MINUTES OF THE CITY COMMISSION OF THE CITY OF DUMAS, TEXAS REGULAR MEETING TUESDAY,JUNE 3, 2025 CALL TO ORDER: Mayor Sims at 11:30 A.M. MEMBERS PRESENT: Pat Sims Mayor Clayton Blacksher Commissioner Tommy Brooks Commissioner MEMBERS ABSENT: Shannon Gillespie Commissioner Justin Willis Mayor Pro-Tem STAFF PRESENT: Slater Elza City Attorney Mark Hall City Manager Bethanie Kemp City Secretary Shannon Wallace Finance Director Monica Trevino Director ofHuman Resources Tom Carter Director of Park Services Rick Pippins Chief of Police Connie Martinez Administrative Assistant Mike Shockey Fire Chief Jose Escamilla Director of Street Services Isidro Renteria Public Works Director Angela Robles Code Enforcement Javier Pena Building Official Joe Morales Police Lieutenant Tommy Gonzales Police Lieutenant Barbara Mulanax Municipal Judge OTHERS PRESENT: Ronnie DeShazo, Marco De Regules, Maria Marquez NEWS MEDIA PRESENT: John Key Mayor Sims conducts a role call for the record, stating Commissioner Place One, Tommy Brooks, Commissioner Place Three, Clayton Blacksher, and Mayor, Pat Sims are all present for the meeting. Commissioner Place Two, Justin Willis, and Commissioner Place Four, Shannon Gillespie, were both absent. A motion was made by Commissioner Brooks, seconded by Commissioner Blacksher, and passed unanimously to approve the 05/20/2025 Regular City Commission Meeting minutes and the 05/29/2025 Special City Commission Meeting minutes, as presented. During Items from Citizens, Police Chief, Rick Pippins, presents the Rifle Raided Armor that was approved in previous meetings for the police department to apply for the grant for such equipment. He lets the Commission know the city has received the full reimbursement payment for this equipment. Commissioner Brooks questions a few line items on the bills to be paid. After some clarification and discussion, a motion was made by Commissioner Blacksher, seconded by Commissioner Brooks, and passed unanimously to approve the consent agenda with the following items: Bills to be Paid, with corrections discussed. Mayor Sims opened the Formal Session City Manager, Mark Hall, addressed the Commission to provide clarification regarding the classification of utility accounts for master-metered properties. He explained the rationale for billing such properties, such as apartment complexes, as Commercial accounts. This classification aligns with the City's longstanding policy for properties that serve multiple units under a single meter. Mr. Hall provided background information on a specific citizen inquiry related to this issue. He noted that the apartment complex in question has been billed as a Commercial utility account for at least the past ten years. Following a discussion regarding the differences between Commercial and Residential utility rates, the Commission determined that no action would be taken at this time. In the interest ofmaintaining consistency and fairness among all master-metered Commercial customers, the existing rate classification will remain in effect. Marco De Regules, a local Mobile Food Vendor, appeared before the Commission to provide an update on the progress of a previously approved project. At a previous Commission meeting held in December 2024, La Casa de mi Mama was granted a 180-day Mobile Food Truck Variance, allowing the business to operate their food truck in front of the business located at 423 S. Dumas Ave. The intent of the variance was to allow the business to remain operational while renovations were made to the permanent building at that location. Mr. De Regules informs the Commission that during the initial three months of the variance period, inclement weather significantly impacted their ability to operate the food truck. Additionally, delays with various contractors, many of whom were experiencing backlog issues, further postponed progress on the building renovations. Mr. De Regules stated he was appearing before the Commission to request an extension of the previously granted variance in order to complete the transition from the food truck to the brick-and-mortar establishment. When asked how much additional time would be needed, Mr. De Regules indicated that he did not have a specific timeline at this point. Commissioner Brooks inquired whether the property was being leased or purchased. Mr. De Regules responded that they are currently leasing the property with the intent to purchase, and that a one-year lease agreement was signed in January 2025. Mayor Sims proposed extending the variance for an additional three months, setting a new expiration date of September 1, 2025. However, Commissioner Brooks suggested extending the variance through the end oft the calendar year. Mr. De Regules expressed