MIN CC 06/26/2007J
CITY COUNCIL MEETING JUNE 26, 2007 BOOK
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MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 26TH DAY OF JUNE, 2007, IN THE CITY
HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
The Council met in a regular session with the following members present:
COUNCILMEMBERS: OFFICERS:
J. Turner Wayne Barrett Kevin Evans, City Manager
Mickey Evans Dalene Zander Danna Welter, City Secretary
Clarence Griffin Mac Woodward Thomas Leeper, City Attorney
Jack Choate Melissa Mahaffey
Jim Willett
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CALL TO ORDER [6:00 p.m.]
Mayor Turner called the meeting to order.
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PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Councilmember Griffin led the invocation.
PUBLIC COMMENTS (Agenda Items Only)
None.
CONSENT AGENDA
a. Consider minutes of June 5 and 12, 2007. [ Danna Welter]
b. Consider Ordinance 2007 -06 -26.1 Nunc Pro Tunc amending Title 30, Waters and Sewers. [Thomas Leeper]
Councilmember Woodward made a motion to approve the consent agenda and Councilmember Choate seconded III
the motion. The motion passed unanimously.
STATUTORY AGENDA
a. Approve Ordinance No. 2007 -06 -26.2 authorizing the City Manager to execute the Tax Abatement Agreement and
Waiver of Permit Fees for Weatherford International, Inc., as presented by Glenn Isbell, Director of Special Projects.
Mr. Jack Setterberg, P.E., Engineering Manager, Weatherford International, Inc. presented a power point presentation
on the equipment that they intent to develop in the new facility.
The proposal includes:
12,5000 sq. feet R &D Test Lab Facility to Support Solid Expandable Liner Business; j!
Proposed 3.55 million Building and Equipment Expansion of Weatherford International, Inc.; and
Projected to Generate 10 -20 jobs with average salary of $40,0001year.
Reviewed and Recommended for City Council Approval by the Economic Development Council on June 20, 2007.
FISCAL IMPACT or FUNDING SOURCE:
Waiver of Permit Fees not to exceed $10,000. l
Tax Abatement — estimated $74,408.00.
Councilmember Choate made a motion to Approve Ordinance No. 2007 -06 -26.2 authorizing the City Manager to
execute the Tax Abatement Agreement and Waiver of Permit Fees for Weatherford International. Inc.. and Councilmember
Willett seconded the motion The motion passed unanimously. NOTE: Councilmember Woodward did not vote and filed an
affidavit of conflict of interest.
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b. Approve the lnterlocal Cooperation Agreement for School Resource Officers as approved by HISD board members June
21, 2007, as presented by Kevin Lunsford, Lieutenant.
In November 2002 the city entered into an lnterlocal Agreementwith HISD to provide school resource officers for HISD.
The funding for this program was partially funded by a $600,000 three (3) year Department of Justice grant with HISD paying
the City $224,000 annually to fund the program for a five (5) year term. That contract expires at the end of December 31,
2007. The original agreement called for four officers and one sergeant to be assigned to the program. This program has
been so successful that, during the past year, HISD reallocated a portion of their budget to fund a fifth officer for the SRO
program. Anew contract has been negotiated with HISD in which they agree to reimburse the City for 80% of the annual SRO
budget as approved by City Council. This agreement will automatically renew annually. If either party wishes to terminate the.
agreement, sixty (60) days advance written notice must be given.
FISCAL IMPACT /FUNDING SOURCE:
The funds will be split 80% HISD and 20% City of Huntsville from the approved annual budget effective October 1 through
September 30. (Currently 612 -555)
Councilmember Choate made a motion to approve the lnterlocal Cooperation Agreement for School Resource Officers
as approved by HISD board members June 21 2007 and Councilmember Woodward seconded the motion. The motion
passed unanimously.
C. Approve Ordinance No. 2007 -06 -26.3 amending Schedule III, No Parking Zones and Schedule IV, Parking Limit Zones, ICI
of Title 20, Motor Vehicles and Traffic, of the Code of Ordinances to allow parking on the east side of Avenue N
between 14 '" and 15" Streets, as presented by Steve Stacy, Director of Public Works.
