mari Willis, District Five; and Denise Swanner, At-Large. Others present: Michael Marrero, City Manager; Norma Aguilar-Grimaldo, City Secretary; Natasha Brooks, City Attorney; Phillip Urrutia, Assistant City Manager; Cindy Muncy, Assistant City Manager; and other members of City staff. A quorum being present, Mayor Joven called the meeting to order and the following proceedings were held: The invocation was given by Council member Thompson and followed by the Pledge of Allegiance and Texas flags. Mayor Joven presented a plaque to Carol Gregg, retired Municipal Court Judge. He expressed appreciation for 13 years of service that was provided to the City and the citizens of the community. CONSENT AGENDA ITEMS A. City Council minutes, February 9, 2021; B. City Council work session minutes, February 16, 2021; C. Permission for Odessa Fire Rescue to apply for the 2020 Assistance to Firefighters Grant; D. Contract extension to Polydyne, Inc. to purchase polymer for a maximum of $50,000; E. Purchase and implement Tyler Executive Time and Attendance Software for $163,020; F. Contract extension to Southern Tire Mart for tire replacement and repair for not to exceed $700,000. Motion was made by Council member Sprawls and seconded by Council member Thompson to remove Item F. from the consent agenda. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None Motion was made by Council member Sprawls and seconded by Council member Matta to approve the consent agenda items A – E. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None Council Minutes February 23, 2021 Page 2 Tabled - Contract extension to Southern Tire Mart for tire replacement and repair. Mr. Urrutia stated that the original bid was from December 2017 to handle the fleet needs. The contract extension was for one year renewal for a total cost of $700,000. The labor and management fee was $300,000 annually. The other cost was for the repair, retread, and purchase of the tires. Council member Sprawls had requested a breakdown of the detailed cost. Mr. Urrutia stated that in 2019 over $325,000 was spent on tires. The cost for 2020 was $661,000 with added services. The added services included on site personnel at Solid Waste. City staff received invoices for every repair and logged the cost per vehicle to account for all costs. Council member Sprawls requested for more detailed information. Mr. Urrutia stated that the tires were dependable and reliable tires and was comparable to other tires. He would provide information on the amount of tire replacements. The firm was accredited through the State and meet safety standards. There was a 10% cost portion on the management fee for invoicing and overhead. The contract provided expedited services with the onsite staff. Mayor Joven requested information to include the nonproduction time for a true assessment. The contract would be retroactive to February 1, 2021. Motion was made by Council member Sprawls and seconded by Council member Thompson to table the item until a detailed cost report was provided. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, Sprawls, Willis, and Swanner Nay: White OTHER COUNCIL ACTION RESOLUTION Resolution No. 2021R-13 – Accept a donation from the Chuck Wagon Community Fund Inc. to the Odessa Police Department and appropriating the funds from said donation for $52,000. Mike Gerke, Police Chief, stated that the donation was $52,000 from the Chuck Wagon. The funds were raised from the Back the Blue event. The funds would be used for a virtual trainer. Motion was made by Council member White and seconded by Council member Swanner to approve the resolution. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None Resolution No. 2021R-14 – Apply and accept funds for the Odessa Police Department from the 2021 HIDTA Grant. Chief Gerke stated that this would allow to apply and accept a HIDTA grant of $29,300. The funds would be used to pay overtime to continue the fight of narcotics. There was no cash match. Motion was made by Council member Matta and seconded by Council member Swanner to approve the resolution. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None OTHER Council Minutes February 23, 2021 Page 3 Purchase three Ford F550 Chassis Braun ambulances from Siddons Martin Emergency Group. Rodd Huber, Assistant Fire Chief, stated that there would be two replacements of ambulances and one new ambulance. The ambulances were the hardest working vehicle as it covers all of Ector County. The cost was $1,030,308. Council member Sprawls asked if the vehicles had hour meters to show its performance. Chief Huber did not have that information. He reported that there were four ambulances out of service. Upon the recommendation of Fire Rescue and Equipment Services, the ambulances were changed from Freightliner to Ford F550. The parts were less expensive and there was a faster turnaround from the shop. Motion was made by Council member Thompson and seconded by Council member White to approve the purchase as recommended. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None Tabled - Contract extension with Barron Service Parts Co. for on-site fleet parts management and supply. Mr. Urrutia reported that since 2012 the Napa store operation has been in place at the City shop. There were three Napa employees which was a cost savings to the City. The contract was not to exceed $300,000 for the management fee. The total contract was $1.8 million. The contract was for three years expiring in February 2024. A catalog established the pricing with various discounts and a 10% mark up. The price was below the store’s pricing. Council member Sprawls stated it was a good process but requested more detailed information. Mr. Urrutia stated that the onsite counter included parts delivery. Council member Matta asked if the three employees could be minimized. Mr. Urrutia stated that the personnel was reviewed and there were different skill sets and three was the least amount to operate efficiently. He explained how the inventory was managed. Council member Thompson stated this approach was a good way and the fixed cost was known. Mr. Urrutia reported that other cities used this approach. Motion was made by Council member Sprawls Willis and seconded by Council member Matta to table this item until more detailed information was provided. Mayor Joven requested a report on measuring the work loss. The motion was approved by the following vote: Aye: Joven, Matta, Sprawls, and Swanner Nay: Thompson, White, and Willis Discuss and consider expanding the Odessa Development Corporation (ODC) board members from five members to seven