The City of  Flatonia  TEXAS  CITY OF FLATONIA SPECIAL CITY COUNCIL MEETING Council Chambers/City Hall 125E. South Main, Flatonia, Texas August 25, 2022, AT 5:00 pm  AGENDA  In accordance with the provisions of the Texas Open Meetings Act, Chapter 551, Texas Government Code, Notice is hereby given that a Special Meeting of the City Council of the City ofFlatonia will be held on Thursday, August 25, 2022, beginning at 6:00 p.m. in the City Hall Council Chambers located at 125 E. South Main St., Flatonia, Texas, for the purpose of  considering the following agenda items:  Opening Agenda Call to Order Invocation & Pledge Citizens' Participation  Deliberation Agenda DA8.3.2022.1  Consider and take appropriate action on rate increase for Texas Disposal  System.  Workshop Agenda WS8.3-2022.1  Workshop for FY 2022-2023 Budget  Adjournment    I,t the undersigned authority do hereby certify that the Notice ofMeeting was posted on thel bulletin board outside the front door ofthe City Hall ofthe City ofE Flatonia, Texas, ap place convenient and readily accessible to the general public at all times and said Notice was posted ont the following date and time: August 19, 2022 by 5:00 p.m. and remained so] posted continuously for at least 72  hours preceding the scheduled time of said meeting.  Sonya Bishop, City Manager, City ofFlatonia  NOTICE OF ASSISTANCE ATTHE PUBLIC MEETING The Flatonia City Hall is wheelchair accessible. Access to the building is available at the primary entrance: facing Main Street. Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services such as interpreters for persons who are deafo or hearing impaired, readers, or large print arer requestedt to contact the City Secretary's Office at 361-865-3548 or by FAX 361-865-2817 at least two working days prior to the meeting so that appropriate arrangements can be made.  EXECUTIVE SESSION STATEMENT The City Councit reserves the right to adjourn into executive session at any time during the course of this meeting to discuss any of the matters listed above, as authorized by the Texas Government Code, Section 551.071 (Consultations with Attorney), 551.072 (Deliberations about Real Property), 551.073 (Deliberations Regarding Gifts and Donations), 551.074 (Personnel Matters), 551.076 (Deliberations Regarding Security Devices or Security Audits), 551.086 (Certain Public PowerUtilities: Competitive Matters) and551.087 (Deliberation Regarding Economic Development  Negotiations).  Agenda Removal Notice  This Public Notice was removed from the official posting board at the Flatonia City Hall on the following date and time:  By:  Tamela Louvier, City Secretary, City ofl Flatonia    CITY OF FLATONIA Agenda Summary Form  Agenda # DA8.3.2022.1 Summary:  Title:  Consider and take appropriate action on rate increase for Texas  Disposal System.  Review and make appropriate action on the rate increase for Texas Disposal System.  Option(s):  Imove to make the motion to approve the School Resource Officer contract. If you are opposed to not 2nd or make any motion. Ifa motion is not made, the  item is dead.  Kocian:  Eversole:  Sears: Mayor Geesaman  Seale:  Mayor Pro Tem Steinhauser:    Texas Disposal System Economic Challenges  We are all aware, the cost of living, running a business, sustaining a City, HOA, MUD or POA, has This includes vehicles, fuel, landscaping, groceries, eating out and shopping and so much more. Have you all here ordered vehicles within the last year or so? Ifs so, what has been your experience with My purpose in visiting with you today is to start a dialog and review a Rate Increase request. Even though the contract allows TDS to petition you at any time for additional rate and price adjustments due to unusual changes in its cost of operations, such as revised laws, ordinances, or regulations; increases in the cost of doing business, such as but not limited to increases in fuel, insurance, in the years we've While we are reluctant to make this very l"request we feel it prudent to do so. We feel that it is in our mutual interest that we be proactive in apprising you of the economic threats we are up against. In our 40-plus years of being in business, never have we faced such a combination of exorbitant costs as we To help you understand the high increase cost we are up against, allow me to give you some details:  increased drastically.  