his support for Commissioner Brooks' proposal and offered to provide monthly progress updates if needed. Following further discussion, a motion was made by Commissioner Brooks, seconded by Commissioner Blacksher, and passed unanimously to approve the extension of the Mobile Food Truck Variance through December 31, 2025. A: motion was made by Commissioner Brooks, seconded by Mayor Sims, and passed by a majority vote to approve adding Commissioners Clayton Blacksher and Shannon Gilespie as authorized users on City bank accounts. Commissioner Blacksher abstained. A motion was made by Commissioner Brooks, seconded by Commissioner Blacksher, and passed unanimously to approve the proposed budget calendar, as presented. Finance Director, Shannon Wallace, addresses the Commission regarding recent staff research into the Court Security Fund and the Technology Fund, prompted by concerns about inconsistencies in account balances. During the review, staff identified a journal entry made in 2023, which appears to correspond with the funds in question. While it remains unclear whether thisjournal entry marks the point at which the discrepancy occurred, it does account for the missing funds. Ms. Wallace explains that the journal entry was completed by a financial consultant working for the City at the time, and it was intended to offset charges incurred by the Police Department. She further stated that the journal entry and subsequent transfer of funds were approved by the previous City Manager and Commission. Ms. Wallace requests that the current Commission approve the reallocation of funds, specifically, to transfer the previously moved amount back into the appropriate accounts to correct the error. Commissioner Brooks inquired where the funds would be sourced from. Ms. Wallace responds that the transfer would come from the General Fund, specifically from budgeted funds within the Police Department's allocation. Commissioner Brooks also asks whether the Court Security and Technology Funds are held in interest-bearing accounts. Ms. Wallace clarified that while these are designated funds, they are not held in separate accounts. Further discussion followed regarding the possibility ofe establishing individual accounts for these funds. City Attorney, Slater Elza, advised that this would need to be discussed with the City's auditors, as Texas state law frequently changes regarding how local governments must manage designated funds, whether through individual accounts or through a consolidated account with separate fund designations. Following discussion, a motion was made by Mayor Sims, seconded by Commissioner Brooks, and passed unanimously to approve the adjustment of $20,000.00 from the General Fund to be reallocated to the Court Security Fund and Technology Fund. Finance Director, Shannon Wallace, addresses the Commission to request guidance regarding the implementation of utility rate freezes for customers aged 65 and older. Ms. Wallace explains that while an ordinance exists allowing eligible customers to freeze their utility rates, there is currently no formal policy or procedure outlining how to process should be executed. City Secretary, Bethanie Kemp, provided historical context, noting that eligible customers typically begin the process by visiting the Moore County Appraisal District (Moore CAD) to freeze their property tax rates. Moore CAD then directs the customer to the City with documentation verifying both homestead status at the address and proof of age (65 or older) to complete the utility rate freeze process. Commissioner Brooks agrees with this approach, emphasizing that it should not be the City's responsibility to trach homestead and age eligibility. Instead, the burden should rest on the homeowner to provide the necessary documentation. Following discussion, the Commission agreed that a formal policy or procedure should be drafted to clarify the process for both City staff and customers. During the City Manager report, Mark Hall lets the Commission know that city staff are getting ready for next week, being Doggie Days. He also states that city staff are working on solving problems with trash issues around town. During Items from Commissioners, Mayor Sims lets everyone know that the water project is still underway and being taken care of to get everything figured out for the summer. Commissioner Blacksher concurs by stating they aren'tjust working on the issues, they are getting ahead of any further issues that could come up at any moment. The Commissioners signed all checks previously approved. There being no further business on the agenda, the meeting was adjourned by Mayor Sims. Meeting adjourned. haz g : L - - a Pat Sims, Mayor ATTEST: Mark Hal/ City Manage