City Council Minutes February 12,2024 6pm 1. Opening Ceremonies: Mayor. Jolly called meeting to order at 6:38pm with the Pledge of Allegiance and Invocation Those in attendance were City Secretary Nacona Martinez, City Administrator Derek Stephens and Councilmembers: S.Braddock, S.Menderson,.Cralg, J.Forsythe, and S. Overstreet (via Zoom) 2. Citizens Presentation: None 3. Discuss, consider, and take action on Wyatt Pumpi installing filter system on gth street well. Jeff Wyatt- we had submitted an estimate for well 14. It has some organic matter that was in the well that we are trying to get cleared up and TCEQ has come in and gave us a plan to put in ai filter system to clear it up and get it put iny y'all's water system sO you can use it. So, the previous estimate we got we ended upl having ai filter that we found a little bit cheaper, and wei finally got approved. So, this estimate that we handed outi is al little different. What this is, isa plan that TCEQ drew up, so his plans have already been approved so all we have to doi is follow it and find the parts and valves and thei infrastructure around it, everything has to have certain specifications. So, the final estimate we have here is $31,791.35. This does not include the well house. Derek asked us not toi include the well house, sO this estimate does not have that. The well house that we quoted isa well house that was approved by TCEQ and it's7x7,7f feet tall. B/ci the filter you have is sO tall we had to modify it to where the building has to be 9ft tall. Ronny- So, the building has to be 7ft tall? Jeff-Yes, b/ci it has tol be a special manufactured building due to your filter being too tall. The delivery on that will be about 7 weeks for that well house to get it built. So basically, it's coming out of the well you have now to your pump station, and it will come back into your filter and go back Stephen- How much is the 9ft welll house? How muchi is that going to cost us? Obviously, we are into your line to feed it backi into your storage. going to have to have that. Jeff-It's $8,000 Ronny- Do youl know off hand how much the 7ft one is? Jeff- we have to have the 9ft welll house b/c ofy your filter. Derek- Youl have till the 11th to get a clean water sample before that really starts coming down on us. What! Iwould probably doi is approve upi to $31,000 and then give us some time to work on this estimate. Matt acted like there might be a couple more suppliers that would help keep our costs down and even having Matt submit the plans to something that we might even be able to build. Stephen- How much is that going to cost though? Derek-Idon't know. But, $9,000 for a 9ft house is pretty high Stephen. Jeff- Iti is! Tol be honest, all ofiti is high. Having done sO many of these with TCEQ. Their engineers draw it up and they approve it. We ran into a situation where no matter what different things we found that were more cost effective. We still ended up having to use what they wanted us to use Derek- But the well house doesn't have to be right now. The biggest thingi is us getting the: sample right. We can argue and split hairs about the well house but, it could be months from now. All we are trying to do nowi is try to get the breakdown from sun. So right now,lwouldntwory about it.I Derek- We already spent the money. It would bet foolish to not use it. It's brand new well so I'm Joe- Well it's nice to have additional wells. But also realize it's not something we HAVE1 to have Derek- TCEQ isn't going to allow us to tie it into the system andi it does not have ai filter system on it.I It's locked out to where you can't get it in. But that's only going to last sO long. So, we are trying Jeff-Iwill say that we have worked on the well 3 separate occasions and it's just something that Jeff- No, it's getting that matter from somewhere. and it's causing the formation and it showing up. Sam- So, the high priority is that we have till the 11th. What's the consequences of that if we don't Derek- Fines, Fee's, and al lot of extra stuff more than likely. Additional violations and Idon't know Jeff-i ify'all approve it, it'll bei in the system where they back off of you a little bit. And that will give anyway. They are pretty hardnosed on some oft their approved stuff. think the filter system itselfi is what we need to tackle right now. Joe- Ihave a question, is this the well we HAVE to have. going to say we don't have an option. although