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MIN CC 03/01/19830"11..4 .lj MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 1ST DAY OF MARCH, A.D., 1983 IN THE CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:30 P.M. The Council met in regular session with the following members present: William V. Nash, Mayor Murray A. Brown Larry Corley Stephen E. Davis Jerry L. Dowling Bill Hodges Goree McGlothen Jane Monday Member absent: Delora King The meeting was called to order by the Honorable William V. Nash. The Mayor announced that the City Council will now recess into Executive Session to discuss the following legal and real estate matters: 1. Mackey Vs. City of Huntsville 2. Embessi Vs. City of Huntsville 3. Comella Vs. City of Huntsville 4. Martinez Vs. City of Huntsville 5. Acquisition of property for the airport FORMAL MEETING RECONVENED (7 :00 P.M.) Mayor Nash then reopened the formal meeting and announced that no action was taken in the Executive Session. St. James United Methodist Church was then represented by Reverend Iowa Jones, who was then introduced to give the invocation. CONSIDER THE MINUTES OF THE PREVIOUS MEETING Councilmember Davis made the motion to approve the minutes of February 22 and Councilmember Hodges seconded the motion. All were in favor and the motion passed unanimously. CITY'S INSURANCE PROGRAM Mr. Fred Gillette, The Wyatt Company, Dallas, Texas Mr. Gillette presented an audit and review of the City's insurance program. The Council had the opportunity to review the written report in advance. Mr. Gillette noted he did not feel the city's costs were out of line but noted the protection the city presently has under its coverages is not as good a buy as it should be. He noted numerous areas of protection were identified that are lacking in the City's program. He also noted there are limitations and restrictions on the City's existing coverages that need not be there. He noted from a protection standpoint, there are some rather significant deficiencies. He said these could result in major uninsured losses that you might expect to be insured. He noted the companies representing the city at present are all financially stable. He recommended the City buy increased amounts of insurance in some areas and in other areas look to improving the scope of the coverages being purchased. He then presented his prepared specifications for use in renewing existing coverages through competitive bidding. He noted his company will assist in analyzing the proposals that are received. Mayor Nash requested that all proposals be sent to City Hall for receipt and distribution, rather than going straight to the consultant. Mayor Nash suggested the City Attorney work closely with Mr. Gillette in deciding on the proposals and that the proposals be considered in the order in which they are received. It was noted proper notice will be given in the local paper and copies of the specifications will be provided to all of the local agents. Mr. Nash asked that the City Attorney review all awards that are made on the insurance contracts. He expressed his concern that local bidders be treated fairly. The Council asked that Scott Bounds, the City Attorney, review the allocations made by the consultant. With these changes in the procedures and specifications, Councilmember Monday made the motion to approve the staff's request to issue a notice of intent to receive bids on the City's property and liability insurance coverages and Councilmember Corley seconded the motion. All were in favor and the motion passed unanimously. COMMUNITY SCHOOL CONCEPT Consider Resolution No. 83 -5 endorsing operation of Community School Program Mr. Richard Watkins, CETA Director, Vocational Education Department of H.I.S.D. appeared with colleague Mr. Cecil Williams, to ask the Council's support of this Resolution indicating the City of Huntsville's support and endorsement of the joint planning, development and operation of a Community School Program within its respective service areas by providing facilities, staff and certain recreational service programs for the citizens within its geographic boundaries. Mr. Watkins noted the Hospital District and the County Commissioners have also endorsed this program in addition to H.I.S.D. Councilmember Corley made the motion to approve Resolution No. 83 -5 and Councilmember Davis seconded the motion. All were in favor and the motion passed