City Council - Regular Meeting

our regular city council meeting to order uh today is March 18th 2025 we are located in the council chambers here at Kermit City Hall if you don't mind we'll stand to our pledge of allegiances and Rodney hay will leads us in invation let us PR rendered this evening will be everybody that's here this evening uh move on to item number five and have really supported us over the last few and tell them thank you for everything they've done for us is there anybody here from just so the just so you know everything in the water for the citizens has to go out letters and envelope and uh post was getting overheated so they would that Norma had she called West so that we could get the reports into the mail in order to be able to get everything done but they were manag to get it and tremendously uhit in that time that we really needed some help and they came living up to that community in their name can on to step up and help we just we really value you and appreciate youall thank you we do thank you very much moving on uh so we can maybe not hold some of you folks that don't want to sit so long uh and come back to that so we're going to move on to city council meeting minutes from February 20th 25 the accounts payable information is she paying for this gas out of her pocket orig re okay we fix thatt to happen along that same line just so you know we are moving from our

current to a fuel that that's a great tool I have a question about the Amazon charges is on page 7826 the very top yeah that is kind of a combination of everything that we buy we can a line by line item but it is paper towels it is you know the also we bought the example we bought the it's not it's not things that we can get in C no no no no it's it's stuck that we order on on okay like light bars step stool or step okay I understand that it's super convenient but Amazon also pays no tax anywhere so if we could possi possibly shy away from it I would feel better about it we would end up having to goid get this okay I mean at least somebody's getting the sales tax we don't pay sales tax anyway do we oh yeah we're taxes okay I see in here also um a couple of late bees if I'm reading this correctly for civic plus one was for civic plus and then one was for the Texas

Patcher yeah travel late Fe so on the Civic plus that was a bill we kept getting from Civic plus which was totally opposite because Civic plus is the company that we for our website so we knew that we had that contract we could figure out the other one was and we've been going back to asking them for that and then K found out that it was something in PD I I remember the conversation I had about with you and so that's what that is and then we finally forgot what it was it was arm State because we were delayed paying it because we couldn't forgot what it was we kept down was our bill okay and then the Patcher was U somehow or another we missed the travel and the guy came in to tell us how to use the Patcher and fix the pat we had put the heating coils in there I believe is what it was and heating blankets in I'm sorry heating blankets there was a travel in there that and I did not receive so yeah that's a l oh that 50s because he also came and trained came and trained okay okay so part of this is training plus a late fee ma'am okay the late fee was the $50 okay it doesn't show that it just says late fee 3,000 was 50 and I was like wait a minute yeah for everybody watching that was not the thank you sorry on corl did did you talk to them about our problems PS we have issues not only not so much on the building but the fuel and um we recently had some bad diesel that we received again and the investigation

portion of them is want to know the date the time the exact you know location everything that happened and what it was is that we got fuel we took off and then when it broke down by the time we could get later we realized it was a fuel Problem by that time we didn't know exactly the date and time of it by the time they finally got to so it became a a very cumbersome to work of coral West Texas okay and so that's where we're at we did we've had one problem I believe about a year ago we resolved that problem because we managed at least have a video showing of The Field that was coming out and we sent that to them and they realized yeah there's a problem there so they f that piece of it but this one in here was I thinking the fu on theic the truck had FL down that was that the brand new truck that we had said something about that goty that was a part of the brand new truck it was had dirt and water in the repl FL all and we did that in house okay is this the last Kelly Hart TBD oh we still going to the place we got the bad diesel no actually getting over 302 we moved over here to 18 but once we use wax we'll be able to go dies now we've had to go back a couple of times cuz even this one that we was like like that was getting like a gallon a minute it was going real slow and they're like we're not I'm like well

