MIN CC 10/06/2009CITY COUNCIL MEETING of October 6, 2009 BOOK "U"
MINUTES FROM THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 6TH DAY OF OCTOBER, 2009, IN
Council met in a workshop with the following:
INCILMEMBERS PRESENT: J. Turner, Charles Forbus, Melissa Mahaffey, Lanny Ray, Mac Woodward, Jack
lamon, Wayne Barrett and Dalene Zender
INCILMEMBERS ABSENT: Tom Cole
ICERS PRESENT: Bill Baine, City Manager; Lee Woodward, City Secretary, Leonard Schneider, City Attorney
WORKSHOP SESSION' [5:30pm]
1. CALL TO ORDER
Mayor Turner called the meeting to order at 5:30pm and handed over direction of the meeting to the City
Manager.
2. MAYORICITY COUNCIL AND CITY MANAGER REPORT
The City Manager acknowledged that the Councilmembers had probably already had a lot of feedback from
citizens wanting information about the project, assured them that nothing was set in stone at this time. He said that they
anticipated asking Klotz & Assoc. to do a drainage study to accompany one done previously, but there would be no
further action until the City was awarded a grant. The rationale for this, he said, was that they would be under a defined
period to do the work, they would not spend the money until the grant money was received, and that they could not wait
to begin a study when the money was received due to the time limit for total project completion.
The City Manager said he appreciated the time that many of the Councilmembers had put in with citizens
' concerning the issue, and that he had had about seven meetings with landowners, one meeting with shop owners, low -
level meetings with the Texas Department of Criminal Justice (TDCJ), and several meetings with Sam Houston State
University in which the Mayor also partidpated.
Referring to the map of the proposed work, he said the proposal was to work with the creek to turn it into a
linear park with a number of retention ponds beginning near the University where the water runs off University property.
The City Manager said he has asked the University to contain their own runoff, which he estimated would cost them at
least $300,000, and they had not responded affirmatively or negatively.
The City Manager said the City would buy 6.24 acres around the University, and, along with six - tenths of an
acre belonging to Walker County, would build a series of retention ponds. He said they would probably make the dams
on the ponds coincidental with the possible placement of future roads if the concrete plant area were ever developed.
He said retaining the water would be the first priority because so much of the structure in that area is so old.
The City Manager stated that all of the Councilmembers present had been through the pipes in this area, which
were fed from a creek coming off behind Shenanigan's & by the pipes around the Sam Houston Museum and provides
water buildup. The City Manager went on to say the idea was to slow the water down with a bigger retention area by the
park, and that this was the second priority.
Priority three, according to the City Manager, was what he called the parking lot of the Piggly Wiggly, just west
of Sam Houston, where the bakery is. He said that at that point the pipe is four to four and a half feet high as it gets
constrained from a five and a half foot structure.
The next priority, the City Manager said, would be the pipe that goes beside the Walker County Annex, the
reason being that the pipe has a deteriorating bottom and that water could be seen flowing beneath the pipe_ He said
the last priority would be doing something about the shopping center by the Farmhouse restaurant. He said that most of
the owners had been understanding and that they had signed statements saying they would at least talk to the City, and
that he had begun each conversation by telling them that any single one of them could stop the project by beginning
legal action, because it would prevent the City from meeting the two year performance requirement of the grant. He said
that no one had opposed in that way yet.
The City Manager said he did not believe the structure needed some emergency repairs on the section
opposite the Farmhouse where there is a turn, but that he did not believe the system would last another five years. He
said the conceptual plan was to start at both ends and work toward the middle, which would be the most difficult part,
and that to open any of the creek up would be the most desirable outcome as it is cheaper and provides more ambience
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to the citizens.
the project, and that there is a large match needed (25% of the project cost, as shown below from the
presentation).
R.O.W. Landowners
$ 500,000+
Survey and Inspections (City)
$ 87,000
Grant Administration (City)
$ 84,000+
Erosion Control (City & TDCJ)
$ 300,000
R.O.W. for Lake (County)
$ 100,000
Donation (Gibbs)
$ 24,000
Machine Time (Pate & Pate)
$ 300,000
*University requested dollars to cross Bearkat
$ 300,000
*Citizens donations of trees & cash
$ 100.000
Best Case
$ 1,795,000
*Soft Case
$ 1,395,000
Best Case
Soft Case
25% Match Requirement $2,775,000
$2,775,000
Possible in -kind Match $1,795.000
$1.395.000
Net Match $ 980,000
$1,380,000
Status as of 10 -06 -2009
The City Manager referred to the PowerPoint showing anticipated funding and matches and said that the wo
outcomes shown depended on whether SHSU contributed, and whether citizens or local businesses made donaticos,
He said he wants to run a donation program so that citizens can give trees and the City plants them. He estimated that
after donations and in -kind offers, the City would then need either $1 million or $1.4 million and that this was the amc nt
discussed previously.