unanimously. CITY MANAGER'S REPORT Texas Parks & Wildlife Department - -Fish Kill Matter Mr. Gene Pipes indicated he is in receipt of a letter from Mr. Charles Travis of the Texas Parks & Wildlife Department indicating it is its mutual understanding that both the city and TP&WL wish to protect the water in the creek and each entity has the goal to prevent future fish kills. Mr. Pipes noted Mr. Travis acknowledged that the City has spent additional funds and did extensive work towards safeguards in this area in pursuit of preventing any possible contamination of the water from the City's sewer plant. Page 278, Minutes of March 1, 1983 MINUTE BOOK "N" Spring Break Mr. Pipes noted March 15 is the Tuesday within the week of spring break. He advised the Council there would not be a meeting scheduled for that week. March 22, 1983 The City Manager advised the Council that a meeting would be scheduled for this date, but that he would perhaps be absent with Boyd Wilder and Glenn Isbell so that the three could attend a water conference and dis- cussions about the Texas Water Plan in Austin on March 22 and 23. He noted the City Attorney, Scott Bounds would conduct the meeting in his absence. Certificate of Conformance in Financial Reporting Mr. Pipes then advised the City Council of the City's receipt on March 1, 1983 of a Certificate of Confor- mance in Financial Reporting for the fiscal year ended September 30, 1981, which was conferred upon the City by the Municipal Finance Officers Association. CONSIDER ORDINANCES Consider an Ordinance No. 83 -3 -1.1 (83 -10) Approving Claim for Payment of a Dump Truck and Authorizing Delivery of Certificates of Obligation Councilmember Corley then presented this ordinance which would approve claim for payment in the amount of $28,513.50 for a dump truck and authorize delivery of certificates of obligation, as planned in the budget. He noted the bids received from competitive bidding which were opened on this date are as follows: First National Bank 9.234% Sam Houston National 9.010% Huntsville National Bank 8.100% The caption of this ordinance is as follows: ORDINANCE NO. 83 -10 AN ORDINANCE APPROVING CLAIM AND DELIVERY OF CERTIFICATE OF OBLITATION; AND CONTAINING OTHER PROVISIONS RELATED HERETO. Mayor Protem Corley then asked the Council for their consideration of this ordinance and the interest rates bid. Councilmember Brown made the motion to approve Ordinance No. 83 -10 and the interest rate from Huntsville National Bank in the amount of 8.1% interest and Councilmember Dowling seconded the motion. It was noted this is a four year C.O. Councilmember Hodges and Mayor Nash abstained from voting.* Councilmembers Monday, Corley, Dowling, McGlothen, Davis and Brown voted for the motion and it therefore passed unanimously. *Councilmember Hodges and Mayor Nash are on the Board of Directors of Huntsville National Bank and therefore abstained from voting on this matter. Consider an Ordinance Authorizing the Issuance of a Notice of Intent to Issue Certificates of Obligation to Purchase Land for Airport Use Councilmember Corley made the motion to table this item and Councilmember Brown seconded the motion. All were in favor and the motion passed unanimously. Consider an Ordinance Amending Chapter 14 of the Code of Ordinances to Reduce the Maximum Size of Off- Premise Signs from 642 Square Feet to 300 Square Feet Councilmember Brown made the motion to table this item until the Council could review a slide presentation more clearly explaining the size signs being affected and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. CONSIDER CONSTRUCTION CONTRACT Consider Award of Contract to Johansson Construction Company for South Sewer Plant Expansion Project Mayor Nash then presented this contract for construction of South Sewer Plant Expansion Project from Johansson Construction Company of Nacogdoches, Texas, the present low bidder on the project, in the amount of $754,000, as recommended by the staff and its consulting engineer, Wisenbaker, Fix and Associates. Mr. Pipes noted funds for this project are currently available in the reserve generated for the construction of the water tower. He noted these funds are part of the one to one - and -one -half coverage created last year. He noted the City can spend these funds for capital improvements without endangering the water tower project. Councilmember Brown made the motion to approve the contract with