CITY OF SANTA FE REGULAR COUNCIL MEETING AUGUST 8, 2024 7:00 P.M. COUNCIL CHAMBERS 12002 HWY.6, SANTA FE, TEXAS  MINUTES  The meeting was called to order at 7:00 p.m. by Mayor Brandon Noto.  Roll Call:  Present:  Mayor Brandon Noto Mayor Pro Tem Ronald "Bubba" Jannett Councilmember Rusty Schroeder Councilmember Ryan McCamy Councilmember John Dickerson Councilmember Dana Marks  Absent:  None.  The Invocation was given by Pastor John Elliot from Gulf Coast Foursquare Church, and led those present in the pledge to the U.S. Flag and to the Texas Flag.  Brandon Mayor  Noto then  Mayor's and City Manager's Report:  1) Presentation of the Mayor's Spirit Award, presented to Susan Leining! by Mayor Brandon Noto. 2) Presentation and approval of minutes: 7/11/2024 regular meeting, 7/14/2024 special regular meeting, and 7/30/2024 special meeting, the minutes were approved as presented. meeting, 3) Presentation of departmental reports by staff, specifically a recap oft the activities performed  7/25/2024  special meeting, 7/25/2024 presented by Police Captain  upcoming activities, events, and projects on the horizon  during the previous month and a report of  4) Police - calls for service statistics, traffic crash analysis, use of force incidents, 5) Fire Marshal- burn permiti issuance, inspection activities, presented by Fire Chief Ramon 6) Library- - patron and program attendance, circulation material statistics, fines and donations Coven. collected, 7) Street - drainage projects, street maintenance and improvement activities, 8) Santa Fe Economic Development Corporation - project updates, presented Economic 9) City Secretary - annual cybersecurity training report, presented by City Secretary Natalie Amnett.  Robert Shores.  byl Library Director Becky McClain. by Streets Superintendent Billy Creppon. Development Coordinator Josh Dearing.  presented Corporation  equipment maintenance, presented  by  Citizens' Comments: None. Business: A. Old Business: Rescue  1.D Discussion and direction: Dispatching services provided by the of City Manager Alun Thomas explained that at the last regular meeting  City Santa Fe to Santa Fe Fire and  current arrangement the City has with the Santa Fe Fire and Rescue for July 11, 2024, Council had discussed the has been dispatching fort the Santal Fe Fire and Rescue at no cost. The dispatching services. Historically, the City had concerns regarding the size the district being larger than the limits City and Attorney and previous Councilmembers  city  the city's taxpayers subsidizing the    Minutes (cont.) 8/8/2024 Page 2of7  cost for dispatching services outside oft the cityl limits. Staff had been directed by Council to gather more information tos see if the concern could be corrected. Council received the proposed offer from Santa Fe Fire and Rescue and the proposed counter off from City staff in the agenda packet to review. Mr. Thomas said that Mayor Noto, City Secretary Natalie Amett, and he attended a Galveston County Emergency Services District No. 1 (ESD) meeting on July 22, 2024, during which the status of the dispatching arrangement was discussed by the ESD Board and Santa Fe Fire and Rescue. Mayor Brandon Noto said that he has spoken with the President of the ESD, Greg Gardner, who reaffirmed that the ESD would not like to make the decision for the dispatching services and would prefer to go by the recommendation of the Santa Fel Fire and Rescue asi it is better qualified to determine the needs oft the dispatching services. Therefore, the scheduled joint meeting with the ESD at 6:00 p.m. today was no needed. Mayor Noto spoke with Fire Chief Chris Anderson who said for the City of Santa Fe to submit its longer best proposal, and it will be considered along with other offers that had been received. However, the proposed rate other entities are much lower than the City's proposed offer as the City would need to hire three more dispatchers from to accommodate the growth in the district and to provide Emergency Medical Dispatch (EMD) to that the othere entities would provide. There was ani in-depth discussion that addressed concerns about equal the cost to the Santa Fel Fire and Rescue for dispatching services, whether EMD is needed and the benefits from proposed the number of dispatchers needed, call volume, whether the agreement should be between the and EMD,  the service City Santa Fe  Fire and Rescue ort the City and the ESD, the current method of processing calls. The Council agreed that ity would like to keep the dispatching services ini the city and  with the Santa Fel Fire and Rescue. The Council would like tol have a workshop with potentially Santa Fel Fire keep and the partnership the Galveston County Emergency Communication District to gain al better understanding of the needed Rescue and  services.  