9-1-2020 packet
Daiquiri Beebe, Ward 1
Russell Humphrey, Ward 2
Blake Irving, Ward 3
Mayor Pro Tem Joe P. Rodriquez, Ward 4
CITY OF HUNTSVILLE, TEXAS
Andy Brauninger, Mayor
Bert Lyle, Position 1 At-Large
Dee Howard Mullins, Position 2 At-Large
Clyde D. Loll, Position 3 At-Large
Mari Montgomery, Position 4 At-Large
HUNTSVILLE CITY COUNCIL AGENDA AMENDED
TUESDAY, SEPTEMBER 1, 2020
REGULAR SESSION 6:00 P.M. IN CITY COUNCIL CHAMBERS,
HUNTSVILLE CITY HALL, 1212 AVENUE M, HUNTSVILLE, TEXAS 77340
City hall will implement 6-foot social distancing for those in attendance. The City reserves the right to take temperatures of those
wanting to attend and requires attendees to wear face masks. The City reserves the right to deny access to the meeting because of
the above requirements for the safety of its citizens. For those who cannot attend because of the social distancing requirements or
for the reasons listed above, the meeting will be broadcast live on the City website at www.HuntsvilleTX.gov/Meetings or on
Facebook. The meeting will be recorded, and such recordings will be made available on the City website at www.HuntsvilleTX.gov.
Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact the
City Secretary’s office (936.291.5413), two working days prior to the meeting for appropriate arrangements.
MAIN SESSION [6:00 P.M.]
CALL TO ORDER
INVOCATION AND PLEDGES
U.S. Flag and Texas Flag: Honor the Texas Flag. I pledge allegiance to thee, Texas, one state, under God,
one, and indivisible.
PROCLAMATIONS
− Huntsville Texas Pride Day
− Emergency Preparedness Month
1. CONSENT AGENDA
Public comments will be called for by the presiding officer before action is taken on these items. (Approval of
Consent Agenda authorizes the City Manager to implement each item in accordance with staff
recommendations. An item may be removed from the Consent Agenda and added to the Statutory Agenda for
full discussion by request of a member of Council.)
a. Approve the minutes of the City Council meeting held on August 18 and 25, 2020. [Brenda Poe, City
Secretary]
b. Consider authorizing the City Manager to execute Amendment B to the agreement with RPS Infrastructure,
Inc. for professional engineering services for IH-45 Segment 2A Utility Relocation Design Project #18-03-
01. [Y.S. “Ram” Ramachandra, City Engineer]
2. STATUTORY AGENDA
a. Consider authorizing the City Manager to enter into a contract with Kendig Keast Collaborative for the
update of the Huntsville Horizon Comprehensive Plan. [Kevin Byal, Director of Development
Services/Building Official]
b. Consider the award of a fiber optic line installation project to Network Cabling Services, Inc (NCS) for the
installation of conduit and fiber optic line from Smith Hill Road to the new Police Station building on FM
2821. [Bill Wavra, IT Director, and Y.S. “Ram” Ramachandra, City Engineer]
3. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY
a. Consider approving nominees for City boards, committees, and commissions. [Andy Brauninger, Mayor]
b. Consider approving Decision Packages for the 2020-21 Budget and discussion of adoption process. [Steve
Ritter, Finance Director]
4. REQUESTS FOR CITIZEN PARTICIPATION
An opportunity for citizens to be heard on any topic and for the City Council to participate in the discussion.
No action will be taken.
None submitted.
5. MEDIA INQUIRIES RELATED TO MATTERS ON THE AGENDA
6. ITEMS OF COMMUNITY INTEREST
(Hear announcements concerning items of community interest from the Mayor, Councilmembers, and City staff, for which
no action will be discussed or taken.)
7. EXECUTIVE SESSION
a. City Council will convene in closed session as authorized by Texas Government Code, Chapter 551,
Section 551.074 – personnel matters regarding the appointment, employment, evaluation, reassignment,
duties, discipline, or dismissal of a public officer or employee, concerning City Secretary Brenda Poe.
8. RECONVENE
Take action on items discussed in executive session, if needed.
ADJOURNMENT
*If, during the course of the meeting and discussion of any items covered by this notice, City Council determines that a Closed or Executive
session of the Council is required, then such closed meeting will be held as authorized by Texas Government Code, Chapter 551, Section
551.071 – consultation with counsel on legal matters; 551.072 – deliberation regarding purchase, exchange, lease or value of real property;
551.073 – deliberation regarding a prospective gift; 551.074 – personnel matters regarding the appointment, employment, evaluation,
reassignment, duties, discipline, or dismissal of a public officer or employee; 551.076 – implementation of security personnel or devices;
551.087 – deliberation regarding economic development negotiation; Sec. 551.089 - deliberation regarding security devices or security audits;
and/or other matters as authorized under the Texas Government Code. If a Closed or Executive session is held in accordance with the Texas
Government Code as set out above, the City Council will reconvene in Open Session to take action, if necessary, on the items addressed
during Executive Session.
CERTIFICATE
I, Brenda Poe, City Secretary, do hereby certify that a copy of the September 1, 2020 City Council agenda was posted on the City
Hall bulletin board, a place convenient and readily accessible to the general public at all times, and to the City’s website,
www.HuntsvilleTX.gov, in compliance with Chapter 551, Texas Government Code.
DATE OF POSTING: 8/27/2020
TIME OF POSTING: 8:15 am ____________________________
TAKEN DOWN: Brenda Poe, City Secretary
Brenda Poe
MINUTES FROM THE HUNTSVILLE CITY COUNCIL REGULAR MEETING HELD ON THE 18th
DAY OF AUGUST 2020, 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:
COUNCILMEMBERS PRESENT: Daiquiri Beebe, Blake Irving, Russell Humphrey, Dee Howard Mullins,
Bert Lyle, Joe P. Rodriquez, Andy Brauninger, Clyde D. Loll, Mari Montgomery
COUNCILMEMBERS ABSENT: None
OFFICERS PRESENT: Brenda Poe, City Secretary; Leonard Schneider, City Attorney
WORKSHOP [5:00 P.M.] – The Council heard presentations on Health Insurance and Bond Proposition 2
updates.
MAIN SESSION [6:00 P.M.]
CALL TO ORDER – Mayor Brauninger called the meeting to order at 6:08 p.m.
INVOCATION AND PLEDGES
U.S. Flag and Texas Flag: Honor the Texas Flag. I pledge allegiance to thee, Texas, one state, under God,
one, and indivisible.
Councilmember Clyde Loll gave the invocation and Mayor Brauninger led the pledges.
PROCLAMATION – Mayor Brauninger presented a proclamation for the 100th anniversary of the 19th
amendment.
PRESENTATION – Finance Director Steve Ritter provided an update on the Budget Process.
1. CONSENT AGENDA
Public Comments will be called for by the presiding officer before action is taken on these items.
(Approval of Consent Agenda authorizes the City Manager to implement each item in accordance with
staff recommendations. An item may be removed from the Consent Agenda and added to the Statutory
Agenda for full discussion by request of a member of Council.)
a. Approve the minutes of the City Council meeting held on August 4, 2020. [Brenda Poe, City
Secretary]
b. Consider adopting Resolution 2020-26 naming the Designated Authorized Signatories, Civil
Rights Officer, Labor Standards Officer, and Section 3 Coordinator for the 2020 Texas
Community Development Block Grant – Disaster Recovery (CDBG-DR) project under
Contract Award #20-065-128-C439, from the Texas General Land Office (GLO). [Kristie
Hadnot, Grants Manager]
c. Consider adopting Resolution 2020-27 to update and reaffirm various required Civil Rights
Policies, as required for program compliance to administer the 2020 Texas Community
Development Block Grant – Disaster Recovery (CDBG-DR) under Contract Award #20-065-
128-C439, from the Texas General Land Office (GLO). [Kristie Hadnot, Grants Manager]
d. Consider adoption of Ordinance 2020-40 to amend the budget for FY 19-20 and/or CIP
Project budgets. [Steve Ritter, Finance Director]
Councilmember Beebe made a motion to approve the consent agenda; the motion was seconded by
Councilmember Loll. The motion was adopted, 9-0.
2. STATUTORY AGENDA
a. Consider adopting Ordinance 2020-38 authorizing the issuance of City of Huntsville, Texas
general obligation bonds, Series 2020; authorizing the levy of an ad valorem tax in support of the
bonds; approving an official statement, a paying agent/registrar agreement and other related
documents; awarding the sale of the bonds and authorizing other matters relating to the bonds.
[Steve Ritter, Finance Director]
Mayor Pro Tem Rodriquez made a motion to adopt Ordinance 2020-38 authorizing the issuance of City
of Huntsville, Texas general obligation bonds, Series 2020; authorizing the levy of an ad valorem tax in
support of the bonds; approving an official statement, a paying agent/registrar agreement and other related
documents; awarding the sale of the bonds and authorizing other matters relating to the bonds; the motion
was seconded by Councilmember Montgomery. Hilltop Securities Managing Director Boyd London and
Associate Bat Taniguchi presented the Council with a pricing book from sales made Tuesday morning.
