City Council Regular Meeting

Minutes of City Council The City Council Regular Meeting of Monday, October 14, 2019 BE IT KNOWN THAT, a City Council Regular Meeting of the City Council of City of Richwood was held Monday, October 14, 2019, beginning at 6:15 PM in the Richwood City Hall, 1800 N. Brazosport Blvd. Richwood, Texas. I. CALL TO ORDER The meeting was called to order at 6:05 p.m. II. INVOCATION Lindsay Koskiniemi led the invocation. III. PLEDGE OF ALLEGIANCE Pledge of Allegiance and Texas Pledge Mayor Pro Tem, Mike Johnson led the pledges. IV. ROLL CALL OF COUNCIL MEMBERS Steve Boykin – Mayor, Absent Mike Johnson – Position 1 Melissa Strawn – Position 2 Matt Yarborough – Position 3 Mark Brown II – Position 4 Katie Johnson – Position 5 Others present: Lindsay Koskiniemi, Interim City Manager; Clif Custer, Public Works Director; Jarrett Skelton, Detective; Stephen Mayer, Police Chief; Kirsten Garcia, City Secretary V. PUBLIC COMMENTS All commends will be subject to the following rules: All speakers will be permitted to speak not longer than 3 minutes; all speakers will only be permitted to speak once; speakers cannot defer their 3 minutes to another speaker. Discussion is not allowed on items no posted on the agenda. There were no public comments. VI. CONSENT AGENDA Approval of Minutes of Previous Meetings – September 16, 2019 and September 23, 2019. On motion by Mark Brown II second by Matthew Yarborough with all present members voting “aye” all consent agenda items were approved. VII. COUNCIL CONSIDERATION AND ACTION ITEMS A. Presentation to Council of the proposed Water and Wastewater Master Plan / Capital Improvement Projects for adoption. Kendall Ryan presented Water and Wastewater Master Plan. Mark Brown asked if the projections include apartment complexes or just single-family home? Mr. Ryan responded; no apartment complexes are used in this projection. We are looking at the property across the highway as multiuse, which could include apartments, but not in this projection specifically. Matthew Yarborough asked if we have contacted Clute to find out how close we are to using up our 25% stake at the treatment plant and how close are they to using all of theirs. Mark Brown II asked if the plant is at capacity as a whole? Clif Custer responded that it’s fine during normal conditions – when it’s a problem is when it rains. Mark Brown II asked what is it costing us to treat water that isn’t wastewater? Mr. Ryan said it hasn’t been evaluated, but I can get that answer easily. Matthew Yarborough asked what documentation we have of this. Cliff Custer said its basically by sight, but the at the manholes we can tell. Mr. Ryan advised that no infrastructure is designed for a Harvey type event. Mark Brown II asked if there are penalties when heavy rains cause wastewater spills. Clif Custer said no, but we do have to report it. Mark Brown II asked about the graph of peaking factor that shows top of sewer pipe, so it’s not coming out daily. Mr. Ryan stated correct, it’s coming out during rain events. Mark asked what is the cost savings if we spend the $1.5 million up front rather than waiting? Mr. Ryan advised, it’s minor. It’s not needed for so long; it’s not cost effective in the long run. Lindsay Koskiniemi stated that it is staff’s recommendation to adopt this master plan and look at low interest loans to fund projects. She added that rates are at an all-time low and it’s the most strategic thing to do. Mr. Ryan continued his presentation, with information on Texas Water Development Board State Revolving Fund, the loan interest financing. Mark Brown II asked why the City needs the $1.5 million lift station 2A now. Mr. Ryan stated is because lift station one is overworked from the work put on it by the flow of lift station 2. It wasn’t built to handle the load of both lift stations. Mark Brown II stated that if I&I is our problem, it would make more sense to fix that if our water is fine without so much I&I. Mr. Ryan stated this project and costs is assuming the I&I problem is brought down to a manageable level. The lift station project would be considerably more expensive without managing the I&I. Discussion held on managing Inflow and Infiltration.  