members. Council member Sprawls presented expanding the ODC board over a year ago to the last Council. Prior to the 2018 election, each Council member had a representative on the ODC board. There was no reason not to have each Council member have a representative. Mayor Joven explained that the premise of the ODC reflected the voting council members and provided accountability. Most boards reflected the Council. He reported that the Council took action to expand the board from five to seven members but was later told that it was not allowed to expand. Council member Matta stated that the January 8, 2020 reflected that the board was expanded. Ms. Brooks stated that at that time, Council was directed that the board could not expand which was incorrect. The current ODC bylaws reflect that each council member appointed a representative. Ms. Brooks stated that the Council was incorrectly informed. Council member Thompson stated that with more people on the board it was harder to gather a quorum. He stated that Mayor serving as ex-officio was adequate. The five member ODC Council Minutes February 23, 2021 Page 4 board was a good decision-making board with good working relationships. Council member Willis was not opposed to adding two members but to be cautious to follow the guidelines, follow through with the projects, and be mindful that all boards were not equal. Mayor Joven supported that the ODC board mirror the City Council. The recommendation to appoint the Compliance Committee members to the ODD board did not adhere to the elected officials. The ODC board appointed the Compliance Committee members. There needed to be accountability and representation that reflected the Council. Council member Willis stated that there were different skills, knowledge needed to make the board diverse. Council member Thompson supported that the new ODC members be on Compliance Committee and moved into the ODC board. Mayor Joven disagreed as it took away the appointment from the Council. He stated that the ODC members serve at the pleasure of the City Council and the accountability sits with the Council. The Council recognized that the appointees must have a skill set to serve on the ODC board. Council member White endorsed the ODC board as it had great members serving. Mayor Joven stated that there were no issues or concerns with the ODC board as it was procedural. Council member Matta stated that ODC does a great job and applauded its efforts. Tim Edgmon, ODC President, stated that ODC members that served on Compliance Committee provided a smooth transition with a lesser learning curve. Melanie Hollmann, ODC board member, stated that the board majority served on the Compliance Committee. As former Compliance Committee members, the process was understood, and it worked well. Gene Collins, ODC board member, encouraged that the new board members attend the TML training and workshops on economic development with the ever changes in the statutes. Motion was made by Council member Matta and seconded by Council member Sprawls to expand the ODC board from five members to seven members. The board would be reflective of the City Council by having ODC members represented by the Mayor and each Council member. The motion was approved by the following vote: Aye: Joven, Matta, Sprawls, Willis, and Swanner Nay: Thompson and White MISCELLANEOUS To consider, discuss and take any necessary action regarding any and all issues related to COVID-19. Chief Huber reported that the vaccinations would be given Wednesday, Thursday, and Sunday or until they run out. The booster would be provided at Ratliff Stadium with the City assisting the first week of March. Over 15,700 people have been vaccinated. He reported that the COVID testing by the State would be extended though March and possibly April. The Floyd Gwin site has been very successful. Council member Willis thanked the City staff for stepping up and providing professional service. Appointment of Boards. Discussion was held on the Council appointment of boards. Mrs. Grimaldo will resend the citizens’ applications from the boards that the terms expired. The Council will consider at the next meeting. Motion was made by Council member Thompson and seconded by Council member Matta to appoint the following: Paul Weaver reappointed to Board of Survey; Lonnie Lawrence reappointed to Downtown Odessa; Kris Crow appointed to the Odessa Development Corporation; Council Minutes February 23, 2021 Page 5 Melanie Hollmann reappointed to the Odessa Development Corporation; Blas Campos Jr. reappointed to the Parks and Recreation Advisory Board; Casey Hallmark reappointed to the Parks and Recreation Advisory Board; Gary Sims reappointed to the Planning and Zoning Commission; Mark Matta appointed to the Tax Incentive Committee; Craig Stoker reappointed to the Tax Increment Reinvestment Zone; Rodney Hurt reappointed to the Traffic Advisory Committee; Brooke Harper reappointed to the Zoning Board of Adjustment; and Anthony Rios reappointed to the Zoning Board of Adjustment. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None Discuss and consider establishing board and committee duties for the Mayor and Council members. Discussion was held on Council members serving on the boards and committees. Motion was made by Council member Matta and seconded by Council member Willis to appoint the following: Mayor Joven Council of Governments Odessa Partnership MOTRAN – ex officio Mark Matta Tax Incentive Committee MOTRAN Downtown Odessa Steven Thompson Water/Wastewater Committee Odessa Partnership Detra White Animal Shelter Advisory Committee Keep Odessa Beautiful Intergovernmental Project Committee Risk Management Committee Tom Sprawls Animal Shelter Advisory Committee Midland Odessa Urban Transit District (EZ Rider) Permian Basin Metropolitan Planning Organization MPO MOTRAN Odessa Housing Finance Corporation Mari Willis Midland Odessa Urban Transit District (EZ Rider) Odessa Arts Mayors Drug and Crime Commission Compliance Committee – ex officio Council Minutes February 23, 2021 Page 6 Denise Swanner Firemen’s Pension Board Downtown Odessa Permian Basin Regional Planning Commission The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None Citizen’s comments on non-agenda items. No action. Motion was made by Council member Willis and seconded by Council member White to adjourn the meeting. The motion was approved by the following vote: Aye: Joven, Matta, Thompson, White, Sprawls, Willis, and Swanner Nay: None The meeting adjourned at 7:55 p.m. ATTEST: APPROVED: Norma Aguilar-Grimaldo, TRMC, CMC Javier Joven City Secretary Mayor