then just so we don't know if was getting lower here too or the filters need to be changed but it even this one's a little bit just been slow pumping which one on the street one a couple so with this one can y'all go to the pilot the loves the anywhere okay good anything else on the consent agenda items make the motion we approve agenda a second a motion on a second to approve content item agenda items a b and c all in favor any opposed moving on to item 10 in Old business uh the only item we have on is to discuss and consider the mural by artist Taylor Barnes at the city of Kermit public works department which is located at state highway 302 Mike you want catch us up to date and then we'll discuss yes Mary Council back in November we had this discussion about putting Murs up uh we commissioned uh Tor Barnes to uh de us a conceptual sketch of what a drawing would look like and she brought back a couple uh and the council decided on one particular one that they that they like so in the December meeting uh it was uh reviewed upon and that's when they came to the one that they decided on and then in January we brought it back up and there was questions about seeking other artists uh that could come in and possibly give us a quote on some of those as well reached out to mahan's Chamber of Commerce because they of course as you know have a lot of murals in that area in their area I can tell you that they use Taylor Barnes quite a

bit they do have a couple others that I've not been able to reach out to they also suggested that I contact the Odessa Arts Council and so there's been phone tags back and forth with Thea Art Council try to get some information about again possible other artists but at this point we don't have anything additional to be able to talk to you about uh and the reason that it's now brought back up is to be able to get there's we believe that there's probably enough buildings around town that we can get some more murals up uh but we got a a email from Taylor saying that her schedule for the summer is filling up pretty quick and if we're wanting to have her do the mural on the public work building and she needs to know quickly if not it'll be next year so that's brought it back up to for approval this of course this be using the hot money and I think that you have in your P She we've already paid $5,000 for the sketch shech the total cost is 684 which leaves the remaining $3,400 which will which will be paid out of the hotel occup tax and I actually have a somebody that works at the Odessa Arts Council and and when I spoke to her the the square footage price is something that is in line with what they've paid Taylor in the past and other artists so for what that's worth I know I know we have to get a Apples to Apples comparison is almost impossible because you can't we can't give her drawing to somebody else and ask them to compare it and stuff so uh this has been a topic of mine for since I got elected on the murals and I really would like to see us at least something either that I'm going to take some spray paint create a mural something I'd Sayer

I mean that's my opinion we have any more discussion on that or youall want to entertain a motion I'll make a motion uh to commission rural sketch designed by artist Taylor Barnes to be placed on kmit public work building but I would also put in the stipulation that we get uh Mrs sharp Billy sharp and Jim Sharp sharps um approval approval sorry written consent written consent so that we have that second motion okay so we have a motion in a second to consider or to con continue with the artist rendition of Taylor Barnes uh with the exception noted of getting written consent from Mrs sharp to use uh his and her son Jim I beat beat Jim first didn't Billy however we wanted just as long as as as we have conent okay so we have that motion all in favor I any opposed thank you moving on to new business item a is to discuss and consider resolution 252 which is the canel cancelling of the election for District 1 two and three Miss Diana you want to touch on that and V I make a motion we can on resolution 252 to cancel the election I'll second a motion in a second to cancel the main election to District 1 two and three all in favor any opposed carries congratulations again I mean

welcome Item B on new business discuss and consider resolution 253 which is the transfer of the 2013 Chevrolet Tahoe and the 2016 Dodge Charger to the city of Naples Texas Mr Mike mayor council this agenda item was kind of brought forward to us by mayor hook he's got a friend of his who is a council member over at the city of Naples which is just outside of Mount Pleasant Texas population size of about uh they went through a um without trying to air out all the dirty La they went through a transition in the police department and so they're now trying to rebuild it back and part of it is that they don't have a lot of equipment and one of the equipment piece of equipment that they really need are police vehicles as you know we uh just went through and received all of our police vehicles and so we do have some that kind of transition that we were looking at auctioning off or getting back to Enterprise Fleet for them to be able to sell out for us but there is a need for the city of Police Department for two vehicles we have two vehicles that we can transition and just transfer to the city of Naples uh it's kind of a sister City Goodwill gesture on the city of Kermit's part uh as was you know kind of reiterated mentioned to me we were in that position a few years ago and we managed to be able to get some people from DPS other police departments that were able to generously donate some of their things and transfer them to the city police department so I believe it's our kind of pay it for it ourselves and so this agenda item is to transfer a 2013 Chevrolet Tahoe uh I'm sorry it's a 2020 Chevrolet Taho apologies we've revised this since 2020 Chevrolet Tahoe there's a VIN number and then 2014 Doge charger to the city of Naples Texas police department for them to be able to have and use it'll go equipped with everything they need had to put a computer in there laptop have everything else you they