Johansson Construction Company to be paid from existing funds and Councilmember Corley seconded the motion. All were in favor and the motion passed unanimously. The Council requested the opportunity to review the construction plans for the expansion. CONSIDER A BAND MOBILE RADIO CONTRACT , ±'j ;j 4' Consider a Letter Agreement for Contract Maintenance Services on the Public Works Band Mobile Units Mayor Nash noted this letter agreement represents an amendment to the original contract entered into in 1974. He noted the changes are that: 1) the City will purchase encoders as needed; 2) the cost of service on the mobile units and base units will be $7.00 each per month; and 3) walkie- talkies are included at a rate of $7.00 each per month. More specifically, this contract will service 48 mobile units, six remote stations, one base station and four walkie- talkies for an monthly fee of $399.00. Councilmember Corley made the motion to approve this letter agreement and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. CONSIDER APPRAISAL REPORTS ON THE C.D.B.G. Consider Appraisal Reports on the C.D.B.G. Right -of -Way Project in New Addition -- Parcels K7 -4, K7 -5 & J7 -67 Gene Pipes, City Manager, asked the Council's approval of the primary appraiser's reports, to establish ;'just compensation to be market value as identified in the Primary Appraiser's report and authorize the staff to distribute letters offering to purchase right -of -way parcels as per established just compensation amounts. '.Councilmember McGlothen made th, :n to approve these three requw-tc and Councilmember Monday SPennelprl rye it motion. All were..1ji favor an • nacced ,inaniw•norl" MINUTES OF MARCH 1, 1983 BOOK "N" MID -TERM BUDGET ADJUSTMENTS Consider the Mid -Term Budget Adjustments (from Reserves for Future Allocations) Gene Pipes then presented the decision package recommendations for the second quarter, in priority order. Various of the 22 items were discussed by the Council. After some discussions Brown made the motion to approve some twenty- oneitems, deleting only the allocation of $4,000 to advertising with the Council's consensus to send this statement back to SHSU with instructions to the Chamber of Commerce. Councilmember Dowling added a caveat that the person pursuing the the ham radio operators endeavor to obtain federal emergency funds or alternate funds for its p member Brown accepted this amendment to his motion. Councilmember Hodges seconded the motion. and the motion passed unanimously. The items so approved are listed below: 1. Budget overrun -- postage $ 1,000 2. Budget overrun -- Volunteer Firemen Retirement Policy $ 1,460 3. Defensive driving course package $ 1,500 4. Garage equipment $ 6,250 5. Books- -City Attorney $ 2,200 6. Condemnation Research $ 2,000 7. Bookcase -- Planning $ 350 8. Hiring of relief dispatcher $ 5,700 9. Finaling of computer upgrade (net of funds available in budget) $ 6,911 Exchange of entry terminals for cash register) ($ 2,000) 10. Copier for fire station $ 1,750 11. Replacement walkie- talkie - -Fire $ 1,800 12. Three inlet deluge set for 1980 Mack Pumper $ 2,400 13. Replacement body armor for Police Officers $ 2,699 14. Supplies labor for building evidence and storage room in vault -- Police $ 450 15. Emergency equipment for (4) Police Supervisor's Cars $ 938 16. Supplies and materials for building maintenance program $ 3,000 17. Window covering replacement and rear access to building -- Library $ 5,350 18. Vehicle -- Volunteer Fire Chief $14,500 19. Generator for ham radio operators $ 3,200* 20. Supplemental training and seminar funds $ 7,665 21. Remodeling City Hall $20,000 Total Budget Adjustments for Second Quarter $89,123* *Pursue alternate funds is new stipulation for this item No. 19. Mayor Nash then asked the Council's consideration for approval of two items on the Third Quarter Priority List, as follows: 1. Inspector I-- Central Inspection (remainder of year) 7. Pickup -- Central Inspection Total Adjustments Approved on Third Quarter Listing $21,135 Moved up to Second Quarter Councilmember Monday made the motion to authorize approval of the above two items for immediate funding and Councilmember Corley seconded the motion. All were in favor and the motion passed unanimously. Mayor Nash asked Mr. Pipes to reprioritize the remainder of the list for third quarter considerations as the items may relate to timing. Due to the need for getting