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two gary lance gary from first baptist church to come up and lead us in the invocation welcome sir and happy new year thank you let's pray our due our dear father we do want to thank you for who you are recognizing that you are god we know that you that nothing in this last year has surprised you and that through it all you remain in control and through it all we can continue to learn to rely on you more we know that you've placed leaders in place for this specific time and that through their leadership that many things can happen we ask that you lead with wisdom christ's name amen thank you for being here have a good evening this time at 6 30 p.m we're gonna call the meeting order and announce we do have a quorum present all council members are here this evening item three on the agenda is pledges of allegiance to the united states and texas flags councilman cleveland you mind doing honors absolutely if you would stand and join me for the pledge of the us and texas flags of america and to the republic for which it stands one nation indivisible with liberty and justice honorable i pledge allegiance to the texas one state under god one indivisible thanks for that mr cleveland item four and the agenda items of community interest mr hotop anything sir i have none i did have one quick thing council i wanted to share i was uh honored to receive an invitation from our state representative phil king to the invitations to the swearing-in ceremony which was today in austin for the 87th legislative session very appreciative of representative king for that invitation he invited me on behalf of the city council i'm proud of our partnership proud of his representation in austin for our city and for the counties of parker and wise and felt like our community need to know that representative king clearly is tremendously respected as a legislator and as a person in austin and i was honored that the city of weatherford and one of our governing body members was able to go down mr mayor if i may say something as well please i just wanted to say thanks to our parks department for a great job with the heritage park lights display that was set up last month that was considering the circumstances that were in with kovid even outside of that it was a great event to take the family to and i saw a lot of people there enjoying that and it's just a great thing to see our parks do a great job again so really enjoyed that one to say thank you to them well said sir any other thoughts ideas you know great item five on the agenda is approval of the minutes 5a is considered approval for minutes of the city council meeting held on december the 15th 2020. motion on the floor by kevin cleveland for approval is there a second second by matt tiscus any discussion before we call for a vote on 5a hearing none we'll call for a vote for this time on 5a indicate yay or nay please then it's pass four we do have one recusal mr robinson 5b consider approval of the minutes of the city council special session held on december the 17th of 2020 any discussion on the item or is there a motion on the floor motion by mayor pro tem for approval second by kevin cleveland any discussion before we call for a vote on 5b call for a vote at this time by b we have four years and one recusal item six consent agenda items council we have six a six b and six c and six d would you like to entertain this as a body or does anybody like to pull out one item to hear individually i'd like to pull item six c to here individually please item 6c for individual consideration any others entertain a motion for approval if that's your pleasure for item 6 a b and d consent agenda items motion by jeff robinson second by matt tiscus in discussion on those three items hearing none will call for a vote at this time indicate yay or nay please passes 5-0 item 6c consider award of request for proposal rfp number 2021-006 to christian cleaning for janitorial services of municipal buildings in the amount of 158 797 dollars and 80 cents with options for special events and emergency cleaning set at 35 dollars per hour mr tiscus you requested this to be pulled yes i did mr deal do you have information related this item sir i believe so uh mayor council members dustin dill director of municipal community services and what you have before today before you today is an rfp for janitorial services for various municipal buildings that we we clean and service uh the proposals that came in and were submitted were significantly different in pricing ranging from 50 000 to 250 000 that being the case staff relied heavily on our scoring matrix to determine best value our scoring criteria was advertised in the rfp that we sent out um it was then scored by a small internal committee and then it consisted of the various qualifications that i can go into for you one the proposal was it uh properly submitted have they been in business for three plus years uh they have comparable experience their financial statements is the vendor adequately prepared to fulfill the agreements was the insurance requirements met as the vendor office within 20 miles of the courthouse was the purchase price fair realistic the reputation of the vendor and the vendor's goods and services the vendor's past relationship with the municipality a hub vendor status as well as is the vendor does the vendor allow for a supervisor to be available on a weekly and monthly uh basis for any issues that may come up available these