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HomeMy WebLinkAboutMAR 25 2025 - PACKET REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS CITY HALL 801 MAIN STREET TUESDAY, MARCH 25, 2025 1:30 PM AGENDA CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL PROCLAMATIONS PRESENTATIONS Communication Update Drainage Study at the Henry Homberg Golf Course RECOGNITIONS PUBLIC COMMENT ON AGENDA/CONSENT Citizens may speak on the Consent Agenda/Regular Agenda Items 1-9 or any other topic. CONSENT AGENDA (Items placed on the Consent Agenda are considered routine in nature and are considered non- controversial. The Consent Agenda can be acted upon in one motion. A consensus of the Council is required to remove any item for discussion and separate action.) A. Council to consider approving the March 18, 2025, City Council meeting minutes. B. Beaumont City Council Members to consider and appoint Jake Tortorice as Vice Chairman to the Advisory Board of the Beaumont Convention & Visitors Bureau. C.Consider a Resolution authorizing the City Manager to execute all documents necessary, specifically including a contract, in order for the Southeast Texas Auto Theft Task Force (City of Beaumont) to transfer a vehicle title to Jefferson County Sheriff's Department. D. Council consider a resolution approving the annual contract for automotive preventive maintenance on City vehicles. E. Council consider a resolution authorizing the acceptance of a ten foot (10’) wide exclusive Water Line Easement. F. Council consider a resolution authorizing the acceptance of a ten foot (10’) wide exclusive Water Line Easement and a ten foot (10”) Sanitary Sewer Line Easement. G.Council consider a resolution approving the purchase of Self Contained Breathing Apparatus (SCBA) for use by the Fire Department. H.Council consider a resolution of a License to Encroach Agreement located at 601 Park Street. I.Council consider a resolution authorizing the City Manager to execute a grant agreement extension for the 2022 CHDO Reserve funds. J.Council consider a resolution approving a three-year contract for grounds maintenance and litter removal at bus shelters and the Henry Dannenbaum Transfer Center. K.Council consider a resolution authorizing the submission of an application to the Texas Division of Emergency Management (TDEM) for Hazard Mitigation Grant Program (HMGP) Funding and authorize the Mayor and/or the City Manager to act as the City’s Executive Officer(s) and authorized representative in all matters pertaining to the City’s participation in the HMGP. L.Council consider a resolution authorizing the submission of an application to the Texas Division of Emergency Management (TDEM) for Hazard Mitigation Grant Program (HMGP) Funding and authorize the Mayor and/or the City Manager to act as the City’s Executive Officer(s) and authorized representative in all matters pertaining to the City’s participation in the HMGP. M.Council to consider a resolution authorizing the settlement of the lawsuit styled James Mathews vs. City of Beaumont, Texas. REGULAR AGENDA 1.Council consider a resolution authorizing the City Manager to enter into an Advance Funding Agreement (AFA) with TxDOT for the maintenance of proposed Port of Beaumont wayfinding signs. 2.Council consider a Resolution of no objection to Beaumont Timbers Edge I, LP in the development of a proposed Housing Tax Credit (HTC) project located at 1075 Pinchback Road, acknowledging that Beaumont has more than twice the state average of units per capita supported by Tax Credits, affirming that the proposed project furthers fair housing, and offering expressed support for the project. 3.Council consider a Resolution supporting Steel Acquisitions IV LLC (Steele), a proposed Housing Tax Credit (HTC) project located at 4325 Crow Road, acknowledging that Beaumont has more than twice the state average of units per capita supported by Tax Credits, affirming that the proposed project furthers fair housing. 4.Council consider a resolution creating a Bond Advisory Committee. 5.Council consider an ordinance amending the FY 2025 Budget. 6.Council consider a resolution authorizing the City Manager to award a contract to Brystar Contracting Inc., of Beaumont, for the E. Virginia Pump Station Trash Collector Reconstruction Project. 7.Council consider a resolution authorizing the City Manager to execute Change Order No. 8 to the contract with Callan Marine, Ltd., for the Riverfront Park Restoration Project. 8.Council consider a resolution authorizing the City Manager to execute Change Order No. 7 to the contract with ALLCO LLC, of Beaumont, for the 48-Inch Pine Street Raw Water Line Project. 