January 20, 2022 Meeting Minutes    Regular Meeting Minutes January20,2022  1. Callto0 Order @ 6:00 2. Pledge of Alleglanca/lnvocation a. The United! States Flag under Gad, one and indivisible."  b. The Texas State flag: " Honor the Texas flag, Ipledge allegiance to thee, Texas, one state  3. Roll Call-AIIF Present 4. Conflict ofl Interest Statement-None Citizen Comments: books arel being done. Report  Dale Darby- Attorney- Concems on PIRI that are nota answered. CPA-Look intol how the  Utility Innovations = Charlie & Marty Adams  Charlie explains who they are and their experience int the water and sewer utility. Mrs. Marty clarifying the correct on call number. States that Councilman Merendino put! her home phone number on Facebook. She emphasizes that the home phone number is not always answered, so the on-call phone number is the best one tol be answered. They work by work  orders.  Councilman Smith - Who sets thet fee on call-out fee.  Councilman Merendino -V What happens when sewer backs up? What does the Utility Nancylarousse- How do they check the water quality? How often is it checked? Bud Merendino- How doy you feel about the Chlorine injection system that we have? Charlie- explains that he would use sodium chloride if he were to install a new system Bud Merendino - Would youa advise switching over to that system Charlie- -Itv would be something that would need to be further investigated. When  company charge?  Charlie Adams explains how the sampling works. Dale Darby- - What does the monthly tests, test for?  vs.what we have now.  Danny was here, they were lookingi into a! 5-year plan  7. Review/Approve Consent Items- - Approved- -MwRC-CoumdhwomanwiahalVCoumdiman  Emmons  Financial Report for City of Bevil Oaks Financial Report for PublicWorks Report by! Utility Specialties d. Previous Meeting Minutes Emmonsy/Coundlwoman Vautrot  8. RewewDaumson/AppoRe Action Items- A R-wwAC-Gamnn  Mayor Emmons- Public Management is the only company that turned Ina al bid. Bud Merendino- Do wel have time to go out for bid again to see Ifmore people turn in  bids    Dru Montgomery- Explains why we need a Grant. Administrator and why there was Dru Montgomery- - Explains that what he means by we need to hurry and get a Grant Administrator and get the funds designated to projects because the projects that are occurring  probably not more people to turni ina bid.  Bud Merendino = thought that we had until 2026 to spend it  right now are the type of projects that the ARPA funds are designated to.  9. Adjour Regular Meeting @ 6:40 10. Executive Session  The City Council may convene In Executive Session to discuss confidential information about City personnel. The City Attorney may be consulted on issues pertaining to potential legal matters and specific to confidential personnel decisions/evaluations/suggestions. Councllman Merendino- will come back toi itifitis is not discussed or he has questions about b. Councilman Mullins- explains that there have been issues at the sewer plant with the new pumps that we justi installed. Explains the process that himself and Sabrenna went through to get the Issue resolved. The pump that was causing the issue was pulled. Hahn equipment was able to repair the two of the pumps that theyl had already. Now there are 3 pumps installed and Explains the expenses that the City has had to spend to repair everything at the sewer Councilman Mullins- He would like the Cityt to form committee's. States that our biggest issues are drainage and water rates. Thinks that it would be beneficial to fresh eyes on Mayor Emmons -Tells Councilman Merendino that she thinks that it would be beneficial for him to investigate the drainage. States that she would like him to go to meetings with her with the County, DD6 and the County Commissioner. ToC Cherilyn Mitchell would like her to be over the water rates. Mayor Emmons- -tells the Council that she would like all of them to make a report over Councilman Merendino- states that when he and the Mayor went to the Sewer Plant, there wasn't much consumption in there. States that the City recelved a grant years ago to smoke test the sewer lines and that the City was supposed to smoke test yearly, but there was only one smoke test done. Explains that the problem with the sewer system is Counciiman Mullins - Explains that some of our problem Is the items that are being Councliman Emmons - FEMA was going to give us funding to cut out specific sections of each road, Michael Miguad with Public Management said that we should apply for capped improvement through FEMA: sO that we can spend the funding however we need to spread it out. States that it will take 60-90 days to get an answer from FEMA on the capped improvement project. it will be around April when the project is ready to go  11. Call regular meeting back to order @ 7:06  12. Discussion  what his report was over  we willl have 2 spare pumps once the other ones are repalred.  plant with the pumps. the issues.  something.  that citizens need to cover thelr clean outs.  flushed.    out forl bid. Goes over the construction drawing that was sent to him by the Engineer. Mayor Emmons- states that the Cityl has told them that we will not use more than  Goes over what the material is going tol be. $20,000 out of our road fund.  11. Report Mayor Emmons:  Cityl Hall: and Civic Center- Got Blueline to comply with everything that City was asking. Explains that Brad! Scurria from TDEM was undert thei impression that the new bulldings were already built. We also spoke with the insurance agent about thel Insurance claim that was made. The total amount that the Cityr received for the buildings is $118,741. The claim for the contents of the old City! Hall and Civic Center was never filed. We do have somel insurance funds other than Explains that there is some things that we could put upt for alternates bids. Blueline suggested We don'thave a Grant Administrator for the City! Hall and Civic Center. The Attorney was over Councilwoman Mitchell- - when she met with the attorney that he told her that he wast the only Mayor Emmons -5 states that Brad! Scurria would be getting her access to the FEMA portal Mayor Emmons- Lift Station grant- they are working on the lift station on Riverbend right now. Thel lift station on River Oaks, Is not as far because there was a manhole that had to! be relocated becausel It was In the way of where they were building the elevated tower. Mayor Emmons - Elevation Grant- -The first round of houses is almost complete. There are! 5 people that have not responded back to whether they want their houset to be elevated or not. Golf Cart- -S Suggests that the golf cart goes out for bid. Suggest that a gas allowance for Sabrenna would be preferred. Council can get together later to discuss that. Meeting withi the County Commissloner- Met with the County Commissioner. several times about getting the meeting set up with the County and DD6 about our drainage. There willl be a Town Hall Meeting for the Sherrif's office to come out and do a report on animal control. Charollette City's CPA- said that she can come toi the next Council meeting Councilman Smith - Therei is a major issue with people running stop signs. There needs to be something done. We need to install: speedI bumps or something because. Jefferson County can't  the check that wel have received from the insurance company. some items that could be used for alternates.  this grant.  one that had access tot the FEMA portal.  town! hall meeting in February with all of them.  be out here allt the time.    Councilman Emmons Speed bump- the speed bump that isi installed now is what Iwas allowed Councilman Smith- = The speedbump that is there now is not tall enough. Councilman Merendino - Has spoken with someone before about hiring an off-duty cop. Councilman! Smith-Tickets would be a great thing but having something else that would make 12. Adjourn Meeting @ 8:33 pm M/MZC-Coumdhoman Vautrot/Counclwoman Mitchell  to do and Iwas only allowed toi install the one.  them stop.  Emcseo  Attest:,  basbaia Mayor Emmons  7k Doug Mullins, City Secretary    February 17,2022 Meeting Minutes    Notice of a Regular Meeting CITY OF BEVILOAKS, TEXAS  February: 17,2022  a  1. - Call to Order @ 6:00 2. Pledge of Alegance/Inyocation a. The United States Flag  b. The Texas state flag:' "Honor the Texas flag; Ipledge allegiance to thee, Texas, 3. Roll Call- Councilman Smith and Counciwoman Vautrot absent- - everyone else present  one: state under God, one and indivisible."  4. Conflict of Interest Statement- None 5. Citizen Comments -I None  6. Report  a. Justin Hidalgo-presentation onr re-implementing the City Marshal's Office  Introduces himself around Bevil Oaks. County! Sheriff's Office. Discusses what calls are priority Discusses the cost breakdown Grant opportunitles  Discusses that there are only 2 officers that patrol Bevil Oaks. States that the patrol officers that are in our area patrol a wide variety of the City's Discusses the role that the Marshall would play in the City States that the Marshall's office would not take place of the. Jefferson The Marshall could serve as a code enforcement officer  Discusses the steps that would take place to hire a City Marshall Councilman Merendino- Could we obtain a Grant to hire al Marshall Mayor Emmons- makinga traffic stop, if someone shoots you, who Mayor Emmons - Would the cost that were int the presentation cover code enforcement and code enforcement training? Mr. Hidalgo - per other Marshall's offiçes that he spoke with about the extra cost to cover the Marshall through TML insurance rates was Councilman Merendino-: Suggests that the Council look into the details Counciiman Merendino- Whowould keep track oft the tickets that were  wouid be liable for that Mr. Hidalgo- suggests asking a lawyer  Mr. Hidalgo -Yes  covered In the cost in the presentation  ofhiringa al Marshall. issued?    Mr. Hidalgo - Explains that the tickets that would be issued all havea Mayor Emmons -Asks Mr. Hidalgo If he has ever written an interlocal Councilman Merendino-D Discusses how previous situations were with Mr. Hidalgo - states that the protocol In certain situations would bet to wait for back up from the. Jefferson County Sherif's Office Resident Nancy Larousse- - If resident's have ani issue, who would they Mr. Hidalgo-Resident'si would still call 911 ort the Sheriff's office. Resident Nancy Larousse- How many hours would be spent on traffic Resident Nancy Larousse - How would the code enforcement issues be Resident Rita Willlams- - Could we distribute the administrative fees on Councilman Merendino- -Ifsomeone that was issued a ticket, what would they need to do to take defensive driving? Mr. Hidalgo -That decision would be made by the County. Judge  carbon copy, it would be kept at the City office.  agreement Mr. Hidalgo -Yes, several the previous Marshall  call? stops? handled?  Mr. Hidalgo - It depends on what the ordinance says  thep perpetrator/Volators ticket?  7. Revlew/Approve Consent Items- Approved-M/M/2/C-Coundliman  Mullins/Coundiman Merendino a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties d. Previous Meeting Minutes mmons/Coundlman Mullins  8. Review/Approve Action Items- Approved-M M/M/2/C- Councllman  a. Consideraton/Dsaussion/Approval Ordinance for Entergy declining to a. Discussion over projects that the City could do to improve infrastructure Mayor Emmons - Explains that we have a CDBG grant that is approaching fast. We must have al list ofi infrastructure ideas. Wel have discussed adding another lift station, adding in al larger water main tol be able tol house a fire hydrant, adding to the roads fundi that we already have. Asks Council fori ideas. a. Councilwoman Vautrot- Grounds and Maintenance- -not present  approve the change in rates request  9. - DIscussion  throughout the City.  10. Reports    b. Councilman Merendino- Flood Prevention Project  Councilman Merendino -Currently the County and DD6 are working on cleaning Mayor Emmons- States that Dr. Joei from DD6 will be at our Town Hall Meeting  ditches. next week  Councilman Emmons - Roads & Drainage  Councilman Emmons -The Road Grant is still on track. Currently, we are waiting on FEMA1 to make their decision on the Capped Improvement project. We should be hearing back from FEMA ati the end of next month. After that, it should be going out for bid by. June. It will take  about ay year to complete the project  d. Councilman Smith - Emergency Management- - not present  e. Councilman Mullins = Water & Sewer  All the pumps at the sewer plant are working properly Currently, we have 2 old pumps and 1 new pump inj place. Wel have 1 old pump and the new pump that are still in Houston being worked on. Currently we have been attending meetings for Grants, so she is City Hall/Civic Center -1 the pre-bid meeting was today. The bids must be submitted by March 3. Once the bids are: submitted, Blueline will go through the bids, tallyt them accordingly to FEMA. Once the bids have been submitted, Blueline will send the top 31 bids tot the City. The Council will then decide which one they want to use for the project. Councilwoman Mitchell has stepped up and attended al lot oft the  C Councilwoman Mitchell- Water Rates Project  working on research, but Grants take priority  Mayor Emmons - Various Items  meetings pertaining tot the Grants  Adjourn meeting at 7:35 pm  Attest:  Basbaabmo  AnLL City Secretary, Doug Mullins  Mayor Emmons    March 17,2022 Meeting Minutes    Regular Meeting Minutes City of Bevil Oaks March17,2022  1. Callt to Order @ 6:00 pm 2. Pledge of Allegance/Inyocation a. The United States Flag God, one and indivisible."  b. The Texas state flag: "Honor the Texas flag;lpledge allegiance to thee, Texas, one: state under  3. Roll Call- All present except Councilman Mullins and Councilman Smith  4. Conflict of Interest Statement- None  5. Citizen Comments (3 minutes each) - An opportunity for the citizens to address Council on agenda items or concerns not on the agenda -those wishing to speak must complete the comment card, present the comment card to the 6. Review/Approve Consent Items- Approved- M/M/2/C- Councilwoman Mitchel/Councliman Emmons  City Secretary prior to thel beginning oft the meeting, and observe a 3-minute time limit  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties d. Previous Meeting Minutes  7. Review/Approve Action Items  a. Consideration/Discussion/Approval of ordinance variance request by resident for the late Consideration/Discussion/Approyal of resident being reimbursed fort tire that was damaged due to the bricks that were placed in the pothole on Sweetgum. Denied- Consideration/Disussion/Approval of Appointment of Council Officers- Approved- M/M/2/C- Councilman Merendine/Councelmon Emmons Councilwoman Vautrot no longer Mayor Pro-Tem Councilwoman Mitchell New Mayor Pro-Tem-2-yesl-no Councilman Mullins stays City Secretary- Unanimous Yes  and disconnect fee. Denied-  Consideration/Discussion/Approval of Resolution to place City Golf cart up for sale and/or auction it off. Approved- M/M/2/C-Counclmon Merendino/COunclwomon Mitchell Consideration/Discussion/Approval of Resolution for the change in office hours- Approved- Consideration/Discussion/Approval of Drought Contingency Plan that is currentlyi in place.  M/MI/C-Councimon Merendino/Councimon Emmons Approved- M/M/2/C- Councilman Emmons/Counc.imon Merendino  8. Discussion  a. CenterPoint Energy - Notice of CenterPoint Energy's 2022 GRIP Filing for the Beaumont/East b. Discussion on how Council receives their packets at the Council meetings, via email only VS.  Texas Division paper & email  Paper Copy- Councilman Merendino Electronic Copy- Everyone else  9. Reports  a. Councilwoman Vautrot - Grounds and Maintenance  Councilwoman Vautrot- Minor curfew is 101 pm. Minors don't need to be out after this time.  Councilwoman Vautrot- speaks at about keeping things clean.    b. Councilman Merendino - Flood Prevention Project  Mayor Emmons- Speaks about the work that DD6 is doing on Davida  Councilman Merendino- asks when the County will be out to clean out the ditches on Davida. Mayor Emmons- states that the County will be out to clean the ditches once DD6 gets through Councilman Emmons- we have not heard back from FEMA on the capped improvement project. Asked the engineers if there was any way that we could put the work offi for the roads due to the rise in costs of materials. States that we would not be able to do that due to having  with their part.  Councilman Emmons - Roads and Drainage  ac deadline to spend the money that the City obtained from the Grant.  d. Councilman: Smith-E Emergency Management- Not Present Councilman Mullins = Water & Sewer- Not Present Councilwoman Mitchell - Water Rates Project  Councilwoman Mitchell- looking at several different things. Waiting on replies back from the Mayor Emmons- Permit payments are only accepted in the form of check or money order right now, but we are in the process of getting the system set up to take credit card payments. Itwill take a little bit to get the software set up to take those payment, but it will: soon be an Mayor Emmons- Council needs to start thinking about going out for new professionals; such as CPA, to see ift they want to looki into getting someone else to cover those particular Mayor Emmons- She has been working with DD6 and the County on things that will benefit Mayor Emmons- Will be designating the Civic Center as an Emergency Shelter for Jefferson  CPA1 to help get the answers that she needs to work on the study.  Mayor Emmons - Permit Payments & other various Items  option services. Bevil Oaks. County.  Adjourn Meeting @ 7:10 pm  Borkorov Emmens Mayor, Barbara Emmons  Attest: Dougy Mulling  City Secretary, Doug Mullins    April 21, 2022 Meeting Minutes    Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  April21,2022  1. Call to Order @ 6:08 pm 2. Pledge of Alegance/Invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one. state under God, one and indivisible."  3. - Roll Call- All Present- Councilwoman Vautrot arrived at 6:20pm  4. - Conflict of Interest Statement- None  5. Discussion  a. Jefferson County Sheriff's Office- discussion of various topics  Officer Miller- Explains that the Sherriff's office is responsible for filing When making a call into the Sheriff's office, don't be afraid to tell the officer what color the perpetrator is. For example, black, white, etc. Text to 911 is now available. Ify you are not able to call, you can text. Be Councilman Smith- We have an huge issue with people running the stop signs, especially further back into the neighborhood past the Blvd. Councilman Mullins- It'snot a rolling stop, people are blowing through Officer Miller- the Sheriff's office isn't allowed to write a citation unless they witness the crime, but if you know the description of the vehicle and Next month there will start to be more foot traffic. If you see that there is a specific time that issues are occurring, let the Sheriff's office know and Discussion between the Council about the stop signs throughout the City. Mayor Emmons- we don't have an issue with people riding four wheelers, but if they start acting crazy, the Sheriffs office needs to be Introduction of who they are. Passed out proposals to the Council for Mentions the type of truck that they have VS. what the other trash Mentions that they still have an employee that rides on the back of the truck. If anything was to fall out of the truck/can, they can pick it up VS. Mentions that they pick up things that are left beside the can. They allow  reports, call taking, special control  sure toi include your address.  the stop signs.  where the vehicle resides, we can go talk to them. they can set it up to be patrolling at that time.  notified.  