APRIL 18, 2024    Notice ofal Regular Meeting Minutes CITY OF BEVIL OAKS, TEXAS  April 18, 2024  1. - Call to Order @ 6:30 pm  2. Pledge of Allegancelhyocation- Invocation given by resident Rita Williams 3. Roll Call- Allj present but Councilman Clayton, He arrived at' 7:15  a. The United States Flag  b. The' Texas state flag: "Honor the Texas flag; Ipledge allegiance 10 thee, Texas, one  state under God, one andi indivisible."  Conflict of Interest Statement- None observe a. 3-minute time limit repaired. Approved- Unanimous  . 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 cardt to the City Secretary prior to the beginning oft the meeting, and Rusty Howard- States that the pothole at the beginning of Sweetgum needs to be 6. Review/Approve Consent Items- M/M/2/C- Counçilman Merendino/Councilman Emmons-  a. Financial Reports City ofl Bevil Oaks b. Financial Report Public Works Utility Innovations Report d. Previous Meeting Minutes  Mayor Mitchell- states that there were al lot of meeting minutes that needed tol be a. Consideration/Diseussion/Approvyal ofbids received to dispose oft the brush pile at the Event Center. M/M//C- Councilman Merendino/Counciman Watson- Approve Councilman Wright- States that the three bids that were received, are all for different Councilman Merendino- States that thel bid that was received from Cousin's! lawn service was different due to a misunderstandingl between himself and Ruben (owner of Cousin's). States that he asked Ruben to givel him a quote on weed eating around the brush pile and cutting down ai few small trees, States that Ruben misunderstood what we were needing a quote for. States that his bidi is no good, so there is only 21 bids. Councilman Wright- asks about the pilet that isi in the back corner Councilman Thibodeaux- States that thej person that cut down the tree was asked to cut down thet tree and place iti in aj pile. States that he (Councilman Thibodeaux) did not Councilman Wright- States that thel bids are: for two different things then Councilman Merendino- Yes, they are two different scopes. States that one oft the bids ist tol burn the big brush pile with ai machine on standby to push up the pile as it burns, however, he is not sure that someone will be there while it burns to do sO. Councilman Wright- asks Councilman Merendino what his opinion is on the bids?  updated so that they could bej put on the website.  7. Review/Action Items  bisofs1,350.00- - Unanimous scopes ofwork.  realize that it was so low in1 that spot.    Councilman Merendino- States that he would like the pile to be gone. The wind has been blowing bad, which will make it difficult tol burn. States that the pile has been there for two! years. States that he planned on burning the pile. but hel hasn't had time to doi it. The weather has made it difficult as well since it has been windy and raining most days. Councilman Wright- Asksifthel bid included hauling offt the pile and taking care ofthe Councilman Merendino- No. States that there is al big logi in the commer pilet that he couldn'tmove with his tractor. States that ifthe guy can pick up the log and put iti in the Councilman Merendino- States that it's hard to get in there to the log to cut it. Councilman Wright- States that he would like to have the pile picked upi instead of  stuffi in the corner of the lot? truck, then! he will.  Councilman Wright- asks ifv we can cut the log in half?  burning it.  Councilman Emmons- agrees.  Mayor Mitchell- Asks how soon the guy çan pick upt the pile? Councilman Merendino- Almost immediately. $2,500 spending limit- Unanimous  CamemisDaApenNt ofresolution for the City spending policy. M/M/2/C- Councilman Merendino/Counciman Watson- Approved with revision of Councilman Wright- In ther resolution, it states thati ifa any Council member wants to spend over $1,000, it must be approved by Council. States that ifhe needs tol buy ap pump that costs $2,000, he willl have 10 come to Council to do that. Asksi ifthe: amount should be changed to $10,000. Councilman Watson-a asks Councilman Wright how many times sincel hel has been overt the water department, he hasl had to spend $10,000? Councilman Watson- Suggests making the amount $5,000 rather than Mayor Mitchell- States that the purpose oft the resolution is that when Council is doing theirj job duties, they don't have tol keep bringingi it to Council when Councilman Watson- States that he would like expenses that need tol be made, that are not an emergency, be brought to Council so that everyone is invoived int the decision-making process because money is being spent. Councilman Wright- states that where he disagrees with that is that does Council need to be ini thel know before or after the fact? Councilman Watson & Councilman Merendino- before. Councilman Wright- i.e. there were several complaints about a sample point where Utility Innovations takes the" TCEQ sample. The resident stated that she didn't want anyone sampling water on her property anymore. That job cost around $2,000. States that is the kind oft thing that he is mentioning. The job  Councilman Wright- Never.  $10,000.  they need toj purchase something.  was done and he reported it after the fact.    Councilman Watson- States that he agrees with what Councilman saying, but he doesn't think that the budget needs to be that Councilman Wright- States that he agrees that it doesn't need large. to be that Mayor Mitchell- States that when things were thati it was ac communication between Councilman Clayton and then Councilman matter oflife and death. have the technology. mentioning.  Wright is big of  abudget.  done being in the Event Center, her, Councilman Thibodeaux and they kept everyone else int the loop.  Watson- States that none oft the stuff that  needs to be done isa because we didn't Watson is flush and the water  Mayor Mitchell- Right, but we: are improving what we. have Councilman Wright- States that iti is the principle that Councilman Councilman Merendino- States that as long as the toilets comes out oft the spigot that Councilman decision whether we need three emergency. States that the that booster pumps puti int today. That'sa an Councilman Thibodeaux way the resolution is written is that ifi.e.  Wright should be: able to make the  wants toj put al bathroom at the  Mayor and get it done and none oft the rest oft the Mayor Mitchell- States that the amounts arei in the Councilman Merendino- States he isj justi informing government code. since he has been in Bevil Oaks. Councilman Wright- States that it all boils downt to: ifitisac Council member'sjobt to take care ofi.e. accountability. States that member is accountable for those Councilman Merendino- States thati ifiti isn'ta an emergency and bespent, wel have the ability to call as special Councilman Emmons- States that is micromanaging. meeting. Councilman Watson- States that iti isn'tmicromanaging. iti is Mayor Mitchell- states that number 5i is blank, so Council can Councilman Merendino- States that he doesn'tt think that able tos spend $50,000 without the Council's $10,0001 by at text message to the without Council approval.  park, he can call the Council know anything about everyone howi it has been water plant, then that Council  it.  expenses.  funds need to spending our fill in whatever Mayor should be  money wisely. amount they want.  States that he doesn't think that the Council approval unless it's an emergency. Mayor Mitchell- Asks what amount he thinks Council should Councilman Merendino- suggests leaving the Council budget at spending limiti in non-emergent situations, excluding the water $2,500 Councilman Watson- States that in an emergency to be able to spend whatevers she needs to  should have the authority to spend  Mayor.  be able to: spend department. situation, the Mayor needs  spend.    Councilman Merendino- States that before in aj previous emergency situation, Councilman Thibodeaux- States that nothing has been done independently. States that ifsomething was done by him, he has always talked to another Mayor Mitchell- asksi ift there is anymore discussion besides changing number Councilman Merendino- States that he has aj problem with all the amounts. The Mayor shouldn't be ablet to spend $10,000 without Council approval Mayor Mitchell- That $10,000 is from the govemment code (#252). You can't take away from the government code. You can add toi it, but you can't take Councilman Thibodeaux @ Councilman Merendino- Asks what number he would: suggest for the! Mayor spending limit? Councilman Merendino- $2,500 except for water department. Mayor Mitchell- You can't exclude just one portion. Iti is all or nothing, Councilman Merendino- States that he would like everyone'ss spending limit tol be $2,500 including thel Mayor's spending limit. Witha as spending limit of $2,500, the Mayor can: still buy a computer ifs she needs to. States that he thinks Counciiman Thibodeaux- should there be a cap on the critical maintenance. Councilman Wright- No, but you should report it at the next meeting. Councilman Thibodeaux- What would the number look like for critical Councilman Merendino- $50,000 is the critical maintenance budget, but it has Councilman Watson- States that he agrees with there being al budget of Mayor Mitchell- States that Council can come up with the spending limit and we can send it tol Dru to make sure1 that hei is okay with