we have put money into it, which I agree with. to protect everyone from it, but Idon't see a way out of it. Joe- So we really don't understand what is happening. needs to be done. get it done by the 11th? how many more we can have before it becomes unfortunate. yout time to get thei infrastructure in place. Stephen- How long! before it's up and running? Jeff- 8-10 weeks depending on the supplies. Sam- Does the 31 thousand include unexpected labor. Jeff- No, thati isj just the estimate. Sam- But Derek we budgeted this right? Sam- Rob Peter to pay! Paul. Ronny- $31,791.35 Stephen- seconded. (motion passes unanimously) 4. Department Head Reports Derek- No, Ididn't budget for this. We are going to have to pulli it from somewhere. It'll probably be out of the salary that we cut, andi the professional services is where we will pay for this. Shiloh- Motions to Approve the Pump with this estimate. Library (Peggy)- 568 patrons came into thel library, 45 items were added to the library, 131 color pages were picked up, $81.35 was made this month in fees, services and donations, $58,494.00 was received from Lynn County for the Library Sanitation (Paul)- 3 Rain Days, 4 Wind Days, 71 Bad weather days, 572.55 tons in Type 1 pit there is 4350.56 tons left, Type 4 pit has 535.37 tons and is left with 4957.71, Tire container is 25%1 full, Tree limbs are piling up but we are keeping it under control, Man hours on equipment: Scraper- 83, Compactor- 42, Loader-93, Dozer- 63, There was some repairs on the scraper hoses and with the second repair to turbo return hose to engine. The scale was set upi for yearly re-calibration to TCEQ by Rusty's Weigh on 1-12-24, scale was overdue, Fuel tank is 75%1 full we topped it off1-27-241 with Public' Works (Raymond)- 1 water leak (1700 N. 7t),2 sewer. issues, had to read 280 meters, repaired 1 meter wire, we had 24 disconnects, 12 reconnects, 47 work orders, 41 turn off service, 2 dumpster issues, 2 grave markings at the cemetery, recycle bins were emptied and taken to. Jarvis Court (Chambry)- Brought in $5,621.00 and the city got to keep $3,459.90 and we gave $2,161.10 Code Enforcement (Dale)- 33 violations, 16 abatements, 16 Public Nuisance, 11 Permits, 9 Inspections, Ihave been working with the adult probation to help them with community service. Police Department (Chief Parker)- 6 Crimes against Persons, 32 Crimes against Property, 135 total Animal Control (Johnny)- 22 calls to cell phone, 5 Dispatch calls, 24 stray Dogs, 10 were at large, 3 Trucker Oil Co. b/c Whitt was out off fuel. and wel had to replace 2 dumpsters. tot the State. calls for Service, Citations were! 50, 10 arrests. Police Request, 5 Dead animals, 1 cat, owner returns 2, 11 rescues. Stephen- Did Ihear them right, are you leaving? Johnny- March 1'as of now. Stephen- Ok, Icouldn't hear really good when that lady was talking sO it kind of threw me fora Johny-lhaven'ttumed in my notice yet, 2 weeks hadn't been up, so Ijust typed it up today. loop. 5. Approve and Accept January: 15, 2024, Minutes Stephen- Motion to approve. January Minutes Justin- Seconded (motion passes unanimously) Discuss Incode, Financials and Auditors update. Derek- There's not much as in the way ofl Incode b/c we have had to use Gary. Things are ticking along. Istill haven't been able to set up Accounts Receivable. We are still working on that. Ify you look at your budget. We are coming along pretty good. We paid our insurance this month, sO you'll see that go up. So, all that came out sO you will see a surplus there. That should be enough to offset employee insurance. You want to be at 32% and everyone is right about that. Sanitation is 25% on budget. Revenue is up and expenses are down. Auditor is mostly done with 21' and 22' she has one more day to come back and be done and then she will start on 23'. Stephen- Did we ever figure out in Incode with all the Time Clock: stuff. Derek- Yea, Nacona do you want to touch base on that. Nacona- Stephen, what abouti it? Stephen- So we are fixing to talk about it but Incode already has it int the system, but we are paying another source fori it. So, Iwanted to make sure they were the same. Derek- The next item is about the contract. Nacona- It's working. Everything is going well. They work together. 