Spearman City Council Meeting May 19, 2026

May 23, 2026

by Staff Report

Agenda Summary and Action Taken

1. Call to Order
The meeting was called to order after a quorum was confirmed.
Action taken: No vote required.

2. Invocation and Pledge of Allegiance
An invocation was given, followed by the Pledge of Allegiance.
Action taken: No vote required.

3. Citizens Comments
The mayor opened the floor for citizen comments. No one spoke.
Action taken: Citizen comments were closed with no public comment.

4. Approval of City Council Meeting Minutes
Council considered minutes from the April 21 regular meeting and the May 12 special meeting. The transcript specifically references approval of the April 21 regular meeting minutes.
Action taken: Motion by Roger, second by Mark. Motion carried, 5-0.

5. Monthly Reports
Council heard monthly reports from departments including police, fire, SEDCorp, public works, administration and related operations.

The police report included discussion of April activity and traffic stops, along with questions about possible local enforcement or education related to youth motorized vehicles or traffic safety.

The fire report included updates on the new brush truck, hose testing, a possible used fire hose donation from another district, upcoming Fourth of July planning, and recognition of firefighter service milestones. Council also discussed the resignation of Fire Chief Mr. Paxton and how assistant chiefs would handle duties during the transition.

The SEDCorp report included Heritage Days planning, parade route details, vendor updates, workforce and trade training conversations, HVAC/plumbing/electrical workforce concerns, and possible tuition or certification support.

Public Works reported that the pool was ready to open, water leaks had been addressed, gas inspections and annual leak detection were coming, street sweeping was ongoing, summer help would assist with mowing and crack sealing, the landfill was short one employee but keeping up, and the south-side gas project was moving slowly but nearing completion. There was also discussion about a power outage that exposed a generator battery issue at City Hall.

Council also heard a short update on the community cleanup effort, which did not go as well as hoped, though roll-off dumpsters were used and the city’s support was appreciated.
Action taken: Motion by Brian to accept monthly reports, second by Frank. Motion carried, 5-0.

6. Monthly Financials
Council reviewed the monthly financials. Discussion included sales tax holding steady, a correction needed on a cash account, ARPA/SLFRF funds being spent and transferred, the Vike check, SCBA/fire department purchases, street expenditures, and several questions on individual line items and invoices.
Action taken: Motion by Ron to approve the financials with the noted cash-account correction, second by Roger. Motion carried, 5-0.

7. Oath of Office for Newly Elected Officials
Council recognized outgoing council member Mark for his service. Newly elected council members, the mayor, and the municipal judge were sworn in. There was a brief explanation that the municipal judge is sworn in again because the judge’s term runs with the mayor’s two-year term.
Action taken: Oaths administered. No vote required.

8. Annual Audit Status Report from Travis Wolf
Travis Wolf gave a detailed update on the city’s overdue audit work. He explained that 21 accounts identified by the auditors had been addressed for all three years, with balances determined and journal entries prepared for the auditors. He said the city was waiting on the auditors to return for field work.

Wolf explained accounts payable, accruals, year-end adjustments, and why auditors will not create the city’s payable numbers for management. He said he had not found dishonesty or nefarious action in the areas he reviewed. He also said the process could take all summer and that, in a best-case scenario, all years could be completed by the end of the year. Council discussed future process improvements, including monthly closing procedures, reconciliations, and whether Wolf could continue in a teaching or mentoring role after the immediate audit work is complete.
Action taken: Report received and discussed. No vote recorded.

9. EDC Expenditure to High Plains Strategies for Rural Snapshot Review
Council considered approval of an Economic Development Corporation expenditure to High Plains Strategies for a Rural Snapshot Review. The discussion described the review as a one-time $1,500 product that would gather baseline information on population/demographics, school enrollment trends, sales tax, housing availability/condition, and business activity indicators. The EDC had already approved the expenditure, but it was brought to council out of caution because of EDC bylaws language regarding contracts.
Action taken: Motion to approve the High Plains Strategies contract/expenditure. Motion carried, 5-0.

10. Approval of Fire Department Assistant Fire Chief
Council considered the second assistant fire chief position. The first assistant had been approved the previous month, but Justin Roberts’ onboarding paperwork had not yet been complete. The item came back once paperwork was complete. Council discussed the department’s leadership needs after the fire chief’s resignation and the importance of leadership, training and structure.
Action taken: Motion by Brian to approve Justin Roberts as second assistant fire chief for a one-year unexpired term, second by Roger. Motion carried, 5-0.

11. City of Spearman Board Appointments
Council reviewed multiple board appointments, including airport, beautification, electrical, housing, library, planning and zoning, zoning board of adjustment, EDC, and chamber representation.

Discussion included keeping active members in place where appropriate, appointing K. Snider to the Beautification Board to replace Stephanie Brock, finding someone for the Housing Board after Linda Wilkerson asked to give up her seat, reaching out to Bruce for Planning and Zoning, and adjusting council representation on the EDC and Chamber. Don was discussed for an EDC vacancy created by Roger stepping down, and Frank agreed to serve as the city’s Chamber representative. Some appointments or vacancies were to be brought back the following month.
Action taken: Motion by Brian, second by Roger, to approve the discussed board appointment changes and return with remaining vacancies. Motion carried.

