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MIN CC 05/15/1984MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 15TH DAY OF MAY, 1984 IN THE CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 7:00 P.M. The Council met in regular session with the following members present: William V. Nash, Mayor Gene Barrett Murray A. Brown Stephen E. Davis Bill Hodges Percy Howard, Jr. Jane Monday Bob Tavenner Jerry L. Dowling The meeting was called to order by the Honorable William V. Nash, Mayor. The invocation was presented by the Reverend Carroll Pickett, Texas Department of Corrections Chaplain. CONSIDER THE MINUTES OF THE PREVIOUS MEETING Councilmember Monday made the motion to approve the Minutes of May 1 and May 4, 1984 as prepared and Councilmember Hodges seconded the motion. All were in favor and the motion passed unanimously. PROCLAMATION: READING IS FUN WEEK Mayor Nash then presented this proclamation for Reading is Fun Week for May 20 -26, 1984, sponsored by Reading Is Fundamental, Inc. RIF is f u n ded by the City, the Huntsville Kiwanis Club (Morning), and by the Sam Houston Area Reading Council initially and then joined for funding by the Junior Service League, Sam Houston Association of Reading Educators, Lions Club, Jaycees and Jaycee Women, Young Homemakers of Texas and Beta Sigma Phi. Present to receive the proclamation were Judy Hunter, Librarian; Linda Pease, Projects Coordinator; and Judy Moore, the RIF Volunteer Coordinator. Presentation of Award of Merit Mayor Nash then presented Mr. Bill Byers, a representative of the Huntsville Kiwanis (Morning) Club', with an Award of Merit in recognition of the contributions of $7,100 over the last five years to the RIF program in Huntsville as well as their contribution of time and energy in manpower in support of the program. PRESENTATION OF AWARDS State Tennis Tournament - -All State Mayor Nash then presented certificatesof recognition to Kim Monday and Amy Morgan honoring them for their participation in the State Tennis Tournament, All -State Doubles Team. State Golf Tournament Mayor Nash then presented a certificate of recognition to Will Durham honoring him for his participation in the State Golf Tournament, All- State. Contributions to the City's Park System Mrs. Nancy Bounds, representing the Junior Service League, was then presented with a certificate of recognition from Mayor Nash, honoring the League for its contributions to the City's parks system, including the walk bridge over Town Branch, water fountains at Josey Park, basketball goals and back stops at Emancipation Park, etc. Mayor Nash commended the League highly for its many civic contributions and for its continued interest. PLANNING COMMISSION REPORT Meetings of May 7 and 10, 1984 Mayor Nash presented a written summary of the Planning Commission's activities in May. Mr. Pipes, City Manager, highlighted some of the projects with which the Commission is working. COMMUNICATIONS CONSULTANT Consider a proposal to retain the professional services of a consultant engineer for communications Mayor Nash noted the staff is recommending hiring a consultant engineer for communications to perform certain professional services prior to getting into the budget this year. He noted the Council requested other consultants be contacted and a recommendation on costs. He noted the staff now recommends William B. Carr to perform this work on a hourly basis not to exceed $14,800. Councilmember Hodges made the motion to accept the proposal of William B. Carr & Associates not to exceed $14,800 from the unallocated reserve in the General Fund and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously (note: Councilmember Dowling is absent from the meeting). CONSIDER WILLOW STREET IMPROVEMENT Consider Ordinance providing for the improvement of Willow Street by paving assessment. Mayor Nash noted that the abutting property owners, with the exception of SHSU and the Cemetery Association, have agreed to pay all of the costs, including the costs of the frontage on the property owned by SHSU and the Cemetery Association, to get this street paved. He noted the City will contribute the engineering, perform the bidding, and the inspection of the project. He noted the City Attorney, Scott Bounds, has prepared an ordinance providing for a Willow Street paving assessment, noting the income from the assessments will be paid to the property owners footing the bill. Mayor Nash then presented the caption of this ordinance: ORDINANCE NO. 84 -14 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, DETERMINING THE NECESSITY FOR AND ORDERING THE IMPROVEMENT OF WILLOW STREET; PROVIDING FOR THE PAYMENT OF SUCH IMPROVEMENTS PARTLY BY ASSESSMENTS; AND MAKING OTHER PROVISIONS RELATED THERETO. Councilmember Hodges noted that this project will only be performed when all of the costs are placed in escrow and this fact was acknowledged by the City Manager, Gene Pipes. Hodges noted, based on this fact, he would make