dispatching  Motion by Councilmember Marks, seconded by Councilmember Schroeder, to have a could contact the Santa Fe Fire and Rescue and Galveston County each would be available to attend a workshop discussing the decision to make. The motion passed the roll call vote unanimously. Council reiterated that it would like to have the meeting as soon as Galveston County Emergency Communication District to  tof further discuss the dispatching services. Councilmember Jannett and Councilmember workshop meeting of Council Chief Anderson has made it clear that Santa Fe Fire and Rescue dispatching will choose services. Mayor Noto explained that Fire services however, if Council would like to meet with him to further discuss the the most cost-effective dispatching  Shroeder asked if staff  Emergency Communication District to see if  proposed agreement, then it is its  Council confirm who it would like to meet with and confirmed she would possible. City Secretary Natalie Arnett had  contact Fire Chief Anderson and the  date and time with the Council. Improvement Project  see ifeach would be willing to meet and then confirm a  2. Briefing and discussion: Update on the progress of the City of Santa Fe's Avenue P Project Manager/Engineer Chris Doherty from BGE, Inc. let Council knowt that the Avenue P Project is progressing and are on schedule to complete the project by the one resident at the southern end of Avenue Pi that will lose access to their projected available and the contractor will find a solution to ensure the that the contract was not prepared for that have been addressed and more smoothly. Mayor Noto expressed his frustrations about the be at third-party company. Mr. Doherty expressed his sincere  Drainage  schedule Drainage Improvement of 200 days. There is  south oft the temporary access road. Mr. Doherty met with the contractor to property once the construction makes it  is ensure access to this property remains property accessible. City Manager Alun Thomas going forward the project should continue was later informed that it would need to  emphasized the importance  ofensuring the access remains available to the resident.  There were issues that arose  of work and later being added, resulting in an extra cost to the geotechnical Mr. services being left out of the scope impression that the geotechnical services were hired by the contractor City. and Doherty explained he was under the  apologies to the Council.    Minutes (cont) 8/8/2024 Page 3of7  3. Briefing and discussion: Update on the progress of the Santa Fe Economic Department Corporation's Economic Development Corporation Coordinator Josh Dearing said that on July 31, 2024, members of the Economic Development Corporation (EDC) and City staff meet with Bob Atkins from the Santa Fe Independent School District (SFISD) to discuss Project Warpath". The school district has records from previous evaluations of the construction that it will gather for City staff. City staff is going to gather information on the requirements for paving and concreting of the street, to then provide to the City Engineer for cost savings for the project. Once the City Engineer has engineered the project, the cost proposal with be presented tot the EDC for approval. Ifapproved by the EDC it will then be presented to City Council for approval. If the project cost is approved by Council, the proposed start date would be in the summer of 2025, while students are out of school. The project is to concrete the road and will not consist of bollards or landscaping. City Manager Alun Thomas cleared up the true width of the Warpath Avenue right-of-way and said SFISDs surveyor will send over its drawings. Mr. Thomas said he that the street currently extends onto SFISD's property on part oft the street by a couple of feet on each side believes of the street, and recommended that the City repave it during the process, if Council wishes to do SO. There to be ap possible agreement in place to do so, however, SFISD has said there is no option fori it to with would the need given its current budgetary constraints. Streets Superintend Billy Creppon addressed 