b. Presentation from Piney' Woods Sanitation  the services that they provide companies use. leaving it behind. 2 bulk items per week.    Mentions different way that the bill can be paid. Through the City or through them and they pay the City a franchise fee. Mayor- we normally have a city wide garage sale and then we have a roll-off dumpster delivered on a Saturday and it is picked up the same Saturday, is that something that y'a 'all would be able to do? Piney' Woods- Yes, they can do three roll-offs a year per the contract. Councilman Smith- There has been issues with other garbage trucks leaking liquids that are from the trash bags in the back of the truck. Will Piney' Woods- If we have a lot of rain, the trucks do typically leak out some liquid, but this isn't something that will happen on a daily basis. The drivers of the trucks turn in a report after every shift with anything that may be wrong with the trucks. If the truck is leaking liquid from the trash, and it hasn'trained, that is something that is notated on the report from Councilwoman Mitchell- On the fuel adjustment, when diesel hits $4.95, Piney' Woods- There's a formula in the contract that was handed out, and what it says is they take 6 % and divide it by the fractional increase in Councilwoman Mitchell- cost for residents, the cost per can is $14.50. Piney' Woods- Each can is $5.00, making the cost for two cans $19.50 Councilman Merendino- The price that is listed, is that per month or per Counciiwoman Mitchell- there is separate costs for commercial and Piney Woods- Currently, the City does not receive franchise fees for the Piney Woods- If a decision was made to have a commercial franchise fee, the Council would need to speak with the Attorney and see if that was able to happen. Ift the commercial franchise fee is something that is allowed and it is something that the City would be interested in doing, it Piney' Woods- Things that the City needs to consider is if you would want to franchise the commercial and if you want to franchise the roll- offs. Councilman Merendino- What is the charge for a 20-yard roll-offin Piney' Woods- $93.00- delivery, $293.00- per home Piney Woods- the roll-off rates are included in the contract  that be an issue with the trucks that you have  the driver.  what is that adjustment?  fuel. So it end up being like $0.25. What is the cost of 2 cans?  quarter? Piney' Woods- Per month residential? commercial accounts  would have tol be done by ordinance.  Lumberton?  6. Citizen Comments (3 minutes each) = An opportunity for the citizens to address Council on agenda items or concerns 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 of the meeting, and observea3-minute Allen Pride- Thanks the Council for their time. Would like to speak about the item that is on the agenda. The rescinding of the resolution that precents elected officials to perform work for the City. This resolution was instituted to increase integrity. Ifthis resolution is rescinded, it opens the door for the people writing Councilman Smith- My only concern is when you say former people, Iwas the former Mayor, Inow have my own business, this resolution excludes me from doing any kind of business with the City when I am no longer on Council. Councilman Mullins- If you exclude former Council, you exclude it for a certain Allen Pride- The purpose oft the resolution was to maintain public trust. For example, if there is an item that is out for bid and a former Council member wins Terry' Watson- The side of Leaning Oaks between Shipley and the ditch is Councilman Mullins- When we redo roads, that section of Leaning Oaks is  time limit-  the checks, to cash the checks too.  number of terms.  the bid, it erodes the public trust.  terrible. priority.  Terry Watson- When is this supposed to happen? Councilman Mullins- We don't know a date as of right now Mayor Emmons- Councilman Emmons will be talking about it in his report.  7. Review/Approve Consent Items-I M/M/2/C- Councilwoman Mitchel/Coundlwoman  Vautrot- Approved  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties  Councilman Merendino-Idid have a question about some things that were on the Utility Innovations invoice because there were several locates for the same address. However, Ispoke with Sabrenna (office staff) about it and she showed me that they have different work order number and different coordinates on the locate request and she had to  give them an address to start from.  d. Previous Meeting Minutes  8. Review/Approve Action Items  a. Consideration/Discussion/Approyal of opening bids to auction off the City golf cart, declaration of the golf cart as surplus and acceptance of a single bid or rejection of all bids. M/M/2/C- Councilman Emmons/COunclwoman Vatrout-  Approved  Mayor Emmons- There are 3 bids.  Attorney Dru Montgomery- 15t bid- Doug Mullins- $800.00, 2nd bid- Tim Hamilton- $510.00, 3rd bid- Jeff Thibodeaux- $400.00, 4thbid- Cathy  Smart- $375.00. There are no other bids    Bid that was accepted- Councilman Emmons- make the motion to Winner of the bid- Doug Mullins with a bid of $800.00  accept the highest bid. he is on Council placed al bid.  Councilman Emmons- Is Doug Mullins allowed to win the bid being that Attorney Dru Montgomery- Yes, because the golf cart was declared surplus and he was not allowed to vote on this action item because he  Councilman Merendino- abstained from voting  b. Consideration/Disussion/Approval of rescinding resolution # 2018-0830A preventing any current or former elected official, appointed official, city employees or immediate family thereof, to conduct business with the City. tabled until next Council Meeting- M/M/2/C- Councilwoman  Mitchel/Counciman Merendino-  Councilman Smith- If we get rid of this resolution, will this allow  anyone to do work for the City? Mayor Emmons- Yes  Councilman Emmons- it states in the resolution that we are getting rid ofthis resolution. Mentions tabling the decision to do away with the current resolution until we can modifyi it to say what we want it to say. Mayor Emmons- What should the modified resolution say? Councilman Smith- that there should be a time limit on it. Councilman Merendino- It should state that Council can only bid on a Attorney Dru Montgomery- Rescind the current resolution, then make am modified resolution. Council will not be able to do business with the Mayor Emmons- Council needs to have a decision on what they want the resolution to say within two weeks, that way Dru has time to make the resolution and go over it before it gets put on the agenda for the Councilwoman Mitchell- the Council's decision needs to be put in writingi in their City email to you, Mayor Emmons. Consideration/Disaussion/Approvat reassigning duplicate numbered Ordinance Number 254 approved on. January 21, 2021, to be re-numbered as Ordinance Number 258. M/M/2/C- Councilman Merendino/Counclmon d. Consideration/Discussion/Approval of Ordinance regulating dilapidated buildings, substandard buildings, and unsecured vacant buildings. M/M/2/C- Councilman Merendno/COunclwomon Mitchell- Approved with revisions Attorney Dru Montgomery- reads what the ordinance summary is. Councilwoman Mitchell- Does this address commercial and residential  sealed bid item.  City until the modified resolution is done.  next meeting.  Mulins-Approved  properties?    Attorney Dru Montgomery/Mayor Emmons- Yes  Attorney Dru Montgomery- There are some minor tweaks that need to be made to the Ordinance. It states that the Fire Marshall, building inspector AND the City Council, needs to be changed to OR. The way that it states right now, all three would have to make the decision. Councilman Smith- How are we going to get the money to pay for the City to this job, the ones that have to be demolished. Councilwoman Mitchell- Typically, the City would pay for it and put a Attorney Dru Montgomery- normally what will occur is- that the City could spend $5-10,00.00 on it and put interest on it and hope for the best. There is al lot more actions that are being offered. Mayor Emmons- We could get volunteers to demo the houses. There have already been ai few that have volunteers. Councilwoman Mitchell- Ifv we do not do something for the dilapidated houses and someone gets hurt, does the City become liable if we don't Attorney Dru Montgomery- 99% no, because it is private property. The City would have tol be sued for not fulfilling its governmental duties to  lien on the property for the costs.  address these issues. be held liable.  e. Consideration/Discussion/Approval authorizing the Mayor and/or creating a committee to (a) terminate existing garbage collection contract; (b) request proposals from qualified garbage collection services in a commercially reasonable manner; (c) obtain and review proposals; (d) approve a single proposal or reject all proposals at a properly noticed meeting or regular City  Council meeting. Tabled until after executive session.  9. Adjourn Regular meeting to go into Executive Session @ 7:39  10. Executive Session- next video 11. Resume Regular meeting @ 8:02  a. The City Council may convene in Executive Session to discuss possible litigation. a. Discussion ofi irrigation meter installation and costs- Councilwoman Mitchell b. Discussion on possibility of company removing sign on Sweetgum. Enforcement of Ordinance # 240- Solicitation. - Councilman Merendino Discussion of hazardous trees. - Councilman Emmons a. Councilwoman Vautrot = Grounds and Maintenance b. Councilman Merendino - Flood Prevention Project Councilman Emmons = Roads and Drainage d. Councilman Smith - Emergency Management Councilman Mullins- - Water & Sewer Councilwoman Mitchell- - Water Rates Project Mayor Emmons - Various Topics  12. Discussion  13. Reports    14. Adjourn Meeting @ 9:08 pm  Bonlww Emmone Mayor, Barbaral Emmons  Attest:Doug! Mulling  City Secretary, Doug Mullins    May 05, 2022  Special Meeting Minutes    Special Meeting Minutes CITY OF BEVIL OAKS, TEXAS  May 05, 2022  1. Call to Order @ 6:30 pm 2. Pledge of Alegance/Invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one: state under God, one and indivisible."  3. Roll Call -A All present except Councilwoman Vautrot 4. Conflict of Interest Statement- None 5. Review/Approve Action items  a. Discussion/Consideration/Approval- AN ORDINANCE OF THE CITY OF BEVILOAKS, "REGULATION OF SEXOFFENDER RESIDENCY," THEREBY ESTABLISHING CHILD: SAFETY ZONES WITHIN THE CITY'S CORPORATE LIMITS. M/M/2/C- Councilwoman  Mitchel/COunciman Emmons  Councilman Merendino- to Drul Montgomery- What is to stop this from making Dru Montgomery- It won't. It does not apply to people that have already Councilman Merendino- "the person established a emporaly/permanent residence and has complied with all the sex registration laws of the state prior tot the date of the adoption of this section." Why does it say this section? Councilman Mullins- What does it say about them coming outside/to events? Councilwoman Mitchel- They can do daily things like driving their vehicle, but Mayor Emmons- This is to make our City: safe and more welcoming to families. We are trying to establish everything we can to ensure that our City is safe.  someone move that lives within that area? established their residence.  Drul Montgomery- The enforcement section.  they can'tcome to events.  6. Adjourn Meeting @ 6:39 pm  Bohona EMaRo Mayor, Barbara Emmons  -Am  City Secretary, Doug Mullins    May 19, 2022 Meeting Minutes    Regular Meeting Minutes CITY OF BEVIL - OAKS, TEXAS  May 19, 2022  1. Call to Order @ 6:01 pm 2. Pledge of Alegance/Invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one: state under God, one and indivisible."  3. Roll Call- All present except Councilman Mullins. He arrived at 6:18 pm  4. Conflict of Interest Statement- None 5. Citizen Comments- None Vautrot- Approved  6. Review/Approve Consent Items M/M/2/C- Councilwoman Michel/Counclwoman  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties d. Previous Meeting Minutes  7. Presentations  a. Milton Bertolio with Charles E. Reed and Associates to present the 2020 Audit for the City of Bevil Oaks and the Public' Works Department  Charles Reed - Introduces himself and Sharon Reed. Discusses the audit Charolette Yeates (Edgar, Kiker & Cross- City representatives) Explains that a single audit is something that must be performed if an entity spends more that $750,000. In 2020, the City spent over that due to the grants. A single audit is due 9 months after the year-end making it due in. June the following year. The audit for 2021 will be late but not as late Mayor Emmons- Did the single line audit have to do with TDEM (Texas Department of Emergency Management)? For the 2020 year, the City received the TWDB (Texas Water and Development Board) grant. Charolette Yeates- We probably will have to have a single line audit for 2021. Ifthere is going tol be a phase 2 for the Elevation grant, there will Mayor Emmons- The elevation grant is not a reimbursement grant. Charolette Yeates- Even if you receive the funds for the elevation grant, that doesn'tmean that there will have to be a single audit done. The single audit is done off expenditures, not what you receive. Mayor Emmons- With the elevation grant being through the TWDB, will  and how it is laid out.  as the 2020.  be a single audit performed. They send us the money first.  that be the same process?    Charolette Yeates- There are requirements for all grants. There are guidelines for each grant. On the single audit, for the grants, they are auditing the program that the grant is under. They are auditing the Mayor Emmons- If you begin next week on the 2021 audit, will you move forward as a regular audit or as a single line audit? Charolette Yeates- The regular and the single audit are usually done Charles Reed- Ithink what the Mayor is looking for is what is the next step. We (Charles Reed & Associates) will have to sign off on the audit Charolette Yeates- It's the e-filing of the audit. Their firm will initiate for permission and as the Mayor you will get an email that you willl have  compliance of that grant.  together.  and then the Mayor will have to sign off on it. tor respond to. That completes the single audit.  8. Review/Approve Action Items  a. consideration/Dscusion/Approvat of audit previously presented by Milton Bertolio. MM2/C-Coundlwoman Mitchel/Councilman Emmons- Approved- Councilwoman Mitchell- No because there are mistakes in here that need to be corrected. Ifit is going to be e-filed, Mayor Emmons intervenes explaining that you have to have a motion before it can be M/M/2/C- Councilman Emmons/COunclwoman Vautrot-voted to Councilman Merendino- The City of Bevil Oaks did not file the required collection form within the timeline. Does that mean Barbara? Mayor Emmons- No, that means the City. This was supposed to be Councilman Merendino- Who is responsible for that? Councilman Smith- The City employee, like Kim. Mayor Emmons- We (the City Council) are the City Councilman Merendino- The City Council isn'tresponsible for getting that data out. Who is responsible for doing that? Charolette Yeates- It's a combination. It's not one person. It's everyone. We just have to accept that it's late. Mayor Emmons- If we do not get this done, get this approved and get this sent in, we are inj jeopardy of losing our grants. Charolette Yeates- We hope by the end of this fiscal year that we have the 2021 audit done and we will be back on track. Councilman Mullins- How soon after the year-end should we receive  Councilman Merendino abstained from voting  discussed.  Mayor Emmons- Is there any more discussion?  open for discussion  taken care of before she was elected. Charolette Yeates- The City.  the audit?    Councilwoman Mitchell- 6 months.  Councilwoman Mitchell- The things that need to be corrected on the audit aren't big things, i.e., on page 9 where it requests for information, Charolette Yeates- If you will email me the changes that need to be made, Iwill get it corrected for the 2021 audit. When the 2021 audit is over, Iwill set up a meeting with Council to teach you about the  the address is wrong.  process.  b. Consideration/Discussion/Approval of resolution allowing any current or former elected official, appointed official, city employees or immediate family thereof, to conduct business with the City. M/M/2/C-C Councilman  mmonsy/Counclwoman Vautrot- Approved  9. Discussion Items  a. Discussion: Proposal for application to apply for the installation of an irrigation meter for residents. Tabled- M/M/2/C- Councilwoman Mitchel/Counc.iman a. The City Council may convene in executive session to discuss potential litigation matters with its City Attorney (Texas Gov'tCode Section 551.071.  Smtih- Approved  10. Executive Session  Consultations with Attorney) Tabled.  Councilman Smith- discusses his time on City Council. Discusses that there has been a change in Emergency Management, so he is resigning from that position. He is also resigning from City Council. He doesn't have time for Council with football season coming up. M/M/2/C- Councilman MerendinoCoundlwoman Mitchell  11. Adjourn Meeting @ 6:51 pm- M/M/2/C- Councilman smith/Counciwoman Mitchell  Attest:  Baba-fuasw Mayor, Barbara Emmons  LLEMLL City Sécretary, Doug Mullins    June 16, 2022 Meeting Minutes    Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  June 16, 2022  1. Call to Order @ 6:00 pm 2. Pledge of Alleglance/invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one. state under God, one and indivisible."  3. Roll Call All present except Martha' Vautrot . Conflict of Interest Statement - None  Citizen Comments (3 minutes each) - And opportunity for the citizens to address Council on agenda items or concerns not on the agenda - those wishing to speak must complete the comment card, present the comment card to the City Secretary prior to thel beginning of the meeting, and observe a 3-minute Lee Lindsey (Sour Lake resident)- mentions that the school safety is lacking. Wanted to come to the meeting since Bevil Oaks is part of the same school district. He wanted to come before Council to see ift they would attend at town  time limit  hall meeting with the school board. Councilman Mullins- When is the meeting Leel Lindsey- Tuesday place? Leel Lindsey - One officer discuss the: same issue.  Councilman Merendino- What aret the aspects oft the security that is currently in Mayor Emmons- states that Officer Miller will be at our meeting next month to Connie (Sour Lake Councliwoman) - If we could get Sour Lake Council and Bevil Oaks Council togetherto go to the school board meeting, that would be a great Councilman Merendino- mentions that he knows someone that used to be on the Beaumont school board that he could get them the contact information for. Lee Lindsey - right now there is no security at the high school. Anyone can walk into the building, to the receptionist desk and get tot the cafeteria without any Dale! Darby- would like to postpone his comment until the announcement is Beth Howard- What is going tol be done with the abandoned houses that have Mayor Emmons-The City attorney is working on skip tracing to get in touch  way to serviçe our citizens/parents  security.  supposed to be made  not been touched since Harvey? with the owners    6. Review/Approve Consent tems-M/M/2/C-Coundilwoman Mitchel/Councliman  Emmons- Approved  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties d. Previous Meeting Minutes  7. Presentation  a. Presentation from Edgar, Kiker & Cross of the 2021-year end financials  Charolette Yeates- explains that the financial statements that arei int the packets are the ones that will be: sent to Charles Reed for the 2021 Audit. Proceeds to go over thel line items and accounts for the City Charolette Yeates- Goes over the Public Works accounts. Councllwoman Mitchell - What is the long-term debt fori the Charolette Yeates- -1 that is for the bond payment and the water meters Coundiwoman Mitchell - what ist the bond premlum? Charolette Yeates- - a little over $80,000.00 Counclwoman Mitchell- Is this a monthly payment?  