Richardson City Council Meeting December 16th, 2024
OPENING
All councilmembers are present as well as City Manager Don Magner and City Secretary Aimee Nemer.
Councilwoman Justice leads a prayer and introduces Girl Scout Troop #8041 to lead the pledges.
Minutes of the previous meeting are approved unanimously.
No speakers are present for the visitors forum.
NOV. 6TH BOIL WATER NOTICE
The first presentation is on the Nov. 6th Boil Water Notice. City Manager Don Magner presents. Don references a memorandum that was published to the city website. A loss of pressure was experienced in the Holly Water Tower. The memorandum states confidently that this incident was preventable and should not have occurred. The loss of pressure lasted five minutes.
At 7:30 a.m., the supervisor on duty placed pumps at the Westside Pump Station into manual status to bring water levels down in the Holly Tower in preparation for a planned project at the Northside Pump Station. At 1:20 p.m., as water levels were being brought down, the water level reading became stuck at 10 ft. The goal was to get down to 8-9 ft. The automatic controls were reactivated at this point, but the water level reading remained stuck. At 2:04 p.m., pressure readouts began dropping rapidly. At 2:09 p.m., the Holly Tower indicated 0 psi. At 2:10 p.m., staff deployed to the Holly Tower to investigate. They discovered that a level indicator had failed and that there was no water in the bowl of the tower, only in the standpipe. A pump was started. At 2:14 p.m., pressure in the system was confirmed to return to 35 psi. Due to the loss of pressure, a boil water notice was required by the Texas Commission on Environmental Quality. The level indicator was also recalibrated. The water system remained closed, and no contaminants were introduced to the system.
At 7:10 p.m., a boil water notice was distributed. In the aftermath and investigation, three principal factors have been identified: human error, gaps in training and oversight, and the city’s highly customized SCADA system. The errors in human judgment include operating the system manually during drawdown without notifying supervisors, not restarting the pump immediately when the level readings appeared stuck, and not restarting the pump immediately when the pressure began dropping rapidly. Restarting the pump at either of these instances could’ve kept pressure above necessary levels. Gaps in training include how to conduct manual operations during cycling, taking prompt action when issues arise, and properly documenting maintenance.
The city manager has ordered disciplinary action for four members of the Public Services staff due to failing to follow training, not communicating effectively, and not exercising good judgment. SOPs will be reviewed and updated as necessary. Training protocols will be put in place to simulate these types of scenarios. The SCADA system will also be upgraded to make maintenance and operations more manageable. A six-month update will be provided on the status of mitigation efforts. Don assures Council that our water system is safe and secure. We have the proper protocols in place. But people have to follow those protocols for them to work. This situation was ultimately caused by human error. He also notes that Fire Chief Curtis Poovey will be in charge of the SOP update process.
(Some questions come to mind. I’m curious how long it would typically take for the water level in an elevated tank to drain to the desired levels. Six hours elapsed from beginning the level reduction and the readout showing the level was “stuck”. I’d also like to understand why the water needed to be drained in the first place. ‘Reducing the age of the water for the Northside project’ is the explanation provided, but I’d like to understand why we needed to reduce the age of the water. Finally, it’s notable to me that the fire chief has been put in charge of updating SOPs to properly show what should be done instead of the Public Services director. Eric Robison has been the Public Services director since 2021. This is a sobering decision and reminder that leadership is ultimately responsible when failures like this occur. I look forward to the necessary changes being implemented.)
Councilman Corcoran compliments the transparency in this report. He asks that the SCADA system upgrade be prioritized and brought before Council for decisions to be made. Councilman Barrios asks what the desirable response time is to an issue like this. Don answers that it’s important to get the timing right and only issue a boil water notice when necessary to not induce panic. Councilman Barrios also asks what this incident cost the city. Don doesn’t have that number yet but will provide it in future updates. Councilman Barrios also asks if the fire department is part of the protocol when pressure is lost. Don assures him that the fire department is included in communications and has protocols in place to always have access to properly pressured supply hydrants in these situations.