need they can put it to I've been in communication with the council member and the chief from Naples and I can tell you that they are they're just taken by our generosity of being able to do this and so they did say they will come in and pick it up at the moment that we have it I did tell them we'll be on the agenda for tonight and if if approved I will call them tomorrow we'll make so they they'll come here and get them we won't okay to approve the resolution 2503 authorizing the transfer of the 2020 Chevrolet Tahoe and 2014 Dodge Charger to the city of Naples Police Department and authorizing city manager to execute all needed documents for this transfer a second please send them our well wishes in finding the support that they need to do a good job a police department can't do a good job without support Rel that mage thank you a motion second to approve agenda item which is uh resolution 2503 for the transfer of the 2020 Chevrolet Tahoe and the 2014 Dodge Charger with the VIN numbers attached all in favor any oppos that motion carries Mike do we still have some more vehicles that could be repurpose not necessarily to City C but we have some auction items and things coming up we we have some other we that to you have thank you sir okay the next item uh is for eforce police citation system we're going to table that tonight we had a a late cber to the party that wants to meet with the chief and staff uh so we're going to table that till the next meeting I don't I don't need a motion to table that do I M uh D is to discussing concer

appointment or reappointment of the planning and zoning committee we have some openings coming up you want discuss those open plan and Z committee Martha for indicated that she no longer wants to be reappointed and so this is a part of what we're looking at doing we've had discussions uh that kind of drived out of the RV ordinance but an overarching look at our zoning code and that's where this will come through as a planning and zoning committee and so we want make sure we have a full committee that uh can begin to start that work uh as we mentioned as you see in the information they they basically do the planning for the zoning districts around town the zoning Lots uh you know any type of development sign regulations fence regulations anything like that falls under the plan and zoning committee so what happen is that once the plan and zoning committee meets they go through this process they will make recommendation Council to ad modif but we do want to get back committee and that's the reason for this is to have an appointment of this and want to discuss the board of adjustments and then we'll make a separate motion on both or do one then the other so do we have any uh I guess we can accept her resignation and then take nominations for replacement so I'll hear a motion to accept the resignation of Martha Flores from the planning and zoning committee I'll make a motion to accept the resignation of Arthur is from the planning and zoning committee motion and a second all in favor all and I'll open it up for Council discussion for a replacement you don't have anybody in mind that you would like to recommend can I recommend Amanda

Shropshire I don't have any I don't have any okay no further nominations okay so we have a a motion to uh ask Miss Amanda shopshire if she'd be interested in serving on the plan zoning committee all in favor or second I'm sorry I'll second she's here okay all in favor I now we'll ask her is that something you see you normally aren't here and get approved usually we we Vol and told you yes yes something I would like to do awesome congratulations GL to have you so that motion carries thank you all very much okay want to discuss the board of adjustments item is for a we have two on the that term ended in February 2025 we have received indication U that everyone is willing to serve except for Dan seal who never receive the response back from him so we do not know whether he's interested or not but that position is up and so the the board of adjustment basically listens to VAR requests by citizens when it relates to um anything that that comes up they want to do different on their piece of property uh some of those things can be done by myself but they also have the ability to appeal my decisions to the boa in the event that they so choose to and that's what the bo does so uh I will also make note that the plan and Zoning commission when they make changes it's got to come before Council for consideration the board of adjustment is different when they make a decision it's final it does not come before counsil so but that's what we have here is is uh we have two openings and Dan seal is the one that has not responded back and you said