qualifications were weighted differently some of the administrative qualifications were less in the weight versus some of the qualifications relating to how well they can do the job or their experience or their references were weighted more at the conclusion of the scoring process the committee averaged all the scores and christian cleaning did have the highest scoring considerably higher than some of the other or the next available one as well therefore they were selected as the proposal of best value so tonight what we are asking is for council to award the rfp to christian cleaning services mr tisch any follow-up questions no no follow-up questions i just um as i was looking at the agenda and the bid tab with the wide rank pricing i called mr deal earlier and discussed it and after our discussion i just felt it was good for him to come and share that information um just so the public can hear the process that was gone through um to to determine who was the best fit for this job of course we have i think a relationship company already they do a good job for us which of course is always important i felt like it was important for uh for for folks to hear the process that was gone through on this so well said sir thank you any other questions or comments on 6c all right this time we'll entertain emotion without your pleasure pleasure made by matt tiscus for approval second by mayor pro tem any discussion on six c where we call for a vote hearing none we'll call for a vote at this time indicate yay or nay please passes five zero item seven regular agenda items seven a consider adoption of ordinance o two zero two one dash zero one on the voluntary anne action of arrow point at eastlake being 6.086 acres including 5.337 acres situated in the j.l edwards survey abstract number 416 parker county texas as conveyed to david wilson kyle lawson and bobby joe whaley as evidenced by deed recorded and instrument number 201933416 deed records parker county texas said 5.337 acres includes all of lots 4 through 8 east lakeview edition an addition to parker county texas according to the plot recorded in volume 290 page 604 platte records parker county texas said 6.086 acres also includes 0.749 acres of arrow point drive right of way as dedicated to parker county texas to enlarge and extend the boundary limits of the city mr top thank you mr mayor members of the council you want that red again you're going to do it yourself yeah that's one of our shorter ones too so so this is a voluntary annexation of 6.086 acres for a 16 lot single family subdivision located at east lake and airpoint drive so there's two public hearings that were held on december 15th and december 17th no one showed up in opposition to that and it does not extend the etj boundaries today and staff recommends approval counsel any questions on this item 7a hearing none will entertain emotions at your pleasure motion by kevin cleveland second by jeff robinson any discussion before we call for a vote on 7a hearing none we'll call for a vote at this time please indicate yay or nay passes five zero seven b on the agenda it's considered adoption of ordinance 022021-02 emitting chapter 4 of title 8 food establishments for the city of weatherford mr kettner good evening sir yes mayor council you have in your packet a full staff report that outlines this amendment to the food establishment and part of this has been in conjunction with the recent amendments to the zoning regulations where we have allowed food trucks in to the community where we haven't uh permitted them previously except for special events and so forth and so what we've done is we've reviewed over those food truck requirements and some of the discussion that had come up was the cost of some of those permits and one of the areas that we we feel that staff looked at based on those comments was the food establishment license which we're directed to do as a as a consumer health department and as dictated by the state minimum requirements that we're required to do and so as we looked at that we also looked at the full food establishment licenses because it goes for the brick and mortar restaurants and permanent locations as well and we wanted to reduce that cost uh to be able to you know show that we're open for business and right now one of the hardest hit industries in with with the covet is is our as a restaurant and in the service industries side of things and we feel that this would be one of the things we're doing is moving this to a two-year permit versus a one-year permit um so that way this year we would extend everyone that was permitted in 2020 to 2022 in february and and allow them that grace period allow them opportunity to to prepare for that change as we move in that we're at this time we're not adjusting any of the fees the fees would be just what the fee would be all our costs are passed through costs for our third party inspectors that do those inspections and particularly for food trucks a lot of times we're paying right now they would be required to pay 300 per year for two inspections per year but we also do those events and those inspections already and this provides a way for them to reduce that so if they did an event for example in fort worth and then they came to here for uh the very next weekend to do an activity then they've had already an inspection last week that inspection would be still valid we would accept uh seeing that their trucks had been inspected by another health organization that that our main purpose