AUGUST 15, 2024    Notice ofal Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  August 15, 2024  1. Call to Order @ 6:30 2. Pledge of Alleglancelnyocation a. The United States Flag  b. The Texas state flag:' "Honor the! Texas fag; Ipledge allegiance to thee, Texas, one  state under God, one and indivisible."  3. Roll Call- All but Councilman Clayton Present Conflict of Interest Statement- None observe a 3-minute time limit  5. Citizen Comments (3 minutes each)- - An opportunity for the citizens to address Council on agenda items or concems not on the agenda- those wishing to speak must complete the comment card, present the comment card to the City Secretary prior to the beginning oft the meeting, and Casey Carl- Introduces himself. States that he has signs leaning over in his ditch. Would Review/Approve Consent Items- MM2/C-Coumciman Merendina/Counelman Emmons-  like to see them picked back up.  Councilman Merendino- Suggests that he call the office.  Approved 7. Presentation  a. Financial Reports City of Bevil Oaks b. 1 Financial Report Public Works C. Utility Innovations Report  a. Tyler Payne with Payne Empowerment- explanation on the CDBG grants that are  available.  Tyler Payne- Introduces himself. Goes over his history and how he ended up helping with grants. States that he worked with the GLO during Hurricane Ike. States that after Hurriçane Harvey hit, he wanted to make it easy for people that needed help with information, to get it. States at the beginning of 2024, he started a company that would help communities find out helpful information to apply for grants. States that he would recommend that the City go fora comprehensive grant through the RCP grant. This will help find out what the City actually needs. States that at the end oft the meeting, he will give the Citya link to get access to grant information. States that the grant through the TDA grant, there are al lot of different things that can be done with this grant. States that the community application is due in December 2024. Councilman Wright- Asks ifthe RCP grant needs to be done before the TDA Tyler Payne- states that both need to be applied for. Councilman Watson- asks ifthe grant doesn't come through, would we owe Tyler Payne- no, States that a door-to-door survey will need to be done to Councilman Watson- how do we adjust for the people that don't want to do  grant? him anything? qualify. the survey.    Tyler-states that we need 80%1 response,  Councilman Wright- how much data would we need by December?: Doesn't think that we will have enough time to get the information together by then. Tyler Payne- States that he would suggest grants that the City would most qualify for. States that the basic cost assessment for the RCP grant. Councilman Wright- asks if the grant would cover other things besides water Tyler Payne- states that we have to look at the water and sewer, but we could Councilman Watson- Asks if wel have until 2027 to do the grant? Tyler Payne- states that we have 2 years to get the grant completed. Councilman Wright- Asks if thei issue we want to solve thei infiltration issue Tyler Payme-procurement for grant administrator and engineer would need to Councilman Watson- asks ifhe (Tyler) would be working with the engineer Tyler Payne- Yes. States that he has been working with. Jared with LJA. Councilman Merendino- States that he is confused on the amount of money. Asks who is going to pay for the survey and the planning? Tyler Payne- states that the grant will fund that part ofit. Once the grant gets Councilman Merendino- if the grant doesn't get funded, who would pay for Tyler Payne- states that ift the grant doesn't get funded then he wouldn't invoice the City. States that he would do the survey, but he would expect some Tyler Payne- states that 51 % of the community needs to make less that Councilman Wright- asks how long he thinks it would take to do the survey Councilman Thibodeaux- asks iftherei is a fee for the software that he Councilman Thibodeaux- asks ift the City will be able to access the software Tyler Payne- Yes. States that he doesn't want to make money off the software. Councilman Merendino- asks if the City will need to spend money on the Tyler Payne- The RCP grant has no match, but the' TDA granti isas $15,000 Councilman Wright- asks ifhei is the only one that does this?  and sewer.  look at parks as well if we wanted to.  that we have with the water and: sewer issue?  be done.  awarded, then we would get paid. the time spent on the survey and other things. support such as posting on Facebook, etc. Councilman Wright- asks what the line is forl LMI.  $60,000 per household.  Tyler Payne- States it would take a day, maybe two. Tyler Payne- states that there isn'ta fee.  mentioned. any time they want. grant. match.    Tyler Payne- No. states that his company is only 2y years old so there are other companies that have more experience, but they don't have the same outlook and understanding oft the grants like he does. Councilman Wright- asks ifhe has worked with LJA before. Tyler Payne- yes.... States that he has worked with several other grant writers Mayor Mitchell- states that his phone is usually on. Sabrenna Crain- states that she has called him like 20 times this week. Tyler Payne- states that is why he doesn't want to be a big company. So1 that he can be readily available. States that this area has a great potential for Councilman Wright- asks how much he would ask himselft to participate in Tyler Payne- states that he wouid make it as easy as possible. States there won't be much help needed for the TDA grant, however, there will be more help needed on the RCP grant. States that he would like to hear from the  growth. the grant?  community to see what the needs are.  B. Review/Action Items  a. Consideration/Diseussion/Approyat of resolution to apply for the CDBG-MIT-RCP grant. MM2/C-Counciman Taibodeauy/Couneliman Merendino-. Approved b. Consideration/Discussion/Approyal ofr resolution to apply for the CDBG-TDA grant. MM2/C-Coumelman Thibodeauy/Counciman Merendino- Approved Consideration/Discussion/Approval passage of Ordinance #: 269, to address, among other related issues, the presence ofhigh weeds on properties including ditches as well as ani improved process for charging property owners for the City's maintenance of high weeds. M/M/2/C- Councilman Taibodeau/Coumcliman Emmons- Approved- Councilman Thibodeaux- Asks what this ordinance gives us Mayor Mitchell- the ability to go on property to clean it up. Councilman Wright- asks ifthisi is a new ordinance? Mayor Mitchell- states that it was brought to Council a couple of months Councilman Watson- Asks ift thej property will continue to be maintained by Mayor Mitchell- states that there is a checklist that we. have to go by. States that ifthey don'trespond to the first letter, we mow, then send them another letter. A secondary lien willl be filed on their homes for the charge of mowing. Councilman Thibodeaux- states that this gives the city some teeth to beautify Councilman Merendino- asks whoi is going to do the work? Mayor Mitchell- states that is the pointi inl having ap public maintenance Councilman Merendino- who defines what meets the criteria in this  Councilman Merendino abstained from voting  prior. the City?  the community. department. ordinance.    Heather Steelman- states that there is al binder at the office that clarifies the Mayor Mitchell- states that ifitg gets to the situation that ifsomeone doesn't Councilman Merendino- asks where the hearing will be held? Mayor Mitchell- Bevil Oaks, The goal of this ordinance is to go after the Mr. Mannette- States that he notices that therei isap property that has a sign, and the neighbor does not. States that the lot beside the property belongs to the Heather Steelman- states that the stakes that were placed on the property, Councilman Merendino- states that the flags should have been done aftera registered letter. States that from now on there will be a letter sent first. Heather Steelman- states that it isal learning process for the office as well. Councilman Merendino- States that there have been several ordinances made d. CswpamiwArat of ordering the General Election for November 05,2024, including approval ofearly voting locations provided by, Jefferson County, Texas as its Election Officer. M/M/2/C- Councilman hibodeauw/Coumiman CasenwDasiApwat of approving Joint Election Agreement and Election Services Contract between Jefferson County, Texas and the City of Bevil Oaks, Texas, M/M/2/C- Councilman Emmons/Councilman Merendino-Approved CastaDxmiApmat ofputting signage 7525 Sweetgum to highlight address for citizens and emergency responders, including signage identifying the property as Bevil Oaks' City Hall, M/M/2/C- Counçilman Watson/Councilman Councilman Wright- asks which building they are talking about? Councilman Merendino- City Hall. Asks someone to help him to make it  criteria ofi items.  comply, there is an option for a hearing.  abandoned homes. property as well.  were based on the information that is on. JCAD.  int the 7years that hel has been on Council.  