Boyd introduced McCall Parkhurst & Horton Clayton Chandler from the Bond Council. The motion was
adopted, 9-0.
b. Consider adopting Ordinance 2020-39 authorizing the issuance of City of Huntsville, Texas
Certificates of Obligation, Series 2020; authorizing the levy of an ad valorem tax in support of the
Certificates; approving an official statement, a paying agent/registrar agreement and other
related documents; awarding the sale of the Certificates and authorizing other matters relating to
the Certificates. [Steve Ritter, Finance Director]
Councilmember Montgomery made a motion to adopt Ordinance 2020-39 an Ordinance authorizing the
issuance of City of Huntsville, Texas Certificates of Obligation, Series 2020; authorizing the levy of an
ad valorem tax in support of the Certificates; approving an official statement, a paying agent/registrar
agreement and other related documents; awarding the sale of the Certificates and authorizing other
matters relating to the Certificates; the motion was seconded by Councilmember Lyle. The motion was
adopted, 9-0.
3. REQUESTS FOR CITIZEN PARTICIPATION
An opportunity for citizens to be heard on any topic and for the City Council to participate in the
discussion. No action will be taken.
Mayor Brauninger allowed Carol Barrett to address the Council regarding a scheduled executive session item
regarding the sale of property owned by St. Thomas Catholic Church.
4. MEDIA INQUIRIES RELATED TO MATTERS ON THE AGENDA
None
5. ITEMS OF COMMUNITY INTEREST
(Hear announcements concerning items of community interest from the Mayor, Councilmembers, and
City staff, for which no action will be discussed or taken.)
The Mayor reminded the public the November 3, 2020 election is right around the corner. Early voting begins
October 13th for the four at-large positions on City Council. If you have not registered to vote, please do so
by October 5th. For more information, log on to www.HuntsvilleTX.gov/Elections.
Councilmember Humphrey announced the Huntsville Public Library will resume curbside service on
Wednesday, August 19. Patrons may reserve library materials online through our catalog or may call the
library at 936-291-5472 to request a specific title. Once items are ready for pickup, patrons will be contacted.
Patrons may pick up their items by ringing the library doorbell between the hours of 11 a.m. and 6 p.m. on
Mondays through Fridays. The doorbell is located next to the library’s main entrance. Please have your library
card number with you when you come to pick up your items. For more information, please contact the library
at 936-291-5472.
Councilmember Beebe recognized that Huntsville Independent School District will begin school tomorrow,
August 19th. The Huntsville City Council wants to wish all students, staff and teachers a wonderful school
year. Sting ‘em Hornets.
Councilmember Montgomery announced the City of Huntsville, Walker County, Huntsville Memorial
Hospital & the Walker County Hospital District have joined together to offer residents FREE drive-thru
COVID testing MON-FRI 4-8pm & SAT-SUN 8am-noon at 125 Medical Park Drive. Registration required
at 936-293-4619.
6. EXECUTIVE SESSION
a. City Council will convene in closed session as authorized by Texas Government Code, Chapter
551, 551.071 – consultation with counsel on legal matters regarding Raven’s Nest Golf Course.
b. City Council will convene in closed session as authorized by Texas Government Code, Chapter
551, 551.072 – deliberation regarding purchase, exchange, lease or value of real property on
Martin Luther King Drive.
The Council convened into Executive Session at 6:57 p.m. Mayor Pro Tem Rodriquez made a motion to
authorize the City Attorney and or the Mayor to execute a lease buyout agreement for Raven Nest Golf
Course with Sam Houston State University in the amount of $2,705,000; Councilmember Montgomery
seconded the motion. The motion was approved, 9-0.
7. RECONVENE
The Council reconvened at 7:45 p.m.
ADJOURNMENT
Mayor Brauninger adjourned the meeting without objection at 7:46 p.m.
Brenda Poe, City Secretary
ATTEST: CITY OF HUNTSVILLE
________________________________ ________________________________
Brenda Poe, City Secretary Andy Brauninger, Mayor
MINUTES FROM THE HUNTSVILLE CITY COUNCIL REGULAR MEETING HELD ON THE 25th
DAY OF AUGUST 2020, IN THE CITY HALL, LOCATED AT 1212 AVENUE M, IN THE CITY OF
HUNTSVILLE, COUNTY OF WALKER, TEXAS, AT 5:00 P.M.
The Council met in a regular session with the following:
COUNCILMEMBERS PRESENT: Daiquiri Beebe, Blake Irving, Russell Humphrey, Dee Howard Mullins,
Bert Lyle, Joe P. Rodriquez, Andy Brauninger, Clyde D. Loll, Mari Montgomery
COUNCILMEMBERS ABSENT: None
OFFICERS PRESENT: Brenda Poe, City Secretary; Leonard Schneider, City Attorney
MAIN SESSION [5:00 P.M.]
CALL TO ORDER – Mayor Brauninger called the meeting to order at 5:00 p.m.
INVOCATION AND PLEDGES
U.S. Flag and Texas Flag: Honor the Texas Flag. I pledge allegiance to thee, Texas, one state, under God,
one, and indivisible.
Councilmember Clyde Loll gave the invocation and Mayor Brauninger led the pledges.
1. EXECUTIVE SESSION
a. City Council will convene in closed session as authorized by Texas Government Code, Chapter
551, 551.071 – consultation with counsel on legal matters regarding Raven Nest Golf Course.
The Council convened into Executive Session at 5:02 p.m.
2. RECONVENE
The Council reconvened at 5:09 p.m. Mayor Pro Tem Rodriquez made a motion to authorize the Mayor,
City Attorney and Julie O’Connell to take any and all actions necessary to complete the sale of the golf
course; Councilmember Montgomery seconded the motion. The motion was approved, 9-0.
3. CITY COUNCIL/CITY ATTORNEY/CITY MANAGER
a. Discussion and possible action to adopt Ordinance 2020-41 to amend the budget for FY 19-20
and/or CIP Project budgets.
Councilmember Montgomery made a motion to adopt Ordinance 2020-41 to amend the budget for FY
19-20 and/or CIP Project budgets; Councilmember Lyle seconded the motion. The motion was approved,
9-0.
b. Discussion and possible action to approve Resolution 2020-28 authorizing the Defeasance and
Redemption of the City's $3,005,000 Outstanding Combination Tax and Revenue Certificates of
Obligation, Series 2001; Authorizing Execution of an Escrow Agreement in connection with the
Defeasance; and authorizing other matters related to the Defeasance and Redemption of such
Certificates of Obligation]
Councilmember Loll made a motion to approve Resolution 2020-28 Authorizing the Defeasance and
Redemption of the City's $3,005,000 Outstanding Combination Tax and Revenue Certificates of
Obligation, Series 2001; Authorizing Execution of an Escrow Agreement in connection with the
Defeasance; and Authorizing Other Matters Related to the Defeasance and Redemption of such
Certificates of Obligation; the motion was seconded by Councilmember Beebe. The motion was adopted,
9-0.
ADJOURNMENT
Mayor Brauninger adjourned the meeting without objection at 5:12 p.m.
Brenda Poe, City Secretary
ATTEST: CITY OF HUNTSVILLE
________________________________ ________________________________
Brenda Poe, City Secretary Andy Brauninger, Mayor
Agenda Item #1b
Item/Subject: Consider authorizing the City Manager to execute Amendment B to the agreement with RPS
Infrastructure, Inc. for professional engineering services for IH-45 Segment 2A Utility Relocation Design Project
#18-03-01.
Initiating Department/Presenter: Engineering
Presenter: Y.S. “Ram” Ramachandra, City Engineer
Recommended Motion: Move to authorize the City Manager to execute Amendment B to the agreement
with RPS Infrastructure for professional engineering services for IH-45 Segment 2A Utility Relocation Design
Project #18-03-01.
Strategic Initiative: Goal #4 - Infrastructure - Ensure the quality of the City utilities, transportation and physical
structures so that the City’s core services can be provided in an effective and efficient manner.
Discussion: Texas Department of Transportation (TxDOT) has finalized the design to widen IH-45 between SH
19 to approximately 0.9 miles north of State Hwy 30 (near the Home Depot location). This segment is termed
Segment 2A. TxDOT has scheduled letting IH-45 Segment 2A widening project construction for Summer 2021.
TxDOT is seeking relocation of all utilities in conflict with their proposed design to relocate by respective utility
agencies by the end of 2020. The City has waterlines and sewer lines along and across this segment of IH-45.
The cost of water and sewer line relocation designs and constructions for all relocations with similar sizes and
types etc. as existing ones is 100 percent reimbursable by TxDOT (termed “In-Kind Replacement”). Upsizing of
water and sewer at City’s choice will be considered as “Elective Betterment”, and the increased cost for such
upsizing shall be met by the City. The City has chosen to take advantage of the opportunity to up size the lines
at many locations to accommodate future growth. Based on the finalized design, In-Kind Replacement is at 88
percent of the total estimated cost (will be reimbursed by TxDOT) and Elective Betterment is at approximately
12 percent of the total estimated cost (to be borne by the City)
During June and July of 2018, TxDOT strongly encouraged the City to proceed with the relocation design at
that time to ensure timely completion of the relocation design and provided a charge account number to keep
track of expenses for design efforts. The City entered into a professional engineering services agreement with
RPS Infrastructure, Inc., Houston for utility relocation design in the amount of $183,685 during August 2018,
for water and sewer conflict locations identified by TxDOT based on their then finalized conceptual design.