General Accounts with the Council.  $106,000?  Charolette Yeates-N No. Isitam monthlyp payment?  Councilwoman Mitchell-What/When do we payt the bond payments? Charolette Yeates- - There are two payments. One oft them is the interest payment and the other is for the actual bond payment. Charolette Yeates- mentions that shel has sent everything for the 2021 Councilman Merendino - How can the auditor accurately do the audit without going to City Hall and looking through the actual paperwork for Charolette Yeates- - We send them all the files that they need and that Mayor Emmons- Mentions that we were onacall with FEMAthis morning discussing the CDL (Community Disaster Loan) Charolette Yeates- - Explains what the CDL is. Explains that the previous Mayor and Council ati the time ofthe application for the CDL, did not want to obtain the funds at the time because they didn't want the funds to not be forgiven. Ift the funds were not forgiven, then thet funds would have tol be paid back. The City! has the potential to obtain the funds and there is a very! high probability that thet funds will transfer Mayor Emmons- We will know alli thei information by the next Council  Proceeds to go over the line items. audit to Charles Reed this morning.  the year? they request.  from al loan to a grant. meeting on. July 215t.    8. - Discussion/Action Items  a. consideration/Discussion/Approyal of the 2021-year end financials previously presented by Edgar, Kiker & Cross. M/MIZ/C-Coundiman Mullins/Counciman b. Consideration/Discussion/Approval ofar resolution authorizing approval of the City's Recovery Plan associated with the implementation of the City's American Rescue Plan Act (ARPA). M/M/2/C- Councilman Emmons/Counciman Mullins- Approved Mayor Emmons- Reads the resolution. Explains how much the funds are and Cconsideration/Dscussion/Approval ofa ar resolution authorizing the Mayor to actas the City'sexecutive officer and authorized representative in all matters pertaining the City's implementation oft the ARPA funds. /M2/C-Counclman d. Consideration/Discussion/Approval ofa a resolution of the City Council authorizing the classification of the Bevil Oaks ARPA funds allocation as revenue loss under the U.S. Department of Treasury's final rule's-standard allowance for the provision of government services. M/M2/C-Counciman Merendina/Counchoman Mitchell- Consideration/Discussion/Approval of a resolution to adopt policies in connection with the City of Bevil Oaks participation in federally funded projects associated with the ARPA fund and adherence to the regulation described therein. M/M/2/C- Councilman Merendno/COunclwoman Mitchell- Approved Consideration/Discussion/Approval ofar resolution to change the time of the Council meetings from 6:00 pm to 6:30 pm. MMAIC-Counchwoman Mitchel/Counciman  Emmons- Approved  what they are allocated for.  Mullins/Counclman Emmons- Approved  Approved  Mullins-Approved  9. Discussion  a. Water/Sewer rates- Councilwoman Mitchell  Councilwoman Mitchell- states that she has pulled research from other City's  water rates that have a similar population to Bevil Oaks  10. Reports  a. Councilman Merendino- Flood Prevention Project  Councilman Merendino- Will be going to the County next week to see why  they haven't been out here.  11. Adjourn Meeting @ 7:29 pm- due to bad weather and loss of electricity.  Bolovhov Emmone Mayor, Barbara Emmons  Attest: Doug Mulline  City! Secretary, Doug Mullins    July 21,2022 Meeting Minutes    Notice of a Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  July 21, 2022  1. Call to Order @ 6:32 pm 2. Pledge of Alleglance/Invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. Roll Call- All present except for Doug Mullins 4. Conflict of Interest Statement- None 5. Citizen Comments- None  6. Review/Approve Consent Items - M/M/2/C-C Councilman Emmons/Counclwoman  Vautrot  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties d. Previous Meeting Minutes  7. Discussion/Action Items  a. Consideration/Discussion/Approva of resolution to continue an ongoing arrangement with Jefferson County wherein the County provides useful road repair services in exchange for the purchase of materials by the City to repair the 13300 block of Leaning Oaks. Tabled M/M/2/C- Councilman Merendno/Coundlwoman Mitchell- Counciiman Emmons and Councilwoman  Vautrot opposed  Mayor Emmons = Reads the resolution  Councilwoman Mitchell- What account are the funds coming out of Mayor Emmons- The roads account. It is not coming out of the grant Councilman Mullins- Where is the $75,000 that we received from the Mayor Emmons- Yes, it is locked in as it is approved and submitted to Councilman Mullins- Suggests that we go ahead and approve this because it is not going to be covered in the road grant. Councilman Merendino- If we do this road, we don'thave to pay labor? Mayor Emmons- We don't have to pay labor on half a mile worth of Councilman Merendino- Would it be more beneficial for the County if we went ahead and did the half a mile instead of only doing a quarter mile? Suggests tabling this decision until we figure out another road  funds.  road grant? What account was it put in? Councilwoman Mitchell- Is this price locked in?  the County  work.  that needs to be done    Councilman Mullins- The only way that he agrees to table the decision isifwe can have another meeting before the next scheduled meeting to get this done. Ifwe table this decision, we need to add another Councilwoman Mitchell- How fast did' Vernon get the quote to do this  quarter mile road for them to do. Mayor Emmons- 24-hours  road?  8. Reports  a. Councilman Merendino- Flood Prevention Project b. Councilman Emmons- Roads & Drainage  Councilman Merendino DD6- came out and added another culvert on  Davida.  Councilman Emmons- the type of material that they are, going to be using on the roads is good material, however, the companies that carry the material, have not been able to get the material. The road grant only covers Sweetgum, Riverbend & Shipley. Mentions that he did a survey of the roads and picked out sections of each road that needs to be done rather than doing the entire road. If the cost of the material comes down, we may be able to do some of Councilman Mullins- He spoke with. Jared from WA and said that we arei in the summer months right now, so if we wait until winter months to do it, the Mayor Emmons- Thisi isas state-wide shortage on material Councilman Merendino- Why haven't we went out for bids? What are we Councilman Mullins- We spoke with the engineers and they suggested that we wait a little bit to see ift the price of material goes down. Lift Station Grant- We are waiting on material for the electrical components. Endpoints- The endpoints that are currently in place for some of the meters, are going out of date. They will be changed as soon as there is time to doi it. Councilwoman Mitchell-Ihave done some work on the water rates and at  the side streets.  Councilman Merendino- Why hasn't it gone out to bid?  material won'tstay. waiting on?  Councilman Mullins- Water & Sewer  d. Councilwoman Mitchell - Water Rates  this point the rates can not be lowered.  e. Councilwoman Vautrot- Grounds & Maintenance Mayor Emmons- Various Topics  Security Lights- Councilman Mullins suggested that there be security lights put upa at the basketball courts. Our Entergy rep said thati it would be at least Elevation Grant-They! have started ont the second round of houses.  another month before the work can be done    9. Adjourn Meeting @ 7:08 pm Councilwoman Mitchel/Counciman Merendino  Borkoov Emmene Mayor, Barbara Emmons  Attest: Dougy Mulling  City Secretary, Doug Mullins    August 23, 2022  Budget Workshop Meeting Minutes    Budget Workshop Meeting Minutes  August 23, 2022  1. Call to Order @ 6:31 pm 2. Pledge of Allegiance/lnyocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; I pledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. Roll Call- AIIF Present 4. Conflict of Interest Statement - None 5. Discussion  a. Discussion shall be limited to evaluation of current budgets and ofi items pertinent to establishing budgets for the City of Bevil Oaks for fiscal year 2022-2023. The City will receive input from private persons and entities including by not limited to its engineering firm, legal counsel, accountant, personnel with specific information  related to the proposed budget.  Charolette Yeats- Goes overt the taxi revenue, Goes over the General fund. Councilwoman Mitchell - What account arei thet franchise fee put into? Charolette Yeates - They goi into the operating account Councilwoman Mitchell- The money that we get from waste disposal doesn't Councilwoman Mitchell- Even though they are utilizing our roads. Charolette Yeates- thei funds are not restricted. The Council could decide that all franchise fees go into the road fund. That would need to be done informally with a discussion or you would need to pass a resolution to do sO. Councilman Mullins- On the franchise fees, aren't they used in our yearly Charolette Yeates - Yes, iti is part of the revenue. Based on the question on whether the thet franchise fees can be reserved, the Council would need to look at if there was other revenue to cover the expenses. Suggests that allt the franchise fees not bet transferred so that they can also be used for operating. Councilwoman Mitchell- Suggests renegotiating the franchise fees Mayor Emmons- Suggests that they use a percentage of the franchise fees, rather than a dollar amount, to transfer to the road fund. Councilwoman Mitchell - Republic uses the roads, so a percentage of the franchise fees that the City receives from it can go toward the roads. Charolette Yeates - Suggests that at the end of thet fiscal year, the Council looks into thet franchise fees to see ift there is a net profit and transfer funds then. Continues to go over the rest of the budget. Councilman Mullins- Why are the permit revenue so high?  goi into the road fund? Charolette Yeates- No  budget as part of the revenue?    Charolette Yeates- Mentions that Arkitektura pulled permits for all the houses that they elevated and that there are at few different types of permits that are Councilman Merendino- Mentions that the sales tax is going to goup. Councilman Emmons- Asks about the gas franchise fee Charolette Yeates - That's from Centerpoint. They pay quarterly. Councilman Merendino- mentions that Council has spoken to someone ini the past about the gas pipeline because the Cityi is the one who maintains the grass on the pipeline and the Cityi isn't receiving any money from them. States Charolette Yeates- Goes over thei fee for Edgar, Kiker & Cross and explains why thei increase for their services. Explains that someone ini their office other than her willt take care of the: services that EKC provides because the feei for Councilman Merendino- Asks if they take care of the water bill payments Charolette Yeates- explains that most payments are made online or by credit card. Sabrenna handles the payments that are made by check. She can remote deposit them. The only thingt that is happeningi in the office is taking check payments and making remote deposit. Prior whent there was another person int the office, payroll was done internally, bill payments were done internally, Councilman Merendino- Why did we stop doing iti internally Charolette Yeates- Part of it was thet theft. Ali was doing al lot ofi it before she quit. When she quit, Edgar, Kiker & Cross started doing it. Councilwoman Mitchell- The girls int the office don't touch anything. Charolette Yeates- They don't touch anything. There is a very minimal chance oft theft this way. That is part of the reason why our service feei increased. Charolette Yeates- One of her coworkers. Most oft the time her staff comes to the office and works offt the computer. On QuickBooks, it does have a logi in for Council to be able to run reports but that is all they can do. They can't enter anything, they can'te enter a deposit, they can't write a check and they Resident (Mrs. Childers) - When you are talking about numbers are you Charolette Yeates- Nol because you can't budget for grants. Those funds are Resident (Mrs. Childers) - Asks ifs she would be one of the ones watching over Councilwoman Vautrot- Nobody can take money out of the grant accounts  pulled.  that he isn't sure what they said.  her (Charolette) is higher.  remote deposits were donei internally.  Resident (Mr. Childers) -A Asks who does the bill pay  can'tsee payroll. It is password protected.  talking about grants?  outside of the normal operating budget  the grant funds. Charolette Yeats- Yes.    Mayor Emmons- We don'tapprove it until the grant administrator does. Charolette Yeates- explains that the feei for the auditor went up because there was a single audit that had to be done because of the grants that the City had. Ify you spend more than $750,00ay year, a single audit has to be done per the government. States that shei is anticipating that with there being two phases oft the elevation grant, that as single audit will have to be done again. States that until the elevation grant is done, there will probably have to be Councilman Merendino- asks why we don't contract the lawyer out. States that he doesn't understand whyt the Cityl has to have al lawyer. Mayor Emmons- Suggests that we discuss that in a Council meeting Councilman Merendino- States that the yeart that the other Mayor was in office the City spent $60,000 on the attorney. Councilman Mullins- The City has to have an attorney on staff. Councilman Merendino- States that other Cities don't have an attorney on staff. They pay an attorney on an as needed bases. States that he doesn't understand why the attorney has to be at every meeting. Mayor Emmons- suggest that it be discussed at the regular Council meeting Charolette Yeates- SAM registration is new toi the budget. Iti is a registration requirement that the City must dot to apply for grants. Continues to go over Councilwoman Mitchell- For the grounds and maintenance, isn't the contract Resident (N Mrs. Childers) - When it comes to the lawn maintenance, what all Mayor Emmons- there is a mapi at the office that shows what they take care Councilwoman Mitchell- The budget is something that gives us ani idea of Charolette Yeates- Mentions that most of the stuff that is in the miscellaneous column on the budget is for publicizing for the grants. Councilman Merendino- asks ift the price that the Cityi is paying for the printer Charolette Yeates- Isn't: sure ift the agreement that the City has for the printer Mayor Emmons- We don't payi it monthly, iti is quarterly. Councilman Merendino- We don't know If we are buying or renting Mayor Emmons- Sabrenna can looki intoi it. Resident ( Mrs. Childers) - Isi it used often?  done.  budget.  foraset dollar amount? are they responsible for?  Charolette Yeates- thinks that it's around $19,000  of.  what we could spend, we could: spend less. Continues to go over thel budget. rental at the City office, is a good price? isal lease to buy or ifiti isj justl leased.    Mayor Emmons- Yes, it is used daily. It does several things, it isn't justa Resident (Mrs. Childers) - How much does thei inspector make? Charolette Yeates- states that shei thinks it is a per inspection price. Resident (Mrs. Childers) - Does he get paid regardless of if he does Resident - Wants to know if the permit fee that he paid was for the Councilman Merendino - He only makes about $40 per inspection City Employee (Sabrenna Crain) - It depends on how many inspections you Councilman Merendino- What does the tax assessor do? Charolette Yeates- they calculate the taxes rate. Resident (Mrs. Childers) - What type of taxes? Charolette Yeates- Property tax  printer.  inspections? inspection?  Charolette Yeates- No, it is per inspection  perj job as to how much he makes.  Councilman Merendino- The City gets a small cut off the taxes that are paid. Councilman Merendino- Asks what contingency funds are Charolette Yeates- It's emergency funds Councilwoman Mitchell- Does the City side have a saving account? Charolette Yeates - Yes Councilman Merendino- Is the savings tied to anything? Charolette Yeates- No. If you don't use the funds that are designated for certain things, Council can choose to reserve those funds and they will be Mayor Emmons- The funds that are designated for the streetlights may goup because we are putting the lights at the basketball court. Charolette Yeates = There are some road projects. States that Councilman Emmons suggested that y'all use $60,000 of the restricted road funds for Councilman Mullins- states that the $60,000 will be used to buy the material for the roads and the County will do the roads when they have time to come Charolette Yeates- continues to go over budget. Charolette Yeates- states that she has budgeted for depreciation. Itisaway tob build the balance up for future capital outlay. Councilwoman Mitchell- Soi iti is an amount that doesn't exist? Charolette Yeates -Iti is an expense. Your roads are being used every day and Councilwoman Mitchell- states that she has al hard time understanding why  moved to the savings account.  those projects. out.  they are being depreciated. the depreciation is put in the budget.    Charolette Yeates - It is an expense. Prior to Harvey, the City wasn't budgeting for depreciation, it only covered the operating expenses, but the fund balance wasn't! built upt to be able to have the funds fort things such as Councilman Merendino- Who decided on1 the roads that will be done with the  Harvey.  $60,000 worth of material. Mayor Emmons- The County. Resident- do we budget for law enforcement Mayor Emmons- No. The County provides law enforcement Resident- Is that something that we can look into? Thursday and talkt to the office that willl be there.  Mayor Emmons- Suggests that the resident comes to the Council meeting on Charolette Yeates- continues to go over the budget. States that the $60,000is noti income, buti iti is an expense that the City will have. By covering the depreciation, you are covering the operating expense for thei future. Mayor Emmons- Suggests at the end of the year, moving over money from Community Development tot the road account to replenish the $60,000 that Charolette Yeates- If the Council decides that they want to reserve the funds that aren'tspent, the funds can be moved. Starts the budget for Public Works. Councilman Merendino- Mentions that the City of Beaumont is raising their rates by 8%, soi it could be possible that our sewer rates will go up. Councilwoman Mitchell- It doesn't mean that our sewer rates will go up, it just means that the City willl have to pay Beaumont more money. Charolette Yeates- starts public works budget. Sewer and water are Councilman Merendino- doesn't the sewer money go out directlyt to Councilwoman Mitchell- What do with the difference left over out of the Charolette Yeates- It goes into operating Continues to go over budget. Councilman Merendino- Is the depreciation for the lift stations and pumps? Councilman Merendino- States that he wasn'taware that the City had to pay Sabrenna Crain- States that when someone calls for al line locate, all utilities come out and locate. Wel have to pay for Utilityl Innovations to come out and Councilman Merendino- 811 calls everyone else to locate the other lines. When they go out to repair a water line, do we have to payf for al line locate?  