4. Briefing and discussion: Status of the heating, ventilation, and air conditioning  "Project Warpath" proposal for the reconstruction of Warpath Avenue  help drainage and said that this (HVAC) equipment at the  cost,  street will not need curbs or gutters. Santa Fe Justice Center  City Manager Alun Thomas expressed his frustrations on the constant failure of Carrier Enterprise meet deadlines. The contractor said that he or a representative from the company would attend the to its stated meeting to brief the Council on installation, however, there was no one in attendance. Mr. Thomas August 8, 2024, email from Carrier Enterprise with a brief status of the installation which he summarized for the Council. received an Director Georgia Argentine (formerly known as Georgia Carmack) said that it took staff the case. Community Services the company before staff received a call back. Currently, Carrier Enterprise has calling the Vice President of Center with portable air conditioning units atr no cost to the City, and the units will stayi provided in place the until Santa the Fe Justice sufficiently cool itself. There is progress in the installation however, its progressing very slowly. Council has requested that staff receive Request for Proposals for the maintenance of the  Enterprise should be sending updates every Wednesday, but that has not been  Carrier  building can  wish for the City to use Carrier Enterprise int the future. 5. Briefing and discussion: Hurricane Beryl recovery efforts  equipment as it does not  Police Captain Robert Shores gave the Council an update on the debris cleanup, which, to date, 13,062 cubic yards of debris stored. Cleanup of the debris should be completed within the next is two approximately Manager Alun Thomas said that Streets Superintendent Billy Creppon has been in contact with weeks. City Department of Transportation (TxDOT), and there has now been a contractor on debris. Captain Shores briefed Council on the ongoing process that staff has been the highways cleaning up the requirements are met for the City to receive reimbursement from the state. Council commended staff for their hard work during this process. 6. Discussion and direction: Possible development and adoption of a Mayor Brandon Noto asked that Council postpone the item until the next policy Motion by Councilmember McCamy, seconded by Councilmember Dickerson, to regular meeting on August 22, 2024. The motion passed the roll call vote unanimously. postpone  the Texas  working on to ensure all  for child  warning area signs the item  regular meeting on August 22, 2024.  until the next    Minutes (cont) 8/8/2024 Page 4of7 B. New Business:  1. Consideration and possible action: Approval of a proposed 2024 property tax rate and approval to publish the required Notice of Public Hearing as prescribed by Texas Tax Code $26.06(a) Finance Director Rudy Zepeda explained that Council would need to set a proposed tax rate, which is a rate that the final selected rate will not exceed, and then schedule two public hearing to give taxpayers the opportunity to express their views on the rate and to ensure transparency. Mr. Zepeda presented Council with tax rate options and explained the results of each of those potential rates. This rate will not be the set rate, as it is to set the State passed, the no-new-revenue rate is now an increase from the current tax rate and he feels it would be best to choose a rate that balances the budget or there will need to be cuts in the budget. Mayor Noto noted that he is a conservative and does not like to raise taxes, however, the City Council cannot bankrupt the City and must stop its previous pattern of using reserves for funding as it is needed during times of emergencies. Mr. Zepeda recommended having another final budget workshop on August 22, 2024, for Council to make any final decisions. Motion by Councilmember McCamy, seconded by Councilmember Schroeder, to approve $0.246097 $100 of value as the proposed 2024 property tax rate and to approve and publish the required Notice of Public per Hearing as 2. Consideration and possible action: Appointment or reappointment of three members to the Board of City Secretary Natalie Arnett said there are 3 positions on the Board of Adjustment have terms that 2024. Current members Tommy Gass and Christopher Roth have expressed they would like to expired in July Staff solicited for applications however, there were no applications received. Ms. Arnett