Later, when more details went in at a 60 percent roadway design phase, TxDOT revised their widening design
which resulted in additional utility relocations. Hence Amendment A to the original agreement with RPS was
executed in February 2019 for additional utility relocation design services in the amount of $166,700.
Current Recommendation:
As TxDOT further refined the design (currently at the final design, close to 100 percent), additional changes to
the roadway design resulted in additional utility conflict resolutions plus revisions to the recent previous design
at certain locations. This requires additional design services. Also, the City staff recommends utilizing RPS
services for construction administration and daily inspection during the utility relocation construction work.
9/1/2020
Agenda Item: 1b
CITY COUNCIL AGENDA
Agenda Item #1b
Construction is anticipated to begin later this year. The proposed additional fee due to these increased scopes
of services will be $266,291.70. Staff recommends approving Amendment B to the RPS agreement that
provides for these additional efforts in the amount of $266,291.70.
Overall Cost and Budget Information:
Combined professional engineering services from the original agreement, Amendment A and the currently
proposed Amendment B will add to $616,676.70. Of this amount, TxDOT will reimburse approximately
$543,000 (88 percent In-Kind Replacement Cost). The City’s design cost will be approximately $74,000 (12
percent Elective Betterment).
The estimated construction cost for utility relocation construction is in the $6.2 million range. TxDOT
Estimated their reimbursement will be $5.4 million (88 percent In-Kind Replacement cost). The City’s
construction cost is estimated at $800,000 (12 percent Elective Betterment).
The City has already set aside a total amount of $1,100,000 in the last two fiscal year budgets (FY 2018-2019
and FY 2019-2020) to meet the City’s design and construction share due to up-sizing of lines (i.e., to meet the
costs of Elective Betterment).
The Utility Relocation Agreement with TxDOT is being finalized and is anticipated to be ready by end of
September. Utility relocation work is anticipated to begin later this year, upon bidding and contract award.
Previous Council Action: The City Council approved the RPS original agreement at the August 2, 2018 meeting.
Amendment A to the RPS agreement was approved at the February 19, 2019 meeting.
Financial Implications: Existing budget in the Water and Wastewater CIP Project accounts are sufficient to
cover the additional costs related to these expanded professional engineering services.
Approvals: ☐City Attorney ☒Director of Finance ☒City Manager
Associated Information:
• Proposed Amendment B to the Agreement and associated Exhibit 1 (RPS proposal for additional
services)
• Location Map of the IH-45 Seg 2A Utility Relocation Project Segment
ADDENDUM “B”
to the
AGREEMENT BETWEEN CITY AND ENGINEER
FOR PROFESSIONAL SERVICES
This Addendum “A” is effective September ____, 2020, and is incorporated into and will be
deemed to amend and supplement the Agreement Between City and Engineer For Professional
Services (“Agreement”) between the City of Huntsville, Texas (“City”) and RPS Infrastructure,
Inc. (“Engineer”) entered into on August 24, 2018. This Addendum “B” shall be attached to the
Agreement.
The Engineer and the City agree that the effective date of this Addendum is September
___, 2020.
This Addendum “B” is an amendment to the Agreement and by adding an Exhibit 1 to add
additional Professional Engineering Services on Project No. 18-03-01. Exhibit 2 is attached to this
Addendum A. The scope of additional services and terms and fee proposal summary for the
additional contract amount of $266,291.70 are shown in Exhibit 1, which is a letter from RPS
Infrastructure, Inc dated July 21, 2020.
The City and Engineer agree that the other provisions of the Agreement that were not
amended remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Addendum “A” with the
attached Exhibit 2 in multiple copies, each of equal dignity. The parties are instructed that this
Addendum “A” is to be attached to the Agreement.
OWNER ENGINEER
CITY OF HUNTSVILLE, TEXAS RPS Infrastructure, Inc
____________________________ _____________________
Aron Kulhavy, City Manager Ralph E. Cox, P.E. -Vice President
ATTEST: APPROVED AS TO FORM:
___________________________ ___________________________
Brenda Poe, City Secretary Leonard Schneider, City Attorney
.
rpsgroup.com
575 N. Dairy Ashford
Suite 700
Houston, Texas 77079
T +1 281 589 7257
Page 1
July 21, 2020
Mr. Y.S. Ramachandra, P.E., C.F.M.
City Engineer
City of Huntsville
448 SH 75 N
Huntsville, Texas 77320
Re: Proposal for Additional Services including Construction Management and Inspection for
IH-45 Segment 2A Utility Relocations in Huntsville, Texas
RPS No. 007706
Dear Mr. Ramachandra:
RPS appreciates the opportunity to provide the City of Huntsville (Client) with this proposal for additional
services including Construction Management and Inspection for the referenced project. RPS has been
working closely with the City of Huntsville and TxDOT on the design of this project for over a year. RPS has
been coordinating with Jacobs and TxDOT throughout the design phase and we submitted 100% plans and
cost estimates on December 17, 2019. RPS received comments from Jacobs in late December and then
again on January 14, 2020. RPS addressed all comments and resubmitted the 100% submittal package on
January 24, 2020. Shortly after the submittal, RPS received more comments from TxDOT that were not
expected and continued receiving comments that were not previously discussed. RPS was required to
revise the design several times, address comments that conflicted with previous direction, and updated plan
sheets with far more detail than was originally required.
During a recent conference call, RPS was directed by TxDOT to prepare Right-of-Way maps to analyze
existing utility easements to determine the need for Joint Use Agreements or a quitclaim. RPS is expected
to review all parcels within the project limits to determine the type of easement and assist the City with
documentation for the agreement with TxDOT. This information will be included in Attachment H of the
agreement with TxDOT.
The latest changes to Jacobs’ design was brought to our attention the week of June 1. During the 95%
design, Jacobs will be making adjustments to the drainage infrastructure including depth and area of riprap
at the downstream ends of culverts. According to our initial review, these changes will affect at least twenty-
eight (28) existing conflicts and at least two (2) new conflicts. RPS must adjust the utility relocations as
needed on the plans, cost estimates, and agreements. Once the plans and agreements are approved, the
City can move forward with bidding and construction of the proposed relocations. It is anticipated that the
project will begin construction in September 2020 with a duration of nine (9) months.
SCOPE OF ADDITIONAL CIVIL ENGINEERING SERVICES
RPS is prepared to provide professional engineering services including plan and cost estimate revisions,
construction management and inspection. The scope of services for various aspects of the project is
outlined below.
Mr. Y.S. Ramachandra, P.E., C.F.M.
July 21, 2020
.
rpsgroup.com Page 2
Additional Project Management and Coordination
Additional project management and coordination is necessary to review and address the design changes
reflected in the latest comments received from TxDOT’s utility coordinator. RPS will continue to document and
maintain records along with task management and workload scheduling based on the updated utility conflict
list. RPS has continued attending meetings and conference calls as needed to complete the project and
move forward with bidding.
Additional Final Design (January 2020)
RPS will resubmit the 100% submittal package to Jacobs and TxDOT for final review. We estimate the following
additional level of effort:
a. Provide revised plan and profile sheets based on latest comments.
b. Provide revised cost estimate based on design changes for both in-kind and betterment
estimates.
c. Provide revised TxDOT agreement with exhibits.
Right-of-Way Analysis
1. RPS will receive the CAD files of the right-of-way maps from Jacobs. RPS will review and clean up the files
as needed.
2. RPS will identify all of the City’s easements identified and place into the following categories:
a. An existing utility is located within an existing City easement and will move out due to a
proposed utility relocation. The result will be a quitclaim with TxDOT.
b. An existing utility is located within an existing City easement and does not require relocation.
The result will be a Joint Use Easement with TxDOT.
c. An existing utility is already located with TxDOT right-of-way therefore no change.
3. RPS will prepare an exhibit showing all City easements and scenarios for review and confirmation.
4. RPS will assist the City to complete Attachment H within the agreement with TxDOT.
Drainage Design Changes (June/July 2020)
Jacobs is making changes to the drainage infrastructure that affects twenty-eight (28) utility conflicts. We
estimate the following additional level of effort:
a. Provide revised plan and profile sheets based on changes to rip-rap and other infrastructure.
b. Provide revised cost estimate based on design changes for both in-kind and betterment
estimates.
c. Provide revised TxDOT agreement with exhibits.
Construction Management
1. RPS will schedule and conduct construction progress meetings and provide meeting minutes for distribution.
It is anticipated that progress meetings will occur every four (4) weeks to review work progress and
schedule, outstanding issues, status of submittals, responses to shop drawings, and any changes to the
work.
