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MIN CC 02/14/1984MINUILS Ur IHL L1IY LUUNLIL MELT1N8 OF FEUmJANY 14, 1984 -- PAGE 381 -- BOOK "N" MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 14TH DAY OF FEBRUARY, 1984 IN THE CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 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 Percy Howard, Jr. Jane Monday Bob Tavenner The meeting was called to order by the Honorable William V. Nash, Mayor. The invocation was presented by Mr. Robert Morphew (City's Building Inspector), representing Harding Memorial Baptist Church. CONSIDER THE MINUTES OF THE PREVIOUS MEETING Councilmember Corley made the motion to approve the minutes of February 7, 1984 and Councilmember Davis seconded the motion. All were in favor and the motion passed unanimously. ATTENDING. CITIZENS Lisa Pollard, Delta Tau Alpha, to present a gift of a tree Lisa Pollard, representing Delta Tau Alpha, a National Agricultural Honor Society from Sam Houston State University, advised the Council that her service organization would like to present a pear tree to the City for planting behind the City Public Library as a part of the Huntsville Beautification Project. She then invited the Council to the formal planting ceremony set for Friday afternoon at 12:00 Noon. Jonathan Reed, Representative of the SHSU Student Government Association, Introduced Mayor Nash noted he received a call from Mark Rummel with the Student Government Associa- tion at SHSU advising of their intention to send a representative to our City Council Meetings for a period of time. He noted the purpose is to better inform SHSU regarding happenings in the community, particularly with the City Council. He then recognized Mr. Jonathan Reed of the SGA, who is their representative. Mayor Nash endorsed this program. CONSIDER TAX EXEMPTION Consider a proposal from the Walker County Historical Commission to forgive the 1984 ad valorem taxes on a property owned by the Ben H. Powell estate by virtue of the property's planned use as a museum under the terms and conditions of a dual lease with Walker County (1983 taxes were $389.76). Mayor Nash presented some background information regarding this request and some of the statutes regarding this were referenced. Mayor Nash noted the Councilmembers have individually indicated their support of this request, but are concerned that it be effected via the most appropriate vehicle which is also in compliance with the statutes. The Council discussed using an interlocal contract or an ordinance to waive the taxes. After much discussion, Mayor Nash asked the Council to table this ordinance so that the staff can work out the mechanics. Councilmember Hodges made the motion to table and Councilmember Davis seconded the motion. Discussion: Councilmember Brown asked to go on record by motion or some sign which indicates that the Council is in favor of waving the taxes on this property. Mayor Nash noted it has already been determined that this is the consensus of Council. After further discussion, the Mayor called for a vote on the motion. All were in favor of the motion to table and it passed unanimously. Councilmember Monday asked that this item be on the agenda for February 21 for final disposition. CONSIDER REJECTING LANDFILL SCALES BID Consider the rejection of bid No. 84 -8 for landfill scales Mayor Nash presented this item noting it is the recommendation of staff to reject the bids received. He advised the staff wishes now to take bids for a concrete scale, noting problems developed in preparing the specifications for the earlier bid. After some explana- tion by the City Manager, Councilmember Hodges made the motion to reject the bids received on Bid No. 84 -8 and Councilmember Monday seconded the motion. Discussion: Councilmember Brown indicated some reservations about the type of scale the City wanted to purchase and Council- member Dowling felt this was a large expenditure for a "research project" from a fund which is hardly self- supporting as it is. Mr. Pipes noted this is a permanent acquisition for equipment at the landfill that is needed, noting most landfills have scales. Councilmember Dowling asked what the utility would be for the cost of the scale. Mr. Pipes noted the scale will assist the City is determining the actual amount of material being received at the land- fill, which at this time is done by a "seat of the pants guess." Councilmember Dowling felt we could assume alot of errors for $25,000. Mr. Pipes noted the costs of the landfill opera- tion are extremely high and the scales will make its