MIN CC 10/30/2007CITY COUNCIL MEETING of OCTOBER 30, 2007 BOOK "U" 70
INUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 30TH DAY OF OCTOBER, 2007, IN THE CIT
ALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
he Council met in a regular session with the following members present:
- ILMEMBERS: J. Turner, Wayne Barrett, Jack Choate, Mickey S. Evans, Clarence Griffin, Melissa Mahaffey,
Mac Woodward, and Dalene Zender
Kevin Evans, City Manager; and Stephanie Brim, City Secretary
ECUTIVE SESSION [5:00- 5:30pm]
authorized by Texas Government Code, Chapter 551, Section 551.074 — personnel matters regarding the
ployment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; City Cow
annual review of Charter Officer— Municipal Judge John Gaines.
LAR SESSION
TO ORDER [6:OOpm]
Turner called the meeting to order.
OF ALLEGIANCE to US and TEXAS FLAGS, INVOCATION
amber Griffin led the invocation.
COMMENTS (Agenda Items Only) I
laoamon. Mrs. Wagamon stated she supported the automated trash pick up service, encouraged the City Council to
ement curbside recycling, and requested information on a potential 'Catholic' portion of the cemetery.
TENT AGENDA
Consider minutes of April 24, and October 16, 2007.
Approve Ordinance 2007 -10 -30.1 amending the 2006 -07 annual budget.
seconded the motion. The motion passed unanimously.
UTORY AGENDA
Authorize the purchase of:
4 Crane Carrier residential truck chassis from Longhorn International Trucks, LTD;
4 Heil residential service bodies with Curotto Can automated collection system attachments from Heil of Texas;
7,500 Toter rollout carts from Toter Incorporated;
1 Mack commercial truck chassis from Dallas Mack Sales, LP; and
1 Heil commercial service body from Heil of Texas; and
Authorize the trade -in of:
5 rear load residential collection vehicles and 1 commercial collection vehicle to Heil of Texas; for the Solid Waste
Automation, as presented by Brynn Reynolds, Budget Analyst.
During the fiscal year 2007 -2008 budget discussions, the City Council was presented, for their consideration, a
proposal to transition from manual collection of residential solid waste to automated collection of residential solid waste.
Staff has researched makes, models, and prices of collection vehicles (both chassis and service body) and rollout carts
necessary for automated collection. All appropriate co -op purchasing and state contract programs were consulted for
pricing and the co -op program with the best price for each individual component (chassis, service body, carts) was
selected. A summary of available options is attached. Information was also obtained for the trade -in value of the City of
Huntsville's five rear load residential collection vehicles. Additionally, it was determined that more favorable trade -in
pricing due to volume could be obtained ifthe commercial collection vehicle approved for replacement in the fiscal year
'
20G7 -2008 budget was traded in and replaced at the same time as the residential rear load vehicles.
CITY COUNCIL MEETING of OCTOBER 30, 2007 BOOK "U" 71
Q
Approve financing for automated collection vehicles and rollout carts for the Residential Solid Waste Automated
Collection program, as presented by Winston Duke, Director of Finance.
The equipment forthe automated solid waste collection program was budgeted to be financed overthe life of the
equipment —no greater than seven years. Competitive proposals were taken for lease /purchase financing in the amount
of $997,402.40 with proposals for both annual and semi - annual payments over five, six, and seven years. Payment
required depends on timing of first payment, number of payments per period, and amount financed, daily rate and/or
lock -in rate.
Ratifythe City Manager's letteraccepting a Texas Fire Service Rural Fire Department Assistance Program grant in the
amount of $54,000, as presented by Tom Grisham, Fire Chief.
The Huntsville Fire Department applied for this grant under then HB 2604 Rural Volunteer Fire Department
Assistance Program through the Texas Forest Service over four years ago. The grant monies were originally intended
to be utilized to retrofit Fire Department Unit 620. Unit 620 was wrecked and subsequently placed out of service in 2006.