2. RPS will maintain records of all decisions, actions, and activities with regard to construction operations
(change orders, RFIs, submittals, RFPs, COCC, and as-built coordination).
3. RPS will be responsible for communication between the City, TxDOT, roadway engineer, other stakeholders
and the contractor regarding all construction operations.
Inspection Services
1. RPS will act as the Client’s on-site representative administering the contract for construction and providing
overall project oversight while maintaining record of decisions and changes made in the field.
2. RPS will verify and ensure that the Contractor maintains accurate as-built records.
Mr. Y.S. Ramachandra, P.E., C.F.M.
July 21, 2020
.
rpsgroup.com Page 3
3. RPS will prepare and maintain weekly progress reports to the Client, photographs, records, and track
quantities.
4. RPS will notify the Client if Contractor’s work is not in compliance with the Contract Documents.
5. Attend the substantial and final completion walk through with the Contractor.
FEES
The fees for each phase of the project are outlined below and will be billed on a Lump Sum Basis:
Task Fee Basis Fee Amount
Project Management and Coordination Lump Sum $ 26,400.00
Final Design Lump Sum $ 25,370.00
Right-of-Way Analysis Lump Sum $ 16,530.00
Drainage Design Changes Lump Sum $ 39,440.00
Construction Management Lump Sum $ 75,200.00
Inspection Lump Sum $ 68,800.00
Reimbursable Expenses Lump Sum $ 14,551.70
Grand Total $ 266,291.70
This proposal is based on the following assumptions:
The work will be under contract with City of Huntsville.
The proposed work will be constructed within nine (9) months. If the project is delayed for any reason
and project oversight is necessary, RPS will submit a proposal for additional services to complete the
project.
We appreciate the opportunity to submit this proposal to you and look forward to working with you on this
important project. If you have any questions or need additional information, please do not hesitate to call
Ralph Cox, P.E. or me at your convenience.
Sincerely,
Mike McClung, P.E., C.F.M.
Houston Water Team Leader
MM:ng
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RPS PROJ. NO.: 007706
DATE: August 2020
EXHIBIT1SCALE:
Overall Utility Relocation Layout
IH-45 Segment 2AUtility Relocations
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RPS PROJ. NO.: 007706
DATE: August 2020
EXHIBIT2SCALE:
Overall Utility Relocation Layout
IH-45 Segment 2AUtility Relocations
1 " = 1,000 '
Agenda Item #2a
Item/Subject: Consider authorizing the City Manager to enter into a contract with Kendig Keast
Collaborative for the update of the Huntsville Horizon Comprehensive Plan.
Initiating Department/Presenter: Development Services
Presenter: Kevin Byal, Director of Development Services / Building Official
Recommended Motion: Move to authorize the City Manager to enter into a contract with Kendig Keast
Collaborative for the update of the Huntsville Horizon Comprehensive Plan in the amount of $175,000.
Strategic Initiative: Goal #3 - Economic Development - Promote and enhance a strong and diverse
economy.
Discussion: The Huntsville Horizon Comprehensive Plan is designed as a framework for the future
development of the City and its two-mile planning jurisdiction over the next 20 years and beyond. It is
intended to guide the Community’s decisions regarding its future physical and economic development.
This plan identifies goals, policies, and actions for elected and appointed officials, members of advisory
committees, civic groups and organizations, directors and staff, and citizens to use as decisions are
made and the community’s vision is achieved.
The Comprehensive Plan outlines the City’s assets and strengths and provides an honest assessment of
its problems and challenges. The Comprehensive Plan currently in use by the City was adopted on April
10, 2007. At the time of implementation, the plan outlined policies for the next 20 years of growth in
the City. We are now in year 13 of the 20-year cycle. Huntsville has experienced significant growth over
the last thirteen years, including increased interest in the development of retail and service uses to
serve new residents seeking to escape the bustle of urban life in Houston and The Woodlands. As
development of the I-45 corridor continues to surge, the people of Huntsville will need to be prepared
to absorb increases in the numbers of permanent residents, itinerant students, and tourists.
The Comprehensive Plan is a unique document that reflects the will of the people of our community,
consolidated through an intense series of public meetings and surveys. Therefore, the Comprehensive
Plan serves as a crucial document for City officials and staff when interpreting the land use regulations
codified in the City Development Code.
As part of the FY19-20 budget that the City Council adopted, $175,000 was included for the purpose of
retaining professional services to update the Huntsville Horizon Comprehensive Plan. In February of
this year, the city advertised the solicitation of a Request for Qualifications (RFQ) to update the plan.
Staff received responses to the RFQ from Freese & Nichols, Halff and Associates, Houseal Lavigne, and
Kendig Keast Collaborative. Although all 4 respondents appeared to be very qualified, Kendig Keast
Collaborative scored the highest in our assessment of metrics used to evaluate each firm.
9/1/20
Agenda Item: 2a
CITY COUNCIL AGENDA
Agenda Item #2a
Under the contract, Kendig Keast Collaborative will provide professional urban planning services to
prepare an updated Comprehensive Plan for guiding the long-range development, redevelopment and
enhancement of the city. Kendig Keast Collaborative will be assisted in this effort by one subconsultant
who is a HUB vendor. The specifics of their scope of services can be found in Exhibit A of the contract.
Previous Council Action: None
Financial Implications:
☒ Item is budgeted: 815 – 815 – 73 In the amount of $175,000 (amount in the budget account)
Approvals: ☒City Attorney ☐Director of Finance ☒City Manager
Associated Information:
• Professional Services Contract
• Exhibit A
Page 1 of 10
PROFESSIONAL SERVICES AGREEMENT
UPDATE OF “HUNTSVILLE HORIZON” COMPREHENSIVE PLAN
CITY PROJECT NO. 20-10-10
for
CITY OF HUNTSVILLE, TEXAS
STATE OF TEXAS §
§ KNOW BY THESE PRESENTS:
COUNTY OF WALKER §
This Agreement made this day of , 2020, by and between the City of Huntsville, Texas,
acting by and through Aron Kulhavy, City Manager, hereinafter referred to as the "OWNER," and Kendig
Keast Collaborative, an Illinois Corporation, acting by and through its President, Mr. Gary Mitchell, with
an office located at 1415 Highway 6 South, Suite A-300, Sugar Land, Texas, 77478, hereinafter referred to
as the "CONSULTANT," do hereby make and enter into the following Agreement.
ARTICLE I
CONSULTANT
1.1 The CONSULTANT, as an independent contractor, covenants and agrees to perform the
professional planning services related to the Comprehensive Plan as described in Article II, Scope
of Services. Such services shall be performed by the CONSULTANT in strict accordance with the
terms of this Agreement and for the consideration stated. Subject to the provisions of Article VI
below, CONSULTANT covenants and agrees to perform the specific services identified in Exhibit
“A” – Scope of Services. The CONSULTANT shall complete the Scope of Services and shall submit
deliverables to the OWNER as identified in Exhibit “A” – Scope of Services.
1.2 The CONSULTANT shall provide its services under this Agreement with the same degree of care,
skill, and diligence as is ordinarily provided by a professional planner under similar circumstances
for the preparation of a Comprehensive Plan and to which the Agreement applies.
ARTICLE II
SCOPE OF SERVICES
2.1 The CONSULTANT will perform the professional planning services related to the development of
the Comprehensive Plan as set forth in Exhibit "A" – Scope of Services, which is attached and made
a part of this Agreement.
2.2 Pursuant to this Agreement, the OWNER shall have the option to obtain the services of the
CONSULTANT to perform Additional Services. All such Additional Services shall be described
in a written Amendment to this Agreement, as provided by Article X, Changes or Termination,
including description of the additional work, associated compensation, and time schedule as
applicable. By way of illustration, matters which may constitute Additional Services shall include,
but are not limited to, the following:
(a) Requested additional workshops or meetings other than the number identified in the Scope of
Services and project schedule that require added preparation or follow-up or displace other
planned trip activities;
Page 2 of 10
(b) Requested additional trips other than the number identified in the Scope of Services and Project
schedule;
(c) Requested additional days or nights added to a scheduled trip that require additional time and
direct expenses (e.g., meals, hotel nights, extended car rental and gasoline use, airline change
fees, extended airport parking, etc.);
(d) Other requested work tasks, study activities, or documentation not foreseen or specifically
identified in the Scope of Services;
(e) Requested additional deliverables or additional physical copies of deliverables, including the
submission at key milestones of draft and final written reports or maps other than those
specified, or in a quantity greater than the number identified, in the Scope of Services;
(f) Requested additional revisions (individual or cumulative) to draft and final deliverables that
are beyond the single comprehensive round of revisions that are to be collected, consolidated,
and annotated by the OWNER as specified in the Scope of Services;
(g) Requested review and provision of recommendations relating to other planning or
development related issues and matters other than those for which such findings and
recommendations are specified in the Scope of Services;
(h) Further requested changes to a deliverable which the CONSULTANT has already revised
based on review comments and which the OWNER has already accepted as revised, and which
the CONSULTANT determines to be significant and substantive changes to a deliverable
already at a point of substantial completion in accordance with the Scope of Services and
available budget; and
(i) Other related or unrelated professional planning services that may be requested by the
OWNER which are not specified in the Scope of Services.
