THE VILLAGE OF SAN LEANNA MINUTES

Regular Board of Aldermen Public Meeting

Thursday, September 15, 2016

7:00 p.m. – Community Center – 11906 Sleepy Hollow

A. MEETING CALLED TO ORDER

PRESENT: Mayor Betty Korts, Charlie Burks, Fred Helmerichs, Barbara Quarles, Elaine Voeltz and

Molly Quirk were present.

Charlie Burks moves to approve the Minutes of Regular B of A Meeting & Public Hearing of August 18, 2016.

Barbara Quarles seconded. Motion carried with a vote of 5 in favor – 0 opposed.

B. CITIZENS’ COMMUNICATION

1. George Leader, PEC Vegetation Maintenance was a guest and went on to explain the new program that

they have and the primary reason for this program. The topic of his discussion was the Utility Pruning of

the trees. He stated that their primary goal is to maintain the reliability and the safety of the trees.

They have a cycle program that occurs every 5 years. He has two supervisors working in his department

who are arborist with one more coming on board shortly. With this program they will come through

every 5 years to trim the trees. They will trim them back 10 feet away from the power lines and remove the

overhang. This keeps the damage to a minimum if there were ice storms. He stated that they do not use any

tools that shreds, tears or destroys the trees. He stated that all their contractors are vetted. All their contractors

have a utility specialist on staff and they are also being required to have English speaking people at the location.

Mr. Leader encouraged the residents to call if the contractors are doing something wrong. There was discussion

between Mr. Leader and Dane Avery about directional pruning and Dane Avery stated he would like a good

utility arborist. Mr. Leader stated that he uses Arbol Tree Service out of Kingsland and that he feels they are a

good company. Questions were raised by citizens if they would be notified when the pruning was going to

occur. Mr. Leader stated that they do everything possible to notify and meet with residents before pruning.

2. Dane Avery, Village Arborist stated that everything was running smoothly in the Village.

3. Tillie Trotter and Katy Stevens ask Council if they might get some assistance with Mr. Egger in removing

obstacles that are lining his fence on the inside and diverting water flow to Tillie Trotter’s property and Katy

Stevens. After further discussion it was determined that Ms. Trotter had now filed a formal complaint

which would require Council to set a date for a special meeting in which this matter can be addressed. At

this time the special meeting will take place directly before the October 20th regular public meeting.

C. PUBLIC HEARING

1. Mayor Korts opened the public meeting for the Budget for 2016/17 and the tax rate for that same year.

Council discussed budget categories and noted the increase in certain line items and categories to plan

for future repairs and maintenance.

2. Mayor Korts stated the proposed property tax rate of $0.2498 per $100 valuation for FY 2016-2017.

This tax rate will raise more total property taxes for maintenance and operations than last year’s

tax rate by 4.19% or $5,505, due to new properties and construction added to the tax roll this year.

The tax rate will increase taxes for Maintenance and Operations on a $100,00 home by approximately

$10.50.

3. Citizens comments were made and addressed in regards to the severance package for the City

Administrator. Mayor Korts explained to the citizens in attendance and explained the new legal

process in place for a new city administrator. Elizabeth Hinson commented that she would like

to see our tax rate increased if there was a comprehensive plan done before hand for improvements.

Mayor Korts explained that San Leanna is a Class B, General Law Village and that

our tax rate is capped by the State 25 cents per $100. Jim Payne commented that the only

way to get more funds is for special projects in which Revenue Bonds could be raised and this

is something that the Village has never done. Mayor Korts closed the public meeting.

D. ITEMS SCHEDULED FOR ACTION

1. Following a brief discussion on the adoption of the budget for the FY 2016-2017,

Charlie Burks moves to accept the budget for the fiscal year 2016-2017 and Barbara Quarles

seconds the motion. Motion carries with a vote of 5 in favor and 0 opposed with a change

of $40 to Line item 130 and correction made to the total at the bottom of the budget.

2. Following a brief discussion on the adoption of property tax rate for FY 2016-2017, by record vote

and Resolution No. RF16-004, motion for adoption of property tax rate was made by

Fred Helmerich as follows:

“I move that the property tax rate be increased by the adoption of a tax rate of $0.2498

for fiscal year 2016-2017, which is effectively a 4.19 percent increase in the tax rate, and will

raise property taxes by $5,505”. The motion was seconded by Molly Quirk.

A roll call vote was led by Mayor Korts with Barbara Quarles voting in favor,

Fred Helmerichs voting in favor, Charlie Burks voting in favor, Elaine Voeltz voting in favor

and Molly Quirk voting in favor. Motion carried with a 5 in favor and 0 opposed vote.

3. More discussion on the consideration of installation of water payment mail slot in door at

Community Center. Mayor Korts states that we have the box that Charlie Burks has brought

over to try but consensus was the slot in the box is not wide enough for all envelopes that may

need to be left. After much discussion Fred Helmerich moves that we do not install a slot in the

door at the community center and Elaine Voeltz seconded the motion, motion carried with 5

in favor – 0 opposed.

4. Review and approval of financial report for August, 2016 has been delayed until the October 20th

meeting due to unforeseen circumstances.

E. ITEMS FOR DISCUSSION

1. Initial discussion of long range planning for drainage and storm water management and flood

control. Fred Helmerich begins the discussion by asking council to look at this in 2 perspectives.

(1) What do we do in regards to managing the funds we have and improving the village?

