City Council Special/Workshop Meeting

CITY COUNCIL SPECIAL/WORKSHOP MEETING Monday, May 23, 2022 at 5:30 PM City Council Chambers | 202 N. Virginia Street, Port Lavaca TX 77979 MINUTES STATE OF TEXAS § COUNTY OF CALHOUN § CITY OF PORT LAVACA § On this the 23rd day of May, 2022, the City Council of the City of Port Lavaca, Texas, convened in a special and workshop session at 5:30 p.m. at the regular meeting place in Council Chambers at City Hall, 202 North Virginia Street, Port Lavaca, Texas, with the following members in attendance: I. ROLL CALL Jerry Smith Councilman, District 1 Tim Dent Councilman, District 2 Allen Tippit Councilman, District 3 Rosie G. Padron Councilwoman, District 4, Mayor Pro Tem Jim Ward Councilman, District 5 And with the following absent: None Jack Whitlow Mayor Ken Barr Councilman, District 6 Constituting a quorum for the transaction of business, at which time the following business was transacted: CITY COUNCIL SPECIAL MEETING II. CALL TO ORDER • Mayor Pro Tem Padron called the meeting to order at 5:41 P.M. and presided with the following announcement: III. COMMENTS FROM THE PUBLIC – Comments will be limited to three (3) Minutes per individual unless permission to speak longer is received in advance. • Mayor Pro Tem asked for comments from the public and there were none. IV. ACTION ITEMS - Council will consider/discuss the following items and take any action deemed necessary. Page 1 of 4 Port Lavaca, TX CITY COUNCIL SPECIAL/WORKSHOP MEETING May 23, 2022 1. Consider approval of the Annual Comprehensive Financial Report (ACFR) for the Fiscal Year ending September 30, 2021, prepared by the Audit Firm of Harrison, Waldrop & Uherek, L.L.P. Presenter is Susan Lang Finance Director Lang advised Council that Melissa Terry, with the Audit Firm of Harrison, Waldrop & Uherek, L.L.P., was in attendance to present the Annual Comprehensive Financial Report (ACFR) for the Fiscal Year ending September 30, 2021. Motion made by Councilman District 3 Tippit NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT LAVACA, TEXAS: THAT, in accordance with recommendation of staff, Council hereby approves the Annual Comprehensive Financial Report (ACFR), presented by the Audit Firm of Harrison, Waldrop & Uherek, L.L.P., for the Fiscal Year ending September 30, 2021. Seconded by Councilman District 5 Ward Voting Yea: Councilman District 1 Smith, Councilman District 2 Dent, Councilman District 3 Tippit, Councilwoman District 4 (Mayor Pro Tem) Padron, Councilman District 5 Ward 2. Consider approval of Master Contract and Engineering Task Order No. 1 from Mott MacDonald (M&M), in an amount not to exceed $99,282.00, to provide Engineering Services for the Corporation Drainage Ditch Study from State Highway (SH) 35 to Lavaca Bay, contingent on contract being approved by City Attorney. Presenter is Jody Weaver Interim City Manager Weaver reminded Council that $450,000.00 had previously been budgeted for improvements to the Corporation Ditch. Originally these funds were to be used to clean out and reshape the cross-section of the grass-lined ditch. Following the heavy rains last year, the City had made an application for a Community Development Block Grant – Mitigation (CDBG-MIT) grant to make improvement to this ditch, offering the $450,000.00 as matching funds. Mott MacDonald (M&M) had been selected as the Engineering firm for that CDBG-MIT grant application after a Request for Proposals (RFQ) process. The City was not awarded a grant with that application. Weaver said that recently the Housing Urban Development (HUD) approved a State Mitigation Plan that allocates over $80M to the Golden Crescent Regional Planning Commission (GCRPC) area for a second round of CDBG-MIT funding. The GCRPC is currently working through a public hearing process to fine- tune a method of distribution. Preliminarily it appears that the City will be allocated a certain dollar amount in a similar way that the