ARTICLE III
CONSULTANT PERSONNEL
3.1 The CONSULTANT represents that it has or will secure at its own expense, all personnel required
in performing the services under this Agreement. Such personnel shall not be employees of or
have any contractual relationship with the OWNER.
3.2 The CONSULTANT may contract with subconsultants for portions of the work or services under
this Agreement with the prior written approval of the OWNER. The subconsultants to be utilized
include Gunda Corporation. Any work or services subcontracted hereunder shall be specified by
a written agreement and shall be subject to the provisions of this Agreement.
ARTICLE IV
SUPPORT SERVICES
4.1 The OWNER agrees to provide the CONSULTANT with support services during conduct of the
services listed in Article II, Scope of Services. Support services will include the services described
in Exhibit "A" – Scope of Services.
4.2 To the extent authorized by law, the readily available existing data and documentation obtained
by the OWNER that are relevant to the accomplishment of the Scope of Services specified in Article
II shall be made available by the OWNER for use by the CONSULTANT.
Page 3 of 10
4.3 The OWNER shall consider and act on all documents and project work items submitted by the
CONSULTANT that require review, comments or approval by the OWNER within a timeframe
specified in Exhibit “A” Scope of Services and/or in the project schedule so as to enable the
CONSULTANT to complete the work on schedule as provided in Article V of this Agreement.
4.4 The OWNER agrees to provide the CONSULTANT with support services needed to organize,
schedule, notify, provide meeting locations, conduct meetings, and prepare minutes of meetings
including committees, workshops, public meetings, and public hearings as described in Exhibit
"A" – Scope of Services. The CONSULTANT will advise and coordinate with the OWNER to
accomplish these support services.
4.5 In the event OWNER fails to provide any of the needed Support Services in a timely or adequate
manner, as documented in a progress report, any additional time or expenses incurred or required
by CONSULTANT as a result of such failure shall be compensated on a basis of reimbursement of
Actual Costs Incurred (“ACI”) by OWNER in the same manner as, and shall be considered to be,
Additional Services.
ARTICLE V
TIME OF PERFORMANCE
5.1 The CONSULTANT shall commence services upon execution of this Agreement and receipt of
written Notice-to-Proceed from the OWNER.
5.2 The CONSULTANT shall make a good faith effort to complete the services described in Article II,
Scope of Services within fourteen (14) months from receipt of written Authorization to Proceed by
the OWNER, unless one or more of the following occur:
(a) This Agreement is terminated in accordance with Article X, Changes or Termination;
(b) The Scope of Services and/or Time of Performance are changed in accordance with Article II,
Scope of Services or Article X, Changes or Termination; or
(c) Matters documented by CONSULTANT in progress reports render such completion schedule
impossible or impractical.
5.3 The completion schedule set forth in Section 5.2 may be subject to causes that result in delay over
which neither the CONSULTANT nor the OWNER has any control. Notification and justification
for any such delays identified by the CONSULTANT must be included in progress reports. The
schedule of work will be extended to include any such delays pursuant to Article X, Changes or
Termination.
5.4 This Agreement shall terminate upon the OWNER’s final acceptance of work completed by the
CONSULTANT, unless otherwise terminated or modified as hereinafter provided.
ARTICLE VI
COMPENSATION TO CONSULTANT
6.1 The OWNER shall compensate the CONSULTANT for the professional services performed under
this Agreement. For the Basic Services described in Exhibit “A” Scope of Services under Article II,
Scope of Services, the OWNER shall pay to the CONSULTANT on a basis of reimbursement of
Actual Costs Incurred (“ACI”) an amount of One hundred and seventy-five thousand dollars and
Page 4 of 10
00/100 ($175,000.00). ACI includes salary costs, overhead, direct expenses, and profit. The above
ACI amount may be modified pursuant to Article X, Changes or Termination, in the event of
increased cost, change in the Scope of Services, an extension of time beyond that specified in Section
5.2, or an increase or decrease in the complexity or character of the work. In addition to ACI,
OWNER agrees to compensate CONSULTANT on a basis of reimbursement of Actual Costs
Incurred (“ACI”) for any Additional Services as provided by Article II, Scope of Services, provided
that such Additional Services are agreed upon in writing prior to their being undertaken. The cost
of such Additional Services shall be invoiced separately by CONSULTANT and paid by OWNER
upon receipt of billing for such services. Such payments shall be in addition to and have no bearing
on the above ACI amount. Payments by OWNER under this Agreement, including the timeliness
of payment and the payment of interest on overdue amounts, are subject to Chapter 2251, Texas
Government Code.
6.2 Each invoice from the CONSULTANT shall be due and payable by the OWNER upon receipt by
the OWNER, subject to the terms of Section 6.1. The billing statement, certified true and correct by
CONSULTANT, shall show the total amount paid and the amount due and payable as of the date
of the current statement. Amounts paid and due for Additional Services shall be identified on a
separate invoice.
6.3 The terms of this Agreement are contingent upon sufficient appropriations and authorization being
made by the OWNER for the performance of this Agreement. If at any time during the period of
performance under this Agreement, sufficient appropriations and authorization are not made by
the OWNER, this Agreement shall terminate upon written notice being given by the OWNER to
the CONSULTANT. In such event, OWNER shall comply with the provisions of Section 10.4
below. The OWNER's decision as to whether sufficient appropriations are available shall be
accepted by the CONSULTANT and shall be final.
ARTICLE VII
PRODUCT OF SERVICES, COPYRIGHT
7.1 The CONSULTANT and the OWNER mutually agree that reports, maps and materials prepared
or developed under the terms of this Agreement shall be delivered to and become the property of
the OWNER. The CONSULTANT shall have the right to retain copies and to utilize the product
of services for marketing purposes, except for any confidential information, as defined in Article
XI, hereof.
7.2 The CONSULTANT shall furnish the OWNER with the number of copies of reports as shown in
Exhibit “A” – Scope of Services.
7.3 Nothing produced in whole or in part by the CONSULTANT under this Agreement shall be the
subject of an application for copyright by or for the CONSULTANT. The CONSULTANT will use
existing proprietary software as required.
ARTICLE VIII
PRIVATE INTERESTS OF PUBLIC OFFICIALS AND CONSULTANT
8.1 No official, employee, agent, or member of the local public body of the OWNER shall have any
financial interest, direct or indirect in this Agreement or the proceeds thereof.
Page 5 of 10
ARTICLE IX
CERTIFICATIONS OF CONSULTANT
9.1 The CONSULTANT has not employed or retained any company or person, other than a bona fide
employee working solely for the CONSULTANT, to solicit or secure this Agreement, and it has not
paid or agreed to pay any company or person, other than a bona fide employee working solely for
the CONSULTANT, any fee, any commission, percentage, brokerage fee, or any other
consideration, contingent upon or resulting from the award or making of this Agreement.
9.2 The CONSULTANT presently has no interest and shall not acquire any interest, direct or indirect,
which would conflict in any manner or degree with the performance of services under this
Agreement.
ARTICLE X
CHANGES OR TERMINATION
10.1 This Agreement may not be altered, changed or amended except by instrument in writing executed
by the parties hereto.
10.2 The OWNER may, from time to time, request changes in the Scope of Services and/or time of
performance for the services of the CONSULTANT to be performed hereunder. Such changes,
including any increase or decrease in the amount of the CONSULTANT'S compensation, which
are mutually agreed upon by and between the OWNER and the CONSULTANT, shall be
incorporated in written amendments to this Agreement.
10.3 This Agreement may be terminated before the termination date stated in Article V, Time of
Performance, by any of the following conditions:
(a) Right of Either Party to Terminate for Cause - This Agreement may be terminated by either of
the parties hereto for failure by the other party to perform in a timely and proper manner its
obligations under this Agreement. A signed, written notice of such termination shall be
delivered to the other party by express mail with point-by-point tracking and such termination
shall take effect twenty (20) days after the notice is deposited in the express mail, provided that
the failure to perform has not been remedied by that time. By such termination, neither party
may nullify obligations already incurred for performance or failure to perform before the date
of termination.
(b) Right of the OWNER to Terminate for Convenience - This Agreement may also be terminated
by the OWNER for reasons other than failure by the CONSULTANT to perform in a timely
manner and proper manner its obligations under this Agreement. A signed, written notice of
such termination shall be delivered to CONSULTANT by registered or certified mail and such
termination shall take effect not less than seven (7) days following the date the notice is
received by the CONSULTANT.
10.4 Upon receipt of a notice of termination under any of the conditions under Sections 6.3 or 10.3 above,
the CONSULTANT shall, unless the notice otherwise directs, immediately discontinue all services
in connection with the performance of this Agreement. Within thirty (30) days after receipt of the
Page 6 of 10
notice of termination, the CONSULTANT shall submit a Final Statement, showing the services
performed under this Agreement prior to the effective date of termination. Such Final Statement
shall also include any unpaid amounts or unreimbursed expenses, as well as any financial
obligations incurred by CONSULTANT on behalf of OWNER and which cannot reasonably be
refunded to CONSULTANT, all of which OWNER agrees to pay upon receipt of said Final
Statement. Data and study products prepared by the CONSULTANT and paid for by OWNER
under this Agreement shall be delivered to the OWNER if requested.