operation considerably more efficient. He noted the scales should last indefinitely. Mr. Pipes noted the records that we will be able to keep, using the scales, are crucial to future decisions regarding methods of disposal noting we must have good data to support future recommendations. Councilmember Brown favored having scales, but not $25,000 worth. Mayor Nash asked the staff to bring back a report of what other cities are doing, the significance of scales, what the variations in estimates of these costs might be, what we are getting for our money, what we are losing, etc. Mayor Nash noted before the CounciT authorizes biddin out the scales again, it would be better if they understood a little more a� the necessit� for the scales. Mayor Nash then called for a vote on the motion on the floor. All were in favor and the motion passed unanimously. :in MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 14,1984 -- MINUTE BOOK "N" -- PAGE 382 CONSIDER BID FOR SANITARY SEWER LINE Consider approval of a bid proposal to relocate a 24" sanitary sewer line by the low bidder, Oscar Crawford Construction, in the amount of $19,260, as recommended by staff, to be paid from water and sewer construction funds and recovered from the developers. Mayor Nash reminded the Council it approved emergency repair funds up to $25,000 to !repair a 24 inch sanitary sewer line across a ditch that washed out because of construction by a developer on the north side of town. He noted the staff recommends the approval of the jlbid from Oscar Crawford Construction, in the amount of $18,010, to repair this washed out por- tion of the sewer line, along with a change order in the amount of $1,250 which solves a discrepancy in the plans showing five piers and the bid proposal calling for four piers to Jinclude the additional pier. Mayor Nash noted this cost would be recoverable from the developer. Mr. Pipes noted he has visited with both developers in the area, noting this was an adjoining type project whereby the various phases were done by various people. He noted the developers are both well aware of the situation and have consented to bear their portion of this respon- sibility at one third of the costs each, or some two - thirds of the costs have been agreed to at this time, noting the exact costs have not yet been pinpointed. The Council was reminded about the critical nature of this work if it is not done immedi- ately. Councilmember Brown made the motion to award the bid to the low bidder, Oscar Crawford Construction Company in the amount of $19,260 to be paid from water and sewer funds and recovered from the developers involved and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously. Mayor Nash aske. the City Manager to finalize those agree- ments in writing from the developers regarding reimbursement to the city for this expense. CONSIDER PURCHASE OF STREET SWEEPER Consider Ordinance No. 84 -9 authorizing bids to be taken on a street sweeper to be paid with certificates of obligation in an amount not to exceed $70,000 Mayor Nash presented this Ordinance, the caption of which is as follows: ORDINANCE NO. 84 -9 AN ORDINANCE AUTHORIZING PUBLICATION OF NOTICE TO BIDDERS AND NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION FOR A STREET SWEEPER; AND MAKING VARIOUS PRO- VISIONS RELATED THERETO. Councilmember Monday made the motion to adopt Ordinance No. 84 -9 and Councilmember Corley seconded the motion. Discussion: Councilmember Dowling expressed his concern in spending this much money on a street sweeper, noting the one we purchased several years ago is already worn out and that it didn't really work for long. Mr. Pipes indicated we received four years of work out of it and that the C. 0. on it is paid off. He noted the next one will also be for four years. It was noted the old one cost between $60,000 and $70,000 and it required about $20,000 to $30,000 worth of repairs during the last four years. The council generally felt some type of street sweeper is absolutely needed due to the alternative (person- with- broom)being 'extremely labor intensive. Councilmember Brown asked for Anthony Blevins' report on the !'maintenance costs of this street sweeper (Garage Superintendent). Mayor Nash then called for 'a vote on the motion. All were in favor of this motion and it passed unanimously. jl Consider a proposal to change the regular meeting day and time for city council meetings Mayor Nash presented a recommendation from the City Manager for Council's consideration 'iregarding changing the Tuesday meeting day to Thursday, and the 7:00 P.M. meeting