On October 12, 2007 the Fire Department received notification that the grant had been approved. The current
status of Unit 620 was explained to the Texas Fire Service. The request to apply the funds to the already ordered fast
attack truck was approved by the Texas Fire Service. It was required by the grant that the Cit either acceptor decline
the grant within 14 days of the receipt of the notification. The 14 days ended on October 26 and thus City Manager
Kevin Evans signed the acceptance letter.
' d. Approve the purchase of the annual Crimes license agreement at a cost not to exceed 30,000 to be funded from
budgeted funds, as presented by Chris Vasquez, IT Manager.
The Crimes records management system has been the primary software package used by the Police Department
since 1999. The P.D. recently acquired the mobile interface module allowing patrol officers the ability to utilize the
system outside the office.
passed 9 -0.
e. Authorize the purchase and installation of 9 SCADA units to AtKo Consulting in an amount not to exceed $84,400 to be
paid for with budgeted funds, as presented by Bill Daugette, Director of Public Utilities.
As a part ofthe 2007 -2008 Annual Budget $84,400was included to build and install SCADA updated equipmentat
nine locations, (4 water wells and 5 wastewater lift stations). The SCADA system is a crucial element of our water and
wastewater systems. Currently the city is operating proprietary SCADA technology at 18 locations. Chades MCClurkin,
then owner of Baker CAC, installed the existing SCADA system to four locations in 1991. Additional sites have been
added since that time, we now have 35 locations, and Mr. McClurkin, now operating as AtKo Consulting has been
servicing our system since its inception. AtKo Consulting is our SCADA software provider's local representative for their
product and is responsible for much of the programming and code necessary for its operation.
f. Accept the Master Plan for Oakwood Cemetery as prepared by Ed Bullock of CEBArchitecture and approved and
accepted by the Huntsville Cemetery Advisory Board on October 18, 2007, as presented by Stephanie Brim, as Director
of Community Services.
The City Council approved a contract in May 2007 for professional services through CEBArchitecture, Inc. for the
preparation of a Master Plan for Oakwood Cemetery. Over the course of the summer, the Huntsville Cemetery Advisory
Board has had several meetings and work sessions to review, and make final edits to the attached final master plan.
The Board voted unanimously on October 18, 2007 to accept the attached plan, and in addition provided guidance to the
staff with respect to prioritization of projects.
From pages 8 and 9 of the Master Plan, "City Capital Improvements" projects were prioritized as follows (with a brief
description following in parentheses): Extend road at Mayes Addition to new entry and gate (this is included as a capital
project for FY 2008); Irrigation system for hedge (the system was installed in FY2007, and needs only connection to a
City waterline); Hedge at New Cemetery; Signs indicating updated rules; and Additional chain link fencing. Additional
improvements on page 9 were not prioritized at this time but will be presented for consideration during the future budget
processes: Complete extension of the road /drive through Mayes Addition; New maintenance facility; Retaining walls at
Adickes Addition; and Tubular steel fence at Adickes Addition road frontage.
CITY COUNCIL MEETING of OCTOBER 30, 2007 BOOK "U" 72
Authorize the City Manager to enter into an annual contract with Vulcan Materials for the purchase of basalt rock at a
cost of $46.40 per ton, with the option to renew for one additional year, to be funded from budgeted funds, as presented
by Debby Mikulin, Purchasing Agent.
Basalt Rock is used in seal coat applications for City streets. It is used for its durability as a surface treatment, and
is much harder than limestone therefore does not wear out as quickly or become dusty. In addition, the material does
not bleach out and maintains its attractive appearance for many years after it is applied.
Bid 08 -01 was posted utilizing the RFP Depot vendor management system. Thirteen vendors viewed the bid
packet. One bid was received.
Councilmember Willett moved to authorize the City Manager to enter into an annual contract with Vulcan Materials
for the purchase of basalt rock at a cost of $46.40 per ton with the option to renew for one additional year, to be funded
from budgeted funds. and Councilmember Mahaffey seconded the motion. The motion passed 9 -0.
Authorize the purchase of a Pierce Contender Tanker /Pumper fire truck from Martin Apparatus, Inc. in the amount of
$236,105.00, to be purchased from budgeted funds, as presented by Debby Mikulin.
