City Council Regular Meeting

Minutes of Regular Meeting The Board of Trustees City of Richwood A Regular Meeting of the Board of Trustees of City of Richwood was held Monday, May 19, 2014, beginning at 6:00 PM in the Richwood City Hall, 1800 N. Brazosport Blvd. Richwood, Texas. I. CALL TO ORDER The meeting was called to order at 6:00 p.m. by Clint Kocurek, Mayor and presiding officer. II. INVOCATION The invocation was given by Glenn Patton, City Manager. III. PLEDGES OF ALLEGIANCE The Pledge of Allegiance and the Texas Pledge of Allegiance was recited by those in attendance. IV. ROLL CALL OF COUNCIL MEMBERS Roll call showed the following members present: Clint Kocurek, Mayor and presiding officer Paul Raymond, Council, Position #1 John Pitts, Council, Position #2 and Mayor Pro Tem Sarah Harris, Council, Position #4 Chris Hardison, Council, Position #5 A quorum was declared. Others present included Glenn Patton, City Manager, Karen B. Schrom, City Secretary, Kenny Williams, Public Works Director, Brad Caudle, Police Chief, and John Harris. V. ANYONE WISHING TO ADDRESS COUNCIL There was no one who wished to address Council on matters not on the agenda. VI. CONSENT AGENDA On motion by Councilman Raymond, seconded by Councilman Pitts, with all members present voting aye, the items on the consent agenda were approved as presented. A. Approval of Minutes of Previous Meetings 1. May 12, 2014 B. Payment of bills VII. DISCUSSION AND ACTION ITEMS A. Canvass May 10, 2014 Election On motion by Councilman Pitts, seconded by Councilman Raymond, with all members present voting aye, election results of the May 10, 2014 Election were canvassed, accepted and entered into the public record. B. Swear in New Council Members Sarah Harris and Chris Hardison were sworn in and took their respective places on Council. C. Award Bids for 2014 Storm Debris Removal - Annual Contingency Contract The bids received are as follows: 2014 STORM DEBRIS REMOVAL - ANNUAL CONTINGENCY CONTRACT Bidder/Contractor Per cubic yard Per cubic yard Comments loaded and hauled only hauled Crowder Gulf 8.00 4.00 BoMac 8.00 6.00 DRC Emergency Services 11.86 6.86 Price for hauled only does not include disposal costs TAG Grinding Services, Inc. 7.00 4.00 Ceres Environmental 8.96 8.44 Tipping fees to be reimbursed at cost with no mark up T.F.R Enterprises 25.25 21.50 Arbor Masters 18.00 12.00 On motion by Councilman Pitts, seconded by Councilman Harris, with all members present voting aye, it was duly adopted to award the bids to TAG Grinding Services, Inc., alternate bids to Crowder Gulf and BoMac. D. Award bid for Debris Monitoring, Recovery and other Related Services On motion by Councilman Pitts, seconded by Councilman Harris, with all members present voting aye, the bid for Debris Monitoring, Recovery and other Related Services was awarded to TLC Engineering, Inc. as presented. They were the only bidder. E. Heavy Trash Contract with Waste Management Mr. Patton explained the City had issues regarding heavy trash pickup over the past few months. He recently met with the local consultant and regional manager of Waste Management and presented them with pictures and addresses where heavy trash had been out for at least 2 months. As of last Thursday, most of these still had  not been picked up, however they were in town by 8 am on Friday and everything was picked up. Their contract comes up in 2015 and now is the time to show us they deserve to keep it. They’ve always done a good job in the past and not sure what has changed. F. Five year plans - Administration/Court and Public Works ADMINISTRATION FY 2014/15 Item Estimated cost Comments Raises for all Admin/Court $13,000 Budgeted Funds 5% to be distributed per evaluations employees Scanner for Municipal $1,000 Budgeted Funds This will help us move toward Court digitalization of our records retention. Upgrade Court Computers $2,500 Court Technology Funds The plan is to upgrade each computer every 3 years Electronic Docket Sheets Not received Budgeted Funds This will help us move toward estimate yet digitalization of our records retention. Updated Web site $40,000 Budgeted Funds To be paid in annual installments Upgrade server software $1,000 Budgeted Funds The current server software will no longer be supported by Microsoft Video presentation $4,000 Budgeted Funds 2 50+ inch TVs and 1 computer. equipment in Council Chambers 5 Year Plan Separate