10.5 Notwithstanding the provisions of this Article X, the CONSULTANT shall not be relieved of
liability to the OWNER for damages sustained by the OWNER by virtue of any negligent act or
omission or any breach of this Agreement by the CONSULTANT.
ARTICLE XI
CONFIDENTIALITY
11.1 Any information determined to be confidential that is provided to the CONSULTANT by the
OWNER or obtained or developed by the CONSULTANT for the benefit of the OWNER in the
performance of this Agreement shall be kept confidential and shall not be made available to any
individual or organization by the CONSULTANT without prior written approval of the OWNER.
ARTICLE XII
INSPECTION OF RECORDS
12.1 The CONSULTANT shall maintain accounts and records, including personnel, property and
financial records, adequate to identify and account for all costs pertaining to this Agreement and
such other records as may be deemed necessary by the OWNER to assure proper accounting for
all project funds. These records will be retained for three years after the expiration of this
Agreement.
12.2 Any time during normal business hours and as requested by the OWNER, the CONSULTANT
shall make available to the OWNER for examination all of its project records with respect to all
matters covered by this Agreement and will allow the OWNER to review, examine, and make
excerpts from such records, and to make copies of all contracts, invoices, materials, payrolls,
records of personnel conditions of employment, and other data relating to all matters covered by
this Agreement. The financial records of the CONSULTANT are maintained in its corporate office
located in Sugar Land, Texas, and copies will be available upon request in a timely manner in this
office for audit purposes to the OWNER or its authorized representative.
ARTICLE XIII
INSURANCE
13.1 Insurance
A. The CONSULTANT agrees to maintain Worker’s Compensation Insurance to cover all of its
own personnel engaged in performing services for the OWNER under this contract in the
following amounts:
Worker’s Compensation: Statutory
Page 7 of 10
B. The CONSULTANT also agrees to maintain Commercial General Liability, Business
Automobile Liability, Umbrella Liability, and Errors and Omissions Insurance, covering claims
against the CONSULTANT for any incidents arising in the course of work performed under
this Agreement, in the following amounts:
Commercial General Liability Insurance: Personal injury and property damage --
$1,000,000.00 combined single each occurrence and $2,000,000.00 general aggregate
Business Automobile Liability for all vehicles: Bodily injury and property damage --
$1,000,000.00 combined single limit each occurrence
Umbrella Liability: $2,000,000.00
Errors and Omissions: $1,000,000.00
ARTICLE XIV
MISCELLANEOUS PROVISIONS
14.1 Force Majeure. Neither the OWNER nor the CONSULTANT shall be required to perform any
term, condition, or covenant of this Agreement while such performance is delayed or prevented
by acts of God, material or labor restriction by any governmental authority, terrorism, civil riot,
floods, hurricanes, or other natural disasters, any other cause not within the control of the OWNER
or the CONSULTANT that by the exercise of due diligence the OWNER or the CONSULTANT is
unable, wholly or in part, to prevent or overcome and supersedes all prior agreements and
understanding between OWNER and CONSULTANT concerning the subject matter of this
Agreement.
14.2 Entire Agreement. This Agreement constitutes the entire agreement between the OWNER and the
CONSULTANT. No other agreements, amendments, modifications, implied or otherwise, shall be
binding on any of the parties unless set forth in writing and signed by both parties.
14.3 Choice of Law. The OWNER and the CONSULTANT agree that this Agreement shall be construed
in accordance with the laws of the State of Texas.
14.4 Dispute Resolution. Any dispute, controversy or claim between the parties shall be resolved in the
following manner:
The parties will attempt in good faith to resolve any dispute, controversy or claim arising out of or
relating to this Agreement promptly by negotiation between designated executives or other
representatives of the parties who have the authority to settle the controversy. No terms of
resolving the dispute, controversy or claim discussed or offered shall be binding on either party or
otherwise detrimental to the interest of either party in the event it is not resolved by negotiation.
The disputing party shall give the other party written notice of the dispute by registered or certified
mail. Within ten (10) days after receipt of said notice, the receiving party shall submit to the
disputing party a written response. Unless shown otherwise, receipt will be presumed to have
occurred three (3) days following the mailing. The notice and response shall include: (a) a
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statement of each party’s position and a summary of the evidence and arguments supporting its
position; and (b) the name and title of the designated executive or other representative who will
represent the party in negotiations. The negotiators so designated shall meet at a mutually
acceptable time and place within twenty (20) days of the date of receipt by the receiving party of
the disputing party’s notice and thereafter as often as they reasonably deem necessary to exchange
relevant information and to attempt to resolve the dispute.
If the controversy or claim has not been resolved within thirty (30) days of the meeting of the
designated executives or representatives, the parties shall endeavor to settle the dispute by non-
binding mediation.
If the matter has not been resolved pursuant to the aforesaid non-binding mediation procedures
within ninety (90) days of the commencement of such procedure, parties are free to bring their
claim in a court of law. Venue for all actions brought pursuant to this Agreement is in Walker
County, Texas; and all parties consent to Walker County, Texas, being the exclusive jurisdiction to
resolve said claims or controversies arising pursuant to this Agreement.
14.5 Severability. If one or more of the provisions of this Agreement, or the application of any provision
to any party or circumstance, is held invalid, unenforceable, or illegal in any respect, the remainder
of this Agreement and the application of the provision to other parties or circumstances shall
remain valid and in full force and effect.
14.6 Notice. Any notice required to be given pursuant to the terms and provisions of this Agreement
shall be in writing and shall be mailed by certified or registered mail addressed as set forth below
or at such other address as may be specified by written notice:
OWNER: Aron Kulhavy, City Manager
c/o Kevin Byal, Director of Development Services
City of Huntsville
448 State Highway 75 North
Huntsville, Texas, 77320
CONSULTANT: Gary Mitchell, President
Kendig Keast Collaborative
1415 Highway 6 South, Suite A-300
Sugar Land, Texas 77478
14.7 Assignment. The CONSULTANT shall not assign any interest on this Agreement, and shall not
transfer any interest in the same (whether by assignment or novation), without the prior written
consent of the OWNER thereto. Provided however, that claims for money by the CONSULTANT
from the OWNER under this Agreement may be assigned to a bank, trust company, or other
financial institution without such approval. Written notice of any such assignment or transfer
shall be furnished promptly to the OWNER.
14.8 Successors and Assigns. The OWNER and the CONSULTANT each binds itself and its
successors, executors, administrators and assigns to the other parties of the Contract and to the
successors, executors, administrators and assigns of such other parties, in respect to all covenants
of this Agreement. Nothing herein shall be construed as creating any personal liability on the
Page 9 of 10
part of any officer, board member, commissioner, employee or agent of any public body, which
is a party hereto.
14.9 Reports and Information. The CONSULTANT, at such times and in such forms as the OWNER
may require, shall furnish the OWNER such periodic reports as it may request pertaining to the
work or services undertaken pursuant to this Agreement, the cost and obligations incurred or to
be in connection therewith, and any other matter covered by this Agreement.
14.10 Incorporation of Provisions Required by Law. Each provision and clause required by law to be
inserted into the Agreement shall be deemed to be enacted herein and this Agreement shall be
read and enforced as though each were included herein. If through mistake or otherwise any
such provision is not inserted or is not correctly inserted, the Agreement shall be amended to
make such insertion on application by either party.
14.11 Waiver. The failure on the part of any party herein at any time to require the performance by any
other party of any portion of this Agreement shall not be deemed a waiver of, or in any way affect
that party’s rights to enforce such provision or any other provision. Any waiver by any party
herein of any provision hereof shall not be taken or held to be a waiver of any other provision
hereof or any other breach hereof.
14.12 Survival. Any and all representations and conditions made by the CONSULTANT under this
Agreement are of the essence of this Agreement and shall survive the execution, delivery and
termination of it, and all statements contained in any documents required by the OWNER,
whether delivered at the time of the execution or at a later date, shall constitute representations
hereunder.
14.13 Cumulative Remedies. In the event of default by any party herein, all other parties shall have all
rights and remedies afforded to it at law or in equity to recover damages and to interpret or
enforce the terms of this Agreement. The exercise of any one right or remedy shall be without
prejudice to the enforcement of any other right or remedy allowed at law or in equity.
14.14 State or Federal Laws. This Agreement is performed in the City of Huntsville, Texas, and is
subject to all applicable federal and state laws, statutes, codes, any and applicable permits,
ordinances, rules, orders, and regulations of any local, state, or federal government authority
having or asserting jurisdiction.
14.15 Equal Employment Opportunity. In the performance of this Agreement, the CONSULTANT will
not discriminate against any employee or applicant for employment because of race, color,
religion, age, sex, or national origin. The CONSULTANT will, in all solicitations or
advertisements for employees placed by or on behalf of it, state that it is an Equal Opportunity
Employer.