itl being that he is the Councilman Emmons- States that the $10,000 is from the government code. Mayor Mitchell- states that you can be stricter than the government code. States that ifCouncil decides on1 the $2,500 spending limit, tol keepi in mind that itcould be rejected by Dru and it will have tol be brought back from Dru. Councilman Merendino- makes ar motion that Council accepts the resolution with a $2,500 spending limit for each Council member other than critical Consideration/Diseussion/Approval of purchasing generators for City Hall and the Event Center. M/M/2/C- Councilman ThibodeauCounciman Watson- Approved- committee willl look at bids submitted and see which bid 10 take. Committee consist of Councilman Merendino, Councilman Watson and Councilman Thibodeaux.  we have had an emergency meeting. Council member and the Mayor. Stoas $2,500 spending limit.  either. away from it.  that critical maintenance. shouid be the only exception.  maintenance? tog go out for bid. $2,500 across the board.  one that came up with the current numbers.  maintenance.    Unanimous vote to put generators at City Hall and Civic Center with the exception of Councilman. Merendino. He didi not approve of putting generator at City Hall, only at Councilman' Merendino- States that we have as small generator that was bought fort the office that will power the entire building. All we need is aj plug Mayor Mitchell- Asks what happened to thej plugt that was at the building? Councilman Merendino- States that it was a temporary plug. Mayor Mitchell- Asks what the downfall was tol having aj permanent generator Councilman Watson- The only downfall to using the temporary generator is that it won't run the a/c. The rest oft the building will run. Councilman Merendino- States that ifv wej just have the temporary generator and the lights go out, the office staff can come thel Event Center to operate the Mayor Mitchell @ Councilman Merendino- Soy you are suggesting that we Councilman Wright- Don'tt the computers at City Hall have al battery back Mayor Mitchell- Yes. A: 2-hour back up. The whole purpose of putting a generator at thel Event Centeri is so that int the case of an emergency, we can use it as ac command center. States that we need to be self-suflicient. Councilman Merendino- States that he would like tol havej justt the generator at thel Event Center, States that he thinks that iss spending the citizens money wisely. States that ift there isai imminent storm coming, the girls don't need Councilman Thibodeaux- Asks what the size of the temporary generator is? Councilman Thibodeaux- States that he wouldn't recommend a gas generator because of the fact that gas has toi be stored and fresh gas has to remain int the generator. States that they don't offer clean power either. States that with a portable generator, you have to have gas on site, and you) have to have: someone to roll the generator to where it needs to be. Whoi is going to do that? The maintenance on that is going to be more. States that ift the power goes out and there is only a generator at thel Event Center, the girls will have to bring computers down to thel Event Center andi then back to City Hall once the power comes back on. States that the generator is more than just fora Councilman Merendino- States that even with the permanent, generator, it won'trunt the water heater at City Hall because iti is a tankless water heater. Councilman Thibodeaux @ Councilman Merendino- Ask who told him  Event Center.  toj plug iti into the building,  VS. the temporary one.  City.  just have a generator at the Event Center? Councilman Merendino- Yes.  up?  tot be there anyways  Councilman Watson- 6,250 watts  storm.  that?    Councilman Merendino- The guy whoi installs the permanent generator. Councilman Thibodeaux- States that the other people that gave us ac quote, Councilman Watson- States that his personal generator will drop out what Councilman Thibodeaux- States that the office has been open for a long time without hot water, soi iti isanon-critical item. States that he would reçommend that a natural gas generator be installed at City Hall. Councilman Merendino- How many hours is the office open. Councilman Thibodeaux- States thati isi irrelevant. City Hall is the heartbeat oft the City and our only revenue resource, sO wei need to givet them the best that we can offer. States that he did receive another quote, however, he Councilman Thibodeaux- States that he can't get the quote to open. Councilman Merendino- Suggests tabling the decision on the generators Councilman Watson- States that Kent Burch (owner of gulfcoast Mayor Mitchell- Suggests setting al budget for generators and putting