CITY COUNCIL MEETING JUNE 26, 2007
40
Currently, parking is not allowed on the east side of Avenue N between W and 15'" Streets. Also, Barking is not allow
seen the hours of 8 am to 5 pm on Monday thru Friday on the west side of Avenue N between 14' and 15" Streets.
lest was made by the daycare facility to allow parking on Avenue N near the business in order to allow parents to drop
pickup children during business hours. The facility does not have adequate off - street parking for parents to tempora
while dropping off or picking up children.
As per Section 20.02.02 of the Code of Ordinances, a trial period of allowing parking on both the west and east sic
tried. There were no problems noted or complaints received. The impact to the traveling public down the roadway w
mal, if any.
FISCAL IMPACT /FUNDING SOURCE:
al Impact: none
ding Source: none
Authorize the City Manager to enter into a Construction Contract with J &M Contracting in the amount of $65,000 for th
installation of concrete pavement from budgeted Street Infrastructure Project funds, as presented by Steve Stacy.
This portion of Brook Hollow Drive is in very poor condition due to numerous failures in the pavement structure. The Ci
eives numerous complaints from residents in the area about the very poor condition of the pavement. This street is
3vily traveled street within the subdivision.
Funds were budgeted to replace the pavement in this area during this year's maintenance operations. The budge
/eloped for this project included the cost of hiring an experienced contractor to construct the concrete pavement and Ci
ws to perform all other work required to complete this project. Due to the very poor soil conditions caused by ground an
face water in the area, concrete pavement is the only viable option for acceptable pavement performance.
A contractor is required to install the concrete pavement because they can install the pavement more efficiently an
ckly because they have the resources and equipment. City crews are not set -up to install large sections of concret
/ement because of the very limited number of concrete pavements maintained by the City.
It is very critical that the reconstruction of the pavement be performed as quickly as possible because of the disruptio
t will be caused by having to close the street during construction activities.
Bids were received and opened on May 30, 2007. The bid tabulation sheet is attached. Two bid packets were picked u
prospective bidders with only two bids being received. Both bidders are local contractors.
FISCAL IMPACT / FUNDING SOURCE:
/ding Impact: $65,000
/ding Source: Street Infrastructure Project Funds 603 - 323 - 53051: remaining balance $275,439.68 (as of 6118/07)
Authorize the City Manager to execute the proposed contract with Boys & Girls Club of Walker County to provid
recreational programming services at the Martin Luther King, Jr. Centerfor the 2007 -08 Huntsville Independent Schoo
Year at a cost not to exceed $17,310 to be paid from budgeted funds, as presented by Stephanie Brim, Director o
Community Services.
In spring 2006 the Boys and Girls Club of Walker County brought forth a proposal to provide recreational programmin
the Martin Luther King, Jr. Center. The City has provided this programming in the past, although unsuccessful efforts ir
proving declining attendance led to program reductions and eventually termination.
Following City Council approval of the contract based on the Parks & Recreation Advisory Board recommendation, th
/ys & Girls Club has conducted an after - school recreation program five days a week from 3:00- 6:OOpm following the HIS
hool calendar (November 2006 — current). This is different from an after - school on- campus program in that it is NO
ensed child care but rather true recreational programming, although tutoring and other grade improvement assistance iE
`ered in the programming.
The City will continue to provide the facility (MILK Center) with utilities, some equipment (on- site), and funding to th
)ys & Girls Club for staffing the program. Boys and Girls Club will provide oversight to the programming, any additiona
3ffing needed beyond the City's commitment, and all other supplies and materials for programming. Additionally, th
ntract provides for scholarship opportunities.
The Boys & Girls Club Executive Director has been prompt and accommodating in presenting reports to the Communit
)rvices staff and to the Parks & Recreation Advisory Board. All groups involved to date consider this program to be
access and wish to continue this partnership. The attendance has been great, growing from an average of 33 participant,,'
�r day in January to over 60 participants per day in May. The total number of registered participants topped 150.
Community Services staff recommend altering the contract to address the following: Addition of a third staff membert
paid by the City; Clarification of payment methodology; Clarification of additional minor duties (cleaning, trash, etc)
arification of schedule; and Reduction of scholarship opportunities to 50 annual memberships.
