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MIN CC 03/22/1983THE MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING OF MARCH 22, 1983 HELD IN IHL CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, 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 Bill Hodges Delora King Goree McGlothen Jane Monday Member absent: Jerry Dowling The meeting was called to order by the Honorable William V. Nash. RECESS TO EXECUTIVE SESSION Mayor Nash then recessed the formal meeting into an Executive Session to discuss the acquisition of real estate for public purposes and pending litigation regarding the Embessi Vs. City case and the Mackey Vs. City case. RECONVENE THE FORMAL MEETING The formal meeting was reconvened at 7:00 P.M. and the Mayor announced that no formal action had been taken in the executive session and that none would be taken in formal session regarding the executive session discus- sions. INVOCATION The invocation was presented by Brother Luke Curtis of the Church of Christ Prison Ministry. CONSIDER THE MINUTES Councilmember Monday made the motion to approve the City Council Meeting minutes of March 8, 1983 and Councilmember Corley seconded the motion. All were in favor and the motion passed unanimously. PURCHASING ITEMS Fire Hose - -81d No. 83 -15 Mayor Nash presented the staff's recommendation to purchase various lengths of fire hose from the low bidder, W. A. Neel 6 Associates, in the amount of $5,955, as specified. Fire Chief Joe French asked the Council to consider awarding the bid to the second low bidder to achieve interchangeable parts and to acquire the necessary tool (wrench) required in facilitating the use of this equipment. The wrench was not available or bid by the low bidder initially. It was noted the low bidder was allowed to revise his bid to include the special wrench. Mr. French noted it is his recommendation to award the bid to Jaffrey Fire Protection Company, Inc. in the amount of $6,141 and that he could not support the recommendation to accept the low bidder's bid because of his desire to standardize the equipment and facilitate the use of interchangeable replacement parts. Councilmember Hodges made the motion to award the bid to Jaffrey Fire Protection Company, Inc. for the reasons stated by the Fire Chief and because he did not approve of allowing the low bidder the opportunity to revise his bid and Councilmember King seconded the motion. All were in favor and the motion passed unanimously. Janitorial Services - -Bid No. 83 -16 Mayor Nash presented the staff's recommendation to award the annual contract for janitorial services to the low bidder, J. D. Davis, in the amount of $28,270. Councilmember McGlothen questioned the base bid and the total of the itemized bid list, noting there was a $50.00 discrepancy in these totals. After some discussion regarding the services to be provided for the bid amounts, the Council felt more thought should be given to the two low bidders, J. D. Davis and Byrd Janitorial Services in that the bids were very close and that Byrd Jani- torial Services had been the City's contractor for the past four years and has done an outstanding job. The staff was asked to learn more about the quality of the work done by J. D. Davis and to review again the extra charges each would require for the extra services not included in the base bid. Councilmember McGlothen made the motion to table this item and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. Pick -Up Truck - -Bid No. 83 -17 Mayor Nash then presented the staff's recommendation to purchase a pick -up truck for use in the Central Inspection Division from the low bidder, Moore-Henry Motors, in the amount of $8,450, as budgeted. Councilmember Corley made the motion to award the bid as recommended and Councilmember Hodges seconded the motion. All were in favor and the motion passed unanimously. CONTRACT -- SUMMER BASEBALL PROGRAM Mayor Nash presented the contract being proposed for services with the Summer Baseball Program organizations for use of the various city facilities. He noted the contract is with the Huntsville Youth Baseball Association, the Huntsville Boys Majors and the Huntsville Girls Softball Association for a term of six months and is similar to last year's contract. The City Council expressed concern about the leagues' practice of playing ball after 10:00 P.M. on school nights and noted they did not encourage such late night activities, especially for the younger children. Councilmember Davis expressed the concern of Councilmember Dowling's that the City may need to require that the lights be turned off at 10:00 P.M. to enforce this suggested rule. The Council seemed to be in general agreement regarding the late night games. Councilmember Brown made the motion to authorize the City Manager, Gene Pipes, to enter into this contract with these organizations and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. Councilmember Davis requested that Johnny Poteete, Director of Public Works, obtain some sort of verbal commitment from the managers of these various baseball programs that they will make every attempt to enforce the 10:00 P.M. curfew. Councilmember Monday noted if cooperation is not received, the City Council may need to legislate' this curfew next year, or perhaps come back and do it this year. EROSION CONTROL - -TOWN CREEK PARK Mayor Nash noted that a proposal had been suggested to fund a project that would bulkhead the creek bank adjacent to the City Hall site for erosion control, beautification, and accommodation of other Town Creek Park Improvements, for an estimated cost of $28,000. He noted however that the City Manager, Gene Pipes, is asking the Council to table this item at this time pending further study and consideration. The Council generally concurred to omit this item from the evening's considerations and then moved on to the next item on the agenda. CHANGE IN ELECTION PRESIDING JUDGE Mayor Nash noted the Council is now asked to consider a new appointment to assume the role of election presiding judge in Precinct 