9.Council consider a resolution amending the Financial Policies. PUBLIC HEARING Council to conduct a Public Hearing to hear applicants requests for funding from the FY 2025 Hotel Occupancy Tax (HOT) Grant Program for FY 2026 funding cycle. WORK SESSION Council to review and discuss City overtime expenses. COUNCIL COMMENTS EXECUTIVE SESSION Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Samuel Ben Ardoin v. City of Beaumont; Cause No. 25DCCV0043 ADJOURNMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Kaltrina Minick at (409) 880-3777. A TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Tina Broussard, City Clerk MEETING DATE:March 25, 2025 REQUESTED ACTION:Council to consider approving the March 18, 2025, City Council meeting minutes. BACKGROUND None FUNDING SOURCE None RECOMMENDATION Approval of the minutes. ATTACHMENTS Minutes - March 18, 2025 B TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Freddie Willard, Director of Convention and Tourism MEETING DATE:March 25, 2025 REQUESTED ACTION:Beaumont City Council Members to consider and appoint Jake Tortorice as Vice Chairman to the Advisory Board of the Beaumont Convention & Visitors Bureau. The Vice Chairman would start upon city council’s approval until September 30, 2025. BACKGROUND According to the Beaumont Convention & Visitors Bureau Advisory Board Bylaws, the City Council appoints the Vice Chair position. The Nominating Committee prepared a slate of officers, with Jake Tortorice receiving the most votes for the Vice Chair position. This was presented to the City Council in a workshop session on February 18, 2025. FUNDING SOURCE None RECOMMENDATION Approval of the resolution. ATTACHMENTS C TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Tim Ocnaschek, Chief of Police MEETING DATE:March 25, 2025 REQUESTED ACTION:Consider a Resolution authorizing the City Manager to execute all documents necessary, specifically including a contract, in order for the Southeast Texas Auto Theft Task Force (City of Beaumont) to transfer a vehicle title to Jefferson County Sheriff's Department. BACKGROUND The Texas Gov't. Code Ann. Sec. 791.001 allows local governments to contract with one another to provide a governmental function that each local government is authorized to perform individually. Each year, the City of Beaumont, City of Port Arthur, Jefferson County, Hardin County, Jasper County and Orange County enter into an Interlocal contract with each other, forming a joint cooperative agency which is known as the Southeast Texas Auto Theft Task Force. Using grant funding, the Southeast Texas Auto Theft Task Force purchased a 2024 Chevrolet Silverado truck to be used by investigators in furtherance of the Task Force's objectives. This vehicle will be used to replace a 2013 Chevrolet Tahoe with over 130,000 miles that the Jefferson County Deputy assigned to the Task Force is currently assigned. The City of Beaumont and the Southeast Texas Auto Theft Task Force wish to enter into an agreement with Jefferson County to transfer the title of the vehicle to allow Jefferson County to maintain the vehicle and provide insurance. This agreement would work to the advantage of all parties. The 2013 Chevrolet Tahoe will be retained by Jefferson County, as it was purchased by Jefferson County. FUNDING SOURCE Not Applicable. RECOMMENDATION Approval of Resolution. ATTACHMENTS SETX ATTF Use and Maintenance Agreement D TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution approving the annual contract for automotive preventive maintenance on City vehicles. BACKGROUND This contract provides preventive maintenance services such as oil & filter changes, tire checks, fluid checks and grease checks on the approximately five hundred seventy-five (575) City vehicles. The initial term of the contract is for one (1) year. At the end of the initial term, the City may renew the contract for two (2) additional one (1) year terms at the prices quoted, not to exceed a total of three (3) years. One hundred nineteen (119) vendors were notified via email as well as advertising on the City web page and in local newspapers. Three (3) bids were submitted. Magic Express Wash and Lube of Beaumont responded with the lowest qualified bid of $148,698.50. This is approximately a seventeen percent (17%) increase in price from the previous bid. Bid tabulation is attached. FUNDING SOURCE Fleet Fund. RECOMMENDATION Approval of the resolution. ATTACHMENTS E TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the acceptance of a ten foot (10’) wide exclusive Water Line Easement. BACKGROUND Beaumont AG, LP has agreed to convey a ten foot (10’) wide exclusive Water Line Easement to the City of Beaumont. The easement is described as being a 0.3613 acre tract out of a partition Map No. 1 situated in the McFaddin Trust, Jefferson County, Texas. The water line easement is for the construction of new senior citizen apartments located at 4390 West Cardinal Drive. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS Waterline Easement - 4390 W Cardinal Drive F TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the acceptance of a ten foot (10’) wide exclusive Water Line Easement and a ten foot (10”) Sanitary Sewer Line Easement. BACKGROUND Antioch Missionary Baptist Church has agreed to convey a ten foot (10’) wide exclusive Water Line Easement and a ten foot (10’) wide exclusive Sanitary Sewer Line Easement to the City of Beaumont. The water line easement is described as being a 0.1717 acre tract out of and part of Lots 8 and 9, M. C. Cartwright Subdivision, situated in the J.W. Bullock, Abstract 7, Jefferson County, Texas. The sanitary sewer line easement is described as being a 0.1717 acre tract out of and part of Lots 8 and 9, M. C. Cartwright Subdivision, situated in the J.W. Bullock, Abstract 7, Jefferson County, Texas. The water line and sanitary sewer line easement are for future development of the property located right of 4390 West Cardinal Drive, identified as being Parcel #18533. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS Waterline Easement - Parcel #18533 Sanitary Sewer Easement - Parcel #18533 G TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Earl White, Fire Chief MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution approving the purchase of Self Contained Breathing Apparatus (SCBA) for use by the Fire Department. BACKGROUND The Self-Contained Breathing Apparatus (SCBA) was budgeted, and we will purchase 12 SCBA units along with its components from Municipal Emergency Services, Inc., in the total amount of $141,484.48. The Fire Department must periodically replace old and/or defective SCBA units and related materials. The units provide breathing air to firefighters while engaged in firefighting activities. Pricing for the equipment was obtained through the Houston-Galveston Area Council (H-GAC) purchasing cooperative, which provides cities and political subdivisions with the means to purchase specialized equipment at volume pricing. H-GAC complies with State of Texas procurement statues. FUNDING SOURCE Capital Reserve Fund. RECOMMENDATION Approval of the resolution. ATTACHMENTS Quote H TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution of a License to Encroach Agreement located at 601 Park Street. BACKGROUND Encroachments into the City's rights of way have been identified at the property located at 601 Park Street. This property is legally known as Lot 321, 322 and 327, Block 50, Original Townsite of Beaumont, situated in the Noah Tevis Survey, Abstract No. 52. The encroachments include the following: Electrical light fixtures encroaching 1’-9.5” onto Park Street A front door entry wall encroaching 6.5” onto Park Street A parapet wall encroaching 2’-1” onto Park Street Electrical light fixtures encroaching 1’-9.5” onto Fannin Street A parapet wall encroaching 2’-1” onto Fannin Street. The request from Redemption Church, the owner, was submitted to all city departments and utility companies and no objections were received. The City Utilities and Public Works Departments have approved the license to encroach, subject to the following conditions: 1.The City of Beaumont will not be responsible for any damages to the structures if the sewer mains should ever develop a cavity or for any repairs to the City mains by City crews or contractor crews hired by the City. 2.The City of Beaumont shall not be responsible for repairing or replacing structures or for any improvements within the Right-of-Way property. 3.A permit is required for any work done or for the replacement of the sidewalk. The License Agreement protects the City from liability and provides a thirty (30) day cancellation clause. The License Agreement will be filed in the Jefferson County Clerk Office as permanent record. FUNDING SOURCE Approval of the resolution. RECOMMENDATION Approval of the resolution. ATTACHMENTS License to Encroach - 601 Park Street I TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Demi Engman, Director of Planning and Community Development MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute a grant agreement extension for the 2022 CHDO Reserve funds. BACKGROUND On January 24, 2023, the Council adopted Resolution 23-023 awarding Community Housing Development Organization (CHDO) funding from the 2022 HOME Investment Partnership funds to Legacy Community Development Corporation (Legacy CDC). Legacy CDC was granted an extension to expend the funds on August 6, 2024, via Resolution 24-185. That extension has expired. The single-family housing inventory available within the allowed budget cap has been limited and as a result has impacted Legacy CDC's ability to expend the funds. Legacy CDC has identified a single-family home to be purchased and rehabilitated with the 2022 HOME funds. They have