explained that be there reappointed. are alternate positions ont the board and that if Council has the option to move one or both to a position ifits SO chooses. two Currently Alternate 1 is Dewayne Middlested and Alternate 2 is Tim Clark. Once Council has made its decision on Services Director Georgia Argentine briefed the Council on the attendance history of the members. positions. Community and Dewayne Middlested to the open positions on the Board of Adjustment to each Tommy serve at Gass, Christopher term Roth in. July 2026. The motion passed the roll call vote, with Councilmember McCamy, Councilmember two-year to expire Councilmember Jannett, and Councilmember Marks all in favor; and Councilmember Schroeder 3. Consideration and possible action: First reading of an ordinance of the  boundaries  only  of which the rate will not exceed. Mayor Noto explained to the Council that according to legislation the  prescribed by Texas Tax Code $26.06(a). The motion passed the roll call vote unanimously.  Adjustment to serve a two-year term to expire in July 2026  the Pponumenueappontmen, then staff will solicit applications for the open position or Motion by Councilmember Marks, seconded by Councilmember Jannett, to appoint  Dickerson, from abstaining of Santa  voting.  Amending Subsection S, Erosion and Sediment Control, of Section 22, Storm City Water Pollution Fe, Control Texas, Regulations, of Chapter 3, Construction Regulations, of the City of Santa Fe Code of Ordinances; Community Services Director Georgia Argentine explained that Mayor Noto had asked staff to reexamine requirements for any land disturbances or activities to possibly also apply this section to lots under one Currently, the Code of Ordinances requires a permit to be obtained when uncovering one and the proposed ordinance requested by Mayor Noto, the lot minimum of one (1) acre would (1) acre or more ofl land Noto explained that he feels that the smaller the land is, the more important it is that there is be removed. Mayor Council discussed the filling of holes on a property, who would be responsible for the drainage a drainage and plan. The stipulations they may need to be puti in place. City Manager Alun Thomas expressed some concerns plan, possible get difficult on a staff level to ensure that residents are in compliance without some reasonable on howitcould Streets Superintendent Billy Creppon said it will affect the Streets Department when clearing out accommodations. ditches.  arepealer clause, a severability clause, and an effective date  providing (1) acre.    Minutes (cont.) 8/8/2024 Page 5of7 recommendations.  After some discussion amongst the Council, it would like for staff to gather more information or further Motion by Councimember McCamy, seconded by Councilmember Marks, to postpone the item to allow for staff to gather more information or further recommendations. The motion passed the roll call vote unanimously. 4. Consideration and possible action: Authorizing the Mayor to execute a Contractual Agreement with Galveston County Health District for water pollution control and abatement services for Fiscal Year 2024- City Manager Alun Thomas said this is a contract the City has had in place for many oft the Galveston County Health District (GCHD). and the Cityi is in charge of the quality of years. water within City The City has contracted with GCHD as it can perform the specialized testing that staff is not qualified itsj or jurisdiction. to perform. The cost of the agreement has increased by approximately 2.5% ($181) for the Fiscal Motion by Councilmember Maks, seconded by Councilmember McCamy, authorizing the Fiscal Year 2024-2025. The motion passed the roll call vote unanimously. 5. Consideration and possible action: Submittal of one (1) nomination for City Manager Alun Thomas said that the City of Santa Fe is a member oft the Region Texas year terms. Only elected officials are qualified to serve on the Board. Should a Councilmember was interested in serving, sO no motion was made.  2025  The is a member equipped Year, to $7,859.  Staff recommended execution oft the agreement.  