Melissa Strawn asked how the City would pay for this? Lindsay Koskiniemi reported that we are just looking at this to get a plan to adopted. The application process for the loan is about 14 months, not anything in this fiscal year. Discussion held on financing options. Mark Brown asked why we aren’t looking at infiltration first. Mr. Ryan advised we are only looking at project 2 now because it is needed either way. It’s needed most because of the current I&I. Mark Brown II asked how much money are we going to be asking for once we identify the problem. Let’s figure that out first, fix it, and then get the newer lift station. Discussion held on identifying inflow and infiltration. No motions made. B. Presentation of Keep Richwood Beautiful's 5 Year Strategic Plan, Present by Brittany Figaro, Co-Chair of KRB Mark Brown II asked what was keeping the committee from becoming a 501(c)3. Brittany Figaro stated that it’s due to funding and how we spend it. We don’t have the savings or enough money to put the money directly back into the community. Matt Yarborough asked if there has been any discussion about how many parks we have for such a small area. Maybe we should look at just having one or two parks and focus our money there? Brittany Figaro stated that the committee agrees, and most parks only need upkeep. We just see a lot of potential in Larry Johnson. Lindsay Koskiniemi stated that she doesn’t see why the city couldn’t apply for grants on behalf of parks. Mark Brown II stated his only concerns with Larry Johnson Park is that there is no parking and heavy traffic in and out of there. He added that he would feel uncomfortable sending my child there to play due to the busy road right there. Mike Johnson stated that most people he sees is adults playing basketball, but he doesn’t see the walking trail being feasible. Brittany Figaro reported that the committee was looking at Larry Johnson Park due to the size of the land. C. Final review and action of replats of Lots 41 & 42; Block 1 of Oakwood Shores Subdivision Section 1, also known as 31834 & 31842 Bayou Bend.  On motion by Mark Brown II second by Matthew Yarborough with all present members voting “aye”, the final replat of Lots 41 & 42; Block 1 of Oakwood Shores Subdivision Section 1 was approved. D. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; or to hear a complaint or a charge against an officer or employee: Kirsten Garcia as City Secretary/Court Administrator Regular session adjourned at 7:17 p.m. to Executive Session. Regular session reconvened at 7:34 p.m. On motion by Katie Johnson second by Matthew Yarborough with all present members voting “aye”, Kirsten Garcia was appointed to City Secretary / Court Administrator. E. Discussion and possible action on a service agreement/contract between the City of Richwood and Richwood Volunteer Fire Department Lindsay Koskiniemi reported that at the time Assistant Fire Chief, Mark Guthrie, was Mayor, Council adopted a strategic plan to execute a contract between the City and the Richwood Volunteer Fire Department. In August, I was approached by Fire Department leadership for assistance in executing a contract between the City and the Volunteer Fire Department since, as they stated, they feel like they are viewed by Council as “Outsiders”. Before they left my office, they were given a draft of a contractual agreement to review and stated that they would present it at their Department meeting in September and then return it with their revisions in preparation to present at City Council’s October meeting. The proposed agreement is attached. Since, I have not received any comments from the Fire Department. I bring this to Council for guidance, I feel this is appropriate and would promote transparency as they are funded by taxpayer dollars. Fire Chief Clint Kocurek and Assistant Fire Chief Mark Guthrie presented, reporting they had reached out to previous City Manager to find out if this is something we need. Mark Guthrie added that the Fire Department doesn’t have a problem with it, but we have a charter and personnel policy that already exists. When we did meet about the agreement, it had already been looked at by many parties. It wasn’t drafted it was pulled from another department and manipulated to fit for us. Our request is to start from scratch and create something that we need. We are not sure what we aren’t giving you now. We are all volunteers and a lot of reporting takes our time. So, be sure that what you’re asking for is what you need and what you will use. Discussion held on drafting possible contracts. Melissa Strawn asked what it hurts to have a contract. Mark Guthrie stated that it doesn’t, and we’ve never said we didn’t want one. Clint Kocurek added that he just wants to know what Council expects in a contract. There were talks of quarterly reports, but it never was set in stone. Lindsay Koskiniemi stated that a strategic plan is something to start with, especially regarding to finances since the departments 501(c)3 status has been suspended.  