City Council

CITY COUNCIL RETREAT MINUTES CITY OF ODESSA, TEXAS January 11, 2025 On January 11, 2025, a retreat meeting of the Odessa City Council was held at 8:04 a.m., Odessa Marriott Hotel and Conference Center, Travertine Room, 305 E. 5th St., Odessa, Texas. City Council present: Mayor Cal Hendrick; Council members: Craig Stoker, At-Large; Eddie Mitchell, District One; Steven P. Thompson, District Two; Gilbert Vasquez, District Three; Greg Connell, District Four and Chris Hanie, District Five. Staff present: Norma Aguilar, City Secretary; Dan Jones, City Attorney; Richard Morton, Interim City Manager; and other members of City staff. A quorum being present, Mayor Hendrick called the meeting to order, and the following proceedings were held: Mayor Hendrick gave the invocation. He introduced Laurie Johnson, the facilitator for the meeting. Staff introductions. Agapito Bernal, Deputy City Manager, gave an overview, and the greatest need was staffing for entry level positions, and it was hindered by entry level pay for all departments. Jo Ann Pena, Billing and Collection Manager, reviewed the areas of the department and explained the options of paying the water bill. Eppie Gavaldon, Director of Building Services, reviewed the functions of the department of renovations and maintenance of city facilities. He needed more people with increase in pay. Council member Hanie recommended to partner with Odessa College for an intern program. Monica McDaniel, Director of Communications, discussed the cost saving measures done by providing services in house and cleaning up the website. Naira Enriquez, Director of Community Development, explained the uses of CDBG and HOME federal funds and its programs. She needed more code enforcement officers with the city growth. Elizabeth Shaughnessy, Director of Development Services, provided data and statistics of development. The department should be a part of the vision and planning of the City’s vision. Virginia Gavaldon, Fleet Asset Coordinator, reported that there were over 900 vehicles and equipment and there were new fuel stations. Employees were being cross trained. Equipment Services needed employees. She explained the maintenance process of vehicles. Kala Hardy, Chief Financial Officer, explained the control alignment and systems and the focus was on the audit. Jason Cotton, Fire Chief, was 21 employees short. The shift schedule was restructured. He discussed the nine fire houses with the need of three additional fire stations. There was a recess from 9:35 a.m. – 9:49 a.m. Edgar Navarette, Director of GIS, explained GIS and how it served the departments and public. He reviewed the website and its information. He had the challenge of losing personnel to the petroleum industry. Kelley Hendricks, Animal Services Manager, reviewed the services provided by Animal Services and the challenges of needing field staff. Charles Hurst, Director of Human Resources, was partnering with departments to address the needs. He reviewed the Human Resources role including hiring, personnel records, and Council Retreat Minutes January 11, 2025 Page 2 employment compliance. The classification plan was being revised as the salary scales were not kept up with the market. He reviewed the application process. Tony Flores, Director of IT, stated that the department supported workforce needs and needs for the future. A challenge was providing solutions on issues with the price being at a high cost. He needed a framework to determine value and a disaster recovery plan. Cyber attacks would continue to be a threat. Council member Hanie asked that the Council be kept informed. Leah Huff-Albertson, Director of Municipal Court, stated that there was an elevated level of customer service experience and adequate information was provided for the defendants. There was 24 hours access to defendants on their tickets. She had a challenge with low pay grades for employees. She provided Municipal Court statistics. Jon Rogers, Deputy Director of Parks, provided an overview of the parks system to create a quality of life for citizens. The department worked and collaborated with the sports associations. He stated challenges included maintenance, infrastructure, and staffing. He reported that projects were on hold due to staffing shortage. He reviewed projects. Mike Gerke, Police Chief, stated that the Police Department was full service that included SWAT, patrol and narcotics. He had 123 certified officers and budgeted for 145. The department has invested in technology with license plate readers and video cameras. The law enforcement agencies had a system to communicate with each other. Michelle Racca, Director of Public Safety, stated that the system issues were addressed with a new system using ARPA funds. She needed more staffing and wanted to move to a step plan. Joe Tucker, Director of Public Works, highlighted the areas that included Engineering, Traffic and Streets. He had 25 vacancies out of 80 positions. He stated that the zero based budget created issues with construction projects that continued into a new fiscal year. Marisa Rodriquez, Director of Purchasing, stated that a thorough review was made with purchases for compliance. She had a challenge to provide bids through an electronic process. Yvette Griffin, Director of Risk Management, oversaw all risk including safety programs and employee training. A goal was staff succession planning in incorporating wellness in benefits. Utilities update. Alex Rowlett, Interim Director of Utilities, reviewed the construction projects and the future needs. He provided information on the Water Treatment Plant and its current projects and future replacements and rehabs. He reviewed the laboratory services that was a National Environmental Laboratory Accreditation. The lab served other cities and businesses. He reviewed its issues and solutions. There was a lunch break from 12:35 p.m. – 12:53 p.m. Mr. Rowlett discussed the Water Distribution and Sewer Collection. He discussed the Master Plan projects