MIN CC 01/08/2008CITY COUNCIL MEETING of JANUARY 8, 2008 BOOK "U"
82
JTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 8TH DAY OF JANUARY, 2008, IN THE Cl
L, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
Council met in a regular session with the following members present:
OILMEMBERS: J. Turner, Wayne Barrett, Jack Choate, Mickey S. Evans, Clarence Griffin, Melissa Mahaffey,
Mac Woodward, and Dalene Zander
Kevin Evans, City Manager; Stephanie Brim, City Secretary; and Thomas A. Leeper, City Attorney
K SESSION [S:OOpm]
The City Council held a work session to hear preliminary results from the recent citizen satisfaction survey results,
nted by Kevin Evans, City Manager, and Raymond Turco, Consultant. Mr. Turco is in the process of developing a forrr
t on the results.
Additionally, the City Council received a presentation on speed tables, as presented by Steve Stacy, P.E., Director
Works. Councilmember Woodward suggested that a presentation be made to the neighborhood residents in tl
tially affected area of Forest Hills subdivision. Mayor Turner asked that new traffic count studies be conducted on tl
indina streets.
TO ORDER [6:OOpm]
Turner called the meeting to order.
OF ALLEGIANCE to US and TEXAS FLAGS, INVOCATION
amber Barrett led the invocation.
IC COMMENTS
were no public comments at this time.
*ENT AGENDA
Presentation, discussion and /orpossible action on minutes of December 11, 2007.
seconded the motion. The motion passed 9 -0.
UTORY AGENDA
Presentation, discussion and /orpossible action on Huntsville Police Department participation in the TXDOT Impai
Driver Immobilization STEP grant, as presented by Sgt. James Fitch.
Huntsville Police Department requested permission to partner with the Texas Department of Transporta
( "TXDOT ") to participate in the Impaired Driver Immobilization campaign over the next year. There will be increa .
enforcement with an emphasis on drunk driving over the holidays of ChristmaslNew Years, Spring Break, July 4,
Labor Day. In addition to the enforcement, there will be a media campaign advising motorists of the dates of
campaign as well as educating the citizens of the dangers and devastation that drunk driving can cause. There is
possibility of receiving reimbursement up to $20,000 which will be earmarked to fund overtime salaries.
Presentation, discussion and /or possible action on the bid for lease of approximately 81.03 acres of City -owned land
located in the Warren Birdsall League, Abstract No. 6, Walker County, Texas, for grazing purposes, as presented by
Debby Mikulin, Purchasing Agent.
A contract has been in place for the last five years for grazing purposes on approximately 81.03 acres of City -
owned land located in the Warren Birdsell League, Abstract No. 6, Walker County, Texas, behind the Municipal Airport
and accessed from Hadley Creek Road. This contract expires December 31, 2007. New bids were accepted on
Monday, December 10, 2007, after advertising in the Huntsville Item and on the City of Huntsville website. Two offers
were received: from Lake Raven Stables in the amount of $2501month (or $3,0001year), and Wayne M. Pool, Sr. in the
amount of $136/month (or $1,6321year).
CITY COUNCIL MEETING of JANUARY 8, 2008 BOOK "U" 83
C. Presentation, discussion and /or possible action on the bid purchase of miscellaneous firefighting equipment from
various vendors, as presented by Billie Smith, Purchasing /Warehouse Buyer. (9 -10]
In October 2007 City Council approved the purchase of a new tanker /pumper fire truck. This truck replaced a
1973 tanker truck and a 1985 Mack tank truck. The National Fire Protection Association (NFPA) lists required
equipment which must be carried on fire trucks. In order to gain compliance with NFPA a City of Huntsville sealed
Invitation for Bid was requested for miscellaneous firefighting equipment. The bid was structured in away allowing for
product to be selected by lowest responsive and most responsible offer and not limited to selection from just one vendor
by total lowest bid. After product research, in an effort to gain the best possible value for the City of Huntsville, staff
recommends awarding product to three (3) different vendors. Total budgeted project costs were $280,000: forthe truck
at $236,105 and equipment at $43,895. It will be necessary to purchase other miscellaneous, very minor equipment to
outfit the truck; this equipment will be purchased from local vendors.