7. Discuss, consider, and take action on new contract with Timeclock Plus Nacona- So the contract is basically them trying to get us to sign it early so they can waive al bunch Derek- there isal lot of fine print there and that's why I wanted them to come and present to us Nacona-They! told us that they would: send a rep out here and then! Ir never heard from them again. ofstuff. why we needed to sign the contract sO early. And they aren't here. Derek- And we have reached out numerous times. There is al language barrier. Stephen- Between Incode and Timeclock Plus? Derek- No, between the humans. Stephen- Oh, so that's what I'm: saying if Incode already does this, that's why la asked Gary about this before we bought this then Ididn't understand why we did this is it already could do it. So, isi it Nacona- Solmean it helps make myj job easier to where I don't have to manuallyi input everyone's time anymore, just have to pull the report and plug it into Incode and then alll have to doi is put in warranted? their leave. Nacona- Right! Stephen- And thati is in Incode right? Sam- It leaves less room for human error. Shiloh- At the same time, the employees have access on their phones and iPad where they don't have to turn in time sheets where that can get lost of fudged in any way. So, it'sa digital clocking system and its biometric. So, there is no mistaking it. And at the same time, it helps Nacona. Stephen- And that can't be done in Incode? Nacona- It does not have the clock-in capabilities. Shiloh- It doesn't have employee access. Derek- You don't want them to have access to that. many: sick hours they have. Derek- It's on their paystubs. see how many hours they have. Nacona- Right! $2,035.20: again. Derek- That would be in. June. Shiloh- That's what I'm saying. It doesn't have that where they can open their app and see how Shiloh- Well yea, they get that too. They can see how much their check is going to be b/c they can Stephen- So, basically there is no language barrier on this deal, and we are going to spend Stephen- So, we are going to spend $2000 to let somebody clock in and clock out. We are: still providing them with a report as to where they are with: sick and vacation time sO we are spending $2,000 just fort them to clock ina and clock out. Shiloh- Technically Nacona- Technically Shiloh- And then integrate it for Nacona'sj job and take that information and puti it in Incode instead of having to add up paper sheets that each department turns in every week and enter that into the system every payroll. So, it's definitely a time saver. Stephen- So, it knows when they don'to clock in, they are on vacation. Nacona- We will know that they aren'tthere and then their department head willg give me their leave. Ori it will show us that they clocki in late that day at 8:40 and what not. Derek- I'm a no oni itj just to be honest. It does us: some good things I'm not saying it doesn'tdo some neat things I'm just saying fort the cost we can do without it. Ican see why it's important though. So, when the contract is up, we need to have al healthy discussion about it. Jeff-lhavei two that have issues with it. Captain's barely works he'sa always having to get with Nacona- No, it's really only from Captain but I've never heard anything from Johnny, and I've never Nacona- The applicationi is great but spending $2000 on it. It helps don't get me wrong. Shiloh- How muchi time do you think thisi is going to add to your payroll section? Derek- And thati is something that we can dig into later. The biggest thingl Iwant to get intoi is they were trying to get us to sign a contract early and there is al language barrier. I wanted to put them int front of God and everybody and have them explain it b/ci the email correspondence and everything else. just don't want us to get signed up and we look up and y'all signed us upi fora a 6- year contract that you know, something along those lines that we get caught up in the fine print Nacona. Shiloh- Are you having any problems with that Nacona? Derek- The application is good, and Ijust can't see us doingi it. had to help him at all. and why they are asking midway through. Joe- motion to table for further discussion later Sam- seconded. (motion passes unanimously) 8. Discuss, consider, and take action on Approve on Contracting. Jill Stone to Update City of Derek- Sol Iforwarded y'all the email with that the bid was and it was $1,000 one time for hert to re- write our Policy and Procedure Manual andi that's within my spending limit. The big thing going forward is it'si in our Professional Services and we have cut back al lot of our