Contractual Agreement with Galveston County Health District for water pollution control and abatement Mayor to execute a  services for  director position on the Texas Municipal League Board of Directors for possible 14 election toi filla a regional TML Board of Directors is comprised of5 54 members with 15 members representing each Municipal League (TML). The for possible election to the director position, Mr. Thomas said, they can volunteer Councilmember under this wish to volunteer  TML Region, serving two- item. At this time, no  6. ( Consideration and possible action: Adoption of a Resolution of the of oft the "Educational Pay" section from Section 5.02to Section 5.04 City Manager Alun Thomas said that is September 2022, the City passed and approved provided additional compensation for employees whose educational achievements  scrivener's error in Resolution 2022-33 by amending the City's Personnel City Santa Fe, Texas, resolvinga  Policy through the renumbering  Resolution 2022-33 that  process ofi incorporating Educational Pay" as Section 5.02, staff discovered there exceeded the minimum. Ini the was adopted in 2020 by Resolution 2020-08. Erroneously, the first Section 5.02 that was already a Section 5.02t that incorporated into the Personnel Policy as its should have been. Staff would like to was adopted in 2020 was not  to 5.04 to ensure that therei is no longer any room for confusion. Motion by Councilmember Marks, seconded by Councilmember  renumber the second Section 5.02  to  scrivener's error in Resolution 2022-33 by amending the City's Personnel McCamy, adopt the resolution resolving a "Educational Pay" section from Section 5.02 to Section 5.04. The motion Policy through the renumbering of the the City's Personnel Policy, Section 5, Pay Plan, by amending the rate of City of for Santa Fe, Texas, amending during a declared state of emergency provided for under Subsection pay exempt-status employees (salary) employees during a declared state ofemergency for hours worked in excess compensation of the regular for 40 exempt-status hours  passed the roll call vote unanimously.  7. Consideration and possible action: Adoption of a Resolution of the  or Disasters, Parts D1and E1  5.02, Special Pay During Emergencies  City Manager Alun Thomas explained that currently the City provides additional  a week    Minutes (cont.) 8/8/2024 Page 6of7  in a amount equal tot their normal calculated hourly rate, and non-exempt staff receive an amount equal to one-and- a-half times their usual hourly rate. Following Hurricane Beryl, Mayor Noto asked staff to draft up the proposed resolution SO that Council could consider changing it SO that both exempt and non-exempt employees receive time and a half pay for overtime, but only during declared emergencies. Mr. Thomas said there is no recommendation from staff as they would alll benefit from the change, including himself. Mayor Noto explained that duringahurricane, allt the exempt employees that were in the Emergency Operations Center (EOC) were working long hours and were away from their families. Mayor Noto said considering their hard work and as good of a job that they do he feels that they earned that one-and-a-half pay rate for their overtime, just as their employees are making. Mayor Noto explained that City employees are essentially making more than their own Department Heads during the disaster, and he feels that during a declared emergency exempt employees should be compensated for their time worked Motion by Councilmember Marks, seconded by Councilmember McCamy, to approve the resolution amending the City's Personnel Policy, Section 5, Pay Plan, by amending the rate of pay for exempt-status employees declared state of emergency at one-and-a-half times their usual hourly rate as presented. Councilmember during Schroeder asked if the City was out of the declared state of emergency, which Mayor Noto answered no. Mayor Noto explained that if Council were to pass the resolution, then he would ask Finance Director Rudy Zepeda to present Council with the total cost to reimburse the exempt employees for their hours worked over their 40 hours at one-and-a-half times their usual hourly rate during Hurricane Beryl. Iti is the Council's decision on whether it would liket to reimburse the exempte employees, which Mayor Notor recommended, however, that cost willi not be reimbursed by FEMA as it was not the policy at the time of the declared disaster and would be a budget amendment. After a Mayor Noto confirmed with City Manager Alun Thomas to have the cost of the reimbursement calculated, and agenda item prepared for such possible payment during the next regular meeting for consideration. 