Councilmember Mahaffey moved to authorize purchase of miscellaneous firefighting equipment in the amount of
$39,828.72 from various vendors and Councilmember Barrett seconded the motion. The motion passed 9 -0.
d. Presentation, discussion and /or possible action on the bid purchase of mainline waste water TV truck with required
equipment, software and camera from PearPoint, as presented by Billie Smith.
The current truck in use is a 1987 model which is antiquated. The technology installed has become obsolete. This
truck and equipment is listed as a supplemental package in the 2007 -2008 City of Huntsville budget with funds budgeted
in the amount of $140,000. This new proposed truck will be used in conjunction with the TVlSewer Trailer and Vector
truck as part of a systematic effort to maintain the condition of the City's wastewater collection system. This will be
accomplished by allowing for increased survey, diagnoses and repair of our system, taking a more proactive approach.
This new equipment demonstrates to the Environmental Protection Agency (EPA) and Texas Commission on
Environment Quality (TCEQ) that the City of Huntsville's efforts and goals to maintain the high integrity of its collection
system are genuine. This system has the possibility of reducing inflow and infiltration (I &I) related to Sanitary Sewer
Overflows (SSO) and thereby avoids Administrative Orders and subsequent fines from the EPA and TCEQ.
Pricing is in compliance with the CO -OP pricing and bid regulations in the State of Texas:
equipment software and camera from PearPoint at a cost not to exceed $140.000 from budgeted funds: and
Councilmember Woodward seconded the motion. The motion passed 9 -0.
e. Presentation, discussion and /orpossible action on the bid purchase for lift station generators and parts, as presented by
Billie Smith.
In October 2006 the Cityof Huntsville was awarded the Office of Rural Community Affairs Grant in the amount of
$350,000. The City of Huntsville has a$70,000 obligation to complete funding. In October 2007 the engineering firm of
Electrical Expertise presented a report outlining the technical specifications and recommendations concerning this
purchase to the City of Huntsville. In accordance with purchasing guidelines and keeping in the guidance of this report
generator prices were obtained from Houston Galveston Area Council (HGAC) in the amount of $246,992.15.
Competitive sealed bids were placed for the electrical equipment, with bids sent to eleven historically underutilized
businesses (HUB) with one vendor responding. All pricing and bidding procedures comply with competitive bidding
regulations and guidelines as mandated by the State of Texas and in accordance with the Office of Rural Community
Affairs Grant.
Currently the budget for 701 - 7044 -62300 is $49,374 which is approximately $8,500 less than required for this
purchase and the budget for 702- 7114 -62300 is $348,000 which is approximately $127,800 more than required forthis
purchase. As such, to complete this transaction a budget adjustment of $10,000 from 702 - 7114 -62300 to 701 -7044-
62300 is required and will be included in the next ordinance brought forward requesting budget adjustments.
f. Presentation, discussion and /or possible action on the bid purchase of In Car Video System (ICVS) equipment, as
presented by Billie Smith.
In November 2007 City Council approved the purchase of three (3) new police vehicles including three (3) ICVS
units from Kustom Signal. The ICVS units cost $12,126.
The Police Department would like to purchase an additional five (5) units for a total of $20,210, although these
units maybe purchased in two separate transactions. The purchase of these five (5) additional units would put the total
purchase of ICVS over 525,000 for one budget year. In keeping with purchasing requirements prior approval is
necessary from City Council when this maximum amount ($25,000) is reached.
' Quotes for additional ICVS were obtained through Houston - Galveston Area Council (H -GAC).