requested that the grant agreement be extended again through June 30, 2025. FUNDING SOURCE 2022 HOME Investment Partnership Funds. RECOMMENDATION Approve the Resolution. ATTACHMENTS Draft Grant Agreement Amendment J TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Demi Engman, Director of Planning and Community Development MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution approving a three-year contract for grounds maintenance and litter removal at bus shelters and the Henry Dannenbaum Transfer Center. BACKGROUND WorkQuest (formerly Texas Industries for the Blind and Handicapped) utilizes private not-for- profit Community Rehabilitation Programs (CRP) under the Texas State Use Program, Works Wonders, which exempts political subdivisions from competitive bidding requirements. For this agreement, Beaumont Products and Services (BPS) located in Beaumont, will be providing the services to the Beaumont Municipal Transit System on behalf of WorkQuest. BPS has been providing grounds maintenance and litter removal services to the City for more than twenty-five (25) years. This agreement renewal allows for the grounds maintenance and removal of trash at seventy-eight (78) bus stop locations, as well as the Henry Dannebaum Transfer Center. Sixty-three (63) of those locations will receive additional sweeping to remove excess dirt. The new proposed annual cost of $98,174.02 is a 6% increase over the previous agreement. There is no increase in price allowed for the term of the contract. Pricing covers all material, labor and equipment for BPS to provide this service for the City. FUNDING SOURCE Transit Fund. RECOMMENDATION Approval of the resolution. ATTACHMENTS K TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the submission of an application to the Texas Division of Emergency Management (TDEM) for Hazard Mitigation Grant Program (HMGP) Funding and authorize the Mayor and/or the City Manager to act as the City’s Executive Officer(s) and authorized representative in all matters pertaining to the City’s participation in the HMGP. BACKGROUND The City of Beaumont desires to increase resilience to disasters and reduce or eliminate the long- term risk of loss of life, injury, damage to and loss of property, and suffering and hardship, by lessening the impact of future disasters. The City desires a viable community, including decent housing and a suitable living environment and expanding economic opportunities. It is necessary and in the best interest of the City to apply for funding under the DR-4781 Hazard Mitigation Grant Program (HMGP). The HMGP application is hereby authorized to be filed by the City of Beaumont with TDEM for the mitigation efforts under April 2024 Severe Storms DR-4781 program. The project detailed within the application will be for up to 75% of eligible project costs for construction improvements, project engineering, and acquisition related to generators and/or other eligible activities to install a generator at the Irving Underpass pump station. The total project cost is $185,100.00 to include construction improvements, project engineering, and acquisition related to generators and/or other eligible activities. The HMGP Application request amount will be 75% of the total project cost, $138,825.00. The application will require a match of 25% in the amount of $46,275.00 committed by the City of Beaumont from Certificates of Obligation. The HMGP application is hereby authorized to be filed by the City of Beaumont with TDEM for the mitigation efforts under April 2024 Severe Storms DR-4781 program. The project detailed within the application will be for up to 75% of eligible project costs for construction improvements, project engineering, and acquisition related to generators and/or other eligible activities to install a generator at the following lift stations: 23rd Street, Harriot Street, Primer Street, Tyrrell Park, and Wall & Ave C. The total project cost is $1,165,300.00 to include construction improvements, project engineering, and acquisition related to generators and/or other eligible activities. The HMGP Application request amount will be 75% of the total project cost, $873,975.00. The application will require a match of 25% in the amount of $291,325.00 committed by the City of Beaumont from Certificates of Obligation. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS L TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the submission of an application to the Texas Division of Emergency Management (TDEM) for Hazard Mitigation Grant Program (HMGP) Funding and authorize the Mayor and/or the City Manager to act as the City’s Executive Officer(s) and authorized representative in all matters pertaining to the City’s participation in the HMGP. BACKGROUND The City of Beaumont desires to increase resilience to disasters and reduce or eliminate the long- term risk of loss of life, injury, damage to and loss of property, and suffering and hardship, by lessening the impact of future disasters. The City desires a viable community, including decent housing and a suitable living environment and expanding economic opportunities. It is necessary and in the best interest of the City to apply for funding under the DR-4798 Hazard Mitigation Grant Program (HMGP). The HMGP application is hereby authorized to be filed by the City of Beaumont with TDEM for the mitigation efforts under Texas Hurricane Beryl DR-4798 program. The project detailed within the application will be for up to 75% of eligible project costs for construction improvements, project engineering, and acquisition related to generators and/or other eligible activities to install a generator at the Irving Underpass pump station. The total project cost is $185,100.00 to include construction improvements, project engineering, and acquisition related to generators and/or other eligible activities. The HMGP Application request amount will be 75% of the total project cost, $138,825.00. The application will require a match of 25% in the amount of $46,275.00 committed by the City of Beaumont from Certificates of Obligation. The HMGP application is hereby authorized to be filed by the City of Beaumont with TDEM for the mitigation efforts under Texas Hurricane Beryl DR-4798 program. The project detailed within the application will be for up to 75% of eligible project costs for construction improvements, project engineering, and acquisition related to generators and/or other eligible activities to install a generator at the following lift stations: 23rd Street, Harriot Street, Primer Street, Tyrrell Park, and Wall & Ave C. The total project cost is $1,165,300.00 to include construction improvements, project engineering, and acquisition related to generators and/or other eligible activities. The HMGP Application request amount will be 75% of the total project cost, $873,975.00. The application will require a match of 25% in the amount of $291,325.00 committed by the City of Beaumont from Certificates of Obligation. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS M TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Sharae Reed, City Attorney MEETING DATE:March 25, 2025 REQUESTED ACTION:Council to consider a resolution authorizing the settlement of the lawsuit styled James Mathews vs. City of Beaumont, Texas. BACKGROUND The lawsuit styled James Mathews vs. City of Beaumont, Texas; Cause No. A-192,887, was presented and discussed in Executive Session held on March 18, 2025. The City Attorney is requesting the authority to settle this suit in the amount of $175,000.00 with $66,581.01 being deducted for backpay owed to the City of Beaumont, and ten (10) percent of the net balance be characterized as compensation for lost wages. FUNDING SOURCE General Liability Fund. RECOMMENDATION None. ATTACHMENTS 1 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to enter into an Advance Funding Agreement (AFA) with TxDOT for the maintenance of proposed Port of Beaumont wayfinding signs. BACKGROUND The Texas Department of Transportation (TxDOT) has developed a project (CSJ: 0920-00-138) to enhance wayfinding signage for the Ports of Beaumont, Port Arthur, and Orange. These signs will assist truck drivers unfamiliar with the area, helping them reach their destinations efficiently and avoiding issues caused by outdated maps or GPS directions. There are 16 proposed signs located within the City’s right-of-way that will be installed at no cost to the City. This Advance Funding Agreement (AFA) formalizes the City’s responsibility for maintaining the signs within its jurisdiction once the project is complete. Staff recommends approval of the resolution authorizing the City Manager to execute the AFA with TxDOT. FUNDING SOURCE Not Applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS AFA Port Wayfinding Signs 2 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Demi Engman, Director of Planning and Community Development MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a Resolution of no objection to Beaumont Timbers Edge I, LP in the development of a proposed Housing Tax Credit (HTC) project located at 1075 Pinchback Road, acknowledging that Beaumont has more than twice the state average of units per capita supported by Tax Credits, affirming that the proposed project furthers fair housing, and offering expressed support for the project. BACKGROUND Beaumont Timbers Edge I, LP has proposed to rehabilitate rental housing at 1075 Pinchback Road named Timbers Edge Apartments in the City of Beaumont. This is an existing 150-unit multi-family property currently operating as affordable housing. The existing unit mix will remain