(2) Our response as a neighbor and a community when it comes to managing storm water, not just

for San Leanna but surrounding areas as it flows down streams. Fred states that we need a long range

plans. Fred mentioned a way to get more money would be with Revenue bonds. Also Texas Water

Board does loans for storm management.

2. Report given by Jim Payne, the Improvements Committee Chairman for the Village of San Leanna. Jim Payne

states that it is important that council understands that what they are bringing forth

is not from them but from the residents. The residents were asked about things that they felt

needed to be addressed and the committee asked them for suggestions. Mr. Payne feels that some of the things

on the list definitely need an engineer but others can be addressed without an engineer.

Mr. Payne also stated that all the committee did once they got the request from residents was to

research them for facts. He stated that many of them related to drainage. Mr. Payne also stated he

was for exploring other additional resources but it doesn’t always come through so we needed

to plan appropriately. Jim Payne, Dan LaFleur and the council agreed that there needs to be a special

working meeting. Charlie Burks stressed that the council is working towards this goal. He stated that

was why the committee was formed and the budget has been increased. Mayor Korts said that

a special working session will be scheduled and posted 72 hours in advance as soon as an agreed upon

date could be scheduled.

3. Discussion by Fred Helmerich on farm animals – non household pets; types allowed and limit on

numbers of animals per lot. Fred Helmerich explains his view on how many pets can be allowed per

acre and is this ordinance that we have sufficient for San Leann down the road? After much discussion,

the council agreed that the ordinance that they have in place is sufficient.

F. REPORTS AND INFORMATION

1. Mayor Korts – Update-Mayor Korts reported that she attended the CAPCOG’s general assembly meeting.

She also will be attending a special meeting that deals with terrorism and mass shootings.

This meeting will be held during the day from 8 – 4:30 p.m.

2. ZONING– Mayor Korts stated at the time of this meeting, there are no new permits. The Barret’s carport at

11300 Circle Drive has been completed. The remodel on Blue Bonnet Lane is ongoing.

The property at Leanna Woods Cove is still idle. Mayor Korts is unsure why the owner hasn’t progressed with

it.

3. ROADS- Fred Helmerich reports that he just spent $2,000 doing signage and $800 doing a tree that was

in the road which is located at southwest corner of Circle and Lake. It was a large pecan tree that was

had huge limbs hanging down to the ground. There was some discussion on who should be doing

what and boundaries regarding assigned jobs. It was noted that the amount spent on the tree would be

taken out of Fred’s budget. Fred Helmerich reported that he has identified 6 areas where the Right of Way

has eroded into the road. His question to council was should we be maintaining roadside property where the

erosion is taking place. Per Fred’s discussion with the engineer whatever was included in the bid is what

they cover. If it is not in the bid, then those areas of the road are not covered. The engineer stated he wanted

to go through a couple more wet-dry cycles up on the north part of Circle Drive. The southern portion

that was just replacement is doing fine except for some erosion. In regards to Infrastructure, Fred met with

an engineering firm, Freeze and Nichols who does water planning, waste water and storm water to see

what they can do for long range planning and on the dam and the drainage area. They will get an estimate

on what to do with this as far as maintaining. He also talks with TCEQ. Fred was informed by TCEQ that

we do not have a dam; we have a retention area but the City still needs to maintain it.

4. PUBLIC AFFAIRS – Molly Quirk reported that we should have all received the newsletter by now. The

newsletter was mailed, emailed and posted on the web site. Molly reported that there was great participation.

Molly Quirk said she had 3 mothers that have offered to help with the Fall Festival. They have

started a Pinterest page with games etc. She would like suggestions. She is still trying to stir up interest

in the Farmer’s Market.

5. PUBLIC SAFETY – Elaine and Molly are working on National Night Out which will be on October 4th.

Elaine Voeltz husband will do the brisket. The City Administrator will get the email list done with labels

for Elaine. Elaine Voeltz reported that the only thing she had was a criminal trespass.

6. WATER – Barbara Quarles reported that our wells were up by 9.1 feet since the following month. They are at

36 feet in totality. We are in BSEAD Stage 1. We are not under a burn ban at this time. As per Byron Townsend,

everything is working well with the water system.

7. ENVIRONMENTAL – Charlie Burks reported that his budget is almost gone so within a couple of weeks

we are going to start with a new effort to get the place cleaned up. Due to the rain, it took Don a week to

get to the mowing. There were complaints that they left grass all over the roads. Charlie ask Don to

come back and clean it up and they did. Charlie Burks stated that Don does not seem interested in picking up

extra work. A lot of the home owners take care of the Right of Way themselves. Charlie stated that he needs

to find someone who is willing to do some of these smaller jobs on more of a regular basis.

Following the reports, Mayor Korts added that we received the Interlocal Agreement between Cap Metro and

San Leanna, but it was returned because of some errors. A corrected copy is on its way. Mayor Korts informed

Fred that we need to get a road plan to Cap Metro by November. If approved, Cap Metro will release $14,000 in

funds to the Village.

G. ADJOURNMENT

Charlie Burks moved to adjourn meeting; Molly Quirk seconded the motion; meeting adjourned at 9:45 p.m.

Amended Minutes with 2 exceptions:

1. (F) Reports and Information. #4 Public Affairs –/Elaine Voeltz requested change to correct Pinterest.

2. (F) Reports and Information #3 Roads – Fred Helmerich requested to clarify that though TCEQ technically did not refer to our dam as a dam for inspection and monitoring purposes, it still needs to be referred to as a dam instead of a retention pond for issues that may come up in the future.