for this is to make sure that the food is safe for the public and that they're located in the in appropriate locations so with that this is what this amendment does is it does change it to a two-year permit allows flex greater flexibility for us to reciprocate those licenses from other jurisdictions particularly for the mobile and the temporary users of food establishments there is still other work to do but this helps us get started and as well helps all the brick and mortar shops that are in our city limits to extend theirs through to 2022 without any additional fees or or paperwork questions on 7b for mr kettner i just again want to say thanks for working i discuss with mr kentner before i think christmas maybe or i can't remember now it's been a little while but thanks for working with this with the staff on that i did speak to a number of food truck vendors in our community to get their perspective and i know they're thankful for some of the some of the changes in how we're working with them so just thanks for your your work and help on that both comments yeah i i wanted to commend you um you know the food truck thing being up here for a little while you've seen that some things have taken some time to get in place i want to commend you guys on the speed at which things are starting to happen so from complaint to fixing the problem as you said was a mid-december yeah you know in the problem and a great deal of the problem is already solved so thank you guys for moving quickly when problems arise clearly you're you're listening to your customers and and where it is still you know fitting and where it can be done there's common ground that's being found and that's a win-win deal and that's really what we're here to do so thank you for that i think both these gentlemen have said that thank you for being uh open to those suggestions well and support our customers all right 7b we have a motion on the floor for approval by mayor pro tim wilder second by kevin cleveland any other thoughts or comments excuse me before we call for a vote 7b we'll call for vote this time please indicate yeah or nay passes 5-0 item 8 is staff reports 8a is an update regarding the progress of the downtown bypass project project good evening mr hughes mr mayor a member of the council terry hughes director of capital projects i will start if you don't mind with a an exhibit that you're all familiar with it's our overall program for the downtown what we refer to as the downtown project it comes in three phases the north bypass is phase one it's broken into two parts phase two is the southern bypass and then of course phase three or the final goal is what we refer to as heritage square with that being said i'm going to refer back to a excuse me i'm going to refer back to a timeline map that we started with in march of 2020. i presented this to you at that time and these were our target dates uh moving forward based on everything we knew at the time the reason i'm showing them to you is there going to be some modifications the timelines don't slip on this particular program but i want to show you some things that are relative to this timeline if you don't mind that is this same timeline but i've inserted a couple of items if you will notice we've inserted on the lower end of the timeline an afa resolution which we have just approved tonight that was necessary to be forwarded in fact that that resolution will be signed tonight or tomorrow the resolution will be signed and then forwarded to txdot they will then send mr hotop the documents to sign and we send them back their counter-sign and i'll go through a little more of that in just a moment as to what that is required but that was a major step for us we actually submitted the afa advanced funding agreement to tax dot back late august early september and we've just now worked out all the kinks with it part of that is due to the code crisis that has just slowed down what your normal processes are and and has cost us a couple of months in this entire timeline that being said that part of it is approved we have also got our rfqr request for qualification format approved by txdot and we have advertised as of january 8th soliciting qualifications from various consulting firms throughout the state we already have a number who have downloaded the rfq which is what we refer to it and are calling us with various questions all of that being said that will happen we have a selection team in place that will end uh shortly i think we give 30 days on that and then we will select a short list of qualified personnel then we have our team our selection team which is a six person team interview the shark list which is normally four to five uh consultants and i think mr mayor you you one at one time set on a selection team with us so you're familiar with that the reason we're doing that is we want to make sure that whoever we select is a great fit for weatherford not only on the technical side but on the personal side and how they interact with this community and how well they know our community that's extremely important for us so that being said we will have after that selection process a contract for you to approve in april and then we will start survey work in may that's the timeline as we project it out do not be surprised for some of these target dates that you see to the right to slide a couple of months as we move forward specifically with regard to the environmental approval in february i i anticipate that sliding because we were