Councilman Barrios also asks what other SOPs might need to be regularly reviewed for updates. Don answers that all institutional knowledge from experienced individuals needs to be included in SOPs. No single person should be a single point of failure. Don states that all functional areas will be looked at to ensure this happens. Councilman Barrios also asks what benefits the newer SCADA system will provide. Don answers that it will be a simpler system that will be easier and more efficient to maintain. Councilman Barrios encourages Don to look at ensuring we are always reaching as many residents as possible with emergency notifications.
Councilwoman Justice relays that some residents have said they didn’t receive the text message notifying them of a boil water notice. The reverse 911 system that sends these texts is an opt-in program that residents must sign up for. She reiterates the need for HOAs to put this information in newsletters and to exhaust every method possible for notifying residents how to opt in. Mayor Pro Tem Shamsul asks if this emergency notification system could ever be tested to ensure everyone who wants to receive these notifications receives them. Don answers that it is tested on an annual basis. He also ensures that enhancing this system will be a top priority. Legally, residents must opt in, so the city will be getting the word out.
Councilman Hutchenrider asks if the city could advocate for quicker testing times. He states that the time it took for the city to receive water test results from the state agency was longer than desired. Don agrees to advocate for that. Mayor Dubey encourages Don to implement regular training requirements for public services equivalent to the type of training schedules the state requires for first responders.
HEALTHIER TEXAS COMMUNITY CHALLENGE
Now, a discussion on what is now called the Healthier Texas Community Challenge. This was formerly known as the It’s Time Texas Challenge. Ashley Wakefield is the new Corporate Recreation Manager and gives this presentation. This is an 8-week health competition that will take place from Jan. 13th – March 9th. Prizes are awarded weekly and winning communities are recognized at the end of the competition period. Participants can record activities for points in a mobile app.
The city will host several group activities during the competition period. In addition to a Saturday morning walk/run at Huffhines Park, group classes will be available for yoga, dance fitness, nutrition/cooking class, drum cardio, and functional fitness. Rec center memberships will be offered at a 25% discount during January. Tumblers will be given to anyone who reaches at least 25,000 points. (This is a fun competition. Last year’s competition got me started exercising on a stationary bike and I lost about 25 pounds. Especially after this holiday season, if you want a fun way to keep yourself accountable to your New Year’s resolutions to be healthier, this is a great way to do that.)
FY24 YEAR-END FINANCIAL REPORT
Now, Council reviews the year-end financial report for FY 23/24. Budget Officer Bob Clymire presents. We start with the General Fund. With property tax and sales tax not performing as well as expected, this fund’s revenue finishes $1.3M short of expectations. Expenditures in this fund were also less than expected, by $4M. This was due to a 5% staff vacancy as some positions were frozen in response to the decline in sales tax. The city also saw savings from switching insurance companies. Since the fund ends above the 90-day fund balance requirement, $2.9M will be transferred to the capital reserve fund. $1M of that will be used to start an Emergency Response Reserve. The remainder will be reserved for future special projects and capital needs.
Water & Sewer Fund revenues finish $3.7M above estimates. This is largely due to higher water sales than projected. That means we are still using more water year after year. Expenditures in this fund finish $5M below expectations, mostly from the Contracts category. The water department is also still experiencing a 15% staff vacancy. The savings in the Contracts category are mostly from a mid-year wholesale cost reduction from NTMWD. Since this fund performed above expectations, $8.5M will be transferred to a capital fund to reduce the city’s reliance on debt. $1.5M of this will be used to improve infrastructure in the CORE district. $4M will be used for the 825 Pressure Zone improvement project. $250K will be considered by Council for replacing the city’s SCADA system. The remainder will be reserved for future needs.
The Solid Waste Fund finishes slightly above target for revenues simply due to increased collections. Expenditures in this category were slightly less than expected. With this performance, $500K will be transferred to the capital fund for future needs.
The Golf Fund finishes with higher-than-expected revenues, and without needing a planned $600K transfer in with Course #2 being renovated. 19,000 more rounds were played than expected. Expenditures in this fund finished slightly below projections. $300K will be transferred to the Golf Capital Reserve Fund and $150K of excess will remain in the fund to support the fund as renovations continue.
The Hotel/Motel Tax Fund finishes $650K under expectations on the revenue side. This is mostly due to less-than-projected Eisemann Center revenues. Expenditures for this fund finish slightly less than expected. $1M will still be transferred to the General Special Projects Fund and $450K will still be transferred to the Eisemann Facility Maintenance Fund despite the lower-than-expected performance.
