MIN CC 09/02/2008CITY COUNCIL MEETING of SEPTEMBER 2, 2008 BOOK "U" 144
INUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 2ND DAY OF SEPTEMBER, 2008, IN THE CITY
ALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:OOPM.
he Council met in a regular session with the following:
OUNCILMEMBERS PRESENT: J. Turner, Wayne Barrett, Tom Cole, Charles Forbus, Clarence Griffin, Melissa Mahaffey,
anny Ray, Mac Woodward, Dalene Zander
FFICERS PRESENT: Bill Baine, City Manager; Thomas Leeper, City Attorney; Stephanie Brim, City Secretary
rior to the City Council Meeting, a Welcome Reception open to the public was held in the City Hall Conference Room for the
coming City Manager William "Bill" Baine. [5:15- 5:55pm]
EGULAR SESSION
ALL TO ORDER [6:OOpm]
ayor Turner called the meeting to order.
LEDGE OF ALLEGIANCE to US and TEXAS FLAGS, INVOCATION
ouncilmember Barrett led the invocation.
UBLIC COMMENTS (regarding agenda items only)
Carl Davidson. Mr. Davidson provided a handout to City Council regarding budget cut recommendations.
esse Turne . Mr. Turney spoke in favor of the Target development.
UDGET MATTERS
3. City Council will hold a public hearing to receive citizen input regarding the Fiscal Year 2008 -2009 Annual Budget.
Mayor Turner opened the public hearing at 6713pm No citizen comments were presented Mayor Turner
adioumed the public hearing at 6:14pm.
1. Presentation, discussion and/or possible action on Ordinance 2008 -31, adopting the Fiscal Year 2008 -2009 Annual
Budget.
Councilmember Mahaffey moved to approve Ordinance 2008 -31 adopting the Fiscal Year 2008 -2009 Annual
Budget: and Councilmember Forbus seconded the motion
Councilmember Woodward moved to amend the budget to transfer $34,560 from the General Fund Reserve for
Future Allocations to the City Engineers budget and Mayor Turner seconded the motion
City Manager Bill Baine and Councilmember Woodward explained that the increase was to retain current
contracted engineer Mr. Ragsdale for two to three more months and to cover Mr. Isbell's current salary .
The amending motion Passed 8 -1 with Councilmember Cole voting against.
The original motion passed 9 -0.
ONSENTAGENDA
Approve minutes of City Council meetings of July 29 and 30, 2008.
Approve Ordinance 2008 -32, amending the FY 2007 -08 Budget.
Authorize the City Manager to execute the following bids /contracts for street materials:
I For trap rock, with Vulcan Construction Materials of San Antonio, Texas, for $58.45/ton with a monthly price
redetermination, to expire on October 1, 2009;
For flexible base and stabilized flexible base, with Service Ready Mix of Dodge, Texas, on a six month contract
with option to renew for delivered flexible base; and Service Ready Mix of Huntsville, Texas, on a six month contractwith
option to renew for pick up stabilized and pick up flexible base;
For CRS -2 Emulsified Asphalt, with Cleveland Asphalt of Shepherd, Texas, for periodic purchase of CRS -2
emulsified asphalt for the amount of $2.3837/gal with a monthly price redetermination; and
For concrete materials, with Transit Mix of Huntsville, Texas, a six month contract with option to renew, for
$95.00 /cubic yard for 5 cubic yards or greater and $101.00 /cubic yard for 5 cubic yards or less.
Councilmember Mahaffey asked to Dull item'd and move it to the Statutory Agenda for clarification
Councilmember Woodward moved to approve the Consent Agenda with the exception of item 'c' and
Councilmember Zander seconded the motion The motion passed 9 -0.
r
CITY COUNCIL MEETING of SEPTEMBER 2, 2008 BOOK "U" 145
'UTORY AGENDA
Authorize the City Manager to execute the following bids/contracts for street materials:
For trap rock, with Vulcan Construction Materials of San Antonio, Texas, for $58.45/ton with a monthly price
redetermination, to expire on October 1, 2009;
For flexible base and stabilized flexible base, with Service Ready Mix of Dodge, Texas, on a six month contract
with option to renew for delivered flexible base; and Saw ise- Ready -Misr Pavers Supply of Huntsville, Texas, on a six
month contract with option to renew for pick up stabilized and pick up flexible base;
For CRS -2 Emulsified Asphalt, with Cleveland Asphalt of Shepherd, Texas, for periodic purchase of CRS -2
emulsified asphalt for the amount of $2.3837/gal with a monthly price redetermination; and
For concrete materials, with Transit Mix of Huntsville, Texas, a six month contract with option to renew, for
$95.00 /cubic yard for 5 cubic yards or greater and $101.00 /cubic yard for 5 cubic yards or less.
