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Attendance: Present: Mayor Ritch Wheeler, Mayor Pro Tim Charlie Bradt, Dean Gristy, Ron Raymaker, and Mike McLeod Absent: Ted Fletcher
ITEM 7: Civic Club Officers - In 2018, the City Council approved written bylaws for the organization including the election of officers. All officers are to be elected at the regular meeting in September for the fiscal year beginning October 1. The Club then sends the list of new Officers to City Council for approval before September 30 of each year. On September ba, the following officers were elected: President: Gwen Quinn, Vice President Lauren Munn, and Secretary Wendy Bradt. Council accepted the slate of officers. Presentation only.
ITEMS 8: November and December Council Meeting Dates -Due to the holidays, City Council meets once in November and December. Council voted 4-0 to hold meetings on November 13 and December 11 and eliminate the second meeting dates of each month.
ITEM 9: H-GAC Representative and Alternate - The HGAC requests new representatives every September for the following year. The same members can be reappointed if Council so chooses. To be appointed to the General Assembly, the nominee must be an elected official. They are invited to attend the General Law Caucus in November in the evening and the General Assembly and Annual Meeting in January or February in the evening. They will also vote on or run to be a General Law Representative or Alternate on our Board of Directors and will vote on the next slate of officers for the Board of Directors for H-GAC. Council voted 4-0 for Councilmember Bradt as representative and Councilmember Raymaker as alternate.
ITEM 10: Employee Policy Manual - The proposed revisions to the personnel policy manual include a number of updates, corrections and additions. These changes are the product of a series of meetings with department heads and input from staff over the last several months. Council voted 4-0 to table the manual to allow directed revisions.
ITEM S 11-13: Variance To The Minimum Lot Frontage- Validation Connections, Inc, property owner of the referenced 2.203 acres of land at 17835 IH 45, has requested a variance to the required minimum lot frontage. The property is located within the Commercial Corridor Zoning District “CC”. The commercial corridor zoning district requires a minimum lot frontage of 200’ and the property only provides frontage distance of 159.74’. The site is currently in review for platting and development. A public hearing was held; no comments. A motion was made to accept the variance; it failed 2-3 with the mayor casting the deciding vote. Council voted 3-2 to table the variance to allow time to look at other options; the mayor cast the deciding vote.
ITEMS 14-16: Final Plat of Metro Development - Property owner has submitted for the final plat for the development of an office building. The plat has been reviewed by staff and Bleyl & Associates who recommend approval of the final plat with conditions. Because the variance to the minimum lot frontage (Items 11-13) was tabled, no action could be taken.
ITEM 17: Investment Policy - The State of Texas requires the City to review/adopt an investment policy annually. The current policy was revised approximately 10 years ago to be very restrictive in authorized investments. There are minor composition and terminology edits that have been made since last year. There have not been any changes to procedures and authorizations to the policy. Council approved 4-0 to accept the Investment Policy as presented.
ITEM 18:Surplus Vehicle/Equipment Declarations - Staff asked to declare the following vehicles as surplus: three Toyota Prius and two police Tahoes. Police also has several equipment items that will be surplus and sold. These include 14 mobile radios, 22 handheld radios and 11 tasers. Council approved the surplus declaration by a vote of 4-0.
ITEM 19: Purchasing Policy - Finance staff is currently working on improving the procurement process with our current vendors. Once that is complete, a whole financial policy will be presented for the adoption of new procedures. In the meantime, staff has proposed several changes to the current purchasing policy to help streamline operations and to stay with current trends. Council approved the Purchasing Policy as presented by a 4-0 vote.
ITEM 20: Water and Sewer Impact Fee Study - Contract Bleyl Engineering to complete an impact fee study and produce recommendations to adopt into ordinance imposing impact fees in developing areas to cover the costs of utility expansion. Impact fees will put the burden of cost of infrastructure expansion (caused by future development) on the future developments themselves; this will prevent current infrastructure users from bearing the burden of the costs related to expansion. Council approved the study by a 4-0 vote.
ITEM 21- Elevated Storage Tank Design - Inspections of our water storage tanks were completed annually as required by TCEQ. The TCEQ annual report was provided on July 12, 2019. There is rust, corrosion, and scaling present in our elevated storage tank because the protective coating has worn away. This must be repaired to remain in compliance with TCEQ rules and regulations. The full cost of the project is budgeted for in the water and sewer enterprise fund. Council approved the project by a vote of 4-0.
ITEM 22- Water/Sewer Rate Study - Water and sewer rates are established to pay for all costs associated with the water and sewer infrastructure, facilities, and operation costs. The water and sewer funds also pay for staff to operate, maintain, and perform utility billing functions. This project is to contract Bleyl Engineering to complete a water and sewer rate study and produce recommendations regarding the City's water and sewer rates to cover all costs associated with the enterprise fund. Council approved the project by a vote of 4-0.
ITEM 23- Sewer Collection System Model - This project is to gather field collection system data and place into a model for city use to look for weak areas/segments and use when a property is submitted for development. Council approved the project by a vote of 4-0.
ITEM 24- Minutes of August 14 and August 28 Meetings- Council approved the minutes by a vote of 4-0.
ITEM 25- Ratification of Accounts Payable for August - Council ratified the accounts payable by a vote of 4-0.
October 4: Coffee with Cops, Starbucks, 4-5:30 pm
October 7: National Night Out, 6-9 pm
October 11: Shenandoah Night at the Stadium
October 12: Garage Sale, 8 am - 3 pm
October 16: Rescheduled City Council meeting from October 9
October 19: Trash Bash, 8 am-noon
October 30: Rescheduled City Council meeting from October 23
October 31: Halloween Safe Streets