the motion to adopt Ordinance No. 84 -14 and Councilmember Monday seconded the motion. Discussion: Councilmember Davis cautioned that the City not become a collection agent for property owners who may not wish to participate or who change their minds. He was concerned that all property owners be notified of this project and that we have a letter from each of them which indicated their willingness to participate monetarily in this construction. Councilmember Davis noted this ordinance does not stipulate that the entire project costs be escrowed before the project will commence. He noted this sort of thing must be in writing, not verbal and unofficial. Councilmember Davis asked why we need to assess, if the majority of the landowners have agreed to pay for it whether anyone else pays for it or not. The City Manager noted the proper way to split the costs would be to do so in this manner and it would therefore meet all legal requirements. The City Attorney then reviewed the timetable and procedure for enactment of the assessment ordinance, noting that proper hearings will be held in this regard. After some further discussion about the wording of this ordinance in certain paragraphs, the Mayor called for a vote of the motion on the floor. All were in favor and the motion passed unanimously. CONSIDER REPAIR OF LANDFILL COMPACTOR Ratify an emergency purchase of $7,598.02 in parts for repair of the landfill compactor from budgeted vehicle maintenance funds in the Sanitation Division. Gene Pipes, City Manager noted problems developed on the landfill compactor in the steering and differential system and it was found that the gear in the differential had broken and thereby caused the ring and pinion gears in the differential to break. The total cost to replace these broken gears and the rear axle shafts is $7,598.02 from Mustang Tractor, the only parts source for the caterpillar compactor. Councilmember Hodges made the motion to ratify this expenditure from the budgeted vehicle maintenance funds in the Sanitation Division and Council - member Monday seconded the motion. All were in favor and the motion passed unanimously. CONSIDER AIRPORT IMPROVEMENT BIDS Consider award of a bid to construct airport improvements to the lowest bidder meeting qualifications, as recom- mended by the City's consulting engineer, Griffith & Associates, subject to F.A.A. approval. Gene Pipes, City Manager, noted the consulting engineers recommend Etcon Corporation of Lufkin, Texas to perform the Phase VI airport improvements which include runway sealant, an apron overlay, new taxi -way construction and pavement markings. He noted staff recommends adding alternates 1 and 3 which include the construction of an additional taxi -way to the proposed "T" hanger area and the construction of an asphalt pad around the fueling area. He noted the base bid will cost $208,250 and alternate 1 will require an additional $72,065.45 and alternate 3 will cost $1,372.50 for a total of $281,687.95 for Phase VI improvements. Mr. Pipes noted the city is recommending acceptance of this bid, subject to FAA approval. Councilmember Monday made the motion to approve of this bid and Councilmember Hodges seconded the motion. Discussion: The consulting engineer noted the bids came in under the projected costs and this particular corporation has a good experience and performance history. All were in favor of the motion and it passed unanimously. CONSIDER REPLACING TELETYPE EQUIPMENT Consider a request for replacement of teletype equipment in the Police Division subject to fourth quarter budget adjustments Gene Pipes presented a memorandum from David Farrar, Director of Public Safety, requesting a fourth quarter budget adjustment to allow for the purchase of a new terminal and printer for the teletype system. He noted a replacement terminal and printer costs $5,570. He noted over the next five years, keeping the old system with its high maintenance would cost $10,554, whereas, purchasing new equipment and maintenance would cost $9,600 over the same time frame. The Mayor and Council seemed to agree with this logic and will anticipate Chief Farrar's request in the fourth quarter for this type of budget adjustment. No action was taken at this time. CONSIDER AN ORDINANCE APPROVING A C.O. FOR A DUMP TRUCK Mayor Nash then presented this item, the caption of which is as follows: ORDINANCE NO. 84 -13 AN ORDINANCE APPROVING CLAIM AND DELIVERY OF CERTIFICATES OF OBLIGATION; AND CONTAINING OTHER PROVISIONS RELATED THERETO (Dump Truck; $28,140.81; 9.48 % /yr interest /4 years; Port City Ford; American Bank) Councilmember Brown made the motion to adopt Ordinance No. 84 -13 and Councilmember Monday seconded the motion. A11 were in favor, with the exception that Councilmember Hodges aid not vote due to a conflict of interest, and the motion passed. ELECTION OF MAYOR PROTEM Mayor Nash noted that now that the Council is fully certified and serving after the recent recount, it is