Victor Pena, Director of Administrative Services, corrected the second portion of the item as indicated above.
Councilmember Mahaffey moved to approve the bids as submitted and clarified above: and Councilmember
Forbus seconded the motion. The motion passed 9 -0.
Presentation, discussion and/orpossib/e action to secure a contract foremployee healthcare benefits and other benefits
to include dental, vision, life, accidental death and dismemberment and disability.
City of Huntsville annual group health plan contract expires on 09/30/08. Proposals were accepted and reviewed;
each proposal contained specific & aggregate stop loss, plan administration, employee assistance program, and
expected claim losses. The city received quotes from our current provider Great -West Health Care, United HealthCare,
Texas Municipal League and Humana HealthCare.
b. Presentation, discussion and/orpossib/e action to adopt Resolution 2008 -07, authorizing United Healthcare funding for
health insurance and opening of health insurance imprest account.
The City elected to change health carriers from Great -West to United Healthcare. In order to facilitate the change
the city needs to set up an Imprest Bank Account with funds in the amount of $37,292.60 for United Healthcare and
place a medical insurance stop loss in place with fund availability in the amount of $49,069.00. Purchase orders were
issued to United Healthcare for both amounts in lieu of advance payments due by October 1.
The imprest account requires council resolution as the city will be opening an account with Chase Manhattan per
United Healthcare's agreement with the bank for accounts of this type, but using the City's tax ID number. The initial
request is $37,292.60 to open the account with funds to be forwarded later in the month. The funds will be used to pay
claims as they are cashed with draw downs by United Healthcare. The City will replenish the account for amounts that
are drawn down each week.
The $49,069.00 is the amount of a purchase order to bind the stop -loss insurance to be paid by October 1, 2008.
Presentation, discussion and/or possible action to authorize the City Manager to proceed with paying off the Ladder
Truck in the amount of $517,253.17 (amount includes interest and fees through September 9, 2008).
During budget workshops City Council members identified the willingness to reduce the City's debt. Funds are
available for debt reduction of the ladder truck as indentified: (1) Balance Reserves. Payoff is $516,775.36 thru
08/31/08; (2) Per diem interest after 08/31/08 is $53.09 per day; (3) If payment is paid on September 5, 2008 and
additional fee of $265.45 will be incurred and if the debt payment is paid on 09/09/08 and additional fee of $477.81 will
be incurred.
Councilmember Forbus moved to authorize the City Manager to pay off . the ladder truck; and Councilmember
Woodward seconded the motion. The motion passed 9 -0
MAYORICITY COUNCILMEMBERI CITY MANAGER REPORT
a. Presentation, discussion and /or possible action on update for Fire Services cost sharing negotiations with Walker
County.
Mayor Turner announced this item will be discussed in Executive Session. under Section 551.071.
' b. Presentation, discussion and/or possible action appointing members to Hotel Occupancy Tax (HOT) Board.
Councilmember Ray moved to approve Ordinance 2008 -33, creating a Hotel Occupancy Tax (HOT) Board: and
Councilmember Cole seconded the motion. The motion Passed 8 -1 with Councilmember Woodward voting against.
Lindeman to the newly- created HOT Board: and Councilmember Mahaffey seconded the motion. The motion passed 8 -1
with Councilmember Woodward voting against.
CITY COUNCIL MEETING of SEPTEMBER 2, 2008 BOOK "U"
146
Presentation, discussion and/or possible action appointing members to Ad Hoc Committee — City Council Rules of
Procedure review.
Mayor Turner moved to appoint Councilmembers Woodward and Ray to the City Council Rules of Procedure
Review Ad Hoc Committee and Councilmember Barrett seconded the motion The motion Passed 9 -0.
COMMENTS (Open.)
Blom. Mr. Milam spoke on electromagnetic fields and their impact on public health.
dson. Mr. Davidson questioned the budget amendment proposed and passed on the FY 2008 -09 budget.
Jams. Ms. Adams complained about smoke emanating from the new construction on the Ravenwood project.
INQUIRIES
[6:49- 7:OOpm]
CUTIVE SESSION [7:00- 7:30pm]
Council conducted a closed session as authorized by Texas Government Code, Chapter 551, Section 551.071
ultation with counsel on legal matters, to discuss Fire Services cost sharing negotiations with Walker County.
in OPEN SESSION [7:30pm]
URNMENT [7:30pm]
Turner adjourned the meeting.
Vte,e Brim, City Secretary
Ll