and valve assessment. He provided a map for the Bob Derrington Wastewater Reclamation Plant of the new aeration system. The current project was with PSI for plant rehabilitation. Mr. Morton recommended spending the Pioneer funds on the Derrington Plant. Solid Waste Department update. Jesus Rodriguez, Solid Waste Superintendent, provided the truck fleet information. He reported that 21 trucks were needed for twice a week service. There were five vacancies, and the spare trucks were servicing the trash pickup. He suggested to phase out the side loaders and provide a roll out cart plan. The industry was moving away from alley dumpsters. The roll out carts were implemented in new city development. Mr. Morton stated a plan needed to be developed to transition to roll out carts. A well development public relations effort would be incorporated into the plan. Council Retreat Minutes January 11, 2025 Page 3 Unfunded vacancies. Mr. Morton stated that the city was in good shape. He reviewed the operating budget versus actuals and revenues and expenditures. The city was overly dependent on sales tax than property tax. He stated a 3% salary increase cost $3 million. He has asked Council for 105 vacancies to be funded. He wanted to give the departments the opportunity to fill the positions. Ms. Banda stated that 80% of positions would be hired. Mr. Morton stated that the departments would help pay for 50% of the positions through its budget. He reported that the budget has grown over the last three years. The current budget operating cost was $9.5 million. Discussion was held on budget salaries. Sports complex update and progress. Mr. Morton stated that the City had the land for the sports complex. The business plan included $2.2 million of Hotel Motel tax funds. The complex would make $1.7 million per year and the naming rights $3 million in revenue. He was concerned with the use of Hotel Motel tax funds. If the project failed it would come out of tax dollars. Council member Hanie stated it was the same concept as the golf course in which the City funded at a loss and it was now profitable. He stated the complex would be successful. Council member Thompson stated that there was $80 million in ODC funds and asked if it could be used as leverage. He suggested to float Revenue Bonds for the infrastructure to build the sports complex. Mayor Hendrick was in favor of the sports complex but wanted to know the cost. Mr. Morton stated an independent contractor could run the numbers. Motion was made by Council member Thompson seconded by Council member Hanie to suspend the rules. The motion was approved by the following vote: Aye: Hendrick, Stoker, Mitchell, Thompson, Vasquez, Connell, and Hanie Nay: None Open Meetings Law and Parliamentary Procedures for Council meetings. Mayor Hendrick stated that there were informative TML articles. Mr. Jones stated that Council set its own parliamentary rules. Mayor Hendrick asked that there be kindness and common sense. He asked about a work session summary on the following work sessions. Council member Hanie supported the work sessions as it provided time to think about the items, get needed information and allow the items to be slowed down if needed. Council member Vasquez liked the work sessions. Council member Mitchell stated that they were long, and it needed to be short and concise. Any information that the Council may need should go to the City Manager to request the information. It would allow the City Manager to relay the information to each member of the Council. Discuss Council-Manager form of government and the roles of the Mayor/Council and appointees. Mayor Hendrick stated that Council’s role was to set policy and go through the City Manager. Mr. Morton stated that the Council also set the vision for the City. Mayor Hendrick stated that the weekly wrap up was very informative. The Council wanted to know what was going on in the City. Mr. Jones reminded the Council of not having a walking quorum, but the City Manager could share information to Council. Council member Vasquez thanked staff. There was a break from 2:43 p.m. to 2:53 p.m. Discuss Council’s vision and priorities. Council each identified seven things that was most important. Discussion was held and it was narrowed to six most important items as top priorities. The following were the top priorities: 1) solid waste/trash/clean up city, 2) audit, 3) roads, 4) sports complex, 5) water and sewer, and 6) affordable housing/workforce housing. Council Retreat Minutes January 11, 2025 Page 4 Mayor Hendrick wanted to see downtown beautified and be cohesive with the County. Council member Stoker wanted to address issues with permits for food trucks. Council member Mitchell wanted to fix the Southside entrance to Odessa on Dixie. Discuss and review the boards and commissions. Ms. Aguilar provided an overview of the boards and commissions process of appointments. Council member Stoker asked for guidance on the creation of new committees. Mrs. Johnson stated that boards have legal requirements. She recommended creating ad hoc task force that would provide for a limited time and purpose. Mr. Morton stated it may cause confusion for employees. City Manager search update. Mr. Morton reported that the position was advertised using national, state, job boards, and a blast to databases with SGR. A brochure was created. Council would see every application and he would rank the candidates. Council would narrow down to the top five applicants then the three applicants. The top three would be interviewed with the Council, citizens through a town hall meeting and meet with department heads. The goal was May 1, 2025 for a City Manager. Motion was made by Council member Connell seconded by Council member Hanie to adjourn the meeting. The motion was approved by the following vote: Aye: Hendrick, Stoker, Mitchell, Thompson, Vasquez, Connell, and Hanie Nay: None The meeting adjourned at 4:05 p.m. ATTEST: APPROVED: Norma Aguilar, TRMC, CMC Cal Hendrick City Secretary Mayor