will be: spent  correlated. Beaumont? sewer?  Charolette Yeates- a percentage ofi it, yes.  Charolette Yeates- Yes, the whole system.  forl line locates.  locate our water and sewer lines.    Sabrenna Crain- Depending on1 the severity of the leak, they have to call in the locates. Ifi it'sal large leak, we don't get charged for the locate, but they have to sit there while they wait on the emergency locates to be done. They can't leave until the locates get done, sO wel have to pay them for the time that Councilman Merendino- If my water line busts, can Igot turn my water off? Sabrenna Crain- According tot the ordinance, no. That's a question for Council. Ifit's the weekend and someone calls the emergency number, the customer  they sit there. For emergency locates, it's 2 hours.  gets charged for the call out.  Councilman Merendino- How muchi is that, $100.00? Sabrenna Crain- It depends on how longi it takes. shut off valvei installed ont their side. Charolette Yeates- continues to go over budget Councilman Merendino- What is the daily expense? Charolette Yeates- Continues to go over budget Councilman Merendino- How many accounts do we have? Councilman Merendino- How many! banks do we have?  Councilman Emmons- Mentions that citizens were given a chance to havea a  Sabrenna Crain- If they are out here and they change a meter or something  like that.  Sabrenna Crain- 16 Councilwoman Mitchell- one Resident- What bank doy y'alluse? Mayor Emmons- Allegiance Resident- Is that a bank or a credit union? end oft the year.  Mayor Emmons- A bank. They willl be merging with Community bank at the Charolette Yeates- The road account and the debt service are restricted. The Charolette Yeates- thei insurance funds are not restricted. The Council has informally assigned the funds to the City Hall and Community Center, but itis Charolette Veates- yes. Ifiti is not used for the City Hall and Community Center, thet funds can be transferred to a different account and used for Councilman Merendino- asks where the money that we have to rebuild the  Councilwoman Mitchell- Wel have 3 restricted accounts. only other restricted funds are the grants. Councilwoman Mitchell- The other one is insurance  not restricted funds.  Resident- The funds are used for the grant match?  something else. Civic Center?  Charolette Yeates- Iti isi ini thei insurance accounts.    Charolette Yeates- continues to go over the budget. The user fee can be lowered al little when the reserve is built to one year. The user fee can only be lowered al little bit because it still has to cover enough fora a year expense. If you have another flood or hurricane, you want to have the reserve, sO you don't have to worry about pulling out oft the savings to pay for operating expense. Once the badger meter loan is paid off, we could continue to budget that $24,000 and use it toward the bond payment and lower the user fee. Councilman Merendino- he suggests that the vacant property should be paying the user feet to because they have access to water and: sewer as well. Councilman Merendino- What is the balance on the user fee?  Charolette Yeates- You have 3 years left.  Adjourn Meeting @ 8:24 pm M/M/2/C- Councilman mmons/Counclwoman Vautrot  Barbana Emmond Mayor, Barbara Emmons  Attest: Doug Mallins  City Secretary, Doug Mullins    August 25, 2022 Meeting Minutes    Notice of a Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  August 25, 2022  1. Call to Order @ 6:31 pm 2. Pledge of Alleglance/nyocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; I Ipledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. Roll Call- All Present 4. Conflict of Interest Statement None  5. Citizen Comments (3 minutes each) = An opportunity for the citizens to address Council on agenda items or concerns: 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 of the meeting, and observea3- Nathan Wright = Wanted to know about the road repair grant that the City has. Matthew Godfrey- Introduces himself. Asks questions about the grant. Doug Clark- heard that the City wants to change the garbage company that is used in Bevil Oaks. Suggests that we get someone to investigate the City. States that per the water code that the water meters are supposed to manually be tested Rodney Robichau- Suggests that the Council listens to the citizens and their  minute time limit  once a year. concerns  . Discussion  a. Officer Donte Miller - school security  Officer Miller- states that there are officers at the school now due to the recent shootings. States that the state has opened grants to have more officers on school campuses. States that the officers have taken training to deal with a live shooter ift there was one present at the school. States that the Sherriff's office has increased patrol in Bevil Oaks to try tol keep the speeding down. Suggest that the parents talk to their kids about situations such as shootings, sO they are aware of what needs to be done in those scenarios. Suggests if someone sees something to tell an officer States that one oft the trees that is on the City property by his house was struck by lightning and cause his house to burn down. He wants the trees that are on the City property removed. There are 5 dead trees with no tops on the property. States that Allen Pride (former Councilman), was going to have a ditch dug on the backside ofhis property to relieve some of the water caused by the dirt that was brought in by former Councilwoman Adams. States that the neighbors have all brought in dirt to build their property up causing his property to flood. States that the back ofl his property has standing water because it doesn't drain  ifthey see one.  b. Agenda Request made by resident Dennis Klumpp  properly.    Mayor Emmons- asks when he spoke to Allen, was it during a Council Mr. Klumpp- No, it wasn'ti in the Council meeting Councilwoman Mitchell- Are the trees that Mr. Klumpp is talking about in the Utility easement because Utility easements are usually 30 to 50 feet depending on what the deed restriction says? Mr. Klumpp's daughter- The builder stated after doing the survey, that there is only a 10-foot easement on each side. Councilwoman Mitchell- Are the trees on your property Councilman Merendino- No, they are on the City's property. Councilwoman Mitchell- Is there a reason why the City can'tremove those trees? Asks the Mayor if she can write an agreement between the Mr. Klumpp- What is sO important about those three trees? Councilwoman Mitchell- You asked tol have those trees removed, Councilwoman Mitchell- states that is why she asked the Mayor what we could do to appease the City and you (Mr. Klumpp) at the same time toh have the trees removed for you. States that she will take personal responsibility to write something up to appease the City and possibly you (Mr. Klumpp) that way we can come up to some type of agreement Councilwoman Mitchell- States that she has a backhoe on her tractor Councilman Merendino- states that it seems that it would bel beneficial to the City to have those trees removed because the plan is to rebuild the Civic Center and if the trees were removed, it would create more room Councilman Mullins- The trees are 10 feet on the other side ofhis Mr. Klumpp- states that he has had several people living in his house. Hei is worried that those trees will end up falling on his house and hurting someone, sO he won'tb build a new house until the trees are Mayor Emmons- Asks Council ifthis is something that needs to be brought back to a meeting to vote on or ifit can be taken care of without doing that. States that since there are other houses on the property, it will Doug Mullins- If we cut down the trees on Mr. Klumpp' 's property are we setting a president for the rest of the residents? Are we going to be responsible to cut down every tree on City property that a customer has a  meeting  Mr. Klumpp's daughter-1 no  City and Mr. Klumpp.  correct? Mr. Klumpp-yes.  toremove the trees for you. Mr. Klumpp- and dig a ditch? that she could dig the ditch with.  for parking. fence?  removed.  need to be somebody licensed and bonded.  problem with?    Councilwoman Mitchell- Ifanother citizen has an issue similar to Mr. Klumpp's about trees, they will have to come to Council about it. Ifshe takes responsibility for the company that cuts down the trees, can she choose a company that is not bonded and insured. Asks to take a vote. Council took a vote. Councilwoman Vautrot, Councilman Mullins, Councilman Merendino & Councilwoman Mitchell all approved. Councilman Emmons did not vote. No one opposed.  7. Presentation  a. Dru Montgomery- Clarification ofi issues relating to how grant funds are accessed, paid, transferred and overseen. Skipped due to technical difficulty. b. Milton Bertolio with Charles E. Reed and Associates - 2021 Audit for the  Will come back after the audit is presented. City of Bevil Oaks and the Public Works Department Mr. Chuck Reed- Presents the preliminary audit. Councilman Merendino- Asks ifhis company is the only company that Mr. Reed- states that they have been the City's auditor Mayor Emmons- asks ifhe can explain what the single audit is? Chuck Reed- states that every grant has different rules that must be followed. What has triggered the City's single audit is the Elevation Grant. As soon as $750,000 is spent, a single audit must be performed. Councilwoman Vautrot- every penny has to be accounted for ina Charolette Yeates- No auditor will be able to account for every penny, but yes, the grants are looked more heavily than regular financials Mr. Reed- states that there are a few typos that need to be fixed but nothing that has to be changed will affect the numbers. Dale Darby (got skipped during citizens comments) = States that he is tired of all the secrets with Council. He is tired of Council doing stuff and then telling the citizens about it. States that the secrets are the reason Just for clarification- presents an overview oft the grants that the City has received since 2017. Opens the grant portal for the citizens and Council to City Hall/Civic Center are 90/10. The government gives 90% and the City has All the grants that the City has through this system are reimbursement grants, meaning that the City has to incur the expense first, then submit it to FEMA for reimbursement. All the grants are looked over by a grant administrator tol help the City stay in compliance with FEMA and that everything is done correctly. Realistiçally the City is supposed to pay the invoice first and then submit a Cathy Crane- Are the grants that are being presented approved through  has audited the City?  grant?  why he wanted to get a forensic audit done.  Charlotte Yeates (City CPA). - Review of grants received since 2017.  review. topay 10%.  reimbursement request. Council    Charolette Yeates- the grants that are currently in place, have been applied for Councilman Merendino- When grants are received, why can'tt they be done Charolette Yeates- States that she doesn'thave the access to do anything with the grant portal, she only has the option to view the projects. The payments were only approved after thei invoices are received. Buyout Grant- the City Charolette Yeates- The next set of grants are from the TWDB on the water side. The grants were all $500,000 aj piece. There were 3 ofthem. The Water Plant, The Lift Stations & the Sanitary Sewer Plant. The $1.5 million for these three grants were placed into an escrow bank account (not the City's bank account). Once the outlay requests are submitted to the TWDB and everything isa approved the funds are then wired to the City's bank account. Elevation Grant- explains that the contractor and the grant administrator get paid out oft the grant funds. Everything is done inj phases. Road Grant- this grant is through the GLO (general land office). This is also a reimbursement grant. The invoices have to be submitted before the money can be disbursed to the City. Covid Grants- There was a small grant that was received. It was Coronavirus Local Fiscal Recovery Fund- This grant can only be used for Councilman Merendino- Council and the citizens are wanting to know how much grant money wel havei in the bank and how much we have left to spend. Charolette Yeates- We can go ahead and do the financials if the Council Charolette Yeates- Goes over the financials. Explains what each line item is Councilwoman Mitchell- being that it's restricted, can it be put toward Charolette Yeats- ifthere is money left over, you would have to ask to keep Councilwoman Mitchell- for the franchise fees, can we make sure that they go into the road account? Would we need toj pass a resolution for that? Charolette Yeates- Ify you want it placed into a certain account, a resolution will need to be passed, then it can be placed into whatever account the Council Councilwoman Mitchell- Can we put the balance sheet on the website? Councilman Mullins- how much insurance money do we have and can we  since 2017. right then.  bought out properties that were substantially damaged  probably to buy sanitizer and masks.  infrastructure.  wants to. on the financials. another grant? the funds.  decides on. Charolette Yeates- yes Mayor Emmons- once they are approved, yes. make the funds unrestricted? Charolette Yeates-yes  d. Dru Montgomery- Clarification ofissues relating to how grant funds are  accessed, paid, transferred and overseen.    Over the past few months, accusations have been made that the Mayor and the Council have stolen grant money. States that hel has received several complaints from citizens about the accusations that have been made.  8. Discussion/Action Items  a. Consideration/Diseussion/Approyal of2 2021 audit previously presented by Milton Bertolio. Approved- M/M/2/C- Councilwoman Mirchel/Counceiwoman b. Consideration/Diseussion/Approya. of ordering ofNovember 2022 General Election. Approved- M/M/2/C- Councilwoman Mitchel/Councliman Mullins.  Vautrot  Council approved to enter into a contract with Jefferson County to Consideration/Diseussion/Approyal of Appointment of Council Officers- The vote was not clear; it will put on the next agenda to be voted on again. Mayor Pro-Tem- Martha Vautrot - yes- Councilman Emmons  conduct the general election.  Councilwoman Mitchell- abstained Councilman Merendino- said no  d. Consideration/Diseussion/APprova. of2022 Tax Rate Discussed after 8.i. M/M/2/C-. Approved- Councilman Merendino/Councilwoman Mitchell- no- Charolette Yeates- Explains how the tax rate is determined. Consideration/Discussion/Approyal of resolution for authority to perform time-sensitive road repair, maintenance or construction peri interlocal agreement. Approved- M/M/2/C- Councilman Emmons/Counclwoman  new revenue  Vautrot  Councilman Emmons- states that the County will come out and do work for the City when they have time and equipment to do sO. The roads that need the repairs first have been looked at by the County and himself. Most oft the roads still have a good base. The County and City agreement states that the County will do a mile oft road a year. The County unofficially stated that they will do more work than that ift they are available. We need to have the material on hand because we don't! have a timeline of when the County will be coming out. This amount ofrock will give enough to do around 2 miles of road. The cost of the Resident- The first road that needs tol be done is Leaning Oaks. Councilman Emmons- That's the first road on the list  material will be around $50,000. Resident- Is this part oft the grant? Mayor Emmons- No  Consideration/Discusion/Approva resolution to cancel FEMA grants for the  City Hall/Civic Center- Approved- MM2/C-Councilvwoman  Mitchel/Councilman Mullins- AllI's  Councilwoman Mitchell- If we decide to not stay with the grant, will we be able obtain the $200,000 that has been paid out to Blueline?    Councilman Merendino- If we stayed with the grant, would wel be able to Mayor Emmons- When we first talked to someone from FEMA, we asked them for additional funds, they pretty much laughed in our façes because it'sa 428 grant which means that the funds that the City are obligated to get are Councilman Mullins- The City does not have the money to pay their 10 %of Councilwoman Mitchell- Mentions that she spoke with Brad (TDEM representative) and he said that there was no guarantee that FEMA would allow Councilman Mullins- If we wanted to change the scope of work, it would take FEMA at least 6 months to a year to get a decision back to the City on approving or denying the change in scope ofwork. Councilman Merendino- A lot of the grants that the City have are repayment grants, where you spend the money then you get reimbursed? If we didn'tget rid oft the grants, spent the money to redo the buildings, started working on the buildings, requested a change in the scope of work from FEMA; a year from now if FEMA said yes to the change in the scope of work, then we submit the cost to redo the buildings, then they would send us the money? Attorney Dru Montgomery- Explains that isn'tt the way that the grant works. You have to do the work that they approved. Ifyou don'tcomply with the approved scope ofwork, which we are unable to do because of the size of the Mayor Emmons- Most oft the money that was paid to Blueline was done before any of us were on Council. The money came out ofinsurance money. Councilman Merendino- Could we rescope it? Ifwe did and a year from now Mayor Emmons- We can't do any work until we hear back from FEMA Councilman Mullins- If do work ahead of their approval, we wouldn'tget Resident Dale Darby- The original part of the grant was to repair it? Mayor Emmons- Yes, Becky changed it and asked for more money. It was right around $1,000,000, but the buildings had to be torn down and then we had to have new buildings built 14 feet in the air. We are trying to do away with the grant so that we can get these buildings renovated.  change the scope of work?  pretty much seti in stone. the grant.  achange in the scope ofwork.  contract.  they approved it reimbursed.  Consideration/Discussion/Approyal of variance requested by resident that Approved a six-month Payment Plan- M/M/2/C- Councilman  damaged a water main during fence install Merendime/Counceiman Mullins    h. Consideration/Disenssion/Approyal lofordinance for al Public Maintenance Department- Approved- M/M/2/C- Councilman Miulins/Counclwoman  Mitchell  Mayor Emmons This will be for someone to mow properties, fill potholes, Mayor Emmons- The big DD6 ditches that run through the properties that DD6 can'tg get to because they don'thave enough room for their equipment to Councilwoman Mitchell- This is Community Development. Mayor Emmons- States that she got Sabrenna to go through Utility Innovations invoices to see how much the City could eliminate paying the Councilwoman Mitchell- When BOMOD was ini the City, they even had a Consideration/Diseussion/Approya of submitting Community Disaster loan application for an amount not to exceed the forgivable amount calculated by FEMA. Discussed after financials 7.C. Approved- M/M/2/C- Councilwoman  change meters and endpoints, etc.  fit down.  Utility company. Community Development  Mitehel/Counclman Mullins for $140,000  Charolette Yeates- Explains that the community disaster loan. This type of loan becomes forgiven which means that it turns into a grant. Dale Darby- Ift the funds were used on utilities, then the money that was going tol be used to pay the utilities can redirected to something else.  Charolette Yeates- Yes.  