& * - 4 CITY COUNCIL REGULAR MEETING MINUTES Wednesday, February 12, 2025, at 6 PM Municipal Court Room/Council Chamber 2801 Ranch Road 1869 a - Liberty Hill, Texas 78642 4 TowN BIo 1. CALL TO ORDER Mayor Mancilla called the meeting to order at 6:01 PM. Liberty Hill Police Chaplin David Joiner led the invocation. Mayor Mancilla led the Pledges of allegiance to the flags. City Council Members Present: Mayor Crystal Mancilla Mayor Pro Tem Amanda Young Council Member Diane Williams Council Member Wade Ashley Council Members absent: Council Member Jacquetta Thayer Council Member Michael Helbing City Staff Members Present: Paul Brandenburg, City Manager Mike Etienne, Deputy City Manager Jeff Ringstaff, Police Chief Elaine Simpson, City Secretary James Herrera, Interim Public Works Director McKenzi Hicks, Interim Director of Planning and Development Josh Armstrong, Director of Finance Marianne Banks, City Attorney Candice Scott, Director ofHuman Resources Katie Amsler, Director ofCommunications and Community Engagement Jennifer Glaess, Pape-Dawson Engineering Trey Evans, Water Superintendent Mayor Mancilla announces that there will be changes to the order ofitems on the agenda, or postponing of items tonight, in order to accommodate some time constraints. Page1112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 2) STAFF ANNOUNCEMENTS / NEW EMPLOYEE INTRODUCTIONS Candice Scott, Director of Human Resources: Introduced new employees: Police Officer Walenta, Police Officer Underwood, Richard Fibish new Parks Superintendent, and Sandi Gallardo, the new Utility Billing Clerk. 3) REPORTS City Departments, Committees or other groups may submit reports to City Council. There is no official action required by City Council to accept these reports. a) Quarterly Finance Investment Report. (J. Armstrong) b) Elections Report - City Secretary Elaine Simpson c) Annual Racial Profiling Prevention Report 2024. (J. Ringstaff) There were no questions regarding the reports. 4) HOME RULE CHARTER TRANSITION a) Home Rule Charter Transition update February 2025 City Manager Brandenburg explained that the Public Education campaign will start soon. There will be open meetings for the public to come and find out more about the new Charter. He also noted that city staff is monitoring developments at the State Legislature regarding any new legislation that may affect Home Rule Charter cities. 5) PUBLIC COMMENTS Regarding items not on this agenda/Public Comments: Those desiring to speak on a topic not listed on the agenda, please complete a speaker form and present to the City Secretary before the meeting. Speakers will have three minutes each to speak; this time cannot be transferred or shared. Council members may not take action during this item and any responses will be limited to factual statements, recitation of existing policy, or request for the topic to be placed on a future agenda. Regarding topics listed as an agenda item/During specific agenda item: Council requests that speakers complete a speaker form, indicate which agenda item they are interested in speaking about, and. submit form to the City Secretary before the agenda item is addressed. Speaker forms may be emailed to the City Secretary before the meeting at cimponglberphilacgons Page 2/12 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 1. Elisabeth Brown, candidate for Place #4 on May 3, 2025, General Election ballot : Mrs. Brown introduced herself briefly, discussed her qualifications for the office and commended the city on the recent water agreement with Georgetown. 2. Stephan Zaparolli: sent in a statement via email that was read into the record. Mr. Zaparolli explained his concerns with the proposed agreement with Costco that will be considered later on tonight' s agenda. 6) CONSENT AGENDA Consent Agenda items are considered to be routine and will be enacted by one motion. There will be no separate discussion ofthose items unless requested by Council, in which event the item(s) will be removed from Consent Agenda and considered under Regular Agenda. a) Approval of January 8, 2025, Regular Called Meeting minutes, with corrections. (E. Simpson) b) Approval of January 22, 2025, Workshop Session meeting minutes. (E. Simpson) c) Approval of January 22, 2025, Regular Called meeting minutes. (E. Simpson) d) Approve Resolution # 2025-R-009 contract for Election Services with Williamson County Elections Administration Office for May 3, 2025, General Officers Election. (E. Simpson) The City Council called this election via Ordinance No. 2025-0-004 adopted January 8, 2025. e) Approve Resolution #2025-R-006 