working this timeline predicated on getting an afa much sooner okay that being said that is the northern bypass those are things we've worked on pretty hard especially mr morgan our engineer he's he's been very diligent in interacting back and forth with tech stock personnel to make sure that these things come forward okay with that being said i've got some additional news let me just kind of follow through with that as soon as the afa is finalized we have to seek what is known as a state letter and federal letter of authority to actually execute and move forward that's a written request from them the minute that comes back to us we send a written request they will send us an sloa or a state letter of authority that means we can actually start spending money at that point that normally is a 30-day process but again with cobin i'm not sure when that is i've just included that so you know that that is part of the process again in march we will go through our selection process and then select our our consultant in april with a contract for you okay phase two that's kind of dropped to the side for the last few months but i want to bring you up to date because it has not been forgotten uh in november of the of last year late last year november december time frame the rtc approved placing the southern part of the bypass the parts you see in blue into the transportation improvement program with funding in the amount of 10 million 384 thousand dollars coming from a state transportation block grant part of that 10 million dollars will be 1 million 892 000 of transportation development credits you will remember those uh from when we had to we used the same thing in phase one where we uh took our ters money and would repay a certain amount of those tdcs the same thing will transpire on the southern side we haven't negotiated all of those elements but that will be coming to you over the next two or three to three months so as we move forward that money is not available to us right this minute there is a process uh because it now has been approved by rtc for inclusion the tip modification comes in what we refer to as tip modification comes in cycles this will either be modified by the administrative staff of cog in may or it could go roll all the way to august either way once that tip is formulated there are a lot of other projects when i say that that are included in the tip that will be forwarded to the texas highway commission or texas transportation commission for inclusion in the overall state plan which is known as the stip that happens in september then it requires a federal approval which happens in november so we're gunning for a november time frame to get funds moving our direction so i've modified some timelines that you've seen before specifically with regard to the southern bypass i've moved that time frame out for the start of engineering to somewhere around november of 2021 we're again looking at the same processes moving forward with that project that's where we are at this point of course we still will be trying to figure out exactly what we're going to do with the heritage square and some possible funding scenarios uh moving forward with that and i'll be glad to answer questions i hope not having bored you with that not at all any questions for mr hughes council um can we go back to the first first timeline i'm sorry the first timeline you had it so the funding was initially intended to be available in october into september early october yeah this last year so that funding will probably be available by the end of the month is that what i'm gathering into this month yes so we're running about three and a half four months behind about three months yesterday so that pushes pretty much those dates you were talking about they could fudge if the if the dates and timelines are right we should be i think they will the reason i didn't expand them in that second timeline is i won't wait till we get a consultant in place work out their timelines for their deliverables and then i can come back and modify that with a greater comfort level i might be saying things that you guys are already saying amongst yourself and just repeating something that you are already thinking but as we get through some of these phases we're leaving the phases where we're dealing with government organizations that we we have to wait on meeting timelines and and groups getting back together and we're starting to enter into a phase we're going to be actually paying people to work for us and those people we can't hold accountable so we're reaching a point in the timeline when we have some ability to control a lot of those items and and possibly make up some time or at least hold stricter to the timelines so what i would encourage you guys to do is to go through that overall timeline and pick out those items that we will have control over versus the items we have no control and figure out if there's anything we can do a to make sure we hold those timelines that we pull to what we say they're going to be or even possibly shorten those to some i thought if i might part of this entire selection process will be discussions uh about how they propose streamlining the process at least on their side again we do design we send it to text dot for them to review that's that's the elements we can't control as you can see through this once it leaves our consultant in our hands it goes into someone else's hands but what you're asking for i think is is something we intend to do with with