for general population. Construction will take approximately 14 months to complete. Updates to the interior and exterior will take place in four phases. Beaumont Timbers Edge I, LP intends to submit an application to the Texas Department of Housing and Community Affairs for 2025 4% Housing Tax Credits for Timbers Edge Apartments. The 4% application is not competitive and remains open year-round but does require city support. Currently, Beaumont has more than twice the state average of housing units supported by Tax Credits or private activity bonds per capita. As such, additional subsidized units cannot be considered for this development by TDHCA unless the City acknowledges that Beaumont has more than twice the state average of housing units per capita and offers support for the project. FUNDING SOURCE Not Applicable. RECOMMENDATION Approve the Resolution. ATTACHMENTS Timbers Edge Development Packet 3 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Demi Engman, Director of Planning and Community Development MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a Resolution supporting Steel Acquisitions IV LLC (Steele), a proposed Housing Tax Credit (HTC) project located at 4325 Crow Road, acknowledging that Beaumont has more than twice the state average of units per capita supported by Tax Credits, affirming that the proposed project furthers fair housing. BACKGROUND Steele Acquisitions IV LLC (Steele) has proposed to rehabilitate a development for affordable rental housing at 4325 Crow Road named Seville Apartments in the City of Beaumont. This is an existing 90-unit multi-family property operating as affordable housing for seniors and the disabled. This property is 100% covered by a Project-Based Section 8 HAP Contract set to expire 2029. Updates will be both interior and exterior and take place. Steele Acquisitions IV LLC (Steele) intends to submit an application to the Texas Department of Housing and Community Affairs for 2025 4% Housing Tax Credits for Seville Apartments. Currently, Beaumont has more than twice the state average of housing units supported by Tax Credits or private activity bonds per capita. As such, additional subsidized units cannot be considered for this development by TDHCA unless the City acknowledges that Beaumont has more than twice the state average of housing units per capita and offers support for the project. FUNDING SOURCE Not applicable. RECOMMENDATION Approve the Resolution. ATTACHMENTS 4 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:June Ellis, Assistant City Manager, Operations MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution creating a Bond Advisory Committee. BACKGROUND City staff annually updates the Five-Year Community Investment Plan (CIP), which includes projects that are anticipated to be funded with general obligation bonds, if approved in a bond election, or referendum. This agenda item creates the Beaumont Bond Advisory Committee (BBAC), in preparation of the proposed bond election. The structure of the Committee will consist of a total of 17 members, with each City Council member and the Mayor recommending the appointment of two members each to the Committee. The City Manager appoints three members. The Mayor will appoint the chairperson of the Committee. The BBAC will play an essential role in reviewing, strategizing, and identifying the need for capital projects for the City of Beaumont. The BBAC will assess the viability of the projects, as well as identify project timelines, phasing for project construction, and costs. Members of the BBAC will serve in an advisory role to the City Council and will be charged with making a recommendation to the City Council for capital projects to be included on a proposed bond referendum to the citizens of Beaumont, tentatively scheduled for November 2025. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS 5 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Duncan Brown, Assistant Chief Financial Officer MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider an ordinance amending the FY 2025 Budget. BACKGROUND In accordance with Article VI of the City Charter, the City Manager shall strictly enforce the provisions of the budget as specified in the ordinance adopting the budget. He shall not authorize or approve any expenditure unless an appropriation has been made in the budget ordinance adopting the budget, and there is an available unencumbered balance of the appropriation sufficient to pay the liability to be incurred. Approving the proposed amendments will ensure that expenditures are within the approved budget and that interfund transfers are in accordance with financial policies as approved within the budget document. The details of the proposed amendment are as follows: 1. The General Fund’s amended Ending Fund Balance