New Equipment Adoption Order for Handicapped Accessible voting machines to be used in upcoming City elections. (E. Simpson) Page3112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 f) Approve Amending Resolution #2025-R-011 to attach new exhibit to 380 Agreement with Costco (fka: Project Whale). (J. Armstrong, C. Kurtz, P. Brandenburg) This 380 agreement was approved in concept at the City Council meeting on 1.22.2025. It is being considered tonight on Consent with finalized/updated interest rates. Council Member Diane Williams pulled item 6f.) from the Consent Agenda for individual consideration. Motion: Motion by Council Member Williams, seconded by Council Member Ashley, to approve the items on the Consent Agenda, as presented, with the exception ofi item 6f.). Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing. f.) Approve Amending Resolution #2025-R-011 to attach new exhibit to 380 Agreement with Costco (fka: Project Whale). (J. Armstrong, C. Kurtz, P. Brandenburg) This 380 agreement was approved in concept at the City Council meeting on 1.22.2025. Itis being considered tonight on Consent withfmalizedhpdated interest rates. Council Member Diane Williams pulled item 6f.) from the Consent Agenda for individual consideration. There was a discussion of the concerns expressed by Mr. Zaparolli's email, and City Attorney Banks indicated that there was no issue with approving the Resolution tonight, without holding a Public Hearing. A Public Hearing is not required for this 380 agreement. Motion: Motion by Council Member Williams, seconded by Mayor Pro Tem Young, to approve the amending Resolution, as presented and explained by the City Attorney. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing. 7) REGULAR AGENDA a) Discussion, consideration, and possible action regarding Resolution #2025-R- 012 Partial Assignment for 2015 Gunner-Henrietta Agreement - (M. Banks) Page4 4/12 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 City Attorney Marianne Banks introduced the item and presented the staff report. This is coming to City Council by request oflandowner and buyer. Previous versions of the agreement in 2008 and 2015 did not properly approve this assignment. City Attorney Banks noted a few more corrections to be made to this Resolution, mostly corrections of dates such as '2015'. Motion: Motion by Mayor Pro Tem Young, seconded by Council Member Ashley, to approve, Resolution 2025-R-012, as presented tonight with Attorney Banks' corrections as explained. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing. b) Discussion, consideration and possible action for approval and adoption of Resolution #2025-R-002 adopting a Water Master Plan for the City ofLiberty Hill. (M. Etienne/J. Herrera) Deputy City Manager Etienne introduced the item and presented the staff report. He noted that the Capital Improvements Advisory Commission (CIAC) recommended and city staff recommends the adoption of the Water Plan with the increase in the Living Unit Equivalents (LUE's) indicated. Deputy CM Etienne noted: This plan was prepared by HDR and Susan Roth Engineers. The Planning horizon is 2025-2050. There were 50 strategies reviewed in this plan. Projects were recommended to add water into the system for the projected growth we are experiencing and predict will continue. City will need five times the water over the next 25 years. Additional conservation measures will be needed. There are already some agreements in place and others in planning stage to get more water. It will be necessary to update this plan regularly. Motion: Motion by Council Member Ashley, seconded by Mayor Pro Tem Young, to approve Resolution #2025-R-002 adopting the Water Master Plan and the Impact Fee Study. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing. c) Consideration of proposed Ordinance No. 2025-0-007, amending impact fees for water facilities, as discussed previously January 22, 2025. (M. Etienne, Grady Reed) Page 5112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 Ordinance caption for Ordinance No. 2025-0-007. ORDINANCE NO. 2025-0-007 WATER IMPACT FEE AMENDMENT AN ORDINANCE AMENDING THE CITY CODE OF ORDINANCES, APPENDIX A, FEE SCHEDULE, ARTICLE 22.000 IMPACT FEES, SECTION A22.001, WATER AND WASTEWATER IMPACT FEES, TABLE 1, OF THE CODE OF ORDINANCES OF THE CITY OF LIBERTY HILL, TEXAS, INCREASING THE WATER IMPACT FEE; PROVIDING FOR FINDINGS OF FACT, ENACTMENT, REPEALER, SEVERABILITY, CODIFICATION AND PUBLICATION, AN EFFECTIVE DATE, AND PROPER NOTICE AND MEETING. Deputy CM Etienne introduced this agenda item and noted that the Public Hearing was held at the January 22, 2025 City Council Meeting. Motion: Motion by Council Member Williams, seconded by Council Member Ashley, to approve and to adopt Ord. 2025-0-007, with date corrections as discussed. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing. d) Discussion, consideration, and possible action regarding proposed Information Technology (IT) plan for City of Liberty Hill. (P. Brandenburg, D. Williams) City Manager Paul Brandenburg introduced the item and presented the staff report. He explained that at the January gth City Council meeting, a draft of this plan was disseminated. Tonight, this plan is ready for consideration of adoption. City Manager Brandenburg explained that an IT Master Plan, much like a Water or Wastewater Master Plan should be drafted, should be followed, and updated regularly. This plan was done 'in house' and was a collaborative effort with City staff and Council Member Williams. Two other items on tonight' S agenda came forward resulting from this effort, the GTS contract from item e. and the DocuNav contract in item f. Mr. Brandenburg explained that there will now be an internal *IT Committee' to support the implementation of the plan. We are already planning how to make the most of the software that we have available to us. The new ClearGov software will be of great value to the transparency efforts of city staff because it will allow us flexibility to make budget reports easier and better than we can now. Another thing the internal committee will work on is replacement schedules. There was a brief discussion of the needed audio visual (AV) system updates that are needed. City staff1 has isolated the funding, and have identified a vendor who will be able to get City Council Chamber the upgrades needed. Page 6112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 Motion: Motion to approve the IT Plan, as presented, motion by Council Member Williams, seconded by Council Member Ashley. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing e) Discussion, consideration, and possible action regarding Resolution #2025-R-008 for Information Technology (IT) Support Service Providers, approving a contract with GTS. (J. Armstrong, P. Brandenburg) City Manager Brandenburg and Finance Director Josh Armstrong introduced this item and provided the staff report. This is an important decision to find the best vendor consultant to provide IT support services for the City. City staff evaluated only vendors that are on the state contract (DIR list). GTS is not only on DIR list but is also on BuyBoard, which is aj purchasing cooperative that the City can utilize. This contract is for a three year term. GTS works with several cities across Texas, both small and large cities. Director Armstrong explained that if this is approved, he will bring back a budget amendment for City Council for this expenditure. The city employee that has been working as IT technician will no longer be needed and has been laid off. GTS will assign an employee to be our dedicated customer service IT person. Motion Motion by Mayor Pro Tem Young, seconded by Council Member Ashley, to approve, as presented, Resolution #2025-R-008, and to authorize City Manager Brandenburg to sign the contract. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing f) Discussion, consideration, and possible action regarding Resolution #2025-R-007 contracting with DocuNav for a Document Management System. (P. Brandenburg, J. Armstrong) City Manager Brandenburg and Finance Director Armstrong introduced the item and gave the city staff report. This document management system (LaserFiche) is the third component ofthe IT Plan. The implementation of a city-wide document management system at this time will hopefully foster cooperation between departments and break down information silos. The DocuNav company has LaserFiche as well as some other work-flow items that the City is interested in. Page 7112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 The first department where the LaserFiche will be introduced is the City Secretary's Department, recognizing that the City Secretary is the city's records management officer. If approved by City Council tonight, city staff will bring forward this on the upcoming budget amendment. Motion: Mayor Pro Tem Young moved, and Council Member Williams seconded, to approve Resolution #2025-R-007 contracting with DocuNav for document management software. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing g) Discussion, consideration and possible action to provide direction to city staff regarding plans and preparations for Forensic Audit including but not limited to scope of services. (P. Brandenburg, J. Armstrong) There was no formal action on this item. It was postponed to the next meeting, in the interest oftime. h) Discussion, consideration, and possible action related to options for establishing a new city employee position to serve as manager of the Capital Improvement Plan (CIP). (P. Brandenburg, J. Armstrong, C. Scott) City Manager Brandenburg introduced this item and presented the staff report. This position was originally in the budget proposal for this current year, then was changed to a water consultant. It is now obvious that the city doesn 't need services of a consultant. I would like to return the CIP Manager position. This person will report to Finance Director Armstrong. They will be responsible for reviewing/evaluating vendors and managing the projects. Motion: Motion by Council Member Williams, seconded by Council Member Ashley, to approve this position of CIP Manager, as requested, with correction on the job description that this position will report to Director ofFinance, and not Director of Public Works. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing i) Discussion, consideration, and possible action regarding proposed Ordinance #2025-0-011 Final Budget Amendment for Fiscal Year 2023-2024. (J. Armstrong) Page 8112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 ORDINANCE NO. 2025-0-011, END OF YEAR BUDGET AMENDMENT FOR FISCAL YEAR 2023-2024 - AN ORDINANCE OF THE CITY OF LIBERTY HILL, TEXAS, AMENDING APPROPRIATIONS FOR THE SUPPORT OF CITY SERVICES FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2023, AND ENDING SEPTEMBER 30, 2024; PROVIDING FOR FINDINGS OF FACT; ENACTMENT; REPEALER; SEVERABILITY; EFFECTIVE DATE; AND PROPER NOTICE AND MEETING. Finance Director Armstrong introduced the item and presented the staff report. Director Armstrong noted that this is the end-of-year for 2024. This amendment recognizes revenue that comes in after the end of the budget year (such as Sales Tax). He also noted: The amendment has the descriptions down to the account line item level. The city did net more revenue than expenditures overall. Staffi is doing extra scrutinizing of our expenses. Motion Motion by Council Member Williams, seconded by Council Member Ashley, to approve Ord. 2025-0-011, as presented. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing j) Discussion, consideration, and possible action regarding Ordinance No. 2025-0-008 establishing the City ofLiberty Hill Zoning Board ofAdjustment (ZBA). (M. Hicks) Ordinance caption is Ord. No. 2025-0-008 AN ORDINANCE OF THE CITY OF LIBERTY HILL, TEXAS AMENDING THE CITY OF LIBERTY HILL'S UNIFIED DEVELOPMENT CODE (UDC); CHAPTER 2.00 REVIEW AUTHORITY AND PROCEDURES; SECTION 2.03 ADMINISTRATIVE OFFICIALS AND REVIEW ENTITIES; ARTICLE 2.03.05 BOARD OF ADJUSTMENT (BOA); AMENDING FORMATION OF BOARD, PROVIDE REGULATIONS AND GUIDELINES; AND PROVIDING FOR FINDINGS OF FACT; ENACTMENT; SEVERABILITY; CODIFICATION; EFFECTIVE DATE; PUBLIC HEARING; AND PROPER NOTICE AND MEETING. This item was postponed to a future Council meeting. Motion: Motion by Council Member Ashley, seconded by Council Member Williams, to postpone the item to 2/26/2025 in order that updates can be made. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing k) Discussion, consideration, and possible action regarding Ordinance No. 2025-0- 005, conditionally approving the 12920 SH 29 Subdivision Phase 1 Final Plat, Page9/12 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 consisting of approximately 19.94 acres of land, addressed as 12920 W. State Highway 29, more particularly described by Williamson Central Appraisal District Parcel R022862, and legally described as 19.95 acres part of and out of the John B. Robinson Survey, Abstract No. 521, Liberty Hill, Williamson County, Texas. (M. Hicks) AN ORDINANCE OF THE CITY OF LIBERTY HILL, TEXAS, APPROVING THE 12920 SH 29 SUBDIVISION PHASE 1 FINAL PLAT, PROJECT NO. 2024-8-FPL ("THE PROJECT"); CONDITIONALLY APPROVING THE FINAL PLAT FOR THE PROJECT IN ACCORDANCE WITH SECTIONS 5.04(C) AND 6.04(E) OF THE CITY OF LIBERTY HILL UNIFIED DEVELOPMENT CODE; PROVIDING FOR FINDINGS OF FACT, REPEALER AND SEVERABILITY CLAUSES; NOTICE OF MEETING AND PROVIDING FOR AN EFFECTIVE DATE. Interim Planning and Development Director McKenzi Hicks introduced the item and presented the staff report. She introduced Mr. Hari Rao who made a short presentation on the proposed project (Chipotle Restaurant). There was an extended discussion of the need for Water and for Wastewater LUEs, eighteen additional LUES for Water and