Shannon also did she say she wanted to do it Shannon Shannon put it on there Shannon does reappoint I'm happy to stop stop by Dan's house and try to talk to him and reach out and see if he's still interested let's let's handle that in two motions but I think that's a great idea first let's take a motion to uh reappoint Shannon hendri Hedrick make a motion reappoint Shannon hedri to the board of adjustment committee I'll second have a motion a second to reappoint Shannon Hedrick to the boa all in favor I okay and on Dan seal uh since he hasn't responded I think if you want to make a motion to can we make a motion just to postpone that appointment bring back okay so I move to table Dan Seal's appointment until the March meeting this is March oh I'm sorry until the April meeting second we have a motion a second to table the appointment of Dan seal to the boa until further discussion in April all in favor I any opposed is that clean enough Mike congratulations okay the uh next thing item f is to discuss and consider a proposal from kimley horn for Professional Services for the development of Best Bark and also the development of a master Park plan for the city of Kermit Mike you will start off and then yes counil we do have crew from kimy horn with us but they have now submitted to us a Professional Services agreement forel along with developing a master Park plan we use for app for start looking at parks Rec so we

that we don't it but itely having a master uh but you see the services before you this is proposal that takes us all the way to the construction we show7 on the construction make it to that of construction pH it would be also the engagement of the community they come out engage Community comms anything else that they have that we can push out to us we can put out on our website our social media anything that we need to do the development and the designs I believe two designs buil into that to to start that process and so you have before you that proposal it does come in $850,000 sry 875,000 discount 875,000 for the professional service agement and they're here to be to answer any question that have on this leave a to ask me questions if you like but we do have quick question um so we will be applying for grants for for this project yes part of this whole project is that we will begin start applying for grants for this be offset some of the cost uh now remember we'll apply for Grants they can apply for Grants at any time but a part of the criteria most of the Texas parks and wildline plans is they want to see a master par by the city municipality in order to be a to get some additional points so that would be part of what we're going to be also doing with this start so is that something Kim you're going to be doing for us or

okay's with master plan is you get and like said Sor as Mike said you get points and so with that we want to run these simultaneously because with the it does take time so it's we probably want to look at our project schedule and determine if best park is a viable part to get grant funding for because it might be the situation where we get through final construction document development and then let's say you win the grant it may be another one or two year process for then for all of the letters and documents to get signed and everything get eled so that would be something that we would look at but master plan that's what that's what they want to see whenever you submit it that developing that overall city of permit so I was so this 875,000 is that one lump sum or is it build I mean I see that it says L some but before y'all start we have to pay this money no inv so like as mil as we complete mileston we'll be submitting invoices to the city okay so it's about 875,000 based on services for that so so based on the fee schedule on page 11 yes ma' it's 11 and 12 okay I understand now and so if if we pay for services there's a clause here that if we if we pay for it and it's not done how does that work or you won't pay

you won't Bill up until yall already started okay yeah B off like cost to complete so as we're working through the community engagement stakeholder engagement piece of it we may bill you know roughly 20% of that task and we won't bu you the full amount until we've completed all of the Eng okay okay submit and our accounting team we can tailor the invoice however yall see or how Mike and his staff see fit we can do that put some kpis in Landmark I think you touched on it before but could you explain it to me again the geotechnical investigation sure so I anticipate us to have some for structure this par whether that's like the large pavion maybe potential facility I mean again when we go through the conceptual develop so when we go through the concept design that's when we'll really be able to tailor the elements that y'all want to see out there what the community wants to see out there the Geotech looks beneath the surface of the ground and we'll get a full Geotech report that we include in the Pro manual and then the contractor will be able to reference that when construction comes to p and build the footings peers whatever Foundation structural elements that are required they'll look at that Geotech report and they'll have that from a construction standpoint so it's good to have just again from a stability structural standpoint you like to have that included so if the S hole cracks go right up to vest Park this will find it yes yeah before yeah they'll go out and okay that's something too that we'll work with Mike and his team um because they'll submit us a boring exhibit and it'll show the boring locations and

