Council Meeting Minutes August 14, 2024 6pm  1. Opening Ceremonies:  Mayor Jolly called meeting to order at 6:00pm  Those in attendance were City Secretary Nacona Martinez, City Administrator Derek Stephens and Councilmembers S. Braddock, J. Forsythe, S. Overstreet, S. Henderson and  K.S Stone  2. - Citizens Presentation: NONE 3. Department Head Reports: Paul, doy you want to talk aboutit.  Derek-Ibrought Sanitation out todayt to talk to you about howi it's been going out there. Paul- With Type 1 wel have about 2511 tons left we aret tryingt to get through the hill. Wel have about 12ftt to try and cover with that hill that needs to come down so ify you see us up there at as standstill, we are. just sitting upt there buti its super steep, sO wel have tol be careful when we are upi there. With Type 4 we are: still digging. We still have quite al bit of room left for Republic. Wet found that the scraper has as small leak. We have putr red and blue dye to try and findi the leak, but we haven'tfoundi it yet. It's still working and everything looks good, but we are still keeping an eye out on that leak. The past 3 weeks we have had community service workers, andi they have helped us with the cleanup of the landfill. They have done a great job. The landfill looks al lot cleaner. We got another tank because thet tank we have right nowi is on stilts and we noticed that those stilts are starting to bend. Thisi is a2,000- gallon ground tank with ar monitor that will give us and idea of it being! low. Derek- that tank was free. Since we do al lot of business with Trucker oil, they gave us one  fori free. Paul do we still have room for republic. Paul- Yes, we do. We are good through September.  Derek- Zenner has been here to help us with the meters and help us learn howt toi fixt them, sO we don't! havet tol keep going out to read them. Because that takes about a week to get all oft them read. So, thati takes from getting stuff done that needs to be done to stopping and  reading meters.  4. Approve and Accept. July 20241 Minutes Shiloh- seconded (motions passes unanimously)  Stephen- motions to accept and approve. July minutes    5. Discuss, consider and take action on the approval of the 2020-2021 & 2021-2022 Caroline- Thank you for letting me do your audits. (passing out handouts) There are letters int the back ofy your handouts. One is sayingyour have a clean audit andi the second one states there are no discrepancies with this 2021-2022 Audit. In thel handout just gave you there are numbers showing the budget. Sanitation took al big! hit this year. Let's look at general fund first, int the General Fund you have almost 1.41 million, almost 1.5 million in revenues. Then you have 1.61 million dollars in expenses. You have at transfer mainly int the Sanitation department which is because of the money that is senti to you at thel beginning of they year which, you never really recovered or were ablet to put that money backi into Sanitation. That was used to kind off finance the city over the year. So, your Fund Balance at the end of1 the year was $426,000. Which is reasonable andi is getting better. Oft that unassigned Fund balance, thet total of $426,000, $400,000 ofiti is unassigned. Ifyouwill notice in your cash equivalence is $550,0001 int the General Fund account. On page 16is the statement of revenue & expenses and the nete expenses in your proprietaryt funds. The Water/ Sewer Department took in 1.21 million dollars and the cost was 1.2 million dollars, sO you came close to breaking even. And your net disposition in utilities was 8.3 million dollars and of the 8.3 million dollars, all of iti is invested in your infrastructure. Ont the Sanitation Fund, you guys are under wateri in Sanitation. Your ending Fund Balance is $307,000 negative. Look ati the next page, ify you will look at1 the cashi flow statement, you will look ati the neti increase and cash and the equivalence. You Really did bringi in $219,000 ont the cash basis ont the enterprise funds for this fiscal year and $60,0001 ini the Sanitation fund. Your accounts payables were less, andy you collected more receivables. Your net position which was already mentioned is already invested in your fixed assets. Doy you have Derek-Ineed a motion to accept both oft those. That way we can get those submitted  Audits.  any other questions?  Ronny- Does anyone else have any other questions? Stephen- Motion to accept the Audit 2020-2021 &2021-2022.  Shiloh- seconded (motion passed unanimously)  6. - Discuss, consider and take action on engagement letters for Audit 2022-2023 & Audit Derek-These are basically. just a contract. And Ineed you to approve the past and the  2023-2024 current year. Kent- seconded  Sam-Imake the motion to approve. have them donel by September.  