uh our contract and with the deliberate at least from our consultant side and i've said through these these rfq process selection committees before and seeing how they work and i see that they're part of the selection process but uh um they're really quick to tell you what you want to hear when they're being selected after they sign the contract all of a sudden the emails take a little longer to get back and phone calls don't get returned quite so just want to make sure that they they understand we we're not trying to rush a timeline and make a product that's not what we're trying to get accomplished but we are trying to get something done that's already moving a little slow and we don't need to compound that so yeah sure i i want to emphasize that in the same but maybe just a little bit different way there need to be established liberals in the relationship established with these consultants and you'd said and i'm paraphrasing when we figure out what they're comfortable with on a timeline they need to understand what our expectation is up front if they can't agree to that if they can't meet that they need to discuss that on the front side and renegotiate that or meet the deadlines and the criteria that are established and we do see those things change after contracts are established over time we've seen those things and we're all busy we're all dealing in unique circumstances we're all dealing with covet but we all still have to deliver and so that needs to be made very clear to them and hopefully in a structure in writing that's contractually binding to them and there should be a consequence for not delivering those items that's the business world and that's the world that we all operate in fair enough certainly yes sir okay and i believe we can incorporate that into a contractual true well anything else all righty great presentation thank you for that and you'll be back and we do this quarterly or semi-annual uh quarterly quarterback about the time we bring back the contract great thank you so much appreciate it item nine on the agenda council did you have anything else on a day okay item nine on the agenda is future agenda items council anything it's true top i have none item two on the agenda is executive session items 10a pursuant to chapter 551 texas government code vtcs open meetings law in accordance with the authority contained in 551074 personnel matters one to deliberate the appointment evaluation employment reassignment duties discipline or dismissal of a public officer employee city manager evaluation it is 6 57 we're going to go into executive session downstairs we will come back up to this room to readjourn in regular session to consider action all right council's back in regular session at 9 00 pm item 11 on the agenda action on executive session items 11a to take action if necessary pursuit of chapter 551 texas government code vtcs open meetings law in accordance with the authority contained in 551074 personnel matters one to deliberate the appointment employment evaluation reassignment duties discipline or dismissal of the public officer employee city matter manager evaluation council do you have any desire to take action on the side no sir hearing none we'll move to item 12 which is citizen comments on non-agenda items we do have one speaker card this evening uh mr yerry darling yuri i thank you for your patience tonight we kept you waiting a while didn't we we don't want to make the dogs mad once you get settled up there if we can have your name and address then you'll have three minutes mr gary my name is darwin year i live at 110 harmon street here in weatherford i've been with uh worked with the city of weatherford for a long time in years past and i won't take but a few minutes because i know we're all ready to go home you've got three minutes so it's already ticking you better get going we got a situation where uh uh i have sent the city manager two emails and it is about a a litter and trash abatement program for weatherford that was so successful for 17 years and in 2010 it was put on the shelf we had a new city manager at that time and he put it on the shelf and we've had a litter uh problem in weatherford the trash accumulation problem for years i love weatherford and i had sent the city manager to email us emails about it and if you want to know about it you sure refer to him because it's getting late and i just want to go home too and i know y'all do too and other other than that i had sent the mayor an email about a personnel conflict of interest program we have here and i'm upfront about that and i think it needs a resolution and uh i won't go into it here tonight it wouldn't be proper to go into it here but uh my email express is what it is and anyway um y'all have my phone number and uh you have my address and if you want further elaboration on this i'll sure do it but i think it needs to be in a little different format than here in public so i have reservations about that but anyway i thank you for your time and uh any of you can give me a call at any time thank you so much thank you mr yuri we apologize to the dog for keeping you out so late all righty anybody else before citizen comments on non-agenda items anybody item 12. seeing none we'll go to item 13 which is adjournment council motion by kevin cleveland for adjournment second by matt tiscus you want to talk about this you want to go home we'll take a vote call for a vote on adjournment okay renee please councils adjourn 5-0 at 9 03 p.m thank you for