Leonard! Reed, Mayor William Brown, Mayor Pro-Tem Ashley Nixon, Place 1 Barney Stone, Place 2 Thomas Belinoski, Place 3 Tom Luster, Place 4 Sheyil I. Ipaye, City Manager Marissa Quintanilla, City Secretary David Red, City Attorney  MINUTES: MAY21, 2024 FOR THE GOVERNING BODY OF THE CITY OF WILLIS, TEXAS  The City Council oft the City ofWillis, Texas convened into regular session at City Hall on the date and time aforesaid, with  the following members present:  Leonard Reed, Mayor William Brown, Mayor Pro-Tem Ashley Nixon, Council Member Barney Stone, Council Member Tom Luster, Council Member Thomas Belinoski, Council Member Sheyi Ipaye, City Manager David Red, City Attorney Marissa Quintanilla, City Secretary Mike Ives, Director ofPublic Works Harrison! Nicholson, Director of] Finance Brandal Jackson, ChiefofPolice  And the following members absent: None, constituting a quorum at which time the following business was transacted to-  wit:  1. Call to order the regular meeting  Mayor Reed called the meeting to order at 5:30 p.m. 2. Roll Call, Pledge of Allegiance, and Invocation  IPledge of Allegiance to thel Flag oft the United States of America and to the Republic for which it stands, one Honor the Texas Flag. I Pledge of Allegiance to thee Texas; one state under God, one and indivisible. The City Secretary called the roll. Pledges were: recited and Councilman Brown gave the invocation.  nation under God, indivisible, with liberty andj justice for all.  3. CITIZENS INQUIRY a. Public Comments  Bobl Eaton from Willis ISD, stated that the Council had granted them an extension on their permit for the baseball field at Lynnl Lucas, based ont the detention pond thati is behindit. Mr. Eaton stated that the Council gave them 100 days to complete the project, unfortunately, it is taking longer. Mr. Eaton stated that they are working on it, and hopefully willl be able to complete the project within the next 45 to 60 days. Kelvin Jefferson, 504 E. Rodger, spoke to the Council about his property at 540 East Rogers Street. Mr. Jefferson stated the land is zoned public and needs to move in ai trailer. Mr. Ipaye asked Mr. Jefferson to  give him a call and would look into it.  4. CONSENT AGENDA  a. Consider the minutes oft the previous meeting: April 16, 2024 Approval ofl Financial Statements and Tax Collection reports seconded the motion. Motion passed unanimously.  . Approval of Accounts Payable  Mayor askedi ifanything needed to ber moved: from the consent agenda and considered separately. Nol Items were removed. Motion wasi madel by Councilman Brown to approve the consent agenda. Councilman Stone  5. NEW: BUSINESS  Willis City Council Meeting Minutes May 21, 2024  1Page    a. Report/Update from Waste Management for the first quarter of2024  Tiana Smith of Waste Management gave the Council a brief update on collection services for the first b. Discuss and consider approval of a fireworks variance request from Abundant Life Church for their Mr. Ipaye stated that Pastor Dave Stovall is requesting a variance for their church to have their fireworks. Mr. Ipaye stated they have received approval from the fire department, and they will be on site. A motion was made by Councilwoman Nixon to approve a variance request for fireworks display for Abundant Life Church for their Independence Day Celebration. Councilman Luster seconded the motion. Mayor asked for Discuss and consider approval of Change Order No. 11 for the addition oft the Animal Control and Public Mr. Ipaye stated that the Council has approved the animal control project. Mr. Ipaye stated the cost was supposed to be $407,250, Mr. Ipaye stated that this is the first change order because we are going to add the public works building to it. Mr. Ipaye stated the animal control facility is 2,150s sq ft, and the addition isg going to be 8,42 sq ft. Mr. Ipaye stated if we are going to do a public works facility along with animal control, they do not want it rebid, and the cost could go up. Mr. Ipaye stated we could do up to 25% on a change order, and this will allow for $101,000. A motion was made by Councilman Brown to approve Change Order No. 1 for the addition of the animal control and public works building, in the amount not to exceed $101,000. Councilman Belinoski seconded the motion. Mayor asked for any further discussion. d. Discuss and consider approval of al build-out contract for the Animal Control and Public Works Building Mr. Ipaye stated that this was toi finishi the work. Mr. Ipaye stated the change order was. just foras shell, this would finish the interior. Mr. Ipaye stated the cost would be $73,418. Councilman Brown asked what the original price was. Mr. Ipaye stated the shell is $101,000 and to finish the inside it is goingt to be $73,418. Mr. Dan Powers stated that by TCEQ regulations, you can not exceed 25% on aj project and sO this is the overrun. Thel Mayor stated the $101,000 was just the shell, not the complete buildout. Mr. Ipaye stated this was correct. Councilwoman Nixon has if this was to add the public works facility to the animal control facility. Mr. Ipaye stated it was. The Mayor asked what the total