a committee. of3 Councilmembers to decide on iti instead ofith being brought Councilman Merendino- States that he doesn'ts see what the rush is because we haven't had a generator up toi this point, so he doesn'tsee whyi it can't Councilman Clayton- States that tabling iti isj just delaying the decision. Councilman Watson- informs Councilman Clayton that as spending limit was set for each Council member earlier ini the meeting of$2,500. Councilman Merendino- asks if we are doing both buildings Mayor Mitchell- Please keepi in mindt that the fund for the generators is Councilman Merendino- Do we get a discount if we do both generators at Councilman Clayton- States that whoever is on the committee can discuss  said that it can be put on: a delay. power: source isn'tr needed.  couldn'te email it.  Councilman Watson- How much Was that bid?  until we: receive the other quote. generators). is fantastic to work with.  back to Council.  wait until next month's Council meeting.  coming out of thei insurance fund. the same time?  that along with who is going toi install the generators.  8. Discussion  a. Discussion/clarification on Council responsibilities  Councilman Merendino- states the he brought it to the agenda because heg got ab bid for the debris removal at the Event Center and SO did Councilman Thibodeaux, so he wanted clarification on who was over what. States that he would like more communication ifa another Councilman is getting al bid for one ofl his areas ofr responsibility or if they something that is wrongi in one ofhis  areas ofresponsibilities.    b. Removal ofrock pile at old City Hall location  Councilman Merendino- States that since hei is over the parks, he doesn't want it to be a stockpile area. States that he wants the pile ofrock moved. States that there will be a1 new County Commissioner. Suggests asking the new Commissioner what the County can do to help us get it removed. Councilman Clayton- States that something needs to be done with the rock pile because it isa a liability to the City. States that kids climb on it all the time. Councilman Emmons- States that the previous County Commissioner (Commissioner Pierce) agreed to move the rock to the Sewer Plant, but we held off on it because Commissioner Pierce thought that the County would be able tol buy it from the City and use it. Commissioner Pierce couldn't get the funds to purchase it. Being that Commissioner Pierce passed away, Councilman Emmons states that he would contact the: field superintendent to see ifthe County would: still honor the Commissioner's deal and move the rock to the Councilman Merendino- Why would the City keep the rock? There is an agreement signed by the previous Mayor (Mayor Barbara Emmons) and Commissioner Pierce, that states that the County will: not do any road work in Councilman Emmons- States that we can get them to move the rock pile and use it later on down the road oF we can try to sell it. That means it has to be put out for bid and it can't be moved until it is: sold. It may be two or three months Councilman Merendino- asks why the County can't buy it? Councilman Emmons- States that they couldn't get the funds to purchase it. Councilman Clayton- States that it seems feasible to move the rock back to the Sewer Plant ifwe are going to be able to1 use it later on. Councilman Merendino- suggests getting the Commissioner to come look at the rock pile to confirm that it can be moved at no cost. Councilman Thibodeaux- asks Councilman Merendino to please allow the other Counçilman to complete their sentences before saying anything else. Councilman Emmons- states that he is going to call and seei ifthe current Commissioner will still honor the deal that he made with Commissioner Pierce and get the rock pile moved. States that we will lose money if we try to sell the Councilman Wright- States that there are two solutions to having the rock pile. We can move it or we can sell it. The first solution is to see ifv we can Councilman Merendino- States that the steps are another hazard that is at the park area. Suggests posting them on the website for free at a first come first serve basis. Suggests giving whoever wants them, two days to remove it.  Sewer Plant.  the City, other than patching potholes, for 43 years.  ifwe bidi it out.  rock because the cost for that material has dropped.  move it.  