FISCAL IMPACT /FUNDING SOURCE:
I funds will be paid from the Recreation Division Youth and Recreation Programs line item (101 -421- 57375) for a total not t
ceed $17,310 ($16,560 for three staff and $750 for scholarships). [Note: Funds are available in this year's budget to beg/
is program prior to the start of the new fiscal year, and the fiscal year crossover has been taken into account for next year'
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CITY COUNCIL MEETING JUNE 26, 2007 BOOKJT i
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Councilmember Griffin made a motion to authorize the City Manager to execute the proposed contractwith Boys & Girls
Club of Walker County to provide recreational programming services at the Martin Luther King Jr Center for the 2007 -08
Huntsville Independent School Year at a cost not to exceed $17,310 to be paid from budgeted funds. and Councilmember
Willett seconded the motion. The motion passed unanimously. NOTE: Councilmember Woodward did not vote and filed an
affidavit of conflict of interest.
f. Ratify the administrative policies as proposed by the Community Services Department — Administration and Recreation
Division with respect to setting fees for recreational programming and providing scholarships, as presented by
Stephanie Brim.
In the past, there have been no clear guidelines as to setting fees for recreation programming. Fees have been set by
staff without policy guidelines for some programs and not others with no reason or reporting mechanism in place. Currently,
we have a reporting process in place from the Recreation Division staff to the Department Director that determines on a very
basic level the costs and success of a program. Generally, program fees are low, and scholarship funds are advertised as
available.
Staff requests the following flexible guidelines and oversight in setting fees for recreational programming:
• Allow staff to set the program fees for recreational programming to cover a portion of the cost of staffing, plus a low
administrative /overhead charge. [Note: This generally does not include additional costs of renting oroperating a facility,
or for utilities, supplies, etc.]
• Allow staff to schedule, advertise, and implement programming on a staff - available basis.
• Require staff to report on success of programming with recommended changes to the City Council through the Parks &
Recreation Advisory Board.
FISCAL IMPACT/ FUNDING SOURCE.,
Fees, when set, will recover a portion of the cost of staff time or of materials purchased for the specific program. Scholarship
opportunities are generally available.
After discussion, the consensus of Council was that they would like to be informed of the fees in some manner, either FYI
packet, quarterly, i.e., and at budget each year. Ili
Councilmember Woodward made a motion to ratify the administrative policies as proposed bvthe Community Services
Department— Administration and Recreation Division with respect to setting fees for recreational programming and providing
scholarships and Councilmember Choate seconded the motion.
Councilmember Woodward made a motion to amend the motion to add the Parks and Recreation Board to Item A on the
policy guidelines and Councilmember Choate seconded the motion The motion passed unanimously.
A vote was taken on the original motion as amended. The motion passed unanimously.
g. Authorize the City Manager to negotiate and purchase park property from budgeted project funds.
This item was discussed in executive session.
MAYORICOUNCILMEMBER /CITY MANAGER REPORT
a. Consider City Council Committee appointments:
Finance — Councilmembers Willett, Woodward, Griffin and Evans;
Personnel — Councilmembers Choate and Mahaffey;
Communications /Service — Councilmembers Zender, Barrett and Mahaffey; and
Technology— Councilmember Evans.
Councilmember Willett made a motion to approve the Mayor's committee appointments and Councilmember Griffin
seconded the motion The motion passed unanimously.
b. Discuss personnel matters pertaining to Charter Officers.
This item was discussed in Executive Session.
PUBLIC COMMENTS (General)
a. John Wagamon. Mr. Wagamon asked about the Ravenwood Village land purchase. City Attorney Thomas Leeper
stated that by the Open Meetings Act, Council is prohibited on discussing an item not listed on the agenda.
MEDIA
None.
EXECUTIVE SESSION [7:48 p.m. — 8:11 p.m.]
Councilmember Barrett made a motion to authorize the City Manager to accept the offer on the Breston property, and
Councilmember Evans seconded the motion. The motion passed unanimously.
EXECUTIVE SESSION [8:14 p.m. — 8:34 p.m.]
ADJOURNMENT [8.35 p.m.]
Danna Welter, City Secretary