Consideration/Diseussion/Approval ofOrdinance for Entergy Declining to. Approve Change inl Rates Request.. Approved- M/M/2/C- Councilman Mulins/Comnciwoman  Mitchell  9. Review/Approve Consent Items -4 Approved- M/M/2/C- Councilwoman  Mitehel/Councliman Mullins a. Financial Reports for City of Bevil Oaks b. Financial Reports for Water Report by Utility Specialties d. Previous Meeting Minutes  10. Discussion  a. Agenda Request made by Councilman Merendino for various items.  Councilman Merendino- states that years ago when aj pump or something went out, the Council would have to have an emergency meeting to decide toj purchase a new one, sO the Mayor was given the authority to spend $5,000. Suggests that the $5,000 only be used for emergencies. Resident- asks what if something happens, like a tree falling. Dru Montgomery- You can'th have ai meeting without 72 hours' notice. There was ai resolution that past stating that unless it was over $50,000, it  didn't have to be put out for bids.  Councilman Merendino- Can the Mayor hire and fire?    Attorney Dru Montgomery- Yes, the Council has given her permission todo sO. The City Council has the power over the payroll, to fire someone Councilman Merendino- Let's go back to hiring someone. Can the Attorney Dru Montgomery- Administration of the office has always Councilman Merendino- There is no background checks done on the Resident- Can the Council set guidelines to the people that are hired? Councilman Merendino- The mowing contractors don'thave a current copy of the insurance for them. The contract that we currently have with Councilwoman Vautrot-Ihave asked the Council to go out for bid fora  that the Mayor hired. Mayor hire someone? been given to the Mayor. employees.  them is expired. new mowing contract.  Councilman Merendino- What about Republic?  Councilman Merendino- Suggests that the attorney bills get put in the packet for everyone. Also suggests that the spreadsheet that is done by Sabrenna when the bills are paid be put in the Council packets as well. Councilman Merendino- States that the DD6 sign that is located by the park is not visible enough for kids. A kid could run into it. Mentions that there are trees growing over and through the chain link fence that's at the sewer plant. At one-point Cousin's brush hogged the field, it needs to be done again. Asks why they mow the cul-de-sac side of the Inwood.  11. Reports  a. Councilwoman Vautrot = Grounds and Maintenance - No report b. Councilman Merendino - Flood Prevention Project- No report Councilman Emmons - Roads and Drainage  This grant is a GLO grant. The total for the grant that the City will receive is close to $2,000,000. The GLO & engineer suggested that the City wait until the prices of material drop. They wanted to get the work started, sO the GLO changed the type ofmaterial that can be used. The roads that can be done with the GLO grant are the high traffic roads. States that some sections of Sweetgum and Riverbend have already been identified as not needing to be done. Describes the type ofi material that will be used to do the roads. The City also received a grant from FEMA to do the roads. The FEMA money  iss specified to fix potholes.  d. Councilman Mullins - Water & Sewer- No Report    Mayor Emmons - Various Items- No Report  12. Adjourn Meeting @ 10:54 pm - M/M/2/C- Councilman mmony/Counclwoman  Mitchell  Doug Malling (Oct 10.2 20221 11:34CDT) City Secretary, Doug Mullins  Attest: Doug  Bbu Mayor, Barbara Emmons    September 13, 2022  Budget Workshop Meeting Minutes    Budget Workshop Meeting Minutes  September: 13, 2022  1. Call to Order @ 6:30 pm 2. Pledge of Alegance/Invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. Roll Call- AII Present Discussion  Conflict of Interest Statement None  a. Discussion shall be limited to evaluation of current budgets and of items pertinent to establishing budgets for the City of Bevil Oaks for fiscal year 2022-2023. The City will receive input from private persons and entities including by not limited to its engineering firm, legal counsel, accountant, personnel with specific information  related to the proposed budget.  Councilman Merendino- asks why we are doing another budget meeting Charolette Yeates- There were some questions about at few things since the Councilwoman Mitchell - The public works department is an independent Charlette Yeates- Anything that is water or seweri is taken out of the public Councilwoman Mitchell- This needs to be an independent department. Charolette Yeates- What is the revenue for this department Councilwoman Mitcheli The mowing contract would come out of a different account. Ordinance enforcement is a different department Charolette Yeates- We don't need a different fund account Councilwoman Mitchell- States that she would like to see a separate account Charolette Yeates- We don't need another account for that. If the council wants to set up another account for the public works department, then they can, however, that will be an additional cost to Edgar Kiker & Cross Councilwoman Mitchell- Suggests opening an account so the funds are easier Charolette Yeates- If thet franchise fees are going to be redirected into another account, a resolution will have to be made. You don't have to have a Councilwoman Mitchell- It would be easier to the naked eye to havea separate fund. It seems like there is a lot of money going into the general  last meeting. department works account  for the public works department  toi track the expenses  separate fund to keep track of the expenses  fund.    Charolette Yeates- If youl have a separate fund for that and have a certain amount of money fori that department, you are limiting your use of those Councilwoman Mitchell- What are the restricted funds? We havearesolution Charolette Yeates - The road fund are restricted funds Councilwoman Mitchell -Is there a way to move the $75,0001 that we received from FEMA to the corrected account for the road grant Charolette Yeates The money for the grant is not ini the road account. Suggests that her and Cheri go over the grant money that shei is speaking about. Ify you want a separate fund, the revenue needs to be designated. Councilwoman Mitchell Suggests that she doesn't want to pullf funds out to buy a tractor, if we can't afford to drop the user fee by $5 Charolette Yeates Those are two different sides Councilwoman Mitchell Can we do away with the mowing contract and the current office position that we do not have an employee working right now. Charolette Yeates If you are not charging the residents ai fee, then you don't Councilman Merendino - Can we replace the line for mowing? Charolette Yeates You can't have revenue if you don't have something Councilwoman Mitchell & Councilman Merendino suggests that the Councilman Merendino It will still be done by us, but it won't be called Mayor Emmons The employee is still employed through the City Councilwoman Mitchell Suggests that the position from the employee be Resident- you can't do away with the position while she is on medical leave. If shet filled out the medical leave forms, you can't do awaywith the position or Charolette Yeates - What do you suggest the pay be for the public work  funds  that restricts the insurance money.  have the funds to cover the revenue  coming in accounts be renamed maintenance ground eliminated  Charolette Yeates- yes, they can be renamed  Mayor Emmons - The employee is on medical leave  fire her. employee make? Councilwoman Mitchell-$15/hr budget  Charolette Yeates Asks how the Council wants gas/oil to be labeled as ini the Councilman Emmons Can we label it as miscellaneous expenses Charolette Yeates How do you want thei funds to be paid Councilman Mullins It has to be a 50/50 split    Council discusses how the funds should be paid out Charolette Yeates -It will alll be paid out of the general fund, then at the end oft the month, it will be separated to split the difference. Charolette Yeates What arey'all wanting to budget for the mower Mayor Emmons Would we need a mower and at tractor Councilwoman Mitchell Can we use the ARPA funds to fund this department Emmons That question would need to be asked and get an answer in Charolette Yeates - Would $50,000 cover the mower and the tractor Councilman Merendino - Yes, that would cover it Mayor Emmons with the attachments? the mower and tractor  Mayor writing  Councilman Merendino - You can go through Kabota andi it's cheaper to buy Mayor Emmons - What other things will we need to purchase? Councilman Emmons- Possibly a radio because you can't leave someone without a means of communication working outside mow everything when he did the mowing contract with the City? Councilman Merendino - probably around $25 for the season Councilman Merendino - asks what the cell phone costs Mayor Emmons - For the City employees  asks Councilman Merendino how much fueli it took him to  Mayor Emmons  Charolette Yeates Asks if there is anything else that needs to be changed for Councilman Mullins-won'tsome of the costs for the maintenance be cut by doing stuff in house through thel Public maintenance department Councilman Merendino - Why aret the attorney spending this much on an attorney. Charolette Yeates - The City does need an attorney for all: sorts of things. Al lot of cities have their attorney onaretainer. Councilman Merendino states that the Council will start getting the attorney billsi in the packets to see what the costs are for. Councilwoman Mitchell - The restricted funds for thei insurance. Charolette Yeates going by the resolution that was passed, all thei insurance funds are to be spent on the City! Hall and Civic Center. If the Cityl hall and civic center are going to be rehabilitated, you would still want those funds  Public' Works  fees $6,000, he doesn'tsee  restricted. Charolette Yeates - goes  over what some of the line items that are on the  budget. Councilman Merendino Is there a way to get the money out of the restricted  funds    Charolette Yeates-Are resolution must be passed to move the Councilman Merendino- -Ifar resolution is passed then the Councilman Mullins - Asks Councilman Merendino Councilman Merendino There was talk about things, those restricted funds, could  the restricted funds moved tot the general account  money out of money, can be  funds?  why he wants to move the spending money on all sorts of pay the water fee  help payi for that.  Charolette Veates- mentions that we have enough to off Councilman Merendino What will it take to pay off the user Charolette Yeates It will take $1.5 million to off Charolette Yeates the water meters are not the same Charolette Yeates yes. The City has at fee schedule that needs Charolette Yeates the user fee is used to pay the bond. When paid off, that's $24,000 that can be taken off the  meters.  Councilwoman Mitchell- paid off Councilwoman Mitchell- - Is before fees can be changed. Charoette Yeates meters in the October tor make a payment on the bond. Councilman Mullins - Didn't we figure that the amount that pay the debt service was $25 user fee Charolette Veates yes Charolette Yeates There Is money in public works there needs transferred to the general account due to bills that of the general fund instead of Councilman Merendino isn't it required by the certain amount kept in the account for Charolette Yeates the City doesn't have that. It's look into lowering the user fee in Councilwoman Mitchell the water meters are a yearly off early can we get some interest back? Charolette Yeates You can look into transferring int the operating account into the  pay the user fee.  Can we reduce the user fee when the meters are  thing as the user fee. to be looked at the meters are  there a line item for the late fee?  bond payment. paying off the water those funds can be used was needed to to be  Suggests that Council discusses meeting. Ifit is approved, then  have been paid strictly out government that we have a  splitting it.  operation  kept at least a year of operational funds in the recommended that you  account. States that she can  October.  payment? If we payi it some of the money thati is  interest.  TexPool account so it can incur some    Mayor Emmons What is the TexPool account for? Charolette Yeates- -Itist the emergency fund  6. Adjourn Meeting- M/M/2/C- Councilman Emmons/Counciman Mullins @ 8:24 pm  Barbara Emmons Mayor Emmons, Mayor  Attest: Doug Mallins  City Secretary, Doug Mullins    September 15, 2022 Meeting Minutes    Notice of Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  September 15,2022  1. Call to Order @ 6:30 pm 2. Pledge of Allegance/nyocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. Roll Call- All Present 4. Conflict ofInterest Statement- None  5. Citizen Comments (3 minutes each) - An opportunity for the citizens to address Council on agenda items or concerns 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 of the meeting, and observea3- a. Agenda Request from resident Jennifer Joyce- Questions about road grant  minute time limit Discussion  Jennifer. Joyce- asks who put the bid packets together for the road grant. Jennifer Joyce- Asks ifCouncil gets to see the paperwork before it goes Jennifer Joyce- Asks who is charge of doing the streets, speed bumps, the 2i inch or inch and al halfthickness. Who makes the decision on that. Councilman Emmons- Once the bids come in, LJA and the grant administrator do the review then the Council. Councilman Mullins- Are you asking about the thickness? Jennifer Joyce- Who voted on that? The speed bumps, the rumble stips. Councilman Emmons- We haven't voted on anything yet. Jennifer Joyce- Asks who would vote on that? Would Council vote Councilman Emmons & Councilman Mullins- Yes Jennifer Joyce- Asks who the grant administrator is Mayor Emmons- Michael Miguad with Public Management Jennifer Joyce- Asks ifit can be altered after the bids have been Jennifer Joyce- IS there something in the bid papers Councilwoman Mitchell- Change the scope?  Asks who isi in charge oft that. Councilman Emmons- LJA Councilman Emmons- No  out for bid  after the bids?  received.  Councilman Emmons- No Jennifer Joyce- Yes  Dru- There are some restrictions about the percentage that can be changed. There are some changes that can be considered alterations and some may require more like a change order. Otherwise people would bid low and change it to be more expensive later on. There'sa difference    between non-material alterations versus material ones. There'snot a simple answer to that question. As a rule, amendments and changes are Jennifer Joyce- Asks who told LJA, which is the people that did the bid Dru- the grant has limits and LJA worked within those limits Jennifer Joyce- Ifthere is something that is in there and GLO said that it had to be changed, how does that get changed. For example, they are putting a speedbump in the middle of the road. Can that be changed? Councilman Emmons- Asks if he can go ahead and do his report Mayor Emmons- Yes, that will answer her questions Councilwoman Mitchell- What ift the bids come in over our budget? Councilman Emmons- Informs everyone that the bid meeting was held the week prior to the Council meeting. That is where LJA sat down with the bidders and went over the scope of work and let them ask questions. Once the meeting was over, they came back and asked for an extension to submit the bids. They asked for 2 weeks making the bid opening September 29th. When the bids are open, that does not mean that it'san award. It strictly says who bid what and that's it. LJA will go over the bids and make sure that the bidders followed the guidelines. Michael Miguad will go through and make that that all the government regulations. This is a government job. The bidders have already been told that they have to follow those guidelines. In the bid package, we did include that GLO's guideline was for inch and a half thickness, but they were told to provide a second bid for 2 inch thickness. The GLO part of the grant is to cover main traffic areas. Sweetgum, Riverbend and Inwood. We did ask them to bid alternate roads. There is a second part ofthis which is the FEMA grant. The FEMA grant lays different spots in Bevil Oaks. Iti is only for pothole work. Their definition of pothole work is that they cut a whole section of road out, redo the base and cove it. Please be aware that originally the GLO was calling out for 2 layers of chip seal. Which is inexpensive to do. They came back and said that they would pay for top asphalt. Its about 11 %1 more for the hot asphalt. We will have to wait on the bids to come out. The Council has talked about moving some of the City's funds to help pay for some of the work that needs to be done. Until the bids come back, we will not know what the cost is going to be. During the beginning, the topic was brought up about speeders and people running stop signs. There was talk about putting rumble strips at the stop signs. We did not want to put the rumble strips anywhere else on the roads because oft the noise. During the pre-bid meeting, the bidders mentioned that the cost on the rumble strips would be astronomical. The lady from LJA asked the bidders to come up with alternate ideas that we could look at. One of the companies mentioned the rumble strips that are located on 105. States that those are not what  possible depending on the materiality. packet, what had to be put in the paper. Councilman Emmons- GLO    the City is looking for. Ifthe bidders do come up with different ideas, it Councilman Merendino- How are Sweetgum, Riverbend and Inwood be our main travel roads instead of Sweetgum, Riverbend and Shipley? Mentions that Councilman Mullins and Councilman Emmons stated that Councilman Mullins- Explains that they graded the roads by how many Councilman Emmons- Explains that it was for the work that the City was going to have the County do. We told them about that and it was added as alternates in the bid package, but not of that is set in stone. Until Council decides, everything is up in the air. Councilman Merendino- Mentions that when Councilman Emmons mentioned the bid meeting, it was actually the pre-bid meeting. Mentions that we only have sO much money to spend. Councilman Emmons- The grant is only allowing SO much money. The things that we are going to have to look at are the fact that we are going from a one and half in to a two inch, that money has to come from some place. 11 % don'tsound like much but when you are looking at this big ofa project, that'sa a whole side street. We are looking at almost $150- Councilwoman Mitchell- This is the $2,000,000 grant, right? Jennifer Joyce- Last month it was an inch and a half and now it's two Councilman Emmons- No, the main bid is fori inch and a half. There is an alternate bid for two inch. There is two different bids. Council will have to decide because ift the grant doesn'thave enough money for the two inches, ifthat's what Council decides to do, Council will have to Councilman Emmons- To a degree. IF we want to add anything to it, that means that the bids are no good and we have to go back out for bid. Dru- The scope isn'tnecessarily changed, its requesting an alternate. It'srequesting an alternative. One alternative is meeting the grant. Ifthe second alternative is accepted, its because City Council decided to add to it, to contribute to it. The scope won'tbe changed. What the City is choosing to pursue on may be different than what the grant does based Councilwoman Mitchell- If we change the streets, are we changing the Councilman Emmons- Yes. There is enough streets in it right now, the alternate streets that were put in, are over $1,000,000. Councilwoman Mitchell- This is a $2,000,000 grant plus the FEMA Councilman Emmons- No. The FEMA grant is only going to do potholes. FEMA picked what streets can be repaired with that part oft the  will have to be approved by the Council.  they picked the roads. potholes they had.  $200,000. inch.  come up with more money to pay fori it. Jennifer Joyce- The scope can be changed?  on public resources available.  scope?  grant?    grant. With the type of work that will be done with that, we may do Mayor Emmons- The FEMA grant is not only on the main roads. It Councilman Emmons- Mentions that the roads that him and Councilman Mullins looked at, if the FEMA grant does fix those, we Jennifer Joyce- Has the Council, past and present, ever voted on anything extra, stop signs, rumble strips or any oft that for any grant or Dru- The roads have been done two or three years before Harvey. Jennifer Joyce- States that she was asking if anything was approved by Council as far as speed bumps, rumble strips, stop signs or anything Mayor Emmons- Mentions that stop signs get ordered when they need Dru- Asks Jennifer Joyce if she means related to grants or ever  pretty good on those streets. includes the side roads.  may not have to do any more work.  anything?  similar. tobe replaced.  Jennifer Joyce- Ini the last 10 years Dru- There have been votes on stop signs. Mayor Emmons- There has been discussions  Councilman Emmons- states that there was a council meeting a long time ago where we voted on putting speed bumps in Bevil Oaks. It Mayor Emmons- There was a big stickler about speeding in Bevil Oaks. It was a uear or two before Harvey, before the street lights were installed, there were two accidents back to back at night. That's when people on Council started listening to the issue and that's when the talk Councilwoman Vautrot- Mentions that when the rumble strip was voted on, was when Becky was Mayor. She gave several suggestions. In Jennifer Joyce- Asks Ifthe rumble strips have been done Councilwoman Mitchell- They only approved the one at the stop sign Jennifer Joyce- Has there been any discussion since then? Mayor Emmons- Mentions that it was before any of us were on Dru- Suggests that she defers to the meeting minutes. Councilwoman Vautrot- Mentions that there was a discussion about the speeding when her and Councilman Merendino were on Council together the first time. The people wanted something done. Doug suggested a few things that we couldn'tafford. Councilman Merendino- the radar signs. States that the speedhump that is in place is not making people stop. Councilman Emmons- asks Jennifer. Joyce ift that answered her questions about the roads  wasn'ta grant.  about lowering the speed limit started.  2019.  Council.    Jennifer Joyce- for the most part  Councilman Emmons- suggests that ifanyone has any questions about the roads, to please calll him. We will probably hold a special Council meeting. just for the bids that the City receives. We can'twait long to get Councilman Merendino- How many miles are the people bidding on? What do we do with the money left over from the grant? Councilman Emmons- There isn'tg going to be any money left over Mayor Emmons- States that she can't remember how this grant works, but with other grants that we have, the grant administrator helps with all ofthat. Mentions that she remembers that the grant was supposed to cover all the roads in Bevil Oaks, but due to the rise in costs, we can't. Councilman Merendino- Mentions that a year ago, the Council was told that we needed to wait to go out for bid. He doesn't understand why Councilman Emmons- There is nothing that says that we have to do anything right now. It is up to the Council ift they want to move forward with the hot asphalt. The grant originally çovers 2 layers of chip-seal, which is less. We could get more roads done with the 2 layers of chip- seal than we could the hot asphalt. GLO wants us to move forward and Dru Montgomery- states that there is a strong seasonal issue. Some contractors will only hold the price for sO long. For example, you can't bid something in August for the warm weather. There may be a timing issue on when you publish, receive the bids and are able to get started. Councilwoman Vautrot- Councilman Merendino has showed us pictured of what the road would look like with chip-seal installed. Councilman Merendino- states that it was improperly installed by the County. They did not come back with a final layer like they were Councilman Emmons- Mentions that a question that came from the bidders was about street closures. States that Sweetgum and Riverbend will not be closed at the same time, but they may close offa whole Councilwoman Mitchell- Who will pick the street that they start on? Councilman Emmons- they will pick it. One of the things that they asked was where they could store the materials because they are going to bring in truckloads so they can start doing the work. The big grassy area that we have at the sewer plant is where they will be storing it. We will  this done.  we had to wait.  get the money spent.  supposed to.  section of Sweetgum.  have to get it mowed before then.  7. Review/Approve Consent Items - M.M2/C-Councilman Emmons/Counciwoman  Vautrot- Approved  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Public Works Report by Utility Specialties d. Previous Meeting Minutes    Councilman Merendino- states that the monthly bills that are paid are mixed together in the financials. States that the Council is now receiving the bills broken down by each time they are paid. States that he has a question as to why Cousin'sl Lawn Service was paid twice. States that he took pictures ofthe areas that Cousin's are not mowing according to the Councilwoman Vautrot- That's why we are trying to hire someone for the Public Works Department, sO we don'thave to pay that much for it. Mayor Emmons- Cousin's was having trouble receiving their check through the mail due to the address, sO what we paid them this month Mayor Emmons- explains that when the bills are paid, one Council member approves the bills, then two separate Council member signs the checks. The invoices are attached to the checks until the checks are signed. The check has been copied and is ready to be mailed out. Whichever council members sign the checks can look at the invoices as Dru Montgomery- The accounting practices changed. There is nothing that isn't done by a third party that is individually making a decision. Councilwoman Mitchell- states that if she doesn'tagree with what is  map.  could be for a few months' worth of service.  well.  being paid, she will not approve it.  8. Discussion/Action Items  a. Consideration/Discussion/Approval of changes to Water Ordinance # 252 affecting rates, charges and other related issues. Tabled- until the ordinance is rewritten- MM2C-Councilwoman MichellCouncilman Merendino Councilwoman Mitchell- explains that part of the reason for looking at this ordinance is because the office does not accept cash anymore, but in the ordinance is says that it does. Suggests that the City needs to address lowering the water rates and the user fee. There is a $3.00 administration fee on the irrigation meter, which makes it look like the water rate is calculated at .014 instead of. .013. States that she suggested that there be a separate line item showing that $3.00 fee. There needs to be more transparency on the water bills. Residents should be allowed to turn their water off. Suggest no application fee for homeowners. The deposit for the renters need to go up. Suggests that the entire ordinance needs to be done by a professional. The rate schedule is listed with the current and Dru- states that 90 % of what Councilwoman Mitchell is saying is policy changes that can be made by Council. The rates that we pay to the Cityof Beaumont is set making it hard for the City to change the rates that the Councilwoman Mitchell- states that the City isn'tpaying Beaumont all the money that it receives from the residents, it is only paying about half Councilman Emmons- states that the City has to pay to run the pumps  suggested prices.  residents pay. ofit.  and the money has to come from some place.    Councilwoman Mitchell- We need to figure out how to give something Councilman Emmons- states that prices have increased, but we haven't Councilwoman Mitchell- our rates are higher than Meeker compared to Councilman Mullins- states that it isn'ta comparison to the surrounding Mayor Emmons- states that Cheri Mitchell is the one over the water rates Councilwoman Mitchell- states that she suggested, in the budget meeting, that we take $5.00 off the user fee and to pay off the bank loan. Councilman Mullins- states that he is for lowering the user but not Councilwoman Mitchell- suggest that we are change the rates for commercial because commercial rates are not what they should be. Councilwoman Vautrot- mentions that when Becky was in office, something was signed stating that the water rates would be evaluated Mayor Emmons- asks Councilwoman Mitchelli if she can see herself Councilwoman Mitchell- yes. States that 3 months ago she did a rate study. One way to lower the cost is to eliminate an office position. We can look at getting rid of expenses to be able to give something back to the Councilman Merendino- states that the girl in the office (luz Rodriguez) did not file the proper paperwork to be on medical leave. Mayor Emmons- There is paperwork. Councilwoman Mitchell- if positions are eliminated, we can cut expenses. States that Sabrenna deserves a raise and a title. Mayor Emmons- states that she agrees. Resident- Ifthe rates are lowered then it lowers what we owe for the bond? States that she wasn'there when the bond was taken out, but we Councilwoman Mitchell- states that she would like to see the user fee Councilman Mullins- states that there needs to be more documentation to change the water ordinance. States that he is willing to look at it. Councilwoman Mitchell- states that she will include where she thinks Councilman Mullins- states that he is for cutting expenses, but we need ton make sure that it is going to be something that is going to help Councilman Merendino- states that most oft the people that go to the  back to the residents. gone up on the rates. some of our surrounding areas. areas because they are bigger than we are. and that she could suggest a change in rates.  lowering the water rate right now.  every 3 months.  evaluating the water rates every 3 months  people.  can'tget rid ofthe bond. lowered by $5.00.  expenses can be cut. everybody in the long run. office is not for an emergency.    Councilman Emmons- the reason why the statement about the meters is in the ordinance is because whenever the meters were first installed, people were disconnecting the endpoints thinking they wouldn't get charged for water. The endpoints were damaged and they were being Councilwoman Mitchell- Between eye on water and Beacon, we spend $1,000, sO we should be able to tell ifs someone disconnects the endpoint. Councilman Merendino- States that ifs someone damaged the endpoint, then yes, they should pay fori it, but ifthey have a leak, they should be able Councilman Emmons- Every property out here needs to get a shut offo on their side oft the line so ifsomething happens, they can turn it off. Dru- ift the issue ist to rewrite the ordinance, he can work with Councilwoman Mitchell to fix the ordinance. Mayor Emmons- asks to table the decision on changing the water ordinance until it is rewritten.  charged for the damaged endpoints.  to turn it off.  b. Consideration/Diseussion/Approyal of variance request from resident. Approved- 6-month payment plan. M/M/2/C- Councilman  Milims/Counciwoman Vautrot  Councilman Merendino- He had a leak under his house and didn'tknow. The City sent him an email to let me know, but he didn't get the email. Customer states he wasn'tnotified until a month after it started. He is going through some financial issues right now. He wants aj payment plan. Mayor Emmons- How long is he wanting to doi it for? Councilman Merendino- states that he isn'tsure, but he is guessing 6 months like the other ones that we have done. Will he be charged a late Mayor Emmons- no, not ifH he makes the payment on time. Consideration/Diseussion/Approvyal ofresolution to change City office hours of public operation Approved- M/M/2/C- Councilwoman Mitchel/Counciiman Councilman Emmons- right now we only have one employee, ifs she Councilwoman Mitchell- Mentions that she would volunteer. Martha can Mayor Emmons- states that there isn'tal lot of foot traffic in the office. The reason for the office being closed on Thursday and Friday was to get caught up on grant paperwork and filing because it was a mess when we  charge since he isn'tcurrent?  Merendino  can't be there, who is going to run the office?  helpt too.  all got in there.  d. - Comsideration/Diseussion/Approyal of cost of living raise for City employee Approved- Office Manager Title and $2.00 cost ofl living raise. M/M/2/C-  Councilwoman Mitchel/Councilman Mullins  Councilwoman Mitchell- Suggests giving Sabrenna the title of Office Manager and giver a cost-of-living increase because she is having to do a lot ofthings outside hers scope of work like changing endpoints. She is  having to use her truck and gas to do that.    Mayor Emmons- She hasn't been able to go out for the past couple of Councilwoman Mitchell- if we give her a stiffen for gas, it should be done on! her paycheck instead of using the City credit card. The City can Mayor Emmons- there is a difference in cost-of-living increase and a raise. Asks Councilwoman Mitchell how much she was wanting to give. Councilman Merendino- asks what Council thinks. Councilwoman Mitchell- Is there eduçational requirements to make Mayor Emmons- Yes, she has been looking into it. Dru Montgomery- Ifthere was a City Manager, the charter would have to bec changed. It would be fairly expensive and it would change our Mayor Emmons- ifs she can get back out in the field on Thursday and Friday's. What about paying for gas? How do you want to do that? Councilwoman Mitchell- Yes, reimbursement Councilman Mullins- Don't we have to keep a log?  months.  just reimburse her.  Councilwoman Mitchell- $2.00. someone City Manager.  government. Reimbursement? Dru-yes City Secretary Secretary  Consideration/Discussion/Approyal ofvoting on and selecting Council officers- Approved- Councilwoman Mitchell- Mayor Pro-Tem & Councilman Mullins- Councilwoman Mitchell- suggests that Councilman Mullins stay City Councilman Merendino- suggests that Councilwoman Mitchell stay as Mayor Pro-Tem and Councilman Mullins stay as Secretary Councilman Emmons- suggest Councilman Vautrot as Mayor Pro-tem and Councilman Mullins stay as Secretary Mayor Pro-lem-Councinoman Mitchell- M/M/2/C- Councilman Merendino/Cowncilwoman Mitchell- I's- 3/Councilman Merendino & Councilwoman Mitchell & Councilwoman Vautrot. Neh- 1- Councilman Emmons. Councilman Mullins abstained from voting City Secretary- Councilman Mullins- Unanimous I's- M/M/2/C- Councilwoman Michel/Councliwoman Vautrot Consideration/Discussion/Approval of putting the grants that the City currently has and the grants that have previously been obtained and completed. Approved- Councilwoman Mitchell- Put grants that we are working on and grants  Councilwoman Mitchel/Councilman Merendino that we have gotten on the website. Mayor Emmons- How far do we need to go back? Councilwoman Mitchell- Just a list ofwhat we have tos state that the City hasn'tbeen received any money.  Councilman Mullins- suggests that above the grant a paragraph be added    Councilwoman Mitchell- The grants that are still open cannot have as  much information until they are closed.  g. Consideration/Diseussion/Approval oft the City hosting a public workshop to discuss agenda items before they are placed on the agenda. M/M/2/C- Councilwoman Mitchel/Counciiman Mullins- Approved  Councilwoman Mitchell- the purpose of doing that is sO the citizens can come and discuss what they want on the agenda. Ifv we have workshops, then we know ahead of time what we are going to talk about. Mayor Emmons- mentions that one oft the things that her and Councilwoman Mitchell discussed was at least 2 weeks before the Council Councilwoman Mitchell- no one is required to come because it'sa  meeting. workshop.  h. Consideration/Diseussion/Approval of putting yearly budget and monthly expenses on the website M/M/2/C- Councilwoman MitchellCouncilman  Merendino- Approved  Councilman Emmons- States that it's too much information on the Consideration/Diseussion/Approyal ofa resolution of the City Council of the City of Bevil Oaks, Texas, to remove all authority unless voted on. M/M/2/C- Councilwoman Mitchel/Councilman Merendino- Opposed/Denied Councilman Merendino- City Council runs the City. There are emergencies that come up, sO we gave the Mayor a $5,000.00 limit. The Mayor should not be able to not disclose information to the Council. Councilwoman Vautrot- So you are wanting the Council to get together any time something happens and money needs to be spent? Councilman Emmons- Anytime we need to go out and buy toilet paper, Councilman Merendino- We ran the City without the $5,000 limit Dru Montgomery- That isn'thow the resolution is written. It states that no Council may approve any expenses unless approved by Council action. Consideration/Discussion/Approva. of budgets for the City of Bevil Oaks fori fiscal year 2022-2023 previously presented in budget meeting on September 13, 2022. MM2/C-Coumeiman Mulins/Counciman Emmons- Approved a. Agenda Request made by Councilman Merendino for various items.  website. Opposed on putting it on the website.  Councilman Merendino- No. weare going to have to have a meeting?  before.  9. Discussion  Councilman Merendino- would like clarification on the mowing contract map. Ifthe work isn'tcompleted, then it shouldn't be paid. Councilwoman Mitchell- Can we call them out here to finish what they Mayor Emmons- Sabrenna documents when she talks to them  are supposed to be doing.    Councilman Merendino- The trees that they cut down were supposed to be cut up and placed by the road for the citizens to have access to iti ifthey wanted it. It was not put out by the road; they shoved the tree into the woods. He cut a tree at the Civic Center and crams the tree in with the Councilwoman Vautrot- We can call them and tell them and tell them to Councilman Merendino- Are we going to have a City- wide garage sale? Mayor Emmons- Community Development isn' 'tover that. Ifthe citizens  other tree that had fallen.  come out and clean up what they were supposed to. can agree on a date, then we can have one.  b. Agenda Request made by Councilwoman Mitchell for various items- everything  was covered.  10. Reports- No reports from anyone  a. Councilwoman Vautrot - Grounds and Maintenance b. Councilman Merendino - Flood Prevention Project € Councilman Emmons Roads and Drainage d. Councilwoman Mitchell- Water & Sewer Rates Councilman Mullins - Water & Sewer Mayor Emmons - Various Items  11. Adjourn Meeting @ 8:27 p.m. - M/M/2/C- Councilwoman Mirchel/Counelwoman  Vautrot  Barbara Emoud Mayor, Barbara Emmons  Attest: Doug Malling  City Secretary, Doug Mullins    October 14, 2022  Special Meeting Minutes    Notice of a Special Meeting Minutes CITY OF BEVIL OAKS, TEXAS  October 14, 2022  1. Call to Order @ 4:00 pm 2. Pledge of Alegance/Invocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; ;Ipledge allegiance to thee, Texas, 3. Roll Call- Present- Mayor Emmons, Councilman Mullins, Councilman Emmons  one state under God, one and indivisible."  Not Present- Councilman Merendino, Councilwoman Mitchell,  Councilwoman Vautrot  A quorum was not present, but the Council members and the citizen that was present  discussed the item on the agenda. 4. Conflict of Interest Statement 5. Review/Approve Action items  a. Consideration/Dscussion/Approval- of all available and appropriate bids, potentially reject insufficient bids, consider qualifications and bids of various contractors and selecting contractors to perform work on Bevil Oaks roads using city, state and federal grant and otherwise specifically designated funds.  