MINUTES CITY OF AMES 304 MARTIN DR. - AMES, TEXAS REGULAR CITY COUNCIL MEETING NOVEMBER 04, 2024 6:00 PM The City Council for the City of Ames, Texas held a meeting at the Ames City Hall at 6:06 p.m. Mayor Barbara Domain called the meeting to order at that time. Mayor Domain conducted the roll call, at this time the members of the City Council who were present were: Mayor Barbara Domain, Councilwoman Elizabeth "Liz" Hardy, Councilman Eddie White, and Councilman Alfred Freeman Jr. Councilman Michael Trahan and Councilwoman Audrey Harrison were absent. Councilman Eddie White led the prayer, and the Pledge of Allegiance was recited. CITIZEN APPREARANCE There was no public participation. APPROVAL OF MINUTES FOR OCTOBER 08, 2024 REGULAR MEETING, AND OCTOBER 21, 2024 SPECIAL CALLED MEETING. The council took a few minutes to look over the minutes. There was no discussion. Mayor Domain asked for a motion. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilwoman Elizabeth "Liz" Hardy Seconded by: Councilman Alfred Freeman Jr. All in favor: 3 Opposed: 0 Abstained: 0 REGULAR AGENDA ITEMS: 1. CONSIDER, AND IF APPROPRIATE. ACCEPT A PROPOSAL FOR CITY HALL REPAIRS DUE TO DAMAGE CAUSED BY THE NATURAL DISASTER(S). This agenda item was tabled until the next meeting due to not having enough council members present to make a quorum. Counciwoman Elizabeth "Liz" Hardy recused herself from voting on this agenda item. 2. CONSIDER, AND IF APPROPRIATE. APPROVE THE SURVEY OF THE FIRE PAD BY PREMIER SURVEYING IN THE AMOUNT OF $635.00. Mayor Domain explained that we did receive 2 quotes to survey the fire pad. Premier Surveying was the most cost effective. There was no further discussion. Mayor Domain asked for a motion. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilman Eddie White Seconded by: Councilman Alfred Freeman Jr. All in favor: 3 Opposed: 0 Abstained: 0 3. CONSIDER, AND IF APPROPRIATE, APPROVE THE PURCHASE OF REFRESHMENTS AND PROMOTIONAL ITEMS FOR THE TOWN HALL MEETING IN THE AMOUNT OF $500.00. The Town Hall meeting will be held on Thursday, November 13, 2024, from 6pm - 8pm at Our Mother of Mercy Catholic Hall. Mayor Domain would like to provide refreshments and City of Ames keepsake for the citizens who attend. There was no further discussion. Mayor Domain asked for a motion. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilman Eddie White Seconded by: Councilwoman Elizabeth "Liz" Hardy All in favor: 3 Opposed: 0 Abstained: 0 4. CONSIDER QUOTES, AND IF APPROPRIATE. APPROVE THE PURCHASE OF A METAL BUILDING FOR THE OLD FIRE PAD FOR USE OF A MULTIPURPOSE COMMUNITY USE SPOT. The quotes were provided for the council to review. The first quote includes a 28'x 40' building with 2 windows and a front door. This building will have 2 roll up doors on each side of the building. It will have electricity and a sink once it is set up. This building costs $12,197.00. The second quote included a more open concept or carport type building. The storage in this building would be 24'x10' and the cost would be $7,861.75. Mayor Domain stated that her preference would be to select the 1st building quote because it is enclosed completely and would be more beneficial for storage and distribution of the food bank items. There was no further discussion. Mayor Domain asked for a motion to approve the purchase of a 28' X 40' metal building in the amount of $12,197.00. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilman Eddie White Seconded by: Councilman Alfred Freeman, Jr. All in favor: 3 Opposed: 0 Abstained: 0 5. CONSIDER, AND IF APPROPRIATE. APPROVE THE PURCHASE OF A MAGNETIC LOCATOR TO FIND LOST MANHOLES THAT NEED TO BE REPAIRED PER SPI IN THE AMOUNT OF $1,123.65. Mayor Domain explained that this magnetic locater will be used to help the maintenance department locate manhole covers that have been covered up with asphalt by TXDOT. Also, SPI could not locate some of the manholes when they conducted the initial smoke test. Erwin stated that when using the metal detector, it took him 2 weeks to locate one manhole because the metal detector picks up all metal. The magnetic locater will only locate iron which would decrease the time it takes to locate the manholes. There was no further discussion. Mayor Domain asked for a motion. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilman Eddie White Seconded by: Councilman Alfred Freeman, Jr. All in favor: 3 Opposed: 0 Abstained: 0 6. CONSIDER, AND IF APPROPRIATE, APPROVE THE PURCHASE OF A DRONE TO DO AN AERIAL VIEW OF THE CITY OF AMES PERIMETERS AND BOUNDARIES IN THE AMOUNT OF $459.00. Mayor Domain explained that she researched several drones and upon completion chose the drone in the amount of $459.00 because of the quality of the drone and the camera that it uses. Also, it had a higher run time than the other drones and has a 10,000 feet return feature. Counciwoman Hardy asked if we could wait to purchase the drone next year. Her concern is that she would like to see where our actual numbers are in relation to the budget before we make this purchase. After further discussion it was decided to postpone this agenda item until the next meeting. 