THE CITY OF CISCO CITY COUNCIL, REGULAR CALLED MEETING January 11, 2016 CISCO, TEXAS S EASTLAND, COUNTY S The City Council oft the City of Cisco met in a regular called session at the Cisco City Hall in Cisco as scheduled, and notice was posted 72 hours in advance and prior to the meeting. MEMBERS PRESENT: MAYOR JAMES KING COUNCILMEMBER PLACE II DENNIS CAMPBELL COUNCILMEMBER PLACE III WILLARD JOHNSON COUNCILMEMBER PLACE IV RANDY BOLES COUNCILMEMBER PLACE V TAMMY DOUGLAS COUNCILMEMBER PLACE VI PHILIP GREEN PERSONNEL PRESENT: CITY MANAGER DARWIN ARCHER CITY SECRETARY TAMMY OSBORNE PERSONNELABSENT: COUNCILMEMBER PLACE I JASON WEGER Guests: Natalie Goldstrohm, Michael Homer, Sam Guthrie, Del Brandt, Walter Fairbanks, Butch Petree, Peggy Ledbetter, Stehpen Forrester, Bobby Martin, David Bailey, Carolyn Elmore I. MEETING CALLED TO ORDER: Mayor King called the meeting to order at 6:00 p.m. I. PLEDGES A. Pledge ofA Allegiance B. Pledge to the Texas Flag III. INVOCATION: Mayor King gave the invocation. IV. CITIZEN-VISITOR COMMENTS: None V. APPROVE THE MINUTES OF THE MEETING CONDUCTED: December 14, 2015 December 28, 2015 Motion was made by Councilmember Green to accept the minutes as presented, second was made by Councilmember Boles. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to 0 Absent: Weger VI. REPORTS: Financial Report-Mr. Archer presented the financial report. City Manager's Report-Mr. Archer also presented the City Manager's report. Monofil Re-application- the re-application by the city for a monofil permit has been completed and he feels confident it will be approved. Municipal Solid Waste Grant Opportunities- he will be attending a solid waste grant writing workshop through WCTCOG to explore grant opportunities. Water meters- we are still waiting on approval of contracts by the City Attorney on the new water meter system, but the new software contract was complete. Water Treatment Plant- A meeting with the engineers regarding the water treatment plant and received information on extending the life of the filters and working on adjusting chemicals to comply with TCEQ requirements. Motion was made by Councilmember Boles to accept the reports as presented, second was made by Councilmember Green. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles. Douglas, Green, King Nays: None/Motion Carries Voted: 6to 0 Absent: Weger VI. THE CITY COUNCIL MAY DISCUSS AND/OR TAKE ACTION ON ANY OF THE FOLLOWING AGENDA ITEMS: A. Consider and Discuss Texas Parks and Wildlife Request to Create Habitats at Lake Cisco.--Natalie Goldstrohm & Michael Homer Ms. Goldstrohm made a presentation to the Council about placing unsold Christmas trees in Lake Cisco to create habitats for fish. Motion was made by Councilmember Campbell to accept the proposal by Texas Parks and Wild- life to create habitats in Lake Cisco second was made by Councilmember Douglas. Motion pre- vailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas. Green, King Nays: None/Motion Carries Voted: 6to0 Absent: Weger B. Consider and Discuss Going Out for Bids For Water Tower Lighting. Mr. Archer explained that this would move toward closing out the project of water tower rehabilitation by going out for bids for some LED lighting to re-light the water tower. Motion was made by Councilmember Johnson to go out for bids for water tower lighting, second was made by Councilmember Campbell. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to 0 Absent: Weger C. Consider and Discuss Going Out for Bids to Bore Under N. Hwy 6. Mr. Archer again informed the Council that there had been a major leak in the area under North Hwy. 6 that would require boring to properly repair. He estimates that it will be around $30,000.00 for the project and it will come out of contingency funds. Motion was made by Councilmember Johnson to go out for bids to bore under N. Hwy. 6, second was made by Councilmember Boles. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to0 Absent: Weger D. Consider and Discuss Auctioning Surplus Items. Mr. Archer explained that there was a list of surplus items that need to be declared as surplus in order to be auctioned off. Motion was made by Councilmember Green to declare listed items as surplus and eligible for sale, second was made by Councilmember Campbell. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to0 Absent: Weger E. Consider and Discuss Scheduling Public Meetings on 2016 Tax Rate. Mayor King began by saying this item was in response to making the public aware of the impact that Frac-Tec closing will have on the 2016 tax rate. Councilmember Green expressed a desire to begin this process quickly. Mr. Archer suggested scheduling meetings in February, April, June, and August at varying times of day to ensure the entirety of the citizenry will be able to attend. The Council agreed to hold the Public Tax Meetings on the second Monday of each of the suggested months, prior to the City Council meeting, at 3:00 and then add it as an agenda item to the Council meeting sO that it can be discussed at both times. F. Consider and Discuss Appointing City Manager as Credit Card Manager. Mr. Archer notified the Council that this was a formality needed for administrative purposes with each change in City Management. Motion was made by Councilmember Boles to appoint Mr. Archer as Credit Card Manager, second was made by Councilmember Johnson. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to0 Absent: Weger G. Consider and Discuss Renewal of Contract with AirMed Care. Mr. Archer advised the Council that the contract with AirMed Care would be coming up for renewal soon and needed to be analyzed to decide ifi indeed the city did want to renew that contract. He further explained that the city was only making around $13.00 per month after expenses were deducted He also commented that only 106 people were currently signed up for the program, far below the projected 25% that was expected. He recommends that we no longer provide this as a service through Utility Billing. Councilmember Green suggested contacting AirMed Care about sending out another mailer to try and increase interest. Mayor King recommended renewing the contract for another year to see ift more people would participate. Motion was made by Councilmember Douglas to take no action on this item, second was made by Councimember Campbell. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to0 Absent: Weger H. Consider and Discuss Approval of Personnel Rules and Procedures Handbook. Mr. Archer explained that the newly added items were a drug policy, a revision of the vacation policy, and the prohibition of openly carried weapons policy. Motion was made by Councilmember Green to accept the Personnel Handbook as presented, second was made by Councilmember Boles. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to 0 Absent: Weger I. Consider and Discuss Street Improvements. Mr. Archer explained that in a planning session with city department heads, the following projects were discussed: Village. Apartments-road completion will be around $35,000.00 with $17,000.00 from the EDC toward that project and a projected start date of early April. The hill on W. 4th Street will take approximately $1500.00 to complete and also require a time frame of dry weather. Diversion of water near Herman's Auto Parts will cost around $8,000.00 and on the west side of that street by the music studio will be an additional cost of $12,000.00. W. 13th Street will receive a second coat of chip seal for around $6,000.00 and Brent West Ave.'s second coat of chip seal will be $3,000.00. J. Consider and Discuss Resolution No 2016-01-11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CISCO, TEXAS. REGARDING A LEASE PURCHASE AGREEMENT FOR THE PURPOSE OF PROCURING TYLER TECHNOLOGIES SOFTWARE. Motion was made by Councilmember Green to accept the resolution as presented, second was made by Councilmember Douglas. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to 0 Absent: Weger K. Consider and Discuss Resolution No. 2016-01-11-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CISCO, TEXAS, APPROVING A PURCHASE AGREEMENT WITH FIRST FINANCIAL BANK OF SHALLOWATER OR OTHER SIMILAR FINANCIAL INSTITUTION, FOR THE PURCHASE OF CAPSTONE WATER METERS. Mr. Archer explained that this resolution would replace the previously passed resolution approving financing through Verizon Credit, but he had recently been approached by First Financial Bank in Eastland with information regarding financing and that they would like to present to the Council as well. David Bailey from First Financial Bank addressed the Council and explained that there was a mistake in the resolution because there wasn't a branch of First Financial Bank in Shallowater, but that our local branch would love to aid the city in securing financing for this project through Government Capital. The Council commented that they would love to keep the financing local and Mayor King recommended not passing the proposed resolution in order to gather more information regarding using First Financial Bank and Government Capital to fund the project. Mr. Archer agreed with this recommendation, Motion was made by Councilmember Green to take no action on the proposed resolution, second was made by Councilmember Boles. Motion prevailed by the following vote: Ayes: Councilmembers: Campbell, Johnson, Boles, Douglas, Green, King Nays: None/Motion Carries Voted: 6to0 Absent: Weger L. Consider and Discuss TEAM Building and Long Range Planning. Mr. Archer informed the Council that the first date has been set to begin the budgeting process with the deadline for department head wish lists set as February 29, 2016. Councilmember Green inquired about Early Voting dates. The City Secretary answered that she did not have those dates readily available, but could provide them to him ifhe would contact her the next day. However, she did notify the Council that the filing period for an application for a place on the ballot will be January 20, 2016-February 19, 2016. VII. ADJOURNMENT Motion was made by Councilmember Boles to adjourn, second made by Councilmember Green. Motion passed unanimously and the meeting adjourned at 7:29 p.m. ATTEST: a4unA Hoake Tammy Osborpé, cy Secretary James-King, Mayor