Mayor Emmons- states that it is not a meeting being that there was not a Resident Jennifer. Joyce- asks if the citizens were going to be able to see  quorum present.  thep papers that the Council has.  Mayor Emmons- Once the Council reviews them.  Resident. Jennifer Joyce- states that she wanted to see the work that was Councilman Emmons- On Sweetgum, the new road will go from 105 to just before the Water Plant. On the other side oft the Water Plant it will Councilman Mullins- states that any part of the road that is still good, will not! be replaced because we can use that money to do the parts that Councilman Emmons- The money that is applied to the streets like Riverbend, Sweetgum, Carrol, Leaning Oaks and River Oaks. We will be able to use the FEMA funds for those roads and the whole road will be Resident Jennifer. Joyce- asks ift the bids that were received are for the 1  going to be done.  pick up and go all the way to Inwood.  need to be done.  done.  Kor2"how asphalt.    Councilman Mullins- Iti is for the 1%".  Councilman Emmons- The 2" was going to through us out because of the Councilman Emmons- Almost every roadi in the City will get some work Councilman Emmons- Once we get all of this done, it changes the priority Resident Jennifer Joyce- Are they starting at 105 and going forward? Councilman Emmons- They are going to decide where they want to start. Sabrenna Crain- Speaking to Victoria (UJA) asks her to explain what the Victoria (LJA)- the pink lines represent the roads that were in the base  costs. done.  list for the County.  pink and the blue of the GLO map is. bid. Those roads provide City wide benefit. Councilman Mullins- Shipley is on the map in blue Victoria (UA)- the blue ones are the additive alternate list. Shipley is not getting any FEMA funds. It isn't getting GLO funds either. Sabrenna Crain- states that int the back of the packets, the addresses from each Ward are on a spreadsheet to show which ones will benefit Councilman Emmons- The roads that will completely done are Sweetgum, Riverbend, Inwood, Carroll Lane and Leaning Oaks. Sabrenna Crain- to Victoria (UJA)- on the engineer recommendation page, where it says estimated fund deficiency, what does that mean Victoria (UA)- FEMA is giving money to allocations. FEMA has given the City 2 allocations. The deficiency comes from the FEMA portion of the grant. They know that it will be more expensive for some of the repairs that originally intended, but they will only give you what they have allocated and the City will be responsible for the remainder left over. Councilman Emmons- That is just for the pothole repairs, right? Councilman Mullins- It's going to cost the City an additional $48,0001 to Victoria (UA)- yes. The roads in the other portion of the FEMA grant, will Mayor Emmons- We can't vote on anything during this meeting. Councilman Mullins- Asks Victoria if she will be able to attend the Council  from the roads that are being done.  Victoria (UA)- Yes. do those roads?  bet fixed and reimbursed at today's costs.  meeting.    Victoria (UA)- Yes  6. Adjourn Meeting @ 5:00 p.m.  Barbara Emond Mayor, Barbara Emmons  Attest: Doug Mullins  City Secretary, Doug Mullins    October 20, 2022 Meeting Minutes    Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  October 20, ,2022  1. Call to Order @ 6:30 p.m. 2. Pledge of Allegance/nyocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. RollCall- All Present except Councilwoman Vautrot 4. Conflict ofInterest Statement- None  5. Citizen Comments (3 minutes each) - An opportunity for the citizens to address Counçil on agenda items or concerns 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 of the meeting, and observe a3-  minute time limit  Mrs. Childers- Asks what is going to be done with Davida? Mrs. Childers- Asks if any roads have been done  Mayor Emmons- states that Victoria from LJA will be discussing the road grant Mrs. Childers- Asks that Davida be kept in mind when the roads do get done a. Comsideration/Dscussion/Approva- of all available and appropriate bids, potentially reject insufficient bids, consider qualifications and bids of various contractors and selecting contractors to perform work on Bevil Oaks roads using city, state and federal grant and otherwise specifically designated funds. M/M/2/C- Councilman Emmons/Councilman Mullins- Approved- LAsrecommendation on selecting Allco Councilman Merendino- asks that the details of the bids be discussed before Victoria Dai (LJA engineering)- The City was awarded money for Harvey infrastructure. $1,696,612.00 from the GLO$336,854 from FEMA. The roads could not just be picked out. It had to be a City-wide benefit. Sweetgum, Riverbend and Inwood are the main roads. The reason that Inwood was selected is because FEMA came out and did an assessment, Inwood was going tot take al lot of money to repair. Allco, Gulf Coast and LD Construction put in bids. States that she has worked with all three companies and that all of them are qualified to do the work. Allço came in at the lowest bid with a bid of $1,515,649.00. LJA suggests that the City selects Allco for the contractor. The City has around $300,00.00 in funds that it can contribute to the grant to get more roads done. The additional roads that were added are Carroll Lane, Resident- The money that FEMA gave for Inwood is tied to that street Victoria Dai- Yes. FEMA'sr money is road specific. The funds cannot be used  Councilman Mullins- No ReviewlApprove Action items  as the contractor.  the Council makes a decision  Leaning Oaks and River Oaks Blvd.  on another road.  Resident- Who decided on the roads    Victoria Dai- FEMA. FEMA came in after Harvey and assessed all the roads. Although it is 4 years after Harvey, FEMA is going offt the assessment that they did after Harvey. LJA and the City asked FEMA ift they could take the money that they have allocated to the City and put it in one lump sum to be spent on whatever roads the City wanted to do and FEMA rejectedit it. Resident- Is there a timeframe of when the money has to be used. Victoria Dai- States that she isn'tsure, but she will check into it. States that Resident- 2: years from when the City receives the grant until the jobi is Victoria Dai- FEMA is giving the City two allocations. One for $250,000. The City has aiready been given $86,000. Thel larger allocation will be reimbursed once they start the construction. The good thing about the larger allocation is that they will get it at costs today. Ifa contractor comes in and says that it cost them $20,000 more to do the repair, FEMA will pay that. The allocation that has already been given; FEMA will not adjust it tot today's costs. Councilman Merendino- During the bid meeting, he asked Victoria who gave the information for1 the roads and she stated that it was Doug and Doug. Victoria Dai- Correct. States that she didn't understand what the question was. The list oft the roads that were additive roads, were based offt the list that Doug and Doug listed as priority roads. That's! how those roads were added to the Councilman Merendino- Some of the frustration is because there was no Councilman Emmons- For the FEMA funding, we had no choice in the road. Last spring, we made a list for the County on prioritizing roads for them to do. That is when the roads were picked. We were told at first that the GLO grant was going toj pay for chip and seal. Then they came back and said that we could usel hot asphalt. The estimates for the hot asphalt were going to be over $2,000,000 just for Riverbend and Sweetgum, sO we didn'tthink that we were going to be able to any roads. We submitted the priority list to see if we would Councilman Merendino- Asks Councilman Emmons who he was referring to Councilman Merendino- states that him nor Councilwoman Mitchell were not Councilman Mullins- states that him and Doug did work in the City. Mayor Emmons- the reason why the priority list camei in is because the Commissioner asked about it. We can use City funds to do the roads that the Victoria Dai- Unfortunately, all the roads didn'tg get funding Councilman Merendino- Where are the rumble strips going to be?  she thinks iti is2years. completed?  proposal.  representation from Ward 1 included in the process.  be able to get additional roads done. Councilman Emmons- The City  as' "we" involved.  grant doesn'tcover.    Mayor Emmons- There are not going to be any  Victoria- Initially there were rumble strips. The rumble strips will be painted Councilman Emmons- We don'ty want to rumble strips Victoria Dai- It was part of the bid package, sO it has to be awarded Councilman Emmons- We are going to do a change order. Victoria Dai- Ift the City doesn't want the rumble strips, then we can do a change order, wej just have to award it up front, then a change order can be done. The rumble strips were presented as part of the bid package because a change order can't be done until the contract/contractor is awarded. The contract will have to be for the amount of the base bid and what the City wants toa add. Once the contract is signed by the contractor then a change order can be submitted. Legally we can't change a contract unless publicly presented. Mayor Emmons- not only was Allço the lowest bidder but they had the quickest turnaround time. Allco was 85 days, Gulf Coast was 87 days and LD Councilman Emmons- Keep in mind that those days are working days. That's Mayor Emmons- Asks Victoria to explain how long it will be to get the Victoria Dai- Ifthe City selects them as the contractor, the contractor will submit their bond and insurance. LJA has to get their contract together and the attorney has to review it. It will most likely take around 4 weeks. Councilman Merendino- Allco is ready to mobilize? Victoria Dai- As soon as there is an executed contract, they will be ready to Councilman Merendino- According to some of the contractors that he has spoken with, the temperature that is needed to lay hot asphalt is between 50- Victoria Dai- The contractor will make sure that temperatures are right before Councilman Merendino- What kind of warranty do we have? Victoria- The contract is a 12-month warranty. There will be a final walk through once the work is completed. There will be a Certificate of Completion issued. The date on the certificate will mark when the warranty period starts. Mrs. Clark- States that she asked her husband, that' 's from Iowa, about the temperature and he said that down here you could do road work all year. Councilman Merendino- DOT has specifications that you have to go by. You can lay it down year around, but the material and the structure will not have near the life span as it would ifyou did it in the right temperatures and correct Victoria Dai- Part of the contract is that they will have to meet density  on  Construction was 200 days.  not saying that it will be done in that many days.  contractor mobilized.  go.  70 degrees. How will that be possible in the winter.  beginning work.  moisture content.  requirements, patching requirements.    Resident- Asks who is going to hire the testing lab? Victoria Dai- the contractor has their choice  Victoria Dai- states that he does this kind of work and it's not a good idea for the contractor tol hire them. The City needs to hire them. You do not ever let Councilman Merendino-Asks ifLJA has seen roads fail in 12 months Victoria Dai- When there is a drought, yes. Complete failure is not likely. Councilman Merendino- What is the general life span of the roads? Victoria Dai- A Geotech done an analysis based on traffic and conditions in Bevil Oaks and they said around 10t to 15 years. Keep in mind that it is based on what they consider the traffic flow. On the design that the Geotech didi itis 101 to 15 years. Ifyou see a crack, the sooner you get to it, that will keep the Resident- Regular road work would be done by the County?  the contractor hire them.  Victoria Dai- States that they will keep that in mind  longevity of the road. Mayor Emmons- Yes from the GLO and FEMA Resident- How much will the City be paying? Victoria Dai- $257,989.79 Mayor Emmons- $200,000 will be coming from the ARPA funds and the $57,989.79 will be coming from the road fund. Councilman Emmons- The FEMA part of the grant is pothole repair. What FEMA defines as pothole repair is they take the whole section and cuti it out and put all new in. It is not what the County does. Victoria Dai- After the construction is done FEMA will come out and do an Councilman Emmons- There will be road closures. Mayor Emmons- There will be call-outs done to let everyone know. Councilman Merendino- According to FEMA and the GLO, the roads that are being done have to be beneficial to the majority of the citizens throughout the Victoria Dai- Any money from the GLO has to have City-wide benefit. Councilman Merendino- GLO has 90 % of the funding? Councilman Merendino- So the City won't be responsible if the GLO comes back and says that Inwood is not beneficial to the majority of the citizens. Victoria Dai- FEMA is paying $135,000. The contractors' bid came in at  Victoria Dai- The next step is to accept LJA'sr recommendation. The City will have to put some funds forward outside of the funds that they will be getting  assessment.  City.  Victoria Dai- Yes  $138,000.  Councilman Merendino- That's for asphalt? Victoria Dai- Yes, the entire contract is for asphalt.    b. CMmiNDAATTNA ofresolution to approve 2022 Certified Tax Roll presented by the. Jefferson County Tax Assessor-Collector. M/M/2/C- Councilman Consideration/Dscussion/Approva- of Ordinance for Entergy declining to approve the change in rates requested in Entergy Texas, Inc.'s("ETI" or "Company")s Statement ofIntent - Entergy's UODG (Back Up Electric Service) tariff. M/M/2/C - Councilman a. Agenda Request from citizen- Erin Gentry- proposal for organization of community  Emmons/Counciiman Merendino- Approved  Emmons/Councilman Mullins- Approved  7. Discussion  development group  Councilman Mullins- States that he would like to apologize for peeling out in the parking lot at City Hall. He has paid to have it fixed. Apologizes for his Erin Gentry- States that she would like to start a Community Development group that will be community based. It will not be through the City. Asks that the City allows them to use the City green spaces for events. Mentions that she Mayor Emmons- States that the City does have money set aside for Community Development. States that the City does have decorations that can be used. Mentions that Sabrenna can do callouts for the events and put it on the Erin Gentry- Would like tol bring the Community together. Councilwoman Mitchell- states that the some of the companies that we get franchise fees from, may make donations. Being that this isn't going to be done through the City, how would we separate the donations to go to her? Councilman Merendino- States that we should be able toj just put it ini the Community Development and then give her the money. Mayor Emmons- Thanks Mrs. Gentry. Mayor Emmons- States that the consent items need to be done before doing the other discussion items listed below.  behavior.  has done this before in previous places.  City website.  b. Councilman Merendino Agenda Request Item # 1- discussion on mowing for site Councilman Merendino- Agenda Request #: 2- conduct of ward 3 councilman 1. Councilman Merendino- Agenda Request #3 3 - road grant discussion Councilman Merendino- Agenda Request # 4 --i item #: 3 related future council  preparation  involvement request  8. Review/Approve Consent Items - M/M/2/C- Councilwoman Mitchel/Councilman  Emmons-. Approved.  a. Financial Reports for City of Bevil Oaks b. Finançial Reports for Public Works Report by Utility Specialties Previous Meeting Minutes  Councilman Merendino- On the Attorney invoice, on August 12, it states meeting with Mayor and Vautrot on number of issues regarding governance    including management of abandoned houses, impact of public works part time employee and cancellation of election. What was that for? Dru Montgomery- On cancelling the election, it was just for one Ward. Technically you cancel that election, sO it's not submitted on the ballot. Councilman Merendino- What happened on with the Mayor and Mrs. Vautrot Dru Montgomery- A large project that she asked me to evaluate was the ability to take action on abandoned houses. That requires a lot ofnotice, it requires the enforcement of how the ordinances are. She wanted to know what we could do to the abandoned houses. A lot of people have asked about the abandoned houses, and she wanted to know the legalities of what can be done. Mayor Emmons- mentions that she complained about it before she was on Resident- How do other Cities handle abandoned houses? Mayor Emmons- they have the money  regarding governance?  Council.  Dru- that's a complicated answer. About 10 years ago the City demolished: a house and put al lien on the property. When the property was sold at a Sherriff sale, they have no obligation to recover the City's funds. Ultimately, the purchaser only needs to meet delinquent taxes not the lien. The lien is distinguished at a sheriff sale. Is the City willing toj pay that money. Mayor Emmons- That was the big thing with creating the maintenance department to be able to take care of the tagged houses. After the notice is given, they have 10 days to clean it up. After 10 days straight, we can post a notice on the door, with out maintenance department, we can have the lawns mowed, have the windows boarded upi ifneeded. That is one of the things that Councilwoman Mitchell- We have a new ordinance that we could enforce, but itneeds to be revisited because it needs to be publicized in the newspaper. Councilman Merendino- What do we do about the ones that are not Resident- What do we do about the houses that have knee-high grass and Dru- The way that the ordinances are that we have now are structured fora a code enforcement officer. An ordinance is in place but as a practical matter it's Mayor Emmons- That's why we were looking at doing the Mayor or her appointed person. It would be ordinance enforcement not code enforcement. Dru Montgomery- Jefferson County Appraisal District has records of ownership. It's not always easy to find out who the owner is. There isa process. One of our biggest needs is replacing our code enforcement officer Mayor Emmons- Under the high weed ordinance, the Mayor can go out or one  we were looking at doing.  abandoned. People are living int the house. garbage stacked up outside?  difficult  because he's currently working. ofher appointees.    Resident- Does someone need to initiate the process? Does someone need to make a complaint? Ican print the form out and give it to Sabrenna. Dru Montgomery- Advises him to turn the form in.  Rest of discussion items  Councilman Merendino Agenda Request Item # 1- discussion on mowing for site Councilman Merendino- Agenda Request # 2- conduct of ward 3 councilman Councilman Merendino- Agenda Request #3-road grant discussion h. Councilman Merendino- Agenda Request # 4- - item #: 3 related future council  preparation  involvement request  Mrs. Currie- Is there a way to get community funds to mow the ditches and Mayor Emmons- The City does not take care oft the ditches. When we get a maintenance department, we can get someone to take care of that. Councilman Merendino- It is in the mowing contract to take care oft the corner of Blackgum and Sweetgum and it hasn't been done. It got taken out Resident- When the City takes over the mowing, the ditches can be taken care Mayor Emmons- They can be. The council will have to address it. Resident- There is an ordinance in Beaumont that says you are responsible for the property to take care of everything to the ditch. Ife everyone would take care Resident- Some of the ditches are hard to mow when they are dug out. Mrs. Currie- between my property and the abandoned house, is not taken care Mayor Emmons- The City has a right of way, but it is not the City's Mrs. Currie- Is there anything that we can do about the speeding on  take care of the side of the road? Mrs. Currie- Iti isac concern. when Fruge was here. of?  ofit all the way to the road, that would be better. of, is that the City'sresponsibility? responsibility to mow it. Sweetgum?  