on with the bidding for parks and street equipment, Councilmember Monday moved to also move two additional items from the third quarter list to the second quarter for immediate acquisition, and Councilmember Corley seconded the motion. The items are as follows: 2. Parks equipment $ 5,610 Street Maintenance Equipment $ 7,584 9. Park Tractor and Hower $19,400 $22,594 All were in favor of moving these two items forward for immediate consideration and the motion passed unanimously. Councilmember Brown expressed his opinion that the Council should move forward now also with the acquisition of at least two additional paid firemen. Mayor Nash noted that because of the City's agreement with the County, we cannot incur more than 10% in additional expenditures in this department this year or the County would have grounds to extricate themselves from our agreement. Mr. Pipes noted we have already reached this percentage. Mr. Nash noted, however, he would like more information than what is presently provided in the packet on this subject. He noted he would like to review this informaticn,when it is supplemented with additional data, with representatives of the County. Councilmember Brown also requested the Council needs to consider the police patrol vehicles as soon as possible. After some discussion and information from David Farrar, Police Chief, Mayor Nash asked Mr. Pipes to review all of the decisions packages that are remaining for consideration and update and prioritize them for the Council. Page 279 4 %i, recommended , Councilmember SHSU for to mail the bill generator for urchase. Council- All were in favor $12,135 $ 9,000 Mayor Nash then presented three budget adjustments for the Water and Sewer Fund, as follows: 1. IBM Typewriter 2. Root saw for vactor truck 3. Supplemental training funds $ 980 $1 ,643 $1,880 Total recommended budget adjustments for Water & Sewer Fund: $4,503 Councilmember Monday made the motion to approve funding of the above three items and Councilmember Corley seconded the motion. All were in favor and the motion passed unanimously. +v " PAGE 280, BOOK "N" MINUTES OF MARCH 1, 1983 Mayor Nash then presented budget adjustments for the Sanitation Fund, as follows: 1. Container Repair 2. A/C and Heating Unit -- Landfill Office 3. Portacan House -- Landfill 4. Special project research 5. Supplemental training funds $ 5,000 $ 703 $ 1,035 $ 5,000 $ 1,000 Total Recommended $12,738 Councilmember Corley made the motion to approve all of the above budget adjustments and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. WILLIAM V. NASH -- MAYOR'S REPORT H.G.A.C. -- Airport Improvements Mayor Nash noted that HGAC's Project Review Committee has reviewed the City's airport improvement plans and found them consistent with regional plans. T.D.C. -- Industrial Waste Problems Mayor Nash noted that TDC is requesting funds to solve their industrial waste problems. He noted they will J!' be requesting funds to build a pre- treatment facility on the Diagnostic Site to serve all three units. He noted this then would solve the City's problems at the North Plant. He noted the Diagnostic plant can be developed into d a full plant. Councilmember Brown noted he still wishes to pursue alternate methods of sludge disposal for long range beneficial gain. Councilmember Brown Councilmember Dowling COUNCIL ACTION commended Patricia Allen and her staff for their excellent work during the year previous which resulted in the City's receipt of a "Letter of Commendation." Acknowledged the Huntsville Item's First Team Reporter is back with the Council- -Lisa Trow. Requested the staff to again look at the City's annexation plans. Mr. Pipes noted it will probably be after May 1 before the staff can present any information on annexation. asked about county road standards in the E.T.J. Gene Pipes noted the County Commis- sioners are moving in a very positive direction towards paved surfaces in the City's Extraterritorial Jurisdiction and acceptance of paved surfaces as a normal county road maintenance item heretofore not acknowledged. He noted it was his understanding that the County will accept and require roads paved very similar to the City's stan- dards for asphalt surfaces and they will be maintained in the years to come so that when those areas are annexed, they will come into the city in reasonable standards. ADJOURNMENT Respectfully submitted, uth DeShaw, City Sec arch i, 1983 1 1 1