time to an 'earlier hour. Mayor Nash noted this arrangement would better facilitate staff preparation time In getting the agenda ready and other work of the city. Mayor Nash noted he has no problem with making this change, but wanted the comments of the Council. Councilmember Monday felt we could not begin our meetings before 5:00 P.M. so as to allow working people the opportunity to attend the meeting. She noted from her experience, the first `part of the week is best for scheduling meetings and therefore preferred staying with the Tuesday meeting date. Councilmember Davis noted his opposition to changing the date and time, noting a 4:00 P.M. meeting time would inhibit existing Council's schedules and might prohibit citizens from running for Council because it would conflict with their work schedule and secondly, it would also tend to prohibit citizens from attending the meeting because of their work schedules. He noted the School Board meets on Thursday evening and he did not feel two public bodies should hold their meetings on the same nights, which could prevent citizens attendance at one or the other other because of the conflicting times. CONSIDER CHANGING COUNCIL MEETING DAY AND TIME Councilmember Brown made the motion to leave the meeting date and time as is and Council- member Monday seconded the motion. Discussion: Councilmember Hodges felt changing the time and date is a good idea because the Thursday meeting date would help staff prepare for the meeting. He noted a 5:00 or 5:15 P.M. meeting time would be better than the earlier or later time. Councilmember Dowling noted he really had no strong feelings either way. After some discussion, Mayor Nash called for a vote on the motion. Councilmember Hodges voted OPPOSED and Councilmembers Monday, Corley, Dowling, Howard, Davis, Tavenner and Brown and Mayor Nash voted for the motion to leave the meeting time and day as is -- Tuesday evening at 7:00 P.M. Mayor's Activity Report -- William V. Nash Interagency Council Meeting Mayor Nash noted he met with Gary Collins, HISD Superintendent; Ralph Davis, County Judge; Mr. R. V. McKaskle, TDC Acting Director yesterday at noon. (Dr. Bowers, SHSU President, was out of town.) He noted a good exchange of information was had and the general consensus of the group is that it continue meeting on this basis, whether there is a formal agenda or not, noting that the ease of communication afforded through this group is vital to a community that — strives to work together in a cooperative and infors• way. i CITY COUNCIL MEETING MINUTES OF FEBRUARY 17, 1984 -- BOOK "N" -- PAGE 383 J83 Center in Riverside earlier today. Tourist Council Appointments Mayor Nash then asked for the Council's approval of the following appointments, jointly with the Chamber of Commerce, to the Tourist Council. He noted since these are joint appoint- ments, all members do not have to be residents of the City. He noted these persons have been approved by the Chamber of Commerce already. City Residents Bob Tavenner, Chairman, Tourism Division (Sam Houston National Bank) Steve Bullard (University Hotel) Tom Rogers (Rogers Shoes) William Wood (The Junction Restaurant) Non -city Residents Gary Randazzo (Huntsville Morning News) Elkins Lake -- Director, Tourism Div. Margie Carey (Palmetto Realty) Waterwood Gus Hernandez (Royal T Inn & Greenhouse Restaurant) Elkins Lake Councilmember Monday made the motion to approve of these appointments and Councilmember Corley seconded the motion. All were in favor and the motion passed unanimously. COUNCIL ACTION Community Development Block Grant Report -- Update Councilmember Brown noted he is still interested in a status report on the Block Grant noting he is not interested in a financial audit report as we have already had that from our auditor. He noted he would like to see an updated slide presentation, etc. similar to a report made earlier in this regard. Invitation to Council Mayor Nash read an invitation to the Council from the Friends of the Sam Houston Memorial Museum to attend a reception for the Family of General Sam and Margaret Lea Houston on Friday, March 2, 1984 at 2:00 P.M. in the Museum Rotunda. He also read an invitation to the Council from the Walker County Historical Commission to a celebration in honor of Texas Independence Day and General Sam Houston's Birthday, Friday March 2, 1984 at 11 :00 A.M. in Oakwood Cemetery. He noted there will be a reception preceding at the First United Methodist Church Social Hall at 9:30 A.M. ADJOURNMENT TO WORK SESSION Respectfully submit ed, DeShaw, City Secretary February 14, 1984