8. Consideration and possible action: Adoption of a Resolution of the City of Santa Texas, the City's Personnel Policy through the addition of an ethical Artificial Intelligence (AI) Fe, City Manager Alun Thomas explained that capabilities of Artificial Intelligence (AI) can be useful policy when thoughtful and deliberate way however, it can make mistakes and can exhibit biases. Council received the applied ina Al policy in the agenda packet. Mr. Thomas said that with the use of Al, the City wants to ensure accountability, proposed transparency and trust, safeguard privacy and security, promote responsible innovation, and facilitate ethical ethical Artificial Intelligence (AI) policy to the City's Personnel Policy, numbered as adopt Sections 23.00 adding an as presented. The motion passed with Councilmember Schroder, Councilmember McCamy, Councilmember through 23.03,  over their regular 40 hours at the one-and-a-half times just as non-exempt employees.  a  brief discussion, the motion passed the roll call vote unanimously.  amending  decision-making. Al technology is a great tool but should be used responsibly, he said. Motion by Councilmember Marks, seconded by Councilmember Dickerson, to Dickerson, and Councilmember Marks in favor and Councilmember Jannett, opposed. 9. Consideration and possible action: Adoption of a Resolution of the City of Santa Fe, the budget for the Santa Fe Economic Development Corporation, for Fiscal Year 2025 Texas, approving Economic Development Corporation Coordinator Josh Dearing explained that annually, the Council must approve the Economic Development Corporation's (EDC) budget of revenues and expenditures. City On the EDC Board of Directors approved its budget of $1,200,300 unanimously, pending further consideration July: 30,2024, Council. The budget includes the Business Expansion, Attraction, and Retention (BEAR) program, administration by the contracts, operations, and $900,000 for undetermined futurei infrastructure land projects. MayorN Noto addressed cost-of-living allocation (COLA) fort the EDC Coordinator which appeared to be higher than Citye employees. Finance the  the Resolution    Minutes (cont.) 8/8/2024 Page7of7  Director Rudy Zepeda explained thei increase includes the benefits and is equivalent to Citys staff. There was ab brief Motion by Councilmember McCamy, seconded by Councilmember Jannett, to adopt the resolution approving the budget fort the Santa Fel Economic Development Corporation, for Fiscal Year 2025 as presented. The motion passed 10. Consideration and possible action: First andi final reading of an ordinance oft the City of Santal Fe, Texas, amending the Budget for the Fiscal Year beginning October 1st, 2023, and ending September 30, 2024 Finance Director Rudy Zepeda explained that the proposed amendment willl be a net $0i impact tot the budget. The expenses include overtime from Hurricane Beryl, emergency response cleanup, reallocation unused budget expenses, and amendments to ARPA expense reallocations. Staff expects two more budget adjustments in late Motion by Councimember McCamy, seconded by Councimember Jannett, to approve the first and final reading of the budget amendment ordinance, as presented. The motion passed the roll call vote unanimously.  discussion about current and future EDC projects.  the roll call vote unanimously.  October 2024, to wrap up the year after end-of-year department adjustments.  Announcements:  Terri O'Connell, 12821 19th Street, said that there will be Riot Wrestling August 9th at the Santa Fel Fire and Rescue at 6:00; p.m. Santal Fe Chamber of Commerce is hiring for al President/CFO. Santa Fe Chamber luncheon is August 15th at Hidden Palms. Leadership Santal Fe will be visiting local finance institutions August 21st. Santa Fe Chamber After Hour Mixer will be at Kat's BBQ August 29th, 5:30p p.m. to7 7:00 p.m. The Chamber of Commerce Public Service luncheon will be at Dayspring Church, September 11th at1 11:30a.m. Santa Fel Lions Club will be att the Baycliff Fire Department August 14th top pick upi fifty 30lb packages ofr meat to give to H.I.S. Ministries to distribute tot the citizens. Mayor Notoi invited everyone tol Dayspring Church on August 17h for the Mayor's Prayer Breakfast. Councilmember Dickerson asked everyone to keep the families of the victims from the tragedy that occurred on May 18, 2018, in Motion by Councimember Jannett to adjourn. The motion passed and the meeting adjourned at 10:11 p.m.  your prayers ast the trial is in progress.  ATTEST: Natalie N. Dgt  BRANDONN NOTO, MAYOR 136206  Arnett, City Secretary