duties of City $62,000 Budgeted Funds The work load is increasing. This will Secretary and Finance add an additional position. The estimated Director cost includes salary for the City Secretary as well as insurance and retirement. Electronic records retention $26,895 Budgeted Funds Dahill scans the existing records, supplies us with the software and a scanner for future records. This is for all the City’s records, including Administration, PD, Public Works and Courts Video streaming council $10,000 Budgeted Funds Council meetings will be made available meetings online on the City’s web site Electronic check Not received Budgeted Funds Cut costs and reduce check fraud risks by conversion estimate yet processing checks as electronic transactions Program changes to allow $5,000 Budgeted Funds This will save time and money in the long late notices to be printed on term. Employees will no longer have to cards instead of paper stuff envelopes and will result in a savings of $105 per month in postage PUBLIC WORKS FY 2014/15 Raises for all Public Works $15,000 Budgeted Funds 5% to be distributed per evaluations employees  Rebuild Electric control $10,500 Budgeted Funds We have neglected our water/sewer box at lift station #1 infrastructure Wire up generator for lift $3,500 Budgeted Funds We have 4 generators that we need to station #1 and transfer attach to lift stations in the event of a switch power outage Rebuild Electrical box for $15,500 Budgeted Funds Lift station #5 and wire for generator Replace oldest truck $21,000 Budgeted Funds This will bring our fleet up to standards Playground equipment at $4,000 Budgeted Funds Create pocket park in Audubonwoods I at Dove Trail retention pond Playground equipment at $4,000 Budgeted Funds Create pocket park in Audubonwoods III at Audubonwoods III retention pond New 2,000 gallon diesel $5,000 Budgeted Funds Our current tank is only 1,000 gallons and tank at shop it is need of replacement. New pump and installation $5,000 Budgeted Funds For the gasoline tanks 5 Year Plan Rebuild Electrical box for $15,500 Budgeted Funds Lift station #3 and wire for generator Rehab lift station #4 –all $140,000 - Our future growth is in the northern part of piping and interior walls $200,000 the city and this is the lift station that and double the size services this area. It must be increased to handle the current and future growth Rehab 4 manholes on $12,000 Budgeted Funds These are still made of bricks Creekwood Landing & Timbercreek Drive Replace water main on 700 $80,000 This is necessary to add sidewalks from Block of Oyster Creek Dr. Moore to Blue Jay Mr. Patton stated that we will need to look at the complete rehabilitation of Oyster Creek Drive, including water, sewer and drainage in our long term planning. The repair we did last year was a short term fix. It will take a bond issue to complete this project. G. Approve items pulled from Consent Agenda There were none. VIII. REPORTS A. Update on Goals and Objectives This has been scheduled the June 9th meeting. IX. CITY MANAGER’S REPORT Mr. Patton reported the property next door has been sold to Gary Bullard. X. FUTURE AGENDA ITEMS  Update on Goals and Objectives XI. COMMITTEE REPORTS Ms. Schrom reported the Parks and Recreation Committee has scheduled a Movie in the Park night and the first movie will be Frozen. The Committee will be selling drinks, popcorn and pizza. They have also scheduled a Concert in the Park in July, A Day in the Park in August, a City Wide Garage Sale in September, Halloween Trunk in the Park in October and Christmas in the Park in December. XII. COUNCIL MEMBER COMMENTS & REPORTS XIII. MAYOR’S REPORT Mayor Kocurek reported he and Mr. Patton attended the meeting at the Chamber on alternatives for ambulance service for the smaller cities in the area. They are setting up a committee to look at possibly creating a Emergency Services District in the future. This will shift some of the tax burden to areas outside of the city. The creation of an ESD must be done by election. He then welcomed the new Council members, Chris Hardison and Sarah Harris, to Council XIV. ADJOURNMENT With no further business to discuss, the meeting was adjourned at 7:00 p.m. APPROVED BY A MAJORITY VOTE OF COUNCIL ON JUNE 9, 2014. ______________________________________ Clint Kocurek, Mayor ATTEST: ______________________________________ Karen B. Schrom, City Secretary