for FY 2025 is estimated to be $43,403,041. The City authorized $152,977 for bond election facilitation services for a planned bond election in November 2025. The City received only one response to its request for proposal (RFP), issued in November. The proposal from Gap Strategies was reviewed by staff and was approved by the City Council at the February 18th City Council meeting. The City will be able to reimburse itself for the bond facilitations services out of the bond proceeds when the bonds are issued. General FundAmended BudgetProposed AmendmentRevised Budget Total Expenditures$167,799,249$152,977$167,952,226 FUNDING SOURCE General Fund RECOMMENDATION Approval of the ordinance ATTACHMENTS 6 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to award a contract to Brystar Contracting Inc., of Beaumont, for the E. Virginia Pump Station Trash Collector Reconstruction Project. BACKGROUND The E. Virginia Pump Station Trash Collector Reconstruction consists of removal and replacement of the existing concrete and steel trash bin collector located in the E. Virginia Storm Sewer Pump Station. On March 6, 2025, one (1) bid was received for furnishing all labor, materials, and equipment for the project. The Engineer’s Estimate is $150,000.00. The bid items are totaled in the table below: ContractorLocationBid Total Brystar Contracting, Inc. Beaumont, TX$194,800.00 The Public Works Engineering staff concurs with the recommendation from Fittz & Shipman, Inc., to award the contract to the lowest responsive bidder, Brystar Contracting, Inc., in the amount of $194,800.00. A total of sixty (60) calendar days are allocated for completion of the project. FUNDING SOURCE Certificates of Obligation. RECOMMENDATION Approval of the resolution. ATTACHMENTS E. Virginia Pump Station Trash Collector Reconstruction Bid Tab 7 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 8 to the contract with Callan Marine, Ltd., for the Riverfront Park Restoration Project. BACKGROUND On January 24, 2023, by Resolution No. 23-030, City Council awarded a contract to Callan Marine, of Galveston, in the amount of $16,879,376.00, for the Riverfront Park Restoration Project. Previous Change Order Nos. 1-7, in the amount of $159,745.46, are attached for your review. Proposed Change Order No. 8, in the amount of $151,524.36, is necessary following exploratory digging at the location of the 30-inch storm sewer tie-in near the Civic Center parking lot. This excavation revealed that the storm sewer is significantly deeper than originally expected, requiring the tie-in location to be moved farther away from the anticipated connection point. This change order accounts for all associated work, including excavation, installation, trench safety, backfill, and all other work related to the tie-in connection. Additionally, thirty-four (34) calendar days will be added to the contract for this additional work. The contract includes a contingency allowance amount of $1,000,000.00. If approved, Change Order No. 8 will be deducted from the contingency allowance resulting in no change to the current contract amount of $17,039,121.46. With this approved Change Order, the total amount used from the contingency is $800,741.88. FUNDING SOURCE Certificates of Obligation in the amount of $581,729.86, Texas Division of Emergency Management (TDEM) in the amount of $1,265,953.20, and Federal Emergency Management Agency (FEMA) in the amount of $15,191,438.40. RECOMMENDATION Approval of the resolution. ATTACHMENTS Riverfront Park Restoration CO8 8 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 7 to the contract with ALLCO LLC, of Beaumont, for the 48-Inch Pine Street Raw Water Line Project. BACKGROUND On July 18, 2023, by Resolution No. 23-193, City Council awarded a contract to ALLCO, LLC, of Beaumont, in the amount of $29,191,513.63. Previous Change Order Nos. 1 - 6 in the amount of ($8,698,195.65) are attached for your review. Proposed Change Order No. 7, in the amount of $94,185.49, is requested for the various works related to the existing storm sewer system along Pine St. South of Hill St., an existing storm pipe conflicted with the alignment of the new 48-inch raw water line. The storm pipe is proposed to be replaced and reinstated in a different alignment to avoid this conflict and provide a more efficient flow path for the stormwater runoff. Near Prince St., excavation for the new raw water line exposed an existing 24-inch storm pipe, which was in poor condition and in need of replacement. The connection of this pipe to the downstream 72-inch pipe, along with another junction on the 72-inch pipe, had large gaps resulting in leaks from the storm sewer system and erosion of the road sub-base. This change order allows for the grouting of these gaps to stop leakage and erosion at this location. North