7. DISCUSS AND CONSIDER APPROVING THE RECOMMENDATION OF THE SELECTION REVIEW COMMITTEE TO AWARD BY RESOLUTION. A CONTRACT FOR ADMINISTRATIVE SERVICES PERTAINING TO THE APPLICATION AND MPLEMENTATION. IF AWARDED, OF THE CITY'S DISASTER RECOVERY REALLOCATION PROGRAM (DRRP) PROJECT/S) FUNDED THROUGH THE TEXAS GENERAL LAND OFFICE AND AUTHORIZING THE EXECUTION OF A CONTRACT. This agenda item is the RFP for the DRRP Grant. The selection committee, which consisted of Mayor Domain, Erwin, and Wellona, met to score the bids that were submitted. Grant Works, Public Management, and Traylor and Associates submitted bids to be the administrator to represent the City of Ames with the DRRP Grant process. Based on the completed scoring, it was suggested that we award the contract to Traylor and Associates. Counciwoman Hardy asked what we would be using this grant for. Mayor Domain explained that this grant would be used for infrastructure. Mayor Domain also explained that once things are approved, she would speak to the representatives to get an idea of what grants we should apply for and how much we will qualify for. There was no further discussion. Mayor Domain asked for a motion. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilman Alfred Freeman, Jr. Seconded by: Councilman Eddie White All in favor: 3 Opposed: 0 Abstained: 0 8. DISCUSS AND CONSIDER APPROVING THE RECOMMENDATION OF THE SELECTION REVIEWCOMMITTEE TO AWARD BY RESOLUTION A CONTRACT FOR ENGINEERING SERVICES PERTAINING TO THE APPLICATION AND IMPLEMENTATION. IF AWARDED, OF THE CITY'S DISASTER RECOVERY REALLOCATION PROGRAM (DRRP) PROJECT(S) FUNDED THROUGH THE TEXAS GENERAL LAND OFFICE AND AUTHORIZING THE EXECUTION OF A CONTRACT. This agenda item is the RFQ for the DRRP Grant. The selection committee, which consisted of Mayor Domain, Erwin, and Wellona, met to score the bids that were submitted. SPI, LJA, and TLC submitted bids to be the engineer to represent the City of Ames with the DRRP Grant process. Based on the completed scoring, it was suggested that we award the contract to LJA Engineering. There was no further discussion. Mayor Domain asked for a motion. A motion was made. All were in favor. Passed unanimously. Motion made by: Councilwoman Elizabeth "Liz" Hardy Seconded by: Councilman Alfred Freeman, Jr. All in favor: 3 Opposed: 0 Abstained: 0 9. CONSIDER.. AND IF APPROPRIATE. TAKE ACTION TO SEEKI PROPOSALS FOR GENERAL MAINTENANCE AND REPAIR SERVICES. Mayor Domain asked Marivious to explain this agenda item in. Marivious explained that Erwin has expressed that he wanted to become an independent contractor for the city. The purpose of seeking proposals is because the contract would be more than $50,000. Per the procurement process anything $50,000 and over requires that the city seek proposals by submitting a RFQ. Per Marivious, the council members are not awarding anything today, this agenda item is just announcing that we will be seeking proposals for general maintenance and repair services. Mayor Domain explained that the process for the maintenance proposals will be the same as the RFP and RFQ for the grants. The request will be sent out to contractors, and they will have to submit their qualifications (RFQ). A selection committee will score the bids and then the contract will be awarded. Councilwoman Hardy wanted to ensure that we were aware that we would have to use someone other than Erwin to make the selections. Mayor Domain explained that the selection committee has to consist of 1 elected official and two other people. She stated that we can use Ms. Jennifer or anyone of the council members who would like to participate. Marivious added that someone from the community could also be a part of the selection process. At this time, Erwin was given the opportunity to speak on his behalf. Erwin explained that he did not understand why there needed to be a bidding process for him to become an independent contractor. Marivious explained that because Reclaim Environmental LLC would now be responsible for the services that he does now, in addition to the lift station work would be more than $50,000. Erwin stated that his plan was to keep Reclaim Environmental LLC separate from the independent contractor work. He would come in as a private independent contractor to perform the duties that he is responsible for now. Mayor Domain explained that he would have to obtain two (2) insurances to do that. For the record Marivious stated that if Erwin would like to keep the two (2) entities separate that would be fine; however, if he wanted to combine them, we would have to seek out proposals because it would exceed the $50,000 procurement guidelines. Erwin stated that he did not want to combine them. There was no further discussion. At this time this agenda item was postponed until the next meeting. 10. MAYOR'S REPORT > TXDOT has postponed the Highway 90 expansion project until further notice. > We are seeking out grants from the DRRP and TXCDBG. A She will be meeting with Mike Fielder to discuss delinquent properties to determine how to get them back on the tax roll and to determine how the city can acquire some of those properties. There will be a workshop with the EDC on November 16, 2024, at 9:00 AM and the town hall meeting will be November 13, 2024, at Our Mother of Mercy Catholic Hall from 6pm 8pm. County came out and mowed the ditches. Tomorrow is election day. Make sure you get out to vote. 11. ADJOURNMENT. Mayor Domain asked for a motion to adjourn the meeting at 6:57 PM. Motion made by: Councilwoman Elizabeth "Liz" Hardy Seconded by: Councilman Eddie White All in favor: 3 Opposed: 0 Abstained: 0 BB Barbara Domain Mayor Wellona Godfrey lulmabayny City Secretary