cost would be for the complete buildout ofthe entire: facility. Mr. Ipaye stated thet total cost would be $581,918. A motion was made by Councilman Brown to approve the build-out contract for the animal control and public works building in the amount of $73,418. Councilman Stone seconded the motion. Mayor asked for any further discussion. None was Mr. Green stated that this is to upsize the force main that is serving what use to be Ameritex. Mr. Green stated the lift station is out of capacity and have decided to upsize the force main to add capacity to serve the Lusk RV Park Development. Mr. Green stated that they have paid upfront funds to cover this project. Mr. Green stated that they opened bids in April and camei in under budget. Mr. Green statedt thel low bidder wasl Bull G Construction: andi is recommending award tot them ini the amount of $$260,092. Mr. Green: stated they are good contractors and have worked with them on several projects. Councilman Belinoski asked what the turnaround time was. Mr. Green stated it was 60 days. Mayor asked for any questions. None were received. Motion was made by Councilman Belinoski to award the bid for the East Stewart Creek Force Main Project to Bull G Construction in the amount of $260,092. Councilwoman Nixon seconded the motion. Mayor asked for any further discussion. None was received. Motion passed unanimously. Mr. Wind stated that the project was bid to fix the old infrastructure and increasing the capacity to handle the Moran Ranch and' The Woodland Hills coming online. Mr. Wind stated it was brought to Council last month and the bid came in at 9.51 million dollars. Mr. Wind stated that two main issues are electrical cost have skyrocketed overt thel last few years and the other issuei is everyone is busy and what they would prefer to do is new water plant projects versus rehabilitation. Mr. Wind stated that they looked at three options,  quarter of 2024  Independence Day Celebration  any other discussion. None was received. Motion passed unanimously.  Works Building  None was received. Motion passed unanimously.  received. Motion passed unanimously.  Discuss and consider awarding the bid for thel East Stewart Creek Force Main Project  Discuss and consider approval on Water Plants 1 and 3 improvements  Willis City Council Meeting Minutes May 21,2024  2Page    one would be tor rebid thej project, one would be maybej just doing water plant 1, and the otheri is they looked at abandoning water plant improvements tol 1 and 3: for thet timel being and building al large, elevated: storage tank. Mr. Wind stated all three projects would be capital projects that would be needed based oni the growth of the City. Mr. Wind stated it is not necessarily abandoning long-term, one project for option three, but would be al better use ofmoney at this time with thei idea that we would still have to come back int the next three to five years and continue with the water plant 1 and 3 improvements. Mr. Wind stated that the cost ofc completing an elevated storage tank near thel Love's Truck Stop: site the cost would be in the range of5 %t to 61 million versus 9 % million that we currently have. Mr. Wind stated that issues with this is that we need to secure a site. Mr. Wind stated that they have had discussions with) Love's and willl have to come to an agreement with them to acquire a site. Mr. Wind stated that negotiations have gone well and feel confident that we will be able to have 1.3 acres to put the tower. Mr. Wind stated the other issue is we are currently under contract with Weisinger Water Wells to increase the capacity oft the current wells and per discussion with them, they have already ordered most of the materials and they are unsure ift they will be ablet to get the manufactures to1 take the materials back. Mr. Wind stated that thisi is ai negotiation thati needs tol happen to: figure out how we would get out of this contract because the equipment cannot be used ifwe go with the elevated storage tank option. Mr. Wind stated that maybe we could negotiate with Weisinger tot take the equipment back with the manufacturers, maybe we could find another city that we could sell the equipment to them, or keep the equipment, but having the equipment on hand there are certain things we need to do to keep the equipment exercised. Mr. Wind stated the goal is to stop pursuing the water plant improvements att this time and come back at the next meeting with a design proposal with a draft agreement with Loves for the water plant site. Councilman Brown asked about the equipment and ifit was the same equipment that they voted on to negotiate with to fix. Mr. Wind stated the installation oft the Wells was delayed several months because of the work that was being done for the. Jasper Wells, we did not want to risk having two wells at the same time. Based on the lengthy delay Weisinger stated that the prices of the equipment had gone up and could not complete the contract under the same price and did have a change order. Mayor asked what equipment did they have on hand. Mr. Wind stated that they would) have to meet with them to see. Mayor and Council