Clint Kocurek advised the suspension happened well before the current Fire Department leaders were in office. Matt Yarborough stated that there is a gap, between council and the commissions/FD. Matt Yarborough motioned to table this discussion until a new City Manager is hired. No second. Mike Johnson requested a special committee to work with City and the Fire Department to come up with a contract. Melissa Strawn stated that adding updates into the weekly report is a good start. Then we know just what’s going on and where we need to focus our budgeting. Mark Brown II stated the Fire Department will continue to have needs, having metrics are good and will help us understand exactly why you need what you need. I think that’s fair. Mark Guthrie stated that he agrees, but he wants to council to decide what information is important to them. Lindsay Koskiniemi stated she feels the performance metrics for the department is important. Mark Guthrie stated that he would like to see more interest in what they do from Council. Mike Johnson stated he would be the liaison between City Council and the Fire Department, and he will arrange a meeting. F. Presentation of the Richwood Volunteer Fire Department's report on all fiscal quarters in FY19 Presentation will be furnished to Council at the time the item is heard. Presenter: Clint Kocurek Mike Johnson asked if there was no “On Call” for members of the department. Clint Kocurek answered, no there aren’t enough of us to do that, we are all always on call and answer any of the calls that we can. Mark Brown II asked what the optimal number of volunteers is. Clint Kocurek responded that the department has 11 active members; the optimal number could be about 16-18 with 14-15 active. We try to budget for 2 new gear sets every year. It’s about $4800 a person for gear. Discussion held on ISO rating and how it affects the residents. Mark Brown II asked if having a lower ISO rating would open the department up to receiving more grants. Clint Kocurek responded yes; we are definitely better off than we were so anything is going to help. Melissa Strawn asked how much the department receives water bill donations.  Clint Kocurek reported $18-1900 a month; we use it in our budget for trainings, meals, upgrades around the fire station. Mark Brown II asked if he was understanding that the Fire Department feels like the city doesn’t provide them with enough funds. Clint Kocurek stated that the Fire Department’s funds supplement a lot. Mark Brown asked who manages the investment fund. Clint Kocurek responded that the Fire Department does; it’s in Wells Fargo under Dow Stock. Mark Brown II asked about the loss of nonprofit status. Clint Kocurek advised that the department still has it, it’s just suspended. It requires proper filing to become active again. Discussion held on money used from which funds. G. Discussion and possible action on Fire Department's sale of Engine 1 Fire Chief, Clint Kocurek presented. Mike Johnson asked if this was City or Fire Department funds for the equipment replacement fund. Clint Kocurek stated it was city funds, but the line item was removed from the budget. Discussion held on equipment replacement funds. Mark Brown II asked if at the time of the agreement, did council not already approve this sale and recovery of money. Mark Guthrie advised that council had approved the plan that Clint presented, with the City reimbursing the down payment. Discussion held on why this an action item now. Mark Brown stated he thinks it should be sold and then decide where the money goes. From what he can tell, council approved the purchase with the knowledge that the sale money will go back to the Fire Department. Mike Johnson proposed the money goes to equipment replacement fund. Clint Kocurek reported that the Fire Department had to approve using their funds on the basis that they would get the money back to their account. Discussion held on back up and documentation on where original agreement was made. Clint Kocurek stated that he wants to ensure that there won’t be restrictions on the funds.  Discussion held on the use of the funds and where it should be allocated after the sale. Melissa Strawn asked if council gets to see the budget from the Fire Department accounts. Mark Guthrie reported that information is in their financial reports. Mark Brown II motioned to sell old engine one and allocate the funds to fire department, second by Katie Johnson, with all present members voting “aye”, the motion carries. I. Review and possible action on rescheduling November meeting, 11/11/2019 No Discussion or Action. VIII. CITY MANAGER'S REPORT Lindsay Koskiniemi reported that she attended TML conference. IX. FUTURE AGENDA ITEMS Utility rate Possible sale of the property at 215 Halbert X. COUNCIL MEMBER COMMENTS AND REPORTS Mark Brown II reported that national night out was awesome and the kids loved it. He thanked everyone that contributed their efforts. XI. MAYOR'S REPORT No report. XII. ADJOURNMENT There being no further business the meeting adjourned at 10:30 p.m. These minutes were read and approved on this 18th day of November, 2019. __________________________________ Mayor ATTEST: ______________________________________ City Secretary