The Council of the City of Zavalla met for a regular scheduled meeting on Tuesday, August 11, 2020 at 6:00 p.m. at the City Hall building located at 242 East Main Street, Zavalla, Texas 75980.
Council present were: Mayor Carlos Guzman, Council members; Denita Ross, Pam Hooks, Randall Dykes, and Tom Ross. Council member Stacy Marshall was absent from the meeting.
Staff present were Aimee Cloutier, Waunesa Herrington, Christie Dilday, Chris Wade, and James Denby.
Guest present were Raymond K. Vann, Bob Thurber, Jackson Kotz, and Charlotte Green.
Open Forum: There were no individuals to speak under open forum.
Zavalla Volunteer Fire Department Report: Fire Chief, Chris Wade gave the fire report for the month of July 2020. He told the Council and guest present that the volunteer fire department was going to have a fish fry and garage sale on September 5, 2020. He stated that everything else in the department was going well.
First Order of Business: Discuss and consider designating an administration service provider for the 2020 Community Development-MIT Program application and project implementation administered through the Texas General Land Office: City Secretary, Waunesa Herrington explained to the Council that Raymond K. Vann and Associates received the highest administrator score and she just needed the Council to approve the resolution to accept Raymond K. Vann and Associates as the administrators for the grant. Mr. Raymond Vann stood up and reminded the Council what the grant was for Council member Pam Hooks asked Waunesa how many administrators applied, and Mrs. Herrington told her four had applied. Council member Denita Ross asked Mr. Vann how much the City had to match with this grant and Raymond reminded her one percent. Council member Tom Ross made the motion to accept Raymond K. Vann and Associates as the administrators of the grant, Randall Dykes seconded the motion, all in favor, motion passed.
Second Order of Business: Discuss and consider designating an engineering service provider for the 2020 Community Development-MIT Program application and project implementation administered through the Texas General Land Office: City Secretary, Waunesa Herrington explained to the Council that LJA Engineering received the highest score for the engineering firms which they had four applicants. Council member Pam Hooks asked where the LJA Engineering was from. Waunesa stated they were from Beaumont Texas. Mr. Bob Thurber with KSA Engineering stood up and spoke the Council. He said he is taking full responsibility for not having a up to date (not expired) SAMS number certificate in the packet they submitted and assured the Council that his engineering firm has an up to date number and everything was okay. Council member Pam Hooks made the motion to use KSA Engineering, Randall Dykes seconded the motion, all in favor, motion carried and passed.
Third Order of Business: Consider an agreement between the City of Zavalla and the Zavalla's Volunteer Fire Department related to 2020 TxCDBG-FAST (Fire, Ambulance, and Service Truck)funding: Raymond K. Vann explained to the Council that this grant needs an agreement between the City and the Volunteer Fire Department that the truck received from the grant will go to the fire department and they will also maintain it. He stated the agreement would ensure the city would not be responsible for the truck. Council member Tom Ross made the motion to approve the agreement, Randall Dykes seconded the motion, all in favor, motion carried and passed.
Fourth Order of Business: Consider a Resolution to apply for 2020 TxCDBG-FAST (Fire, Ambulance, and Service Truck) funding: Raymond Vann explained what the resolution says and means to the Council. Council member Tom Ross made the motion to approve the resolution, Randall Dykes seconded the motion, all in favor, motion passed and approved.
Fifth Order of Business: Discuss and possible approve taking some type of action on Charlotte Green Account, Account number 598: Jackson Kotz, the son of Charlotte Green explained to the council that his mother Charlotte had a major leak and it was out of their control. He told the Council that Ms. Green was on a fixed income and they were not asking to break any rules but maybe adjust some of the cost. He explained that a tree grew bigger and busted the water line. Ms. Green told the Council that she has never been late paying her water bill and hardly ever uses the minimum 2000 gallons. City Secretary Waunesa Herrington asked the Council if they would make an adjustment to a commercial rate and that it would drop the bill significantly. Council member Denita Ross stated that she mentioned a year ago that ordinances needed to be changed and this is one of them. Council member Denita Ross made the motion to adjust the rate on Ms. Green's water bill from outside residential to a commercial rate dropping her bill down to $378.00. Randall Dykes seconded the motion, all in favor, motion carried and passed.
Sixth Order of Business: Discuss and possibly decide what to do with Easy Street that is owned by the City of Zavalla and is located in the middle of Jana Cole's property: City Secretary told the Council that she told Ms. Cole not to come to the meeting tonight because the City has not spoke with the City Attorney, Jimmy Cassels about the situation yet. Council member Denita Ross said she went and looked at the road and there was rock there. Mrs. Ross also said she is sorry that Ms. Cole put rock down on the road and if Ms. Cole takes the rock back, she will be defacing City property. Council member Tom Ross made the motion to table this item so Jana Cole could be here to explain the situation to the council, Randall seconded the motion, all in favor, motion carried and passed.