usually they do that when we sort of have a con concept design because they don't want to bore in an area where let's say we just have a trail right like a 5 inch thick Trail they want to go and Bo where we are have a pavilion proposed or where we do have a restroom proposed so we know what the soil is underneath yes so subsurface utility engineering is different than that how so that is all underground utilities sometimes this is a task that cities don't like to move forward with it's kind of a you either get it or you don't sort of thing um I like to have it because I'd like to know what utilities are out there and I don't know if we know the full background of what was at vest park at one point I it's just from Storm um any gas lines any existing utility infrastructure that runs through vest we have that and we'll know that and again as we're doing this conceptual design we can plan around it or if we do need to reroute it and show that in our construction documents we will factor that in as we develop the plans I'd like to include it um sometimes to the cities can directly I don't know if y'all have anyone out here that does that I just have that included that's what this fee also includes all of like our subc Consultants so if we can't do it inh house it includes all of our subc consultants and that's what we from project management standpoint we coordinate all that and obviously run through that run everything through mic and make sure like hey the guys are going to be out there this date we we coordinate all that as well it's really to help remove the surprises or reduce the surprises so it's something more than just calling 811 yes correct okay yes it is a we will get a detailed file of where everything is laid out okay so again we will show that in our existing condition plans and then again if we need to reroute some lines or move around will show that in our proposed plans and then that will again be in the

contractor scope in construction and yes it I've been in the situation where there were some surprises and we ended up having to stop construction and have a sue company come out and everything for us I'm sure there'll be surprises sure there was a one doing here under um public engagement yes it says that um y'all would like to um post or whatever an open house during the project yes after a city council meeting open house can be whenever so haven't set a schedule yet that's what once we were under contract I was going to work with Mike and have a conversation with y'all with Parks Sport and start figuring out what that open house online engagement piece of it if we need to come and do some design shetes and get some image boards up so get some ideas um that's just one piece that we can definitely have before a council meeting after a council meeting um but on the public engagement piece that was we've AG grouped the best Park public engagement and the park master plan engagement together so we'll basically probably wherever we have it if it's at the Civic Center or here or somewhere else we'll probably have a side that is strictly for best park and then we'll have a side that's for the overall Parks and Rec master plan so we'll just have to um obviously I have a team that will come in but anyone from the city that can come and help sort of delegate tell people where to go because it sometimes can get a little bit confusing when you have a lot of things up we'll definitely be able to um do that together so again it's us coming out here and tackling that all at once and not having to have all several meetings and again trying to be cognizant of the fee because I do know it's a large fee but it's also a lot of work that we're be putting into this I was just thinking if it was after a council meeting it could be extremely

late if we had a long executive session something we could also maybe the meeting up a little bit shorten our executive session something like it can be on a different day bless you anybody else your your nominations accepted I make a motion we approve the professional service agreement with for the development of the best plan I'll and the overall Master I'll have a motion at a second to approve the proposal from kimley horn on Professional Services for the development of vest Park and the development of a master Park plan for the city of Kermit all in favor I any opposed that motion carries congratulations and we're excited thank you thank you for answering all that we start tomorrow yeah that's to say can we start tomorrow there you go see emails thank youall again very much so much item G on new business to discuss and consider resol resolution 2504 which is a lease purchase of a 2026 Freightliner rolloff truck which will be for use in the sanitation department Mr Mike counil to No Surprise we havean trck issues we currently have two sanation rollof trucks that we use we have ma that we have right now the other is a 2013 freight line 2013 freight L yes 2013 freight liner well just kind of so you know they have both been in repair uh so we went out last month to Houston and we rented a rollof truck out of a company in Houston called Southern truck we still have the rollof truck because we're still using it uh but we found out

that the the 94 was repaired and then 2013 freight liner so at one point in time we had three of them and we were ready to send the other one back and we began to start having discussions well should we wait should we not because you know one if it breaks down again and lo behold by the end of the week they broke down um the 1994 ma truck we believe was a transmission and I can tell you to well no I can't tell you I all I can tell you that to date we spent a lot of money on the ma truck and it is a 94 so it is already 30 years old the this agenda item is to look at getting a 26 uh freight liner rollof truck um and it'll be a new one what we have found out is that if we put our order in now then it's going to take probably 30 to 45 days they get the truck in before they can assemble it to get it ready for the roll out truck which will take another probably two months so by ordering it now we're probably looking at receiving it in about August or September on the rollof truck I will let you know also that this rollof truck that we're looking at includes a $3,500 tariff fee uh based on the the Tariff implementation has been puted by the Trump Administration we've also been notified that if we wait till July there's potential to having a $10,000 chff fee and so that's the reason we're asking for you to do it now and approve it so we can get it in I will I will make note that you have two bids they both fre L South Texas LC the first one with two pages says it's based out of Texas and that's a total amount of 186 and then you have another one that says but it's based in Austin and that dollar amount is for 233 322 they're both dog Freight miners both