of Fletcher St., an unknown concrete bridge was encountered while excavating the trench for the 48-inch raw water line. Pine St. covered this bridge completely, but it was not on the City’s record drawings. The footings for this bridge conflict with the top of the new raw water line. This structure should be removed to allow for installation of the 48-inch pipe. If approved, Change Order No. 7 would result in a new contract amount of $20,587,503.47, and thirty-five (35) calendar days will be added to the contract for this additional work. FUNDING SOURCE Certificates of Obligation and CDBG/GLO RECOMMENDATION Approval of the resolution. ATTACHMENTS 9 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Duncan Brown, Assistant Chief Financial Officer MEETING DATE:March 25, 2025 REQUESTED ACTION:Council consider a resolution amending the Financial Policies. BACKGROUND Each year, the City's Financial Policies are included in the proposed annual budget document that is submitted to City Council. Financial policies are designed to set forth the basic framework for the fiscal management of a city. The City of Beaumont's Financial Policies were adopted, as part of the annual budget, at the September 17, 2024, City Council meeting. Since that time, a request was made to bring the Financial Policies before City Council for consideration to amend the definition of a balanced budget, which is located in the Financial Policies under Annual Budget, Section 3. The existing definition states that, "A balanced budget represents total adopted expenditures not exceeding total anticipated revenues and available reserves above the policy requirement, in the City Manager's adopted budget." Most states and local governments are subject to a requirement to pass a balanced budget. The Government Finance Officers Association (GFOA), a professional association of approximately 19,000 state, provincial, and local government finance officers in the United States and Canada, has recommended best practices regarding the definition of a balanced budget. The GFOA recommends that governments maintain structural balance where recurring revenues are greater than or equal to recurring expenditures in the adopted budget. Recurring revenues are the portion of a government's revenues that can reasonably be expected to continue year to year, with some degree of predictability. Property taxes are an example of recurring revenue. Recurring expenditures appear in the budget each year. Salaries, benefits, materials and services, and asset maintenance costs are common examples of recurring expenditures. In general, recurring expenditures should be those that you expect to fund every year in order to maintain current/status quo service levels. Fiscal Year 2021 was the last year the City of Beaumont's adopted Financial Policies included the requirement that proposed expenditures shall not exceed total anticipated revenues in the City Manager's proposed budget. It was revised in Fiscal Year 2022 to include available reserves in the City Manager's proposed budget. A fund balance policy that only states that proposed expenditures should not exceed anticipated revenues would not allow the City to access funds in its reserve, thereby preventing the City from being able to access reserve funds for needed expenditures that are non-recurring, or one-time, such as a one-time equipment purchase, a one- time grant match, or any other one-time, or non-recurring, expenditure needed for ongoing City operations. Reserves are the portion of fund balance that is set aside as a hedge against risk. A city should define a minimum amount of funds it will hold in reserve. For example, the City of Beaumont's policy is to hold 20% of its expenditures in reserves, annually. Per the GFOA, this serves as a "bottom line measure" to help determine the extent to which structural balance goals are being achieved in the annual budget. If reserves are maintained at their desired levels, it is an indication that the organization is maintaining a structurally balanced budget. As the City continues to revise its financial policies and move toward adopting a balanced budget definition that is consistent with best practices for a structurally balanced budget, as recommended by the Government Finance Officers Association, it may be prudent for the City to adopt GFOA's definition of a balance budget, which recommends a structural balance where ”recurring revenues are greater than or equal to recurring expenditures in the adopted budget.” FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS PUBLIC HEARING Council to conduct a Public Hearing to hear applicants request for funding from the FY 2025 Hotel Occupancy Tax (HOT) Grant Program for FY 2026 funding cycle. WORK SESSION Council to Review and Discuss City Overtime Expenses