14.16 Multiple Originals. Two (2) copies of this Agreement are executed; each shall be deemed an
original.
* * * * * * * * * * * * * *
Page 10 of 10
The parties have executed this Agreement in duplicate originals.
This day of , 2020.
FOR CITY OF HUNTSVILLE: FOR KENDIG KEAST COLLABORATIVE:
By: By:
Andy Brauninger Gary Mitchell, FAICP
Mayor President
ATTEST:
________________________
Brenda Poe, City Secretary
APPROVED AS TO FORM:
______________________________
Leonard Schneider, City Attorney
Exhibit “A” - Scope of Services Page 1 of 13
Exhibit “A”
Scope of Services
Under contract to the City of Huntsville, Kendig Keast Collaborative (KKC) will provide
professional urban planning services to prepare an updated Comprehensive Plan for guiding the
long-range development, redevelopment and enhancement of the city. KKC will be assisted in this
effort by one subconsultant on its consultant team (hereafter encompassed by references to
“KKC”):
(1) Gunda Corporation, who will provide support for the municipal infrastructure,
transportation, and resiliency aspects of the planning effort.
The Comprehensive Plan effort will focus on the current city limits and relevant extraterritorial
areas around the city. KKC’s project involvement and facilitation will be carried out according to
this Scope of Services and contingent upon the Client Support items below to make the best use of
the available consultant budget. The City’s Project Director will manage the overall process and
direct KKC in performing the project services. KKC will build upon and coordinate with other
recent and concurrent planning efforts and studies to complete these tasks. KKC will coordinate
with other agencies and entities, as appropriate, in conjunction with the City, particularly with Sam
Houston State University (SHSU) and the Texas Department of Criminal Justice given the
prominence of their facilities in the Huntsville area.
As indicated below under Project/Client Coordination, KKC will coordinate with the City to
establish a detailed and feasible project schedule for the execution and completion of this Scope of
Services. The intent is to work toward official consideration of a final proposed Comprehensive
Plan within 12 months from the date KKC receives Notice to Proceed from the City, with a
preliminary draft of the entire plan to be available for review within 10 months. KKC will
coordinate with City officials and staff to meet this timeline. This will require steady progress on
the tasks in this Scope of Services; timely receipt of necessary data and information and other input;
and prompt review and feedback on KKC’s interim and final work products. It is also noted that
the extent, scheduling and completion of public hearings and final plan adoption are a client
prerogative and not under KKC’s control.
Additional or Continuing Services
During the course of or at the conclusion of the project, the City may deem it necessary to schedule
more meetings, request further background or issues research, or otherwise engage consultant
personnel in additional work efforts not anticipated at project initiation and through the Scope of
Services currently outlined. Any such additional services shall be specifically authorized by the
City and documented through a written amendment to the Scope of Services and approval of a
corresponding increase in the compensation amount — and, if necessary, the time of performance
— of the original professional services agreement.
CLIENT SUPPORT
The City of Huntsville will provide administrative and technical support services to assist KKC in
performing the Scope of Services in this Exhibit, including:
Exhibit “A” - Scope of Services Page 2 of 13
Identifying a single individual as the City’s Project Director, who will serve as the City’s
primary point of contact and source of day-to-day work program direction for this
collaborative planning effort involving both City and consultant personnel, resources and
capabilities.
Providing to KKC all data, maps, aerial imagery, previous reports/plans/studies and other
information that is available to the City in digital or printed format and is pertinent and
necessary for development of the plan document. The City will reproduce all hard-copy
materials, to the extent feasible, such that they will not require return upon project
completion. PDFs or other electronic files are preferred whenever available.
Immediately upon project initiation, providing KKC a detailed list of spatial data and
mapping that the City can make available for the project, including data sets and
layers/GIS coverages already developed/maintained by the City for its entire planning area
or readily available to the City from other sources. (KKC can also accept AutoCAD layers,
as useful and appropriate, although GIS is preferred.)
Ensuring that key City personnel, board/commission members and elected officials will
participate as needed in the planning process and be available upon request, through
arrangements made by the City’s Project Director, to provide information and referrals
and offer opinions, insights and suggestions that are necessary for the project. This will
include potential formal or informal meetings and briefings with local officials as specified
in this Scope of Services.
Making initial contacts with agencies and organizations to facilitate data collection and
coordination, to arrange meetings as needed, and make these entities aware of the
planning process.
Distributing draft plan content to advisory committee members (or to designated
board/commission members in lieu of an advisory committee), key City staff members and
other project participants as appropriate. An item should be added to City Council and
Planning Commission agendas throughout the duration of the project, at appropriate
milestone points, so City staff can provide status reports and allow for ongoing Council
and Board discussion opportunities and overall direction of the planning process.
Providing ongoing administrative support for the advisory committee, if the City
establishes one for the project (i.e., arranging meeting locations, preparing and distributing
meeting notices, preparing and reproducing agendas and other handouts including those
prepared by KKC, providing three-ring binders with section dividers for members to
maintain their project materials, etc.).
Committing the necessary resources to adequately prepare for and promote attendance at
and media coverage of any significant community outreach events. The City might
consider inviting other key community organizations to co-sponsor or “co-host” the event
and provide further logistical support. The City’s responsibilities will include:
(a) Securing a meeting location with adequate setup for large gatherings and
presentations (sound system, screen or white wall, reduced lighting, extension cord
and power strip for multiple three-prong plugs for laptop, projector, etc.).
(b) Providing public and news media notification;
Exhibit “A” - Scope of Services Page 3 of 13
(c) Preparing and reproducing meeting and handout materials including those prepared
by KKC;
(d) Providing sign-in sheets and otherwise documenting meeting attendance;
(e) Providing refreshments as appropriate; and
(f) Inviting board/commission members and representatives of other key agencies and
community organizations to attend public meetings related to the planning process.
Providing such public notice of meetings and hearings as is required by law or deemed
desirable by the City.
Providing KKC updates or written summaries, as available, from any project-related
meetings not attended by KKC, and copies of any handouts/materials.
PROJECT / CLIENT COORDINATION
KKC will complete project management activities in coordination with the City’s Project Director
to ensure schedule adherence, cost control and quality assurance. These activities will include:
Monthly submittal of written progress reports in conjunction with each monthly invoice.
These reports will describe the project status, document significant work accomplished
and activities scheduled for the next progress report period, and note any difficulties
encountered and steps taken to address them.
Preparation and maintenance throughout the project of a detailed project schedule,
including due dates for all deliverables, anticipated meeting dates, plus specified
review/comment timeframes to ensure adequate time for client review/approval of
deliverables. The schedule will be set during the Project Start-Up phase below.
Frequent communication and coordination with the City’s Project Director by email,
phone, online conferencing, and written correspondence, as appropriate.
PROJECT START-UP
Project Kick-Off Meeting
Following receipt of written Notice to Proceed from the City, KKC will complete a project kick-off
conference call with City staff to recap the Scope of Services, flesh out a detailed schedule,
coordinate on data/information needs, and cover other project logistics. Then, on each scheduled
visit to the community, KKC will meet with City staff as needed for project planning discussions
and/or in-depth work sessions on particular plan topics.
Compilation of Information Resources
KKC will coordinate with City staff to identify and acquire available data, mapping and other
information resources for the planning effort, from local and other sources. KKC will provide City
staff a checklist of typical resource items for a community planning effort, including other recent
and/or concurrent plans and studies, and any other policy processes or documents that aid
community decision-making. KKC will then coordinate with staff to determine which items will
Exhibit “A” - Scope of Services Page 4 of 13
be available for the project. KKC will also coordinate with City staff to identify key project contacts
and relevant agencies and entities.
Coordination of Community and Leadership Engagement Strategy
KKC will coordinate with City staff to plan and facilitate a sequence of outreach activities to engage
the community’s public and private leadership, along with residents, business owners, property
owners, local organizations and others interested in setting strategic priorities for the community’s
future. These efforts will build on other recent and ongoing engagement activities by the City.
Specific outreach activities are itemized within each phase of this Scope of Services, under the
heading Engagement Activities. Necessary coordination with other external agencies and
organizations will also be initiated early on and throughout the process, as appropriate.
PHASE 1 – THE EXISTING CITY
KKC will compile and assess a base of information on the existing conditions and outlook for
Huntsville, focusing especially on key influences that will shape the community’s future. This will
provide background and assumptions to support needs assessment and long-range and strategic
planning decisions throughout the planning process. Through its own background study plus
discussions with local officials, staff, residents and other stakeholders, KKC will:
1. Review and evaluate the City’s 2007 Huntsville Horizon Comprehensive Plan, 2019
Transportation Master Plan, 2020 City Council Strategic Plan, and other current and recent
planning documents and other relevant materials, including the current land development
regulations.
2. Itemize key opportunities, challenges, issues and needs facing the community, using indicator
data from local sources, the U.S. Census Bureau and other readily available sources to provide
further context.
3. Consider Huntsville’s historical development and relevant local and regional trends, plans and
projects that will influence the community over the 20-year planning horizon.