the same company for some reason Unown unknown to us they have different prices we can understand but so what we're looking at is the U the 186 330 is what we're looking at doing that's that's the roll truck that we're talking about not the other so I would ask you to kind of concate on do freight ler 18630 I also gave you another sheet from Capital Finance project a fining proposal I'm sorry and if you go to I believe it's page five but there's a layout the uh financing for that particular liner vehicle and it says five payments five annual payments of 43570 is what we're proposing now of course another option to Simply pay cash but I before you a lease option as well which is $42,000 a year for years got a at theend the interest rate on it is 5 does that include the maintenance or we that's just a finan okay so we would be responsible for all the maintenance okay government capit simp okay is this the same model as our other models I know we were interested in trying to make all of our Fleet the same for part e yes they're allers the new sanitation trucks that we got the two we got in last year and the two that we get in in this year are also are the motors all the same though yes com they're all com they're ISX yeah 186 does that include everything that this other one the

gentleman which is Craig Kevin Craig he's the one out of Austin and I can't explain why but um the initial uh proposal that we got from Dogg same exact truck so we're comparing Apples to Apples right and that's what they gave us and so they're saying on here fourth but after July 4th we have no guarantee right reevaluated they told us paying the rental on the one we're R we're still in the rental what is the CC because all of the rollof were full we couldn't move so that's the reason we ended up getting the roll off get so we get those rolls EMP and bring it back and of course with the payments that's over a one year period the seven payments is over a Year's period seven no it's it's it's one payment over five years so got one pay okay for the 43,000 43,000 roll off truck and the five payments is what for the five payments I'll second we have a motion and a second to approve item 254 which is the lease purchase of the 2026 freight line roll off set up the payment structure with our finance company all in favor thank keep moving on although we canell the council elections we do have uh other elections that are still pending so m d you want to talk about that um will start April 22nd through April 30th and election day is May 3r and these are the people that are being election CL and as you all can see the

per hour for so this is just for election day yeah this is just for election day okay early voting perks are that work at theity okay clerks no they can be okay as long as it's just for that day I guess right that's how that works okay on item h under the um proceeding judge alternate judge and election CL as presented a second motion Carri all right our last item on new business discuss counil I've been discussion with Chief who also served on what they talk to me about and he can probably exp a little bit more on this but what they talk to me about is having the sub for that and so they requ fing Marsh fire chief of April the way the motion was the chamber please ask the count to oversee so basically all the personel basically we came to the point just too much assume you know we come back in April from more whatever on the K either one of those two chamber of Comm okay and then one day can thank you for coming appr we have everything in front of Mr R have some questions I mean there's nothing

statistics something that just kind of talk in the why do we need a doing for us help us from nor did yall discuss almost picked up so uh we had to post what happened okay they getting certified and are they card but they would also get like a they do something like that or maybe finding out certify you and give you a little right front end and show them how to dig and was on the list of things that we you know Mike I think we C something J the other one not far behind it awes Ricky said EXC couple of negative naysayers but uh well to clean up the curves and gutters the order I'm do we have anybody from the item number seven working while we're on I don't think it'll be I'm allergic to Caesar too just how

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you PM I'd like to uh reconvene city manager Etc get everyone to give y'all the address and then y'all could go you know they may not be able to properties to do I have a couple in M what was that so are the city manager of car proud of the the head people that was a great point on kcd we are how many vendors so excited you can't play within six months we have a list header they were the Texas July kiss it's going to be around town pass to the told me saider call and get permission in 19 back theni the young lady right back on um like it should with last Wednesday access to the house and need to replace vehicles elit day in there use the light get the ball rolled on