this economy and shortages?  partnered with you, we have never exercised this option.  face now. This is unprecedented for us and also for the current economy.  Between June 2021 and June 2022 our fuel costs have increased by 77% Driver labor and 10.8% increase in Diesel mechanics other factors)  During this same time period our labor has increased 8.3% (This consists of a 5.3% increase in Ina addition, our costs to recruit, train and retain our employees have gone up substantially. Our overall parts costs have increased by 20.4% (engine fluid up 19.9%, transmission fluid up 13.4%)  Engine oil is up 31.5%, our 5500 PSI hydraulic hoses is up 31.0%  Air Filter are up 25.6%  Fuel filters are up 9.6% and truck tires are up 5.8%  Ina addition to the manutacturing cost increasing we are also impacted by supply chain issues that are making most of these parts scarce, which drives up the cost even more.  We at TDS are being proactive in assuring that we and our partners help limit the adverse effects of the current state of economic affairs as much as possible. Unenthused, but out of necessity we are requesting a 12% rate increase to mitigate and manage current circumstances. Iwill meet with everyone as soon as possible and discuss this request. Then have it on the up coming  agenda for your vote and approval of this request.  Feel free to reach out to me at any time, but I will be reaching out to you all.  Frankie Bates    Frankie Bates To: Subject:  Frankie Bates  City of Flatonia, / One Time Rate Increase. After Approval Begins on 10/1/22  City of Flatonia Council & Mayor, Requesting a onetime 12% Rate Increase:  Example: With your approval starting in 10/1/22 an increase of $2.72 making all of 2022, $25.40  After your approvall will create the necessary documents to amend the contract,  Thank you for your help. Frankie Bates  Description Trash, 1X per week w/96 gal cart plus up to one (1) 30 gal. bag Recycle, EOW w/96 gal cart Bulky, 2xper Extra Cart Commercial Trash, 1X per week W 96/gal cart Recycle, EOWw/96 gal cart  Year1 10/1/2022 10/1/2023 10/1/2024 10/1/2025 10/1/2026 10/1/2027 10/1/2028  year calli in 3CY per pickup $22.68 $25.40 $26.16 $26.94 $27.75 $28.58 $29.44 $30.32  $12.54 $14.00 $14.42 $14.85 $15.30 $15.76 $16.23 $16.72  $35.60 540.00 $41.20 $42.44 $43.71 $15.30 $17.00 $17.51 $18.04 $18.58  $45.02 $46.37 $19.14 $19.71  $47.76 $20-30    TIRPAMENDMENTTO  COMTAACTZOCSMNOEANLSUMMaSIRLTNXADISEORAGASTANVCES THIS Amendment is made and enrered Into on this 1st cay af Ducembai 2021, by and between the City ot Flatonia, Texas (hereinafter calied the 6y7 and Texas Disposal WHEREAS, the Cy mdi Coninctor entercd ito a Contract fars Miuricipal Salid Waste and Recycie Coliectinn and Disposai Services ellective Oetahes 1 2019. CAgresmenc'lani Ind consideration ofchese premises, the agrecnentsand: amcndmentsade hereinand other good and valuahic consideralion, the receipt and suiricicncy or which are iterchy wAACARMCicwan-mNIe. Agrecment and agrees ES foilows  Systens, Inc. heremnalter called the Contracror).  RECITALS:  amended October1,2019amd Oclobr1.2019.  AGREEMENTS:  BROM: 70  ATIAGHMENTE D  ATTACIMENTD3 SENODNINTTEN City of Flatonia  Ciy Scrvices: LOCATTON Citgllal 7Acrelase Garbade lana NwwWhasse 625W.1 13 Hignway9n Police Deparmment 205 K.S South Pain S: Racycie RR Observatinn Decl: 6021 W.Noith Mainst Refuse  SERVICE TYPE Refuse  PANDSIZEOF CONTAINER(S) Oa Sb-galacart Daed196-loases. One()2-annp) reninar 3(044PromPiner Ome(9éalldneen One (1ysEgallass cart One()9agalloncars  ERFQUENCY Dae ()teweckly Ik Ore (rimewaakly Dryumevackiy One (timewekly Onz (A)times everyucher week Ona ()times weeky  123Sowchain Se Rerycie Ons (untes eva afien  Reitse Kafust Refusa    Water Treatmient Plant 345E.IH10 Frontage Refuse  Three (3) times weekly One (1) time weekly Two (2) times weekly Two (2) limes weekly One (1) time every other week Onc (1) time weckly One (1) time weekiy One (1)time weekly week One (1) time weekly One (1) time weekly  One (1)2-YD container Two (2) 96 gallon carts One (1)4-YD container One (1) 6-YD container One (1)96-gallon cart Three (3) 96-galion carts Two( (2) 96-gallon carts Two (2) 96-galion carts  Reluse Refuse Refuse Recycle Refuse Refuse Refuse  McWhirter City Park/Poul 1135 E. Highway 90 Soflball & Basketball 1135 E. Highway 90 Oak Hill Cemetery 7001 N. Penn St. Fire Department 216W. North Main St.. Recycle Downtown Trash Cans N. Main St. Downtown Trash Cans S. Main St. Special Events:  One(1) timer every other One (1)96-galloncart  Seven (7) City-owned containers Eight (8) City-owned containers #ANDSIZEOF CONTAINER(S) One (1) 8-YD container One (1)8YD container One (1) 40-YD roll off Two (2) 40-YD roll offs  Refuse Refuse  EVENT Picnic Praha Picnic Czhilispiel  FREQUENCY DATE Annual Annual Annual Annua!  