Community Development Block Grant – Disaster Relief (CDBG-DR) funds were allocated. Preliminary estimates are that the City could receive as much as $11M in this second round of funding, however, this will not occur until the latter part of 2022. In order to support the need for improvements and better define a scope of work that will address the flooding issues in the drainage basin, Staff would like to propose that the City contract with M&M to conduct a drainage study of the Corporation Ditch, in preparation for the application that is needed to submit early next year for the second round of funding. Page 2 of 4 Port Lavaca, TX CITY COUNCIL SPECIAL/WORKSHOP MEETING May 23, 2022 Staff will work with M&M to provide them construction plans of the storm sewer system as well as actual data and photos collected during the heavy rain events last year so that the model can be calibrated. Staff recommends a Master Contract between the City of Port Lavaca and Mott McDonald (M&M), from which Task Orders will be issued. This drainage project will be Task Order No. 1 in an amount not to exceed $99,282.00. The award of this contract will be contingent on the City Attorney’s approval of the contractual terms. Staff also proposes to fund this study with funds that have been set aside in the Street Construction Fund for improvements to Corporation Ditch. Motion made by Councilman District 2 Dent NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT LAVACA, TEXAS: THAT, in accordance with recommendation of staff, Council hereby approves a Master Contract between the City of Port Lavaca and Mott McDonald (M&M), from which Task Orders will be issued, to provide Engineering Services for the Corporation Drainage Ditch Study. BE IT ALSO RESOLVED that Council hereby approves Task Order No. 1. from Mott McDonald (M&M), in an amount not to exceed $99,282.00 to be funded with funds that have been set aside in the Street Construction Fund for improvements to Corporation Ditch BE IT FURTHER RESOLVED that the Mayor is hereby authorized to execute all instruments necessary to effect such agreement. Seconded by Councilman District 1 Smith Voting Yea: Councilman District 1 Smith, Councilman District 2 Dent, Councilman District 3 Tippit, Councilwoman District 4 (Mayor Pro Tem) Padron, Councilman District 5 Ward V. ADJOURN SPECIAL MEETING Mayor Pro Tem Padron asked for motion to adjourn. Motion made by Councilman District 5 Ward Seconded by Councilman District 3 Tippit Voting Yea Councilman District 1 Smith, Councilman District 2 Dent, Councilman District 3 Tippit, Councilwoman District 4 (Mayor Pro Tem) Padron, Councilman District 5 Ward Special Meeting adjourned at 6:03 P.M. Page 3 of 4 Port Lavaca, TX CITY COUNCIL SPECIAL/WORKSHOP MEETING May 23, 2022 WORKSHOP SESSION VI. CALL TO ORDER • Mayor Pro Tem Padron called the meeting to order at 6:03 P.M. and presided with the following announcement: VII. COMMENTS FROM THE PUBLIC - Comments will be limited to three (3) Minutes per individual unless permission to speak longer is received in advance • No Comments from the Public. VIII. ITEMS FOR DISCUSSION - Council will discuss the following items 1. Hear presentation from Victoria Economic Development Corporation. Presenter is Jody Weaver Council discussed this agenda item. No action necessary and none taken. 2. Discuss the prima facie speed limit on Smith Road. Presenter is Jody Weaver Council discussed this agenda item. No action necessary and none taken. IX. ADJOURN WORKSHOP Mayor Pro Tem Padron asked for motion to adjourn. Motion made by Councilman District 5 Ward Seconded by Councilman District 3 Tippit Voting Yea: Councilman District 1 Smith, Councilman District 2 Dent, Councilman District 3 Tippit, Councilwoman District 4 (Mayor Pro Tem) Padron, Councilman District 5 Ward Workshop adjourned at 6:52 P.M. These minutes were approved on June 13, 2022. Jack Whitlow, Mayor Mandy Grant, City Secretary Page 4 of 4