Councilmember Mahaffey moved to approve the purchase of up to five (5) ICVS from Kustom Signal during FY
2008 in the amount of $20,210 to be funded from budgeted funds and Councilmember Choate seconded the motion.
The motion passed 9 -0.
g. Presentation, discussion and /or possible action on the contract for the Palm Street two million gallon hydropillar paint
and rehabilitation, as presented by Bill Daugette, Director of Public Utilities. [17]
The two million gallon hydropillar at the Palm Street Water Plantwas approved to be painted and rehabilitated
City Council as part of the FY 2008 budget. Staff solicited the professional services of Dunham Engineering to perfc
engineering, design and inspection of the Palm Street tank painting project. Bids were opened on December 17, 2f
CITY COUNCIL MEETING of JANUARY 8, 2008 BOOK "U" 84
at 2:OOpm. Three vendors provided bids. Tank Pros Painting Company Inc. was the qualified low bidderwith a bid
$589,652. The additive bid item is for material and laborto remove additional interior coatings on the watertank by $a
blasting or steam cleaning.
)R / CITY COUCILMEMBER I CITY MANAGER REPORT
Presentation, discussion and /orpossible action on a proposed appointment of an interim city manager, as presented
Mayor J. Turner.
Mayor Turner indicated the Council would convene into executive session to discuss this item. Councilmemb
Evans raised a point of order as this item does not meet criteria to be considered in executive session and moved
appeal the decision of the chair. Councilmember Choate requested clarification on the decision of the Chair. May
Turner stated his decision and intent was to discuss general comments at this time and discuss particular persons
executive session. Following further discussion of several Councilmembers and clarification by Mayor Turner that iten
would be discussed in open session; Councilmember Evans withdrew his appeal. Councilmembers then discuss
expectations of and the process for the City Manager search.
Councilmember Woodward moved to amend the motion to meet next week instead of two weeks. [A vote was
on this item.]
Councilmember Barrett requested that the Council convene into executive session to discuss particular
then take up action afterward. Further discussion and objections followed on clarification of the process, coi
building, research on internal staff versus external search firms, and general investigation of options.
seconded the motion. The motion passed 9 -0. _
Presentation, discussion and /orpossible action on a proposed city manager search method and timeline, as presented
by Mayor J. Turner.
Councilmember Mahaffey seconded the motion. [A vote was not taken on this item.]
Councilmembers discussed and debated on the merits of use of internal staff versus outside search firms for
city manager search process.
Presentation, discussion and /or possible action on the Findings and Final Order of the City Council in the appeal
Michael Kasel, as presented by Thomas A. Leeper, City Attorney.
motion. The motion passed 9 -0.
Presentation, discussion and /or possible action on the Annual Review of Charter Officer — City Attorney, as presented
Mayor J. Turner.
No action was taken on this item at this time.
ECUTIVE SESSION [7:54- 8:45pm]
authorized by Texas Government Code, Chapter 551, Section 551.074 - personnel matters regarding the appc
ployment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; to discuss
ididates for a proposed appointment of an interim city manager.
J
CITY COUNCIL MEETING of JANUARY 8, 2008 BOOK "U"
WEDNESDAY, JANUARY 9.2008
RECONVENE from MEETING RECESSED on JANUARY 8, 2008 [5:30pm]
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EXECUTIVE SESSION [5:30- 6:02pm]
As authorized by Texas Government Code, Chapter 551, Section 551.074 - personnel matters regarding the appointment,
employment, evaluation, reassignment, duties, discipline, or d ismissal of a public officer or employee; City Council conducted
an interview a candidate for the Interim City Manager position.
RECONVENE in OPEN SESSION [6:02pm]
Mayor Turner moved to authorize the negotiation of an agreement with Gene Pipes to be the Interim City Manager until a
permanent City Manager is out in place and Councilmember Woodward seconded the motion. The motion passed 9 -0.
ADJOURNMENT [6:05pm]
Mayor Turner adjourned the meeting.
I
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Stepha A. Brim, City Secretary