Sacred Heart Catholic ChurchSpring Sacred HeartCatholic Church Falil Picnic  June October August  October Two (2) 6-YD containers  Requests for new or additional services must be made in writing and will be provided to  the City at the City'sexpense.    General Fund Notes and Changes:  The salary and insurances are corrected fromi information. EDC voted to take over the golf course contribution. contribution and 2113 Family crisis contribution. used the wrong code. Icorrected this with a. JE  The workers comp increases have been calculated by each department and entered accordingly.  Programs (10-4400-72000 has been brought to zero and replaced with line items 10-4400-2112 Library Line 10-4400-2224 is zerc as Isuspected there was an AP error from back in December, the empioyee  Line item 4400-2310 and 2311 has been merged to property/lability insurance  Professional services have been changed to 0 and Legal increased by the 15000. 00 instead of having  legal divided into two-line items. Fire Department:  Mayor Gessaman, Chief Robinson, Chief Dick, Tammy Louvier and Imet yesterday afternoon to discuss concerns in the fire department After requesting bank statements and financial statements to help Chief Robinson with his budget there was a very concerning discovery. Chief Robinson explained the fire department is in the process of getting audited because one of their members requested this after there has been discrepancies. One of the things thatinoticedi immediately was withdraws in large amounts and on their spreadsheet, it states donationreason, Feb bills" however the bank statement shows a The Chief of Police gave several handouts on different grants available to fire to help with many of the While talking to Chief Robinson we were able to reduce his budget by 178K by removing "Paid Positions" they had on their budget request. Also, we were able to reduce his request by another 75K by removing "Reserve Funds" and 76K for radios being requested as Chief said that is a grant they applied for, We all agreed the fire department needs to implement al better accountability of funds. The cityi is responsible for tax dollars andi there must be some accountability for any funds going to the fire department. loffered to allow the fire department tol have all revenue and expenses go through the city with checks being signed by one city person and one fire person. The Fire Chief would be responsible for coding his invoices, and deposits. The city would be able to produce him financial statements monthly. lalso suggested looking for an accounting software if they prefer not to use the city resources. We all agreed the city would fund $60,000 but it would not be disbursed to expenses until the fire department has created some good accounting policies and procedures. Chief Robinson agreed.  withdraw that appears to be cash.  expenses.  therefor that would not be a budget request from the city.  Questions asked at the council meeting was also provided to Chief Robinson.    1. State law does not require the city to fund or provide ai fire department or fire protection. Additionally, the cityi isn'trequired to fund a volunteer fire department. (TML) 2. There are not any requirements on amount of equipment required to volunteer fire 3. Volunteer fire departments are NOT governed byt the Texas Commission on Fire Protection or any other organization, meaning the tires do NOT have to be changed every 7 years and many of 4. The fire research foundation stated that from the present research iti is found that no literature convincingly: supports seven-year tire replacement criteria. Further, it is realized that the wear and tear on the tire are due more important e while considering ai tire replacement.  departments. (TML)  the other items spoken about in the previous budget meetings.                88898         -  3 :                1o  o 9o  os  jo  -    C    98  e  9918      9o  > s