Emmons-Approved  Merendino-Approved  happen.  9. Reports  a. Mayor Mitchell  Mayor- states that she appreciates all the work the Council has done. States that the girls in the office and herself have been working on the CRS stuff. States that Council needs to be thankful for the ladies in the office because Councilman Merendino- states that the City has a new mowing contractor because there was some problem with the previous mowing contractor. States that the City is looking better than it did with the previous contractor. States that he looked at Thousand Oaks and there isn'te enough material to fix  without them, the City would be in al bind.  b. Councilman Merendino  Thousand Oaks. Councilman Watson    Councilman Watson- States that thes streetlights that he previously reported, are still out. States thati iti isn'tareflection on the office: staff, but! he wanted to Councilman Merendino- asks Councilman Emmons ifti there was al budget for Councilman Watson- there is also one out on Leaning Oaks. Councilman Emmons- States that Entergy gave us al budget to spend on Councilman Merendino- States that there was al budget that the City set. Councilman Watson- States that he suggested putting the call out for the stuff that is piled up on the side ofther road. Suggests that the City has one week out ofthe month that the bulk items are put out on the road instead ofitt being Councilman Wright- states that the garbage truck that identified the bulk  report it again. thes streetlights? streetlights.  every week.  items and a different truck picked it up.  d. Councilman Emmons- Noi report Councilman Clayton- Not present Councilman Wright- Councilman Thibodeaux  Councilman Wright- States that therel have been a few leaks. States that TCEQ is requiring some testing on pipes, but iti is more administrated work. Councilman Thibodeaux- States that for 4-ofJuly, thel budget was $4,800. The total spent was $4,700. States that there were non-perishable items that were done during the 4th of] July event that are noti in the budget. The water line, the lighting in the pavilion, etc. States that there was al lot ofp positive feedback ont the event. States that the money that was received from the dollar days sale, willl be put toward bathrooms at the park. States that hei is proud oft the volunteers that participated in the event. States that thet tickets sold could make the residents feel as ift they helped fund getting the restrooms built. States that there are port ap potty'ss still at the park and basketball court. States that he spoke with a few people about the port a potty and what their experience was with it being there. States that had good feedback on them being available. States that republic donated the trash cans for the 4"ofJ July and they willl be Councilman Merendino- asks ift the restrooms are being cleaned because he Councilman Thibodeaux- Yes, they are serviced weekly. Asks ifthere wasa phone call made tol have them serviced when he realized that they weren't Councilman Merendino- No, it was today. States that the girls in the office Councilman Thibodeaux- Goes over the detaiis for the car show. States that there willl be ar movie night, the night before the car show as well. States that  available for the car show. went in one and it wasn'tclean.  clean.  hasn'tseen: anyone service them.    most of the things for the car show are being sponsored. States that there will be t-shirts made and sold at the event. The money for the 1-shirts will be given Councilman Merendino- asks how the people will pay. for the t-shirts since Councilman Thibodeaux- states that the City has a square account that is Mayor Mitchell- suggests that Councilman Thibodeaux check into the legalities on raffling off items because the City isn'tallowed to do that. Councilman Thibodeaux- states that he will check into it. Asks the citizens to Councilman Merendino- states that he will get the mowers to mow before the Councilman Thibodeaux- asks Councilman Merendino about the flashing Councilman Merendino- states that the residents that the live on the corners may not like the lights on the stop signs blinking all night Councilman Thibodeaux- asks if he would be interested in getting those put Councilman Merendino- suggests asking the residents.  back to the City. the City doesn't take cash? linked to the City bank account.  spread the word about the event.  event  lights around the stop signs?  up?  10. Adjourn Meeting @ 8:01 pm  -  Attest  Mayor Cheri Mitchell  Quhly  Approved this 19 day of Seplember  2024.