105 of the City, at the First Baptist Church on 10th Street (Ward 3). It was noted the previously appointed judge, Mrs. Beverly Boone, had to resign due to family considerations. Mr. Nash noted Mr. Frank Baker, the County's elected presiding judge for elections, has agreed to assume these responsibilities for the City -HISD election on April 2, 1983. Councilmember McGlothen made the motion to approve of the new appointment of Mr. Frank Baker for the role of election presiding judge in Precinct 105 and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. MAINSTREET PROJECT UPDATE Mr. Bob Smith, Director of Community Development, provided the Council with an update on the'Mainstreet Project, noting that bids will be opened on March 30 for the 12th Street sidewalk construction of concrete pavers and the Council will be asked to approve a bid on April 5. He noted construction could start during the week of April 4 and should be completed within 30 days. It was noted there will be no interruption of services and that the City will assist shoppers by placing a boardwalk in the construction area so that access can be had to the stores. Mr. Smith noted planters have been designed for that side of the square and will probably be con- structed in- house. He noted Four Seasons Interiors has already begun their renovations and he described the methods they would employ to restore their building. He noted Barnaby's is also involved in renovations. He noted other businesses around the square are beginning to show their interest and are watching as those already involve progress and as the new sidewalk is constructed. He felt it would not be long before many more businesses would become involved in the project to revitalize the downtown area. MAYOR'S REPORT - -Bill Nash Texas Department of Water Resources - -TDC Sewerage Service Mayor Nash then read an excerpt from a letter from Mr. Charles E. Nemir, Executive Director of the Texas Department of Water Resources, dated March 11, 1983, which indicated the results of the meeting between the City, TDC and the TDWR on February 22, 1983. He noted as a result of this meeting, considerable discussions were held concerning the various options available to the City and TDC, and TDWR has determined that the following approach appears to be most feasible: "1) TDC and their engineers would select the best route and proceed with design and construction for a force main to transfer waste from the Walls Unit to the site of a proposed treatment /pretreatment unit to be located at the Diagnostic Unit. The City would assist TDC in what- ever way possible in securing the necessary easements. 2) TDC and their engineers would proceed with the design and construction of a pretreatment system to be constructed at Diagnostic Unit. Such a system would be sized and designed to treat all of the waste from all of the TDC units with some capacity for future growth. In addition, such a system would be designed so that complete treatment followed by direct discharge could be accomplished with little or no modifications if at some time in the future TDC and the City decided that a separate discharge by TDC was in order. TDC and their engineers estimated that such a system could be designed, constructed and operational within approximately one and one -half years. We believe that the proposed solutions to TDC's and the City of Huntsville's sewerage treatment needs are proper ones. We would recommend that TDC and the City proceed with the necessary design and construction work." Mr. Nash noted this relates to the situation at the North Sewerage Plant which is receiving a considerable amount of influent of a higher B.O.D. and other characteristics than it was designed for and the sludge capa- cities have been reached. He noted according to this proposal, within a year and one -half, TDC would have a solution to that problem and it would not be necessary then for the City to go into some of the other programs that we have discussed. Mr. Nash noted Mr. Estelle, Director of TDC, has advised TDC is seeking funds through the Legislature for this program. Reception for Councilmember Goree McGlothen- -Eight Years of Service Mayor Nash noted there will be a reception for outgoing Councilmember Goree McGlothen next week Tuesday evening at 8:00 P.M. in the Conference Room of the City Hall. COUNCIL ACTION State of Texas Juneteenth Queen - -Miss Vanetta Mills - -of Huntsville Mr. McGlothen noted he attended the State Meeting of the Texas Emancipation Cultural Association in Houston. He noted at this meeting he presented Huntsville's 1982 -1983 Juneteenth Queen, Miss Vanetta Mills, who was chosen State Queen out of thirteen other city's candidates for the title, on March 19, 1983 by the Texas Emancipation Cultural Association. Councilmember McGlothen suggested the City Council give Miss Mills some kind of proclama- tion from the City recognizing her achievement. Councilmember Monday suggested this proclamation be prepared for presentation next Tuesday. Mayor Nash felt this would be very appropriate. Third Quarter Budget Adjustments Councilmember Brown requested the City Manager to bring back to the Council the third quarter budget adjust- ments so that some of the purchasing items can begin the purchasing procedures. He noted the third quarter begins the 1st of April. Mayor Nash asked that the City Manager make every attempt to have his recommendations ready as soon as possible. Downtown Parking Problems -- Councilmember Hodges noted he has received comments from downtown business people about the problems with the two hour parking procedures. He noted the privilege is being abused by those who rotate their tires every two hours. He noted the intent was good but it is not working. He wanted another long hard look at this situation. Mainstreet Project -- Councilmember Monday asked Bob Smith to contact all the business owners on the south side of the Square to ,inform them of our timetable regarding ,the sidewalk construction. ADJOURNMENT ully s bmitted, March 22, 1983 C y Secre a y