Derek-This is for $18,500. Doy you remembert the timelines that youl had said. Your would Caroline- Yes, late September or early October for the 2023 and then the state laws say your need to have the Audit done within 180 days and Ithink we are going to maket that deaduine. lam proposing late. January for the field work and February for the report to be Sam- So by: 2025 we will be caught up and hitting the ground fresh and ready to go.  done to catch you guys up.    Caroline- Exactly  Ronny- Okay, solhave: ar motion from Sam and secondi from Kent, any opposed?  (motion passes unanimously) 7. Discuss Financials  Derek- Budget is healthy. Ify you will look on all our departments, they are all under budget. We should all be at least 91%. Water and Sewer will turn a profit this year. We don'thave: a bunch of moneyi in the bank, but wel have money. ILLI have thel budget to you on Friday. There are dates wel have to have stuff done by. And our budget looks good for next year and the  next years looks even better. So, we are doing good. Stephen- So will wel be ablet toi invest. Derek- We should, as long as wel keep pinching pennies.  8. Discuss, consider and take action on the approval oft the City of Tahoka's pasture, to Derek-That pasturelsent) you alli in an email. Roddy is willing to do thel brush removal at $0  receive farm lease bids for 2029-2034 with brush removal.  cost but, we havei to put it outi for bids. Ronny- Is he wanting SOME ofi it or ALL ofit? Ronny- Is there anything we need to do legally Cal? Derek- Canlgety'all: tor make a motion to approve it?  Derek- ALL ofi it. paper.  Cal- Just posti iti in the paper for bids and ify you need help, we will help you get thati ini the  Shiloh- Motion to extend 5years Justin- second (motionp passes unanimously)  9. Discuss updated Policy and Procedure Manual.  Derek- You have it, and Iknowyou: all have voiced concerns. Ify you willj just email me your concerns and Iwillt taket themi into consideration and hand it offto CaL/knowyallwanted  it out before the first oft the year. Ronny- anyone with any more questions?  10. Discuss, consider and take action on the new pool renovations and future pool Derek- So, they had to punch list, and everything was good. This time Iwill lety y'all decide Michelle- Thet fence needs to be replaced but other than that Ithink we are good. They are going to replace the union, and he went ahead and ordered us a new gage and at filter because pumpi #11 tooki in sO much of that sand thati it doesn't sound right sO they will replace that Friday. lalso picked up a canister vacuumi from himt today and PULi finish vacuuming Friday andi it'l be ready to go. IlL open weekends orj just Saturdays.  operations.  oni if you want to open the pool or not.  Shiloh- Michelle do you feel like your happy with everything.    Shiloh-lwould leave that upt to administration. event to get some people in Ithink that will be good. Shiloh- Doy your want her to do parties and stuff like that? Derek-Iwouldn't do parties Iwould just do Saturdays for right now. Michelle- So, Saturdays and like 1-5 on Sundays as long as we have people coming. Shiloh-Ithink as much as possible because: summer is coming to ane end. Michelle- It's going to be pick and choose because not everyone is available with school backi in. As long as I have. 2 and myself, Ithink we can manage. Shiloh- motion to open the pool and leti it start operating  Derek-lwould openi it on a couple Saturdays. Maybe you could make up some type of  Sam- How many lifeguards do wel have?  Stephen- second (motion passes unanimously) dispatch agreement.  11. Discuss, consider and take action on City of Tahoka and Lynn Co Sheriff's Office Derek-Id don'tthink it should be an action item but the only reasonlbrought it up was because ity was $53,000 and we paid $42000andlappreclate the County for doing that  and Iwanted to make sure that it was on record. Stephen- Do we still get billed after all the entities get billed? Stephen- Doy we still havei issues withi the! beds?  Derek- Yes sir.  Derek- Yes, but we can't afford it to be honest. It'llt take up 1/3 of our budget. We are not Ronny- This item doesn'tneedi to be an action item SO we will move on.  ready for that right now. 12. Future Agenda Items Rate increase for) Xcel Budget 13. Adjourn Kent- motion to adjourn at 6:40 pm Justin- second (motion passed unanimously)  These meeting minutes were PASSED and APPROVED ont the  dayof Sopt 2024  naoma  By A %4y  Nacona Martinez, Secretary  Ronny  2d6 City  Jolly, Mayor