Councilman Barrios asks about the fund balance policy for the Golf Fund. Bob answers that recommendations for that fund balance policy will come before Council in February. Councilman Barrios also encourages an increased transfer to the Emergency Response Reserve. Councilwoman Justice supports the Eisemann Center Presents enhancements that have taken place despite the lower performance of revenues. She hopes this is a sign of audiences catching up to the newly enhanced programming.
EASTSIDE MASTER SIGN PLAN
The next item is Council’s consideration of a Master Sign Plan for the Eastside Development at the corner of Central Expy. and E. Campbell Rd. This request was also covered in notes from the Dec. 3rd CPC meeting where commissioners voted 3-1 in favor of recommending approval of the request. This is not a public hearing item. Staff presents a background of the request.
This time, exceptions to code are indeed explained and included in the agenda documents. The monument sign exceptions are the location off-premise, the 200 sq. ft. size, and the 17 ½ ft. height. Code allows for on-premise monument signs that are a maximum of 80 sq. ft. and a maximum of 8 ft. tall. The electronic messaging sign exceptions are mounting it to a building, advertising events and other businesses in the development, and the 139 sq. ft. size. Code requires these types of signs to be pole or ground-mounted, advertise only the business on-premises, and be a maximum of 80 sq. ft. The city apparently doesn’t have a code regulating electronic messaging pedestrian directory signs so their very allowance may be the exception as I understand it.
The applicant steps forward to present their request. Mayor Dubey interrupts to clarify that he does not want to see limited-time sales or products advertised on the electronic messaging sign. Councilman Corcoran agrees. So does Councilman Dorian. City Manager Don Magner wisely jumps in to advise Council that they cannot legally regulate content advertised on the sign. Councilman Hutchenrider now expresses his opposition to the electronic messaging sign since they can’t regulate the content displayed. Councilman Barrios agrees with Councilman Hutchenrider. Councilman Barrios asks if businesses will rotate or have to compete for slots on the monument sign. The applicant clarifies that this sign is not meant to generate revenue for advertising. He also clarifies that businesses will be displayed based on what their current exposure is to the roadways. It will be need-based.
Councilman Barrios asks if they can regulate the number of slots on the monument signs for a business to be advertised. Staff answers that this would not be regulated, only the size, height, and location. Councilman Barrios also expresses concern over the monument sign becoming a visual hazard for those trying to exit the development onto Central Expy. City Manager Don Magner answers that the city does have laws in place that prevent the sign from blocking the visibility of the roadway. Councilman Barrios is also concerned about the size of the monument sign. He supports the pedestrian directory signs.
Councilman Dorian is also against the electronic messaging sign. He supports the directory signs. He asks if the applicant would consider reducing the height of the monument sign. The applicant answers that he will take whatever they are willing to approve. Mayor Dubey supports the electronic messaging sign. He reminds Council that they have taken a business-friendly approach, and this applicant is requesting this to ensure business success.
Mayor Pro Tem Shamsul states that the monument sign shouldn’t block anyone’s vision. He isn’t as supportive of the electronic messaging sign, citing concerns about distracting drivers on U.S. 75. The applicant concludes by agreeing to only display events and names of businesses on the electronic messaging sign.
Councilman Hutchenrider makes a motion to approve the requested sign plan except for the electronic messaging sign. Councilwoman Justice seconds the motion. This motion passes unanimously though some councilmembers appeared hesitant with their vote. No electronic messaging sign. Yes to the others.
CONSENT AGENDA & CLOSING
The consent agenda is approved unanimously. It includes only one item, an ordinance officially terminating the declared state of disaster related to the May 28th storm.
Council discusses a Boys & Girls Club Christmas Party, a proclamation presented to the Indian American Muslim Council, an Eisemann Center performance, Bangladesh Victory Day, a robotics competition hosted by IANT, the mayor’s Christmas Party, the upcoming Community Revitalization Awards, and a meeting of the Parks Commission. Council now convenes into executive session to deliberate regarding economic development negotiations for a commercial development in the W. Renner/Alma Rd. area. The footage stops here.