City Council approved the purchase of a new 5 man cab, tanker /pumper fire truck in the 07/08 fiscal year budget.
This truck has a 2,000 gallon water tank within the truck which allows fire control where there are no fire hydrants or the
hydrants are located farther than 1,000 feet from the fire. It also has the capabilities of hooking up to afire hydrant and
pumping at 1,500gpm. The truck will be equipped with fire equipment that would allow a firefighter to work at a structure
fire as well as grass and woodland fires.
The new truck will provide basically two trucks in one, one that can be used as a tanker truck with the 2,000 gallon
water tank on board, plus a pumper truck, utilizing a fire hydrant. It is replacing a 1973 City -built tankertruck thatwill be
removed from service as soon as the new truck arrives. This older model truck has become a safety hazard to the fire
department personnel. It will also replace the 1985 Mack, 3,000 gallon tank truck that was wrecked this last year.
Martin Apparatus, Inc. of Dallas, Texas is the contracted vendor for the Pierce tanker /pumper fire trucks on the
Houston Galveston Area Council (HGAC) Cooperative Contracts. Utilizing the HGAC purchasing cooperative contract
meets all competitive bidding procedures mandated by the state of Texas. The total cost of the tanker /pumper truck
from Martin Apparatus is $236,105.
Additional miscellaneous equipment/accessories will be purchased for the truck by sealed bid to ensure the best
possible pricing is obtained. These items include air packs, hoses, axes, extinguishers, ladders, wrenches, etc.
Estimated cost for this equipment is $43,000.
Councilmember Mahaffey moved to authorize the purchase of a Pierce Contender Tanker /Pumper fire truck from
Martin Apparatus Inc. in the amount of $236,105.00, to be purchased from budgeted funds and Councilmember Choate
seconded the motion. The motion passed 9 -0.
Approve entering into one year contract with an option to renew one additional year from various products for street and
directional sign materialswith Custom Products, Hall Signs, Vulcan Signs, Pathmark Traffic, Traffic Safety Brackets and
Osburn Associates, to be funded from budgeted funds, as presented by Debby Mikulin.
The City of Huntsville established and purchased various pieces of equipment to be used for designing and
printing of street and directional signs several years ago. This material request was sent as a sealed formal bid in an
effort to gain quantity discounts and use all vendors' assets and price breaks throughout the length of the contract. The
request for bid was placed in the Huntsville Item, RFP Depot and posted on the City of Huntsville web page. Nine
vendors responded with the understanding that the City of Huntsville reserves the right to award package as a complete
unit or partial between vendors.
Councilmember Willett moved to approve entering into one year contract with an option to renew one additional
year from various products for street and directional sign materials with Custom Products Hall Signs, Vulcan Signs,
Pathmark Traffic, Traffic Safety Brackets and Osburn Associates to be funded from budgeted funds, and
Councilmember Griffin seconded the motion. The motion passed 9 -0.
)R I CITY COUCILMEMBER / CITY MANAGER REPORT
Approve Resolution 2007 -10 -30.1 voting for the Board of Directors of the Walker County Appraisal Districtforthe 2008-
2009 Term.
Councilmember Woodward moved to approve Resolution 2007 -10 -30.1 voting for the Board of Directors of the
Walker County Appraisal District for the 2008 -2009 Term and Councilmember Choate seconded the motion. The
motion passed 9 -0.
Approve Resolution 2007 -10 -30.2 designating the representative and alternate to the General Assembly of the Houston -
Galveston Area Council for the year 2008.
Councilmember Choate moved to approve Resolution 2007 -10 -30.2 designating the representative and alternate
to the General Assembly of the Houston - Galveston Area Council for the year 2008 and Councilmember Willett
seconded the motion. The motion passed 9 -0.
u
CITY COUNCIL MEETING of OCTOBER 30, 2007 BOOK "U"
PUBLIC COMMENTS
Marion Wagamon. Mrs. Wagamon thanked the City Council for their vote on changing to automated trash pick up
although stating disagreement on their choice of financing methods.
MEDIA INQUIRIES
None.
ADJOURNMENT [7:27pm]
%teph n' A. Brim, City Secretary
73