Mayor Emmons- Call the Sherriff's office Mrs. Currie- States that she has called them. Mayor Emmons- Ifyou have someone speeding by your house at the same time every day, the Sherriff's office will come out. Resident- There was a Marshall out here years ago Mayor Emmons- The is a lot of liability tol having a Marshall. Dru Montgomery- The City is responsible for the cost ift they arrest someone. Councilman Merendino- At Jefferson County,) you have to rent the beds in case someone is arrested, you have guaranteed jail space. Resident- Would someone get in trouble if they mowed someone else's ditch? Dru Montgomery- Someone would have to complain about the trespassing.    Councilman Merendino- States that he talked to DD6 and they have mowed their ditches and that they are spraying the bottom of the ditches.  9. Reports  a. Councilwoman Vautrot - Grounds and Maintenance b. Councilman Merendino - Flood Prevention Project Councilman Emmons - Roads and Drainage d. € Councilwoman Mitchell- Water & Sewer Rates Councilman Mullins - Water & Sewer Mayor Emmons - Various Items They are almost complete.  Mayor Emmons- All the houses left on the elevation grant are on phase 4. Councilwoman Mitchell- In the meantime, can something be done about the dump trucks that are up and down River Bend? They are dumping stuff ont that Dru- We do have an ordinance that regulates the heavy traffic. Wecan Mayor Emmons- Where the property is located, is by al DD6 ditch and the bayou. They are building the land up, so iti is going to cause flooding. Dru- They have to have aj permit to they are going to affect the flow of water. Councilman Merendino- TCEQ regulates any kind of dumping. Mayor Emmons- Does anyone know how far back that property goes Councilman Merendino- No. Suggests that Sabrenna calls TCEQ. IfTCEQ comes out, they can go on the property and fine them based on what's in the  property  Councilman Merendino- They have al landfill.  reevaluate that ordinance.  back. ground.  Dru- Wel have some options.  10. Adjourn Meeting @ 8:05 p.m. M/M/2/C- Councilwoman Mitchel/Counciiman  Mullins  Barbara Smmond Mayor Barbara Emmons  Attest: Doug Malling  City Secretary, Doug Mullins    November 17,2022 Meeting Minutes    Notice of Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  November 17 ,2022  1. Call to Order @ 6:30 pm 2. Pledge of Aleganc/nyocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas,  one state under God, one and indivisible."  3. Roll Call- All Present 4. Conflict of Interest Statement- None 5. Citizen Comments - None Vautrot- Approved  6. Review/Approve Consent Items- M/M/2/C- Councilman Emmony/Councimoman  a. Financial Reports for City of Bevil Oaks b. Financial Reports for Public Works Report by Utility Specialties d. Previous Meeting Minutes  Councilman Merendino- referring to the Heartfield Law Firm bills- states that the City spent as much money on attorney fees as we did on mowing. States that he doesn't understand why we need an attorney on Mayor Emmons- States that she uses the attorney for the grants and for the ordinances. States that the bill has drastically dropped since the  some of the things that he is used for.  previous year.  7. Review/Approve Action Items- M/M/2/C- Councilman Emmons/Counciman  Mullins- Approved  Consideration/Discussion/Approval for the City Council to Canvass and Certify 2022 Election including a canvassing of all votes collected and tabulated by the  Jefferson County Election Clerk.  8. Pre-Oath of Office- Ward 1- Gary Watson, Ward 2- Doug Emmons, Ward 2- Keith Currie, 9. Oath of Office- Ward 1- Gary Watson, Ward 2- Doug Emmons, Ward 2- Keith Currie,  Ward 3- Jim Wright- Given by Mayor Emmons Ward 3- Jim Wright- Given by Mayor Emmons  Mayor Emmons- states that the contractor for the roads will mobilize on the 28th of November and they will begin on December 05,2022. There will be monthly updates. States that there is no plan on having a meeting in December at this  time.  10. Adjourn Meeting @ 6:48 pm M/M/2/C- Councilman Emmons/COunciman Mullins  Barbara Emond Mayor, Barbara Emmons  Attest: Doug Mullins  City Secretary, Doug Mullins    December 08, 2022  Special Meeting Minutes    Notice ofa Special Meeting Minutes CITY OF BEVIL OAKS, TEXAS  December 08, 2022  1. Call to Order @ 6:30 pm 2. Pledge of Allegiance/nyocation a. The United States Flag  b. The Texas state flag: "Honor the Texas flag; Ipledge allegiance to thee, Texas, 3. RollCall- Councilman Merendino, Councilman Currie, Councilman Wright & Councilman Watson- Present; Mayor Emmons, Councilman Emmons & Councilman 5. Citizen Comments (3 minutes each) - An opportunity for the citizens to address Council on agenda items or concerns not on the agenda - those wishing tos speak must complete the comment card, present the comment card to the City Secretary prior to the beginning of the meeting, and observe a 3- Dale Darby- States that he wants the Mayor, Councilman Emmons and Councilman Mullins to step down because he doesn'thave confidence in them. States that they don't answer the questions that are asked by the citizens. States that during the elevation of the houses, Mayor Emmons and Councilman Emmons were first on the list and they should have been last. States that the issue with the signs was dishonest. States that for that matter, he suggests that they step down voluntarily. Ift they don'tstep down voluntarily, he wants to see if the Council can force them off. States that Councilman Mullins and Councilman Emmons made decisions about what roads were going to get done without discussing it with anyone. Councilman Mullins and Councilman Emmons stated that there would be a. Consideration/Diseussion/Approval removal of late fees and disconnect fees for December 2022 M/M/2/C- Councilman Watson/Councilman Wright- Councilman Merendino- The late fees will be waived just for December. It will Councilman Watson- Is this the first time that this has been done? Councilman Meredme-idomrtrmmemk: doing it last year, but Sabrenna Dru Montgomery- addressing Councilman Merendino: When you say that it will roll over to January, does that mean that it will be due January Istor will it roll Councilman Merendino- the late fee will not roll over. They will not be charged Dru Montgomery- Ifthey don't pay, will it be due with the January bill Councilman Merendino- It will be due at the due date oft the January. b. Consideration/Diseussion/Approyal ofrehabilitation of the old fire station & and making an office location there sO the trailer can be removed. M/M/2/C  one state under God, one and indivisible."  Mullins- Not Present 4. Conflict of Interest Statement- None  minute time limit  rock delivered and it still hasn't been.  . I Discussion/Action Items  Approved- AllI's ber readdressed in January.  brought it up and I thought it was a good idea.  over to the next billing cycle? for December    Councilman Wrighu/Counciman Watson- Approved- the committee consists of all the Council that is present at the meeting and any citizens that would like to Councilman Merendino- At one time the fire station was deemed unfixable. Now it can be repaired. We did a tour and it has been Dale Darby- It was not deemed unfixable by an engineer. The Council Councilman Merendino- States that it would have to be researched that Dale Darby- States that he put in a request for it and that he never received it. Asks Dru how long it had been since that request had been turned in and that he still doesn'th have the information Dru Montgomery- States that it had been 3 or 4 years. States that he gave the information to Mr. Neichoy because he turned in the Dale Darby- States that he turned in the request  join.  professionally cleaned. ist the ones who said that. that is what took place.  appropriate form.  Councilman Merendino- States that several people have experience rebuilding their homes, sO they know what needs to be done. States that he would like to see ifs some Council members would like to volunteer Councilman Wright- Asks what they are volunteering for? Councilman Merendino- To figure out a way to show the City how much it will cost to get the building functional. Councilman Wright- States that he isn'ts sure that he is understanding what Councilman Merendino is wanting to do. States that we don'thave an idea ofwhat the scope ofwork would be and he is unsure ift that is the Councilman Merendino- That is what is needing to be discussed. That Councilman Wright- You're suggesting that we get together to figure Councilman Watson- Do you know ift the City inspector can come out Councilman Merendino- Yes, we need to do that. We can only have 3 Councilman on it. States that he can call a guy that did work on several of the houses that he has and get a quote from him for material that we Councilman Wright- We need to have someone that has the skill set to be able to tell us ifthere is anything wrong with the things that we can't Councilman Merendino- The point of the committee is to find  with him.  right thing to do or not.  iswhat he is suggesting a committee for. out what the scope of work would be? Councilman Merendino- Yes and look at everything?  need. see.  someone to do everything the right way    Councilman Wright- Sabrenna said that the records that are at City Hall now, have to bel behind double locks. Councilman Merendino- We can put a closet in there. Councilman Wright- We need to know how much money we have to Councilman Merendino- We can find that out at the next meeting. Councilman Watson- States after speaking to Sabrenna, there is Councilman Wright- We have insurance money not FEMA money to Councilman Merendino- We can make a five- year plan, but we. just need it to be functional for now. We can do upgrades later. Dru Montgomery- speaking to Councilman Merendino; to summarize what you are wanting to do, you are wanting to forma committee with 3 or less Council members to investigate and provide and estimate and recommendation to the rest ofthe Council at the next Councilman Merendino- Yes. Citizens are welcome to add their input. Dru Montgomery- The committee allows the Council to do * boots on the ground" work. This means that they can meet and make recommendations to the Council. Any money spent will be authorized at ano open Council meeting. The committee makes a recommendation and Councilman Wright- How do we publicize the meeting Councilman Merendino- Sabrenna can put it on the City website. Anyone that wants to help with deciding what to do can come with us to the building. Once the buildingi is functional, we can sell the trailer that iscurrently City Hall. Iti is completely paid for, sO it will off set some of Councilman Watson- In reality, this refurbish is not going to be that big Councilman Merendino- It'snot going to be that big ofa deal, but I wanti it to be open to everybody. It can be habitable in less than a month.  spend.  insurance money to do this. dot this with.  meeting?  The number of citizens can be unlimited.  the Council will decide as a whole.  the funds spent. ofa deal.  7. Discussion  a. Agenda request made by Councilman Merendino- Discussion over the procedure of the pre-construction meeting for the road's project.  Councilman Merendino- States that he spoke with the lady from LJA and she said that the pre-construction meeting was not required to be open to the public. That meeting was to decide what day they would start construction, and where the equipment would be stored. States that the Mayor and Councilman Emmons went to the meeting. No one else on Counçil knew about it. All the other meetings, everyone was invited. Itisn'trequired by law, that the meeting be made public. States that as a representative of Ward one, he was never consulted about any of the    road repair. States that if your road was not done, it wasn'tbecause he didn't represent it, it was because he was never consulted or involved. Councilman Merendino- There was an agreement made, that the City wouldn'tallow advertising signs. At one point there were too many signs. It was decided that the signs that were in the City right-of-way, next to the road, would be taken up inside the City. The signs would be taken up and put behind the Civic Center. States that the City of Bevil Oaks property ends at the property line that runs parallel to 105, that becomes DOT right-of-way. States that the ordinance can't be found. We made a resolution, that the people who came door to door, had to have a permit to go door to door. Ift they are on the homeowner's property, the City can'ttouch it. States that the sign that everyone has heard about was 22 feet away from the highway. The City isn'tsupposed tot take anything up that is 20 feet off the road because that is private Agenda request made by Councilman Merendino- future counçil involvement Councilman Merendino- States that he didn't put that on the agenda. Dru Montgomery- Any topic of Council member involvement is open for discussion. Be as broad as possible. Anything that you want to Councilman Merendino- No Council member has a right to pull up any signs. No City Council member or Mayor has a right to pull upa sign and put it in their garage and cause the Sherriff office to retrieve it. When the sign was taken, the Mayor and Councilman Emmons, denied that they had the sign. It was later proven that they did have the sign. States that he doesn'ts see how we can trust those Council people to be over a $2,000,000 project. States that he doesn'ttrust them any more. Councilman Wright- Asks what the process is to remove a Council Dru Montgomery- A Council member can be removed for committing acrime, failure to appear at 3 meetings and for showing up to a public Dale Darby- What type of crime? A felony, a misdemeanor? Dru Montgomery- States that this isn'tsomething that comes up often, so he is unsure and he would have to do some research and circle back Councilman Wright- States that he is not condoning or supporting what happened, the sign doesn'tbelong to a citizen of Bevil Oaks, right?  b. Agenda request made by Councilman Merendino- request proof ofordinance  allowing signage in the City right of way.  property.  request  discuss about the future of Council members  member?  meeting intoxicated.  with Council.  Owner- It was my sign    Councilman Wright- You don'tlive here or vote here? Owner of sign- No, but I own property out here. Councilman Wright- The sign was on someone' s property and the DOT right-of-way. The issue should have been between the owner and the owner oft the sign. Why is this a Council issue? Councilman Merendino- States that the Mayor lied twice about having Owner of sign- Councilman Emmons said that the sign had to be 20 feet Councilman Wright- states that he isn't defending what happened with the sign, he wants to know why he should get involved ini this issue when we have buildings that need to be built, roads that need to be done, water plant that needs to be run right and vacant houses all over that are Dale Darby- States that because these issues don't get resolved. We could have had all the things that you. just listed fixed. The buildings could have been back on its feet a year after the storm. States that the Mayor and the other Councilmen that aren'there, do what they want to Councilman Merendino- to Councilman Wrighi- When you ask why you should geti involved, you need to be involved because you were elected to represent the people of your Ward. You are representing the people, not yourself. States that he should find out what the people in his Councilman Watson- The intent now is to change the concept of Council, nothing against the people that are on Council, but we have Dale Darby- States that they are tired of the no representation. Councilman Merendino- States that there is a Council member from each Ward at the meeting tonight, sO every Ward is being represented at this meeting. States that Mayor and Councilman Emmons couldn'th be at the meeting due to a family member having surgery, states that his thoughts and prayers are with them. States that he is unsure why Councilman Mullins isn'ta at the meeting. States that the Council isn't Dru Montgomery- States that he believes that Councilman Mullins is out oftown and there was not supposed to be a December meeting. Councilman Merendino- There wasn't supposed to be a meeting unless something came up. The water bill fees came up and the sign issue came up, and the fire station rehabilitation came up and I didn't want to wait  the sign.  offofthe road. The sign was 22 feet off the road.  eye sores.  do.  Ward want.  some fresh blood on Council now.  required to be at Special Meetings.    another month to get started because I might be busy, sO that is why Councilman Watson- States that there is a quorum in place at the meeting sO decisions can be made. We value and welcome the other Council members input and opinion, but we have to move on. We will Dale Darby- that is all we ask as citizens. We want to know how we are going to spend the money that the City has to spend. We want to know Councilman Merendino- We want you to be there to put input into it. Councilman Merendino- Cheri Mitchell worked tirelessly to lower the water bills. You pay the same amount on sewer as you do water. We are trying to lower the water bills, but we will not do away with the water bills and they won't be $40 a month. Resident- Can you) justify why they are sO high? Councilman Merendino- states that Councilman Mullins said that the City needs the revenue. States that we paid for them to come out and fix the chlorine system when the chlorine was too high. Councilman Wright- The problem is the chlorine system. Sometimes you can be within the limit and still smell chlorine. The lack of communication is part oft the problem. Ifthe water is not drinkable, we Councilman Merendino- We are required by law to have 2 parts per million of chlorine. You have to have chlorine in the water to make it drinkable. We can lower it, but it won't be by much. Cheri Mitchell- 50 % oft the cost of sewer goes to the City of Beaumont Councilman Wright- Where does the other 50 % go? Cheri Mitchell- to the City of Bevil Oaks Councilman Wright- Beaumont will raise their rate. There is probably aj piece of the water fees that are revenue. Most smaller City's actually use their water as a source of revenue. Dale Darby- Before the City went high on the water bills, before the City took over the water. Why are we paying for an ungraded system when it hasn'th been upgraded? The chlorination system hasn't been Councilman Wright- the cost of replacing the chlorination system is small compared to the cost of replacing sewer line or putting 6 inch  there was a meeting.  get something done, that is our promise to you. what the Council's dreams are for that. Let'stry to move forward. Resident- mentions the water bills  have to be notified.  upgraded is about 50 years.  water lines in. That can be a high cost.    8. Adjourn Meeting @ 6:43 pm M/M/2/C Councilman wright/Counciman Watson  Barbara Emoe Mayor, Barbara Emmons  Attest: Doug Malline  City Secretary, Doug Mullins