time for the election of a Mayor pro tem. Councilmember Brown made the motion to nominate Councilmember Bill Hodges, the senior most tenured member of Council, to be Mayor Pro tem for the next year and Councilmember Monday seconded the motion. All were in favor and the motion passed unanimously by acclimation. CITY MANAGER'S REPORT Water System Report Gene Pipes, City Manager, noted the City is still in good shape regarding water supply during this extended drought situation. He noted the City has engaged some of our water wells to supplement our system in order to improve water pressure in certain areas. CITY COUNCIL MEETING OF MAY 15, 1984 PAGE 413 BOOK "N" HUD GRANT NOTICE Mr. Pipes noted in the work session the Council will review the HUD grant. He noted the a community develop- ment block grant for the New Addition area (third phase) will still not be adequate to pave all of the streets out there. He noted we are pleased to complete our utility contract and begin our paving program. FEMA -- Disaster Simulation Drill He noted a team of experts will set up this drill. He noted next Monday morning at 9:00 A.M., the County Judge, Ralph A. Davis, the Mayor, William V. Nash, and other councilmenbers who can attend, will gather with the FEMA team and the various officials that have functions within the emergency systems of the City. He noted after a brief 20 -30 minute briefing, the elected officials and non - essential people will be excused and the drill will commence. He noted for the next three or four days, this FEMA team will set up a problem to be solved by the other officials that have already left. He noted Friday morning of next week, the problem will commence and it will be a situation where the problems, as presented, are brought out one at a time, and the team reacts to them. He noted we do not know what the disaster will be that they have planned. He noted this team is from the Depart- ment of Public Safety and they are very skilled and are likely to make the disaster very realistic to check our system and reaction. Wisenbaker, Fix & Associates Engineering Company from Tyler -- Reorganized Gene Pipes noted this is our wastewater treatment field consulting firm of long standing. He said they have just announced their merger with Kendall, Stone and Associates of Marshall, Texas. He noted Pat Depamphilis will be the principal and President of the firm In Tyler. 'Fireworks -- Budget Mr. Pipes noted we had budgeted $1,800 for fireworks this year. He noted Dr. Jerry Etheredge has inquired about these funds. He advised him we will participate in this display again this year in this amount. MAYOR'S REPORT William V. Hash Proclamations Issued: National Nursing Home Week Elks Trail Ride for Handicapped Children Texas Museum Week Rraduation Acknowledgement: David Farrar received his Master of Science Degree in Criminology. COUNCIL ACTION Jane Monday -- welcomed Gene Barrett to the Council -- inquired about the truck route signs and how they were working regarding enforcement, etc. [Gene Pipes noted there is generally voluntary compliance from the truckers to -date, but that we have not developed a track record as of this early date.] -- asked why the non - moving traffic violations are down. [Gene Pipes noted he will check into this.] -- asked when the HEAP program be presented to the public. [Councilmember Brown noted it has been advertised in the newspaper recently.] Steve Davis -- advised of the urgency of relocating the EMS service due to their being evicted from the old hospital building (Ella T. Smither Building) so that it can be remodeled into the geriatric center. He noted the EMS Board and the County Commissioners are all in agreement that a different temporary facility must be located quickly. After some discussion about possible locations, the staff was instructed to keen searching along with the county representatives Dr. Davis recommended placing a mobile Home at Fire cation No. 3 to house the servce emorarily. Bill Hodges -- noted he thanked the Council for nominating him as Mayor pro tem and noted he will try to serve the city well in this capacity reported that he represented the City at the Josey Park celebration recently and at the Jaycees Banquet. Steve Davis asked if we have received our solid waste report from H -GAC. [Gene Pipes noted three people have ordered this report, but he was not aware that it has been received. He noted the staff is putting together a preliminary report about solid waste alternatives which will summarize most of the information available today regarding it.] Steve Davis asked the City Attorney, Scott Bounds, if there was anything new in the latest report about the Texas Open Meetings Act. [Mr. Bounds noted he did not notice specific changes.] Jane Monday suggested an amendment to the city hall brochure to advise citizens of the deadline for submitting items to be included on an agenda. ADJOURNMENT TO WORK SESSION y submitted a eretry, CMC May 15, 1984