Process ofremoving the steps and ramp at old City Hall location    Councilman Emmons- states that giving them two days to get the steps and Councilman Clayton- asksi ift the City is allowed to post it on! Facebook Mayor Mitchell- the Council member that is over grounds andi maintenance Counciiman Merendino- states that he would post it on Facebook. Mayor Mitchell- suggests raising the deposit for homeowners since the deposit for the renters deposit has been raised because the City has been stuck with bills from homeowners as well, notj just from renters Councilman Merendino- asks how much she is suggesting it be raised to? Mayor Mitchell- The same as ai renter. Hether Steelman- there is a current situation where a renter left al bill and the homeowner had top pay ther renters bill plus the deposit to have the water turned back on in the owner name. States that is why the renter deposit is higher. Mayor Mitchell- states that there isn't much difference in an owner and a Heather Steelman- States that we also need to charge a turn on fee for new service because we have to pay Utility Innovations to come out and tum the water on. All the things that are highlighted in blue are suggestions from Mayor Mitchell- States that there be as separate linei item on the financials for deposits instead ofit being taken out oft the general fund. States that she will do Councilman Wright- Suggest adding the quote willl be given by the contractor Heather Steelman- states that people were getting disconnected forj just owing al Jate fee, so iti is being suggested that the services not be disconnected for only owing al late fee. Council: needs to decide on how much the services will get  ramp may not be feasible. market place? Councilman Emmons- No can.  Mayor Mitchell- suggests doing a call out.  d. - Changes to the water ordinance  homeowner because they both leave bills  Sabrenna.  arate sheet and bringi it back to Council. prior to the sewer tapi being done,  disconnected for.  9. Reports  a. Councilman Merendino- No report b. Councilman Watson  States that the call out system is great. States that he has administered call out through the office for various things. States that he has rode through Bevil Oaks doing as survey ofthe streetlights. States that there is only one streetlight outa at Riverbend: and Moss Hill. States that there are: some areas that need Councilman Clayton- Suggests looking at the areas that need the streetlights  streetlights that don'tcurrently have them. the most since iti is expensive to have them installed.    Mayor Mitchell- Suggests starting with Riverbend because iti is dark. States that there are some ditches that need to be cleaned out. States that the ones that need to be cleaned out, arej just leaves that are piled up. States that the County will come out next week and get all the work orders that he turned in, completed. States that ift they do come out next week, that he will try and get them to move the rock since they will already have equipment in the: area. States that he would like to look into getting a contract withs someone to maintain the leaves in ditches rather than getting the County to doi it because that takes away from the other work that the County does for the City.  . Councilman Emmons  d. Councilman Clayton Councilman Wright  Commends the Council on getting things done.  States that there was al leak on Yellowstone. States that when there isa localized leak andi it only affects certain houses, only those homeowners are notified. The entire neighborhood isn'tnotified ifonly one street is undera a boil water notice. States that the water department is dead on with the budget. States that the only part that is lacking in the budget is revenue. States that one oft the problems that we have had is meter failures and wel have also had aj problem with getting the replacements delivered. States that the items that were mentioned at the town) hall meeting have been sorted out so that it can be States that in order to stay compliant with the temporary C.O.0. for the Event Center, there needed to be: a emergency disconnect on the outside of the building. States that installing a generator would: suffice that. States that he has a quote of $1,800 toj just install the emergency disconnect or it can be done with the installation of the generator. States that there isn'tany lighting on the outside of the building. States that he has gotten a quote for wall pack lights on the outside of the building for $2,700. States that he has worked on the Event Center rental agreement. Suggests that alcohol isn'tallowed when someone rents the Event Center. Discusses items in the Event Center rental agreement. Mayor Mitchell- states that shei is looking into the additional things that need  looked at in the next budget meeting.  Councilman Thibodeaux  to! be done for the vacant properties.  10. Adjourn Meeting @ 8:33 pm Councilman Emmons/Councilman Thibodeaux  - Mayor Cheri Mitchell  Attest  -  Qmellyd  Approved on this 19 day of Seplember  2024.