CITY OF ELKHART THEÇITYOF CITY COUNCIL ELKHART SPECIAL MEETING MINUTES Monday, September 09, 2019 6:00 pm Elkhart Holy Temple CALL TO ORDER With a quorum present, the Special Session Meeting of the City of Elkhart City Council was called to order by Mayor Jennifer McCoy at 6:07 p.m. in the Elkhart Holy Temple, 113 West Parker Street, Elkhart, Texas 75839. Present: Mayor Jennifer McCoy, Mayor Pro Tem Raymond Dunlap, Councilmember Lucia Butler, Counciimember Chuck Conner, Councilmember Daryl! Faulk, Councilmember James Warren City Administrator Judith Cantrell, City Secretary Ami Ashworth. Also Present: Code Enforcement Officer Biff Knight SPECIAL ACTION ITEMS A. CALL TO ORDER, PRAYER, AND PLEDGE OF ALLEGIANCE Pledge of allegiance was followed by the invocation given by Mayor Pro Tem Dunlap. B. SPECIAL ACTION ITEMS 1. Public hearing regarding the proposed City of Elkhart Budget for Fiscal Year 2019- 2020. City Administrator Judith Cantrell submitted revised copies of the proposed budget showing an adjustment to two line-items, outlining the expected income from the proposed utility rate increase and tax rate increase, which will be immediately transferred into the dedicated sinking fund for the utility project. No other adjustments were made to the budget. Councilperson Conner moved to consider and vote to adopt the proposed budget for Fiscal Year 2019-2020 on September 23, 2019. 2. Public hearing regarding the proposed tax rate of $0.296680 per $100 valuation. City Administrator Judith Cantrell briefly touched on the proposed tax rate, which was determined with the assistance of the City's financial advisors for the upcoming capital improvement project. Although the City's upcoming debt allows up to a 50 cent/$100 valuation increase, the City will only take a 2-cent increase per $100/valuation to make up the difference for the bond payment. 1 CITY OF ELKHART THESITYOF CITY COUNCIL ELKHART SPECIAL MEETING MINUTES Monday, September 09, 2019 6:00 pm Elkhart Holy Temple 3. Discuss and taken action, if any, on proposals received for Street Project. (City Administrator) City Administrator Judith Cantrell opened the two proposals that were received from AAA in Athens, Texas and from Athens Contractors of Athens, Texas. After reviewing the two proposals and discussion on the two different methods of work proposed (milling VS. prep and overlay), as well as pricing, Council determined the proposal from Athens Contractors was the best choice between the two. Motion was made by Councilmember Faulk, seconded by Councilmember Conner that the proposal of Athens Contractors in the amount of $107,052.00 be accepted. Upon vote, the motion carried unanimously 4-0. 4. Discuss and take action, if any, on disposal of dirt pulled from ditches during Street Drainage and Maintenance Project. (City Administrator) The City Administrator updated the Council on the drainage project underway in several city neighborhoods. The issue of dirt had become an issue, and the City Administrator advised that the dirt was being hauled to the athletic complex to fill in low areas prone to flooding. However, the upcoming changeover of solid waste providers has left the City with the need to find a location to store 900 plus poly-carts for a period of approximately 1-2 weeks during the transition. The location will need to be fenced and locked, and the only location available in the immediate area that can serve that need is the Fire Department. The City Administrator proposed to Council that the City accomplish an "in-kind" trade with the VFD to allow storage of the City's poly-carts in exchange for two loads of dirt pulled from the drainage project. The remainder of the dirt will go to the complex. Motion was made by Councilmember Butler, seconded by Councilmember Faulk that the "in-kind" proposal of City Administrator Cantrell be approved allowing the storage of the City's poly-carts to be at the VFD in exchange for 2 truckloads of dirt from the drainage project. Upon Vote motion passed 3-1, Councilmember Conner abstained. 5. Announce selected solid waste provider for City solid waste services. (Mayor) Mayor McCoy announced that the City would be contracting with Ameri-Tex for solid waste services beginning October 1, 2019. The contract is! being reviewed by the City's attorney, and poly-carts would be delivered in the near future. 2 CITY OF ELKHART - CITY COUNCIL SPECIAL MEETING MINUTES *EERHART Monday, September 09, 2019 6:00 pm Elkhart Holy Temple ADJOURN Motion was made by Councilmember Butler, seconded by Councilmember Conner, to adjourn the Special Meeting of the City of Elkhart City Council at 7:11 p.m. Upon vote, the Motion carried unanimously 4-0. MA Ami aniky Hocay Ashworth, City Secretary Jefinifer M@Coy, Mayor 3