The City Manager said he didn't know of any other negatives, but that on the positives side, the numbers �id
not include any other grants, most likely parks grants from the state, or other caveats from involved citizens. i
The City Manager said he had been told by engineers that when a repair or loss of part of the structure (:
as between the Item and Reid Office Supply, he pointed out on the map) that one could count on losing that part o
structure. He described the water topping Seventh Street on the threshold of a twenty-five year rain event, and that
could expect 4.3° of rain in one hour. He said that one could count on losing Seventh and the one by the Item, anc
thought, also the structure around the turn at SHSU. He stated all the Councilmembers had been there and would 1
to decide what's vulnerable.
The City Manager then pointed out the exposure to citizens from runoff from SHSU onto Bearkat Boul
and the risk of someone being swept off the road if the barriers are not placed in time. He said that even if the
were not received, he would still try to build a retention pond in that area, but that it would have to be through donz
as the City didn't have the money for it. The City Manager then introduced Tom Ramsey, a principal from K
Associates.
Mr. Ramsey thanked the Council for allowing him time to speak with them, and said his firm had been assis
Dr. McKibben with preparation of the grant application. He said he appreciated the fact that the City was even in
situation to pursue a grant.
Mr. Ramsey presented information about Klotz & Associates, including that they were a Texas -based coml
that had worked with over one hundred Texas cities and that they were experts in drainage and these types of proji
He stated how unusual it was to have a grant of this size, particularly to build, and that most are typically precede
four to five years of study. He stated they were also familiar with working with FEMA, as there were many unique
specific requirements. Mr. Ramsey went on to give an example of his company helping a city choose a less exper
project because it provided the best possible result for the money, and also stated that they supported sustainability
green projects.
Mr. Ramsey began by discussing the 7' tanker cars that are now 4' tall, and stated that when cities responq to ,
emergency repairs it is often seven to eight times the normal cost and commended the City for being proactive. JHe
stated that there are currently several neighborhoods on the lower end of this watershed, which are at risk and ill
receive much protection from the project, and that enhancement is also an important feature. He said Klotz has worked
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on similar parks in other cities and that fixing drainage problems, offering connectivity and creating amenities was a
Mr. Ramsey then referred to the PowerPoint and said it would cost more to put concrete culverts back into the
ch rather than opening up the Creek, and he recommended that they do that where they could. He asked them to
.lure "trailheads" as meeting places and points of connectivity along the linear park, which offered easy infrastructure
In improved benefits. He showed a bridge which could be purchased off the shelf for around $200,000.
The City Manager said he had heard many real concerns from many of the local business operators for whom
�y needed real solutions. He also said that even if the City passed on the grant, the City would still have to replace the
uctures in the three major areas he had identified, that the pipes might last four or five years.
Mayor Turner asked Mr. Ramsey if he felt, in a broad sense, that the scope of the project being discussed and
potential budget were a reasonable match. Mr. Ramsey said he felt it was, as the City had some flexibility in how
�y chose to mitigate water flow. The Mayor repeated his question, asking if Mr. Ramsey felt very certain, still in a
)ad sense, and if he did not anticipate that somewhere within the project the City would be asked for an additional two
three million dollars. Mr. Ramsey responded that he was, and that FEMA's requirements would also help provide cost
Mayor Turner asked the City Manager if the City had agreements with all the property owners. The City
Manager said that all the property owners had been asked to object if they thought they were going to, and had been
asked to sign something stating they would listen to the City's proposal. The City Manager said he did not feel that any
property owner would agree to the project until the City was able to tell them how much of their property would be
needed for easements. The Mayor asked if the City would be able to get the easements, and the City Manager said
they must have them in order to go on the property.
Councilmember Mahaffey asked Mr. Ramsey and the City Manager if Klotz & Associates was going to do a
study. Mr. Ramsey said that FEMA will require the culverts be sized, and that impermeable areas and flow of water into
the watershed be identified. He went on to say that the report that was done thirty years ago was very good and use
would be made of it, but that they had to confine the flow to FEMA, and that the proposed plan would provide a solution
in the face of a 100 -year event, 50 -year event or 30 -year event. He stated this would have to be done before the project
moves into a design.
Councilmember Mahaffey also asked if there would be a bid put out. The City Manager asked Mr. Ramsey if
their company's bid was about $700,000. Mr. Ramsey said Klotz was asked to scope the project in accordance with the
FEMA terms, and that Klotz's bid was still available for negotiation. Councilmember Mahaffey asked if this was different
from the typical bidding process, and the Mayor confirmed that it was not required for Professional Services contracts.
The City Manager proposed that engineers inspect the drainage system and determine how long the
remainder of its useful life may be. He said it was disconcerting to be in the system and see the concrete blocks holding
up the street, and that this problem will have to be solved eventually, either with the grant, or when it breaks.
Councilmember Forbus asked if Mr. Ramsey had a solution for the business operators who were concerned
with loss of business during construction, particularly around the Farmhouse parking lot. Mr. Ramsey said there were
opportunities to solve the parking issue, or create an amenity. Councilmember Forbus said he felt there would likely be
even more cooperation from those citizens if there was a solution. The City Manager said he understood that these
business owners were all citizens and taxpayers, but that the drainage problem would eventually have to be resolved
through a planned method or an unplanned method.
3. ADJOURNMENT 16:59 p.m.]
The meeting was adjoyfned at 5:59pm
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