office supplies. The big thing is that to get the price out their number: 1 and number 2 you will still have to approve the Procedure's Manual whenever she does have them rewritten. And so, it doesn't! look like we. just Joe- So I have a copy ofi it here and there are a couple of changes we are going to make. What are Sam- There are two different ones that we aren't even: sure which one we are: supposed to be Derek- So the big this is like COVID, withi those and from where those came from COVID didn't exist. Timeclock Plus didn'texist. Imean we are talking about dual purposes for different people. That way an employee can't come ina and say thati isn'ti in my job description. There is just a tunnel down effect that someone that is actually their job and that's what they do that way if we were to enforce. something on someone or try and dismiss someone, we are not liable for where our Tahoka's Policy and Procedure Manual put it on there and then itj just went away. we doing? operating out of. procedure manual lets us down. Stephen-Ile looked ati it and Ithink it'sg good but my question is just to protect. Jilli is we definitely have to make sure iti is vetted by Cal first. B/c Cal has to look at it from al legal standpoint to protect Jill. Joe- We are putting. Jill toi this but is she qualified? Derek- Yes, this is what she does fort the hospital. Joe- Do youl have to be qualified to do this. Derek-Iwould think SO. Sam- Absolutely. Joe- There isn't someone that would volunteer to dot this. Sam- There are legal implications when it comes to Policy and Procedure. If you don't have those correct to a Tt there is a huge liability that comes with that. Ideally you want someone that does Derek- Idon't think someone would be volunteering for something like that b/c that would put Joe-Imean whoever does this would have to signi it. And certify that it is correct and legal. Nacona- She wrote Cal's, and she also did the Hospitals, sO she knows what shei is doing. that. them at risk. Derek- She wrote Cals. Joe- So Cal is going tol look it over? Nacona- Yes Sam- Yes Derek- Are y'all good with that? and Procedures Stephen- seconded. (motion passes unanimously) 9. Discuss TCEQ update. Sam- Not yet Sam- Yes, Iwould like to motion that we approve. Jill Stone's contract of $10001 to write the Policy Derek- So the generator that we do have we can't use it. That one is supposed to stay stagnant.I am still researching other generators. Do y'all have any questions on that? Ronny- Anyone got anything else? Derek- Ok, sorryl Ispaced al little bit. The EPP is 2 years overdue and that's the generator sO that's one of the reasons. We can only stringi it along for so long. I meant to mention that. Sam- So the EPP and the Nitrification Action plan, right? When is the NA? Derek- The Nitrification Plan. It was due 8 years ago. In 2016, that isa a violation that has been outstanding. So, that's what I'm getting at TCEQ. Ican onlyl keep them at bayf for so long. Alllcan tell them is "Hey, we are working oni it."S So, these things that we can go ahead and get done. It buys us grace. You heard. Jeff Wyatt use those terms. 10. Discuss, consider, and take action on Wastewater Treatment Permit renewal. Derek- you have to renew this one every 4 years and that is one thing that is required by TCEQ. Matt Hopper did it for us 4 years ago and he charged us $7600, and this one is $7900. So, IIl need a motion to approve that one. Shiloh- illr make that motion. Justin- seconded. (motion passes unanimously) 11. Discuss, Consider, and take action on Utility/ Water billi increase. Shiloh-Imove a motion that we approve it. Joe- Seconded (motion passes unanimously) 12. Executive Session Shiloh- ill move it Justin- seconded. (motion passes unanimously) session at 8:11pm Shiloh- ill move it Stephen-seconded. (motion passes unanimously) 13. Future agenda Items Shiloh-Idon't have anything. Ronny- Ille entertain a motion to adjourn to executive session. Ronny- we will adjourn regular session at 7:27pm Ronny- At this time Iwille entertain a motion to enter back into regular session from executive Ronny-anyone have anything they want to say ifr not ille entertain a motion from. Justin to Adjourn 14. Adjourn Shiloh- Seconded (motion passes unanimously) Justin- ill make the motion to adjourn at 8:11pm These meeting minutes were PASSED and APPROVED on the day of MAYCh 2024 Dooma RAl4 Nacona Martinez, City/Secretary Ronny. Jolly, Mayor S