12. Resolution 4-26 Supporting Texas Municipal League President-Elect Application
Council considered Resolution 4-26 supporting the mayor’s application/interview process for Texas Municipal League president-elect. The mayor explained that the TML president-elect vacancy occurred because of changes in elected status under TML bylaws, and that support from the council was part of the process.
Action taken: Motion by Roger, second by Don, to approve the resolution of support. Motion approved.

13. Fire Department Ordinances for Future Consideration
Council moved this item up before returning to Item 11. Discussion focused on revising the fire department ordinance, including structure, assistant chiefs, line officers, membership residency requirements, grievance/appeal protections, checks and balances, and the relationship between the city ordinance and the fire association’s bylaws.

Council discussed concerns that prior checks and balances had been weakened, that the ordinance currently references a chief and two assistants, and that future language should better protect the department and members from one-person decision-making. There was also discussion about whether membership should be limited to city residents, how volunteers respond safely, and whether staff should draft revisions for future consideration.
Action taken: No ordinance was approved. Direction was given for staff to take the suggestions, draft possible ordinance changes, and bring them back at the next council meeting.

14. City Procurement Policy Related to Chapter 252
Council discussed procurement policy in light of changes from the 89th Legislature. The discussion noted that state procurement thresholds had increased, while Spearman’s current policy threshold was discussed as $25,000. Council discussed whether to raise the local threshold, the value of still getting multiple bids even when not legally required, and whether the issue is housed in the city’s financial or investment policy.
Action taken: No vote taken. Staff was directed to look into the policy and bring the item back at the next meeting.

15. Executive Session — EDC Director Agreement/Position
The agenda called for executive session under Section 551.071 and disciplinary rule provisions to consult with legal counsel regarding the March 12, 2008 agreement for services and employment as Economic Development Director and the EDC director position. The mayor read this item along with Item 17 before the council proceeded through the personnel/legal matters.
Action taken: Council consulted/considered the matter. Any final public action was taken under Item 16.

16. Reconvene and Action on EDC Director Agreement/Position
After returning to open session, council acted on the 2008 EDC director agreement. The motion stated the city’s intention to exit the current contract by September 30, aligning the end date with the fiscal year, while giving time for the city, EDC and Chamber to collaborate on a replacement agreement. Council discussed that no fully executed later contract had been located among the three entities.
Action taken: Motion to set September 30 as the intended end date for the current agreement and work with the EDC and Chamber on a replacement agreement. Motion seconded and approved, 5-0.

17. Executive Session / Open Discussion Regarding Planner I Employment
The agenda called for executive session under Sections 551.071 and 551.074 and disciplinary rules to consult with legal counsel regarding the employment of Planner I. The employee, Mr. Taylor, requested that his portion be handled in open session. He presented a grievance alleging an abusive work environment, retaliation, isolation, shifting expectations, and concerns about how the termination/employment item appeared after his grievance.

The interim city manager later presented his findings and response to the grievance, discussing the May 11 incident involving the city secretary, prior concerns about reporting to council, changes in job duties, communication issues, and other personnel concerns. Council members questioned both sides during the open-session discussion.
Action taken: Council ultimately voted to find the grievance alleging an abusive working environment unfounded. Motion by Roger, second recorded in the transcript but the name is unclear. Motion carried.

18. Reconvene and Action Regarding Planner I Employment
The agenda allowed council to take action after executive session regarding Planner I employment. Based on the transcript, the clear public vote taken in this portion was the finding that the grievance was unfounded. I do not see a separate, clearly stated motion to terminate, retain, suspend, or otherwise change the Planner I’s employment status before council moved to the EDC contract action and then Item 19.
Action taken: Grievance found unfounded. No separate employment-status action is clearly captured in the transcript provided.

19. City Manager’s Report
The city manager reported on three listed items: municipal pool, TxDOT Project 254SPEAR, and the automated meter reading system.

For the municipal pool, he said the pool was ready except for a high chair that had been ordered. The pool had been repainted, the awning area repainted, the heater fixed, a light added at the deep end, and the tallest available chair ordered to address visibility and code concerns. He also reported that returning lifeguards had been hired and interviewed, including role-play training around parent conflicts and safety enforcement.

For TxDOT Project 254SPEAR, he discussed airport lighting improvements. The city’s original budgeted 10% match was discussed, along with revised cost information.

For automated meter reading, council discussed system options, drive-by or remote meter-reading capabilities, staff time savings, water-use monitoring, and the broader productivity benefit of reducing manual meter reading.
Action taken: Report only. No vote recorded.

20. Council Requests for Future Items
Council discussed bringing back procurement policy information tied to the $25,000 threshold. A council member also requested continued consideration of using Travis Wolf beyond the audit catch-up period, possibly through September 30 or December 30, and possibly in a recurring review/mentoring role to help staff stay on track.
Action taken: No vote. Future-item requests noted.

21. Adjournment
The transcript ends after council requests for future items with the mayor indicating there were no other items and saying thank you.
Action taken: Meeting ended; no formal adjournment motion is clearly captured in the transcript provided.