Seventh Order of Business: Discuss and possibly approve a resolution to call a General Election for November 3, 2020: Council member Pam Hooks made the motion to approve the resolution to call the General Election, Randall Dykes seconded the motion, all in favor, motion carried and passed.
Eight Order of Business: Discuss and possible approve hiring someone temporarily while Water Clerk is out on maternity leave: The council convened into executive session at 6:24 p.m. authorized under article 551.074 and reconvened from executive session at 6:28 p.m. Council member Tom Ross made the motion to bring someone in part time for 32 hours a week, Pam seconded the motion, all in favor, motion carried and approved.
Nineth Order of Business: Discuss RV Ordinance: City Secretary, Waunesa Herrington told the Council that since the last Council meeting, she attended a webinar over backflow prevention. She told the Council that she learned what the City would need to do regarding backflow preventions and the City did not have the authority to tell owners of RV parks that they had to have a back-flow prevention installed. Council member Pam Hooks told the other Council members that she felt RV parks needed to pay a permit fee. Councilman Randal Dykes agreed with Mrs. Hooks. Councilwoman Denita Ross stated that they already had to put deposits up and Mrs. Hooks agreed but they only paid one deposit. Tom Ross told the Council he did not want it in there because it sets a precedence and who are we (the council) going to attack next. City Secretary, Waunesa Herrington told the Council that if we did not raise water and sewer rates that they would not have a water system in the future. Denita Ross said she does not want to raise water rates because you cannot drink the water. Tom asked why commercial rates were lower than other rates and Mrs. Herrington explained to him the rates were set by the Council and Mayor 20 years ago. Mayor Guzman asked employee Aimee Cloutier what she was paying for water in Broaddus, Texas. Ms. Cloutier told him that she was paying $91 and some change for only 2,500 gallons of water.
Tenth Order of Business: Discuss and possibly approve August 2020 bills: Councilwoman Denita Ross asked if the pole saw was purchased and Waunesa assured her it was. Councilwoman Pam Hooks asked if the pole saw has been used and Waunesa and Mayor Guzman told her it has been used for two days. Councilwoman Denita Ross said they needed to go back to First Street because they did not get all the limbs and explained where they were located at. Mrs. Ross also asked what the Real Graphics check was for and Mrs. Herrington explained to her that it was for the website, emails, and upkeep of the three. Councilwoman Pam Hooks as what was wrong with the dump trailer and Mrs. Herrington explained what was wrong with it. Councilwoman Denita Ross made the motion to approve August 2020 bills, Tom Ross seconded the motion, all in favor, motion carried and passed.
Eleventh and Final Order of Business: Discuss and possibly approve July 14, 2020 minutes: Councilwoman Denita Ross asked for the minutes to be bigger in the future because she could not read them due to the writing being so small. Councilman Tom Ross made the motion to approve July 14, 2020 minutes, Denita Ross seconded the motion, all in favor, motion carried and approved.
Staff Reports:
Aimee Cloutier, Court Clerk: Ms. Cloutier told the Council that she wanted to start up an Angel Tree for the elderly th is year. She explained that this would be just like the Angel Tree for children but targeted for only elderly people or senior citizens. She asked for it to put but on the agenda for the September 2020 meeting and if it was approved, she asked if the Zavalla City Hall could be closed down on Wednesday, December 23, 2020 to hand deliver the gifts. Ms. Cloutier explained that she would be especially busy in September and October 2020 due to Teen Court and already had around eight cases for the first Teen Court Jury docket.
Chris Wade, Chief of Police: Chief Wade read his police department report stating they have not written any citations for the month of July due to the virus/pandemic. He told the Council that as of right now, National Night Out is still on for Tuesday, October 6, 2020. He explained they would have police vehicles out and the Crime Stoppers Band would be there. Chief Wade told the Council that officer Brandon Morgan resigned as of today due to his grandfather falling and breaking his hip. Mr. Morgan is going to move in and take care of his grandfather. Chief Wade explained to the Council that the police department started enforcing traffic stops with specific regulations this week.
Waunesa Herrington, City Secretary: Mrs. Herrington explained to the Council that she has been working on grants as well as the budget. She reminded the Council there was going to be a public hearing over the proposed budget on August 25, 2020. She also reminded the Council they had to approve and adopt the budget before they could approve the tax rate. Mrs. Herrington explained they received the modules for the RVS water system, and they are working to get those installed and into place.
Christie Dilday, Water Clerk: Ms. Dilday did not have a report.
Mayor Carlos Guzman thanked everyone for their hard work and Councilwoman Denita Ross did the same.
Mayor Guzman adjourned the meeting at 7: 10 p.m.
Minutes are passed and approved this 8th day of September 2020
Carlos Guzman, Mayor
Waunesa Herrington, City Secretary