continuedi to discuss what equipment was on hand and what had been ordered. A motion was made by Councilman Brown to table Water Plant 1 and 3 improvements until more information is received. Councilman Stone seconded the motion. Motion passed unanimously. Discuss and consider approval of Wastewater Agreement with the City of Conroe Mr. Wind stated that they met with the City of Conroe several times. Mr. Wind stated that we are faced with the ai need to expand our capacity and they felt there were two options. One would be to increase the capacity that we. have available, currently we have 200,000 gallons per day that we can send to Conroe, we would increase that tol halfa a million gallons per day total or doing an expansion to the treatment plant at about half a million gallons. Mr. Wind stated that issues with expanding the plant, is once you go overa a million gallons per day there is more operational requirements you have to have 24 hour personnel, there is more testing, there is more specifics on the design and plan itself, everything gets more expensive even on the operational side, which Conroe is already ont that level and already dealing with those cost. Mr. Wind stated hej put together an analysis to compare what the cost per 1000 gallons for the City to expand thej plant versus the cost per 1000 gallons to go witht the City ofConroe.Mr. Wind stated that overal 10 year projection the cost are: fairly similar, with Conroe being slightly lower. Mr. Wind stated that the next 500,000 gallons expansion would cost $5.84 per 1000 gallons versus the numbers that were given by the City of Conroe was $5.55 per 1000 gallons. Mr. Wind stated sO a savings of about 35 cents per 1000 gallons, over the span of 10 years would be a savings of about a million dollars. Mr. Wind stated that with the operational considerations with the increasing cost of electrical that we are seeing the chances of bis coming in high and similar challenges that we are having with our water plants versus thei infrastructure the City of Conroe already hasi inj place, hist recommendation would bet toj pursue this agreement with the City ofConroei further. Mr. Winds stated they drafted al letter with base agreement terms based on the numbers we were given except for the upsizing of an existing sanitary sewer line that we are tying into. Mr. Wind stated that they are wanting us to pay a percentage of cost to increase their line. Mr. Wind stated that their reasoning for not matching that request is that we are currently sending 750 gallons a minute to that line per our current agreement, and we are not asking toi increase that amount. Mr. Wind stated that even though we might be sending for a longer period of time, because it is more flow per day, we are still sending the same amount in gallons per minute. Mr. Wind stated that there is not an agreement ready, they want to send al letter to  Willis City Council Meeting Minutes May 21,2024  3IPage    Conroe with a set oft terms and continue with negotiations. A motion was made by Councilman Belinoski toj proceed with al letter ofintent toi negotiate a wastewater agreement with the City ofConroe. Councilman Stone seconded the motion. Mayor asked for any further discussion. None was received. Motion passed h. Discuss and consider approval of an Agreement for Service and Reservation of Water Capacity with the Mr. Wind stated that the City ofConroe is in need of water capacity tol help serve some development that ish happening, which is Moran Ranch, which is a portioned in Conroe and in Willis. Mr. Wind stated the portion in Conroe, they are asking if the City would consider having an interconnect, which would be a master meter that would tiei into those connections. Mr. Wind stated the City of Conroe would charge the residents their normal rates and Willis would charge the City of Conroe ar rate based on the total amount of water going through the meter. Mr. Wind stated that details in the agreement, the developer would be responsible for all cost and make the connections and things like that. Mr. Wind stated per the agreement the City of Willis is committing, currently iti is upt to 150 connections now, and then at the time that we do the water plant 1 and 3 improvements or the elevated storage tank we would go to 410 connections. Mr. Wind: statedi itl has at two-year cap. Mr. Wind stated thati if we weret to: start now, they would have availability immediately, and once the infrastructure is for 150 connections. Mr. Wind stated if we are able to get the improvements done for that two years, we would jump to 410 connections, ori ifitl hits two years, we would renegotiate the terms at that point ifwe are going to extend the offer further. Mr. Wind stated they sent this agreement tot the City of Conroe sometime in 2023 and have notl heard back. Mr. Wind stated that one thing hel has heard through different conversations is1 that their main concern with the agreement ist that we would be charging them outside city rates, and feel that is unfair, for a couple of reasons. One being that their current sewer agreement with usi is based on1 theiri in city