for Wastewater, respectively. Jennifer Glaess with Pape Dawson explained that these LUES will be available in 18 months. This is conditional approval which will allow the developer to continue working on this project. Motion: Motion by Mayor Pro Tem Young, seconded by Council Member Williams, to approve Ordinance #2025 - 0-005, as presented. City Secretary Simpson read the Ordinance caption into the record. Vote on the Motion: Motion carried unanimously with a 4-0 vote. Ayes: Mancilla, Young, Williams, and Ashley. Nays: 0. Absent: Thayer and Helbing 8) CITY MANAGER'S COMMENTS Mr. Brandenburg noted that the last day to apply for a place on the May 3, 2025 ballot is 2.14.2025. Also, the Sales Tax Sharing agreement with Williamson County Emergency Services district #4 was approved by their board. Page 10/12 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 City Secretary Simpson reads the Open Meetings exceptions into the record at 7:24 PM. Mayor Mancilla recesses the Open Meeting at 7:25 PM. Mayor Mancilla convenes the Executive / Closed meeting at 7:27 PM. Mayor Mancilla adjourns the Exec. Closed meeting at 8:21 PM. Mayor Mancilla reconvenes the Open Meeting at 8:22 PM. 9) CONVENE TO EXECUTIVE SESSION City Council will convene into Executive Session for discussion of the following items pursuant to Texas Government Code Section 551.071 (Consultation with Attorney), Section 51.072(Deliberations about Real Property), Section 551.073 (Deliberations about Gifts and Donations), Section 551.074 (Personnel Matters), Section 551.076 (Deliberations about Security Devices), and Section 551.087 (Economic Development). a) Pursuant to Texas Government Code Section 551.074 (Personnel) City Council will meet in Executive Session to hold a discussion regarding professional legal services with Bojorquez Law Firm, PC. b) Pursuant to Texas Government Code Section 551.074 (Personnel) City Council will meet in Executive Session to hold a discussion regarding City Secretary's day to day supervision and 5reporting and procedures for the City Council feedback and the timing/process for performance evaluations. (A. Young) c) Pursuant to Texas Government Code Section 551.074 (Personnel) City Council will meet in Executive Session to hold a discussion regarding procedures for the City Council to provide feedback to the City Manager, the process for any cost-of-living adjustments (COLA) and the timing/process for performance evaluations. (D. Williams) d) Pursuant to Texas Government Code Section 551.071 (Consultation with Attorney) the City Council will receive legal guidance involving Chalk Hill Ventures project. (Marianne Banks) e.) Pursuant to Government Code 551.071 (Consultation with Attorney) as well as 551.072 (Discussions regarding Real Property) related to future city facilities, specifically a Public Safety/Court facility. (M. Banks, P. Brandenburg) f.) Pursuant to Texas Government Code Section 551.071 (Consultation with Attorney) to receive legal guidance regarding possible conflict of interest concerns related to proposed amendments to the City Engineering Master Services Agreement with Pape-Dawson. (M. Banks) Page 1112 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025 g.) Pursuant to Texas Government Code Section 551.071 (Consultation with Attorney) Discuss in Executive/Closed session and receive guidance from attorneys and discussion regarding process for handling and prioritizing previously paid "reservations" for utilities and obligations with current and future Development Agreements. (Amanda Young requested) (M. Banks) h) Pursuant to Texas Government Code Section 551.071 (Consultation with Attorney) receive legal guidance regarding proposed Interlocal Agreement for Sales Tax Sharing between the City ofLiberty Hill, the Williamson County Emergency Services District #4, and the Liberty Hill Economic Development Corporation. (M. Banks) 10) RECONVENE TO REGULAR SESSION City Council will reconvene into Regular Session for deliberation and possible action resulting from any of the Executive Sessions held as part of the previous agenda item. There were no motions made resulting from the Executive Sessions held. 11) ADJOURNMENT With no further items on the agenda, and no objections from the Council, Mayor Mancilla adjourned the meeting at 8:22 PM. PASSED AND APPROVED BY THE City Council of the City ofLiberty Hill, Texas on the Zh 6 71 of - 2AHRA29S, - on vote of > ayes, Onays, and 0 abstentions. 17 phbMenel Crystal Mancilla, Mayor -Elaine Simpson, City Secretary E * * % de e 12/12 Liberty Hill City Council Regular Called Meeting minutes February 12, 2025