rates, and two they: feel like with allt the discussion wel havel had with thes sewer agreement they were: making a strong attempt tot try andl help the City of Willis at cost versus charging the City double rates. The Council continued their discussion. A motion was made by Councilman Stone to table item 5h. Councilman Luster seconded the motion. Mayor asked for any Discuss and consider approval of an addendum to thel Engagement letter from Vail & Park Audit Firm Mr. Ipaye stated that the auditors are: requesting an increase ini theirs service fee of$10,000. Mr. Ipaye stated that this same request was submitted last year and it was turned down. Mr. Harrison stated that they stated that for a city this size they normally would charge $50,000: so they wanted toi request $35,000. Mayor Reed stated that when RFPS were sent out for 3 years, audit firms sent their proposal in and the City chose Vail for three years at a set rate. Mr. Harrison stated that when he looked at the agreement it stated "all- inclusive". A motion was made by Councilman Brown to not approve an addendum to the Engagement letter from Vail & Park Audit Firm. Councilman Stone seconded the motion. Mayor asked for any further Discuss and consider approval of the Willis Family Fun Day Event and adding the event to the City's Councilman Brown stated that they are trying tol host a second annual Family Fun Day. Councilman Brown stated that Kroger's has agreed to sponsor it on a section of their parking lot. Councilman Brown stated they will also be sponsoring various foodi items. Councilman Brown stated they are asking for approval to have the City Fun Day, and to be included in the City's TMLIRP insurance. A motion was made by Councilman Belinoski to approve the Willis Family Fun Day on September 21, 2024, and added to the ClysTMLIRPmsurance Councilman Brown seconded thei motion. Mayor asked for any questions. None  unanimously. City of Conroe  further discussion. None was received. Motion passed unanimously.  discussion. None was received. Motion passed unanimously.  TMLIRP Insurance  were received. Motion passed unanimously.  6. REPORTS  Input from Council related to issues for possible inclusion on future agendas; related to issues such as (but not limited to) municipal projects, personnel, public property, development, and other city/public business.  a. Engineer's S Report  1. Lead Service Line Inventory  Willis City Council Meeting Minutes May 21, 2024  4IPage    Mr. Wind stated that thisi is a' TCEQ requirement. Mr. Wind stated that their concern is that ifs service lines have leadi int them there could be a potential poising so1 they all water system owners are required to do an inventory. Mr. Wind stated there are two phases. One phase is to look at the date when the service line was constructed based on the date certain materials were not sure after a certain year, sO there is no concern about lead material in that service line. Mr. Wind stated phase two would be the field testing where you inspect meter boxes. Mr. Wind stated we are required to submit the information to TCEQ by October 16, 2024. Mr. Wind stated Bleyl is going to assist with this and are starting the first phase which is ani inventory spreadsheet toi identify how many wei need tol look at out Mr. Wind stated that the apartment complex project provided money to improve the Little County Line Lift Station, and to extend the water line along Cannan Road. Mr. Wind stated the water line is currently out to bid and will collect bids on June 11, 2024, and have ai recommendation of an award at the July meeting. Mr. Wind stated that the Lift Station design is almost complete and will start  in the field. 2. Cannan Road Waterline  bidding out in June and have those bids at the. July meeting. 1. Report regarding Sales and Use Tax Mr. Ipaye reported oni the sales and use tax fort the previous month. 2. Report regarding Cannan Road Dedication Mr. Ipaye stated al letter was sent to Willis ISD on this. 3. Report regarding TIRZ Board looking at the request and reviewing figures.  b. City Manager's) Report  Mr. Ipaye stated that a request was submitted from The Woodland Hills, and the finance office is  7. EXECUTIVE SESSION  a. Convene into closed executive session as provided by the Texas Open] Meetings Act under Sections 551.072 (Deliberation on Real Property), and 551.074 (Personnel Matters) of the Texas Government Code Mayor closed the open session at' 7:18 p.m. Mayor and Council convened into closed executive session in b. Reconvene into open session and take action, if necessary, on matters deliberated in closed executive Mayor and Council reconvened into open session at' 7:28 p.m. The Mayor asked for any action coming out  1. Deliberation regarding the purchase ofreal estate  the upstairs conference room.  session.  of executive session. There was none.  8. ADJOURN  AI motion to adjourn was made by Councilman Luster. Councilman Stone seconded the motion. Motion passed  unanimously. The meeting adjourned at 7:29 p.m.  dwale  Leonard Reed, Mayor  Mausn 09  MarsQuintanilla City Secretary  Willis City Council Meeting Minutes May 21, 2024  5Page