4. Identify action items from previous local plans/studies or initiatives that were successfully
accomplished, remain to be completed, or are not likely to be pursued due to changed
priorities, resource limitations or other factors.
5. Complete topic-specific background study and mapping to illustrate Huntsville’s physical
context and development history. Drawing from readily available data and information
resources from the City, plus discussions with staff and other key contacts, considerations will
include:
Growth capacity in terms of existing water, wastewater and storm drainage systems
(general condition and capacity, any significant service issues or deficiencies, anticipated
needs, etc.) and specific improvements already planned and/or programmed. Also, the
City’s existing development policies and regulations, annexation history and status, public
service capacities, and other physical and fiscal factors that influence community form and
character and provide potential opportunities for or constraints to future development.
Existing land use and development patterns in both the city limits and extraterritorial
jurisdiction (including scale, location and density) and associated economic and real estate
Exhibit “A” - Scope of Services Page 5 of 13
market factors. Also, existing housing market conditions and housing stock status in terms
of availability, variety and affordability relative to the housing needs of current and
prospective residents.
Existing mobility and transportation systems (including pedestrian/bicycle and transit
network), associated traffic and safety conditions, and specific improvements already
planned and/or programmed, building on the findings of the City’s Transportation Master
Plan (as revised in 2019).
Existing economic and tourism opportunities based on current market conditions, tax
base, jobs and employers, SHSU growth, and commuter and daytime population.
Existing vulnerability to hazards and threats of all types, not just natural, and specific
resiliency and sustainability policies and programs already in place or under
consideration.
Existing efforts and tools for promoting revitalization of older neighborhoods and
commercial areas, including past successes and challenges.
Existing livability and quality of life, which depends partly on the area’s physical
characteristics and context (including locations of valued natural, historical and cultural
features), and on existing parks and recreation assets and other City facilities, but also on
“softer” factors such as local events and destinations that enable public gatherings and
foster a sense of community.
6. Complete field reconnaissance, with City staff and independently, to:
Observe existing conditions and on-the-ground outcomes from previous plan
implementation activities and application of the City’s development regulations, including
land use compatibility, development quality considerations, and community aesthetics
and image.
Develop a photographic inventory for use during the project.
Identify areas that may need or be conducive for a special area planning focus within the
overall comprehensive planning effort (e.g., key corridors, unique neighborhoods or
districts, etc.).
Engagement Activities
1. Facilitate an initial, informal Issues and Needs Joint Workshop involving the City Council,
Planning Commission and others, as appropriate. The workshop purpose is partly orientation
to the community planning process, but especially to obtain early leadership input and set
“big picture” direction and priorities for the effort.
2. Coordinate with City staff to arrange a “Day in the Community” Series. This enables the
consultant team to devote its attention to smaller geographic areas within the city, one day for
each of three areas (with areas determined in consultation with City officials and staff). The
one-day itinerary in each area could include activities such as:
A driving tour with available City Council and Planning Commission members and staff,
to see key locations and examples of important planning and development issues in the
area (subject to bus or van availability).
Exhibit “A” - Scope of Services Page 6 of 13
A facilitated “listening session” with a small group of individuals from the area. Each
informal session will last one hour and could involve a mix of area residents, business and
property owners, developers/builders/realtors, representatives of community
organizations, and others. Alternatively, the session could be targeted to stakeholders
associated with a particular plan focus (e.g., economic development, parks and recreation,
etc.) or a certain demographic (e.g., seniors, youth, race/ethnicity, etc.) that is significant in
the community area. Each session should involve no more than 12-15 persons to ensure
effective dialogue. In all cases, the intent is to discuss participants’ hopes, concerns and
priorities for their community’s future.
A lunch presentation and question-and-answer session with a community or business
group in the area, or on-site with workers at a key employer in the area.
An arranged daytime visit to a school for an age-appropriate activity, such as a teen
roundtable discussion at a high school (“I Would Stay in Huntsville Forever If ...”),
a hands-on exercise with a middle school group (“If I Were Mayor for a Day ...”), or a city-
building game with elementary school kids (“I Wish My Neighborhood Had ...”).
Time with available Council and Commission members and staff to discuss
comprehensive planning issues and priorities that are especially pertinent to the area.
An early evening “Town Hall Meeting on Huntsville’s Future” at an appropriate venue
in the area. The event is designed with a variety of interactive and hands-on engagement
activities to avoid just another typical public meeting. This evening meeting is intended
for broad public participation to obtain early input to the planning process from residents
and other stakeholders.
3. Conduct one work session with a City-appointed Comprehensive Plan Advisory Committee
(CPAC) during the Existing City phase, part of which, if feasible for the City, could involve a
mobile meeting approach to take the discussion “on the road” and consider actual community
conditions and examples in real time. KKC will use each extended workshop meeting with the
committee (typically two hours minimum on a weekday evening) to present and discuss
interim draft materials for the planning effort. The committee will be charged with reviewing
the draft materials and entering into discussion and debate on all plan assumptions, themes
and concepts, and an eventual community action agenda during the Future City phase.
KKC will advise City staff on considerations for the structure and formation of an advisory
committee, but the committee generally should be comprised of no more than 20 individuals,
including liaison representatives of the City Council and Planning Commission. Along with
geographic representation from across the community, the committee composition should
reflect local interests relevant to the plan effort and topics. Rather than serving on the
committee, representatives of various other agencies and organizations can be invited to attend
as relevant topics are considered at particular meetings.
4. Develop a project website for the Comprehensive Plan, independent of but linked to the
City website, utilizing WebPlan. After creating the project website during the Existing City
phase, KKC will then coordinate with City staff throughout the project to develop project-
related content and items to be posted on the website for public information purposes (e.g.,
upcoming public events, interim draft plan content/maps, other photos and visuals, etc.). The
timing and frequency of such posts will be linked to specific engagement activities and
deliverable milestones. The project website can be linked to the City website, and the City can
Exhibit “A” - Scope of Services Page 7 of 13
direct users and highlight new posts via its website and social media outlets. The project
website will be designed, programmed, maintained and monitored by KKC. A brand, theme,
logo and slogan for the project will be developed in coordination with City staff for
incorporation into the website design and use on other project documents, materials and
presentations. See the Approach to Deliverables section of this Exhibit for more background discussion
on WebPlan and its use in the project.
Deliverables
The Existing City Report, which will highlight key planning considerations emerging from
KKC’s initial background studies and leadership and community involvement activities.
The report will include up to 30 pages of final content (plus supplemental appendix detail,
as appropriate), and will incorporate maps, graphics or other visual elements that help to
illustrate findings while streamlining the extent of body text for a broadly accessible public
document. The intent is to avoid duplication of comprehensive data profiles already available
for Huntsville and focus on highlighting specific indicators that tell a story about key planning
issues facing the community, put such issues in context, and/or apply actual data and facts to
correct any misperceptions.
PHASE 2 – PLAN DIRECTION AND ASSUMPTIONS
Through this transition phase, KKC will highlight its findings about the Existing City to set the
stage for the Future City phase. This will involve:
Itemizing a core set of assumptions on which the Comprehensive Plan will be based,
especially with regard to a consensus population projection derived from a set of
alternative scenarios;
Highlighting the key opportunities and challenges the community will face in the years
ahead, which the plan must address; and
Validating the community vision and establishing a series of guiding principles for the
plan that will be refined through the Future City phase.
Engagement Activities
1. Provide an overview of the Existing City Report and seek feedback on the draft Plan Direction
and Outline memorandum through a second joint workshop involving the City Council,
Planning Commission and CPAC members. Based on the workshop results, KKC will then
finalize the memorandum with City staff before work proceeds on the Future City phase.
Deliverables
Plan Direction and Outline memorandum, which compiles the assumptions,
key opportunities and challenges, and guiding principles resulting from the Directions and
Assumptions phase, and provides a working outline of the Comprehensive Plan document to
guide work efforts during the Future City phase.
Exhibit “A” - Scope of Services Page 8 of 13
PHASE 3 – THE FUTURE CITY
KKC will prepare the Future City portion of the plan through this phase. This will be based on the
outline finalized at the end of the Plan Direction and Assumptions phase, and further interaction
with City officials, staff, residents and other stakeholders during this phase. The Future City
portion will focus on key planning issues and considerations, further refined guiding principles
and associated community goals and policies by topic area of the plan, and a series of specific action
items in five categories:
(1) capital improvements;
(2) programs and initiatives;
(3) development regulations and standards;
(4) partnerships (public/public, public/ private, etc.); and
(5) more targeted plans/studies that may be necessary to ensure effective action, recruit
partners, establish eligibility for grants or other external funding, and to focus on particular
sub-areas of the community in follow-up to the community-wide plan.
During the Future City phase, KKC will:
1. Assess the long-range development outlook and context for Huntsville, along with
recommended measures for shaping and managing the community’s growth and livability
effectively. Drawing from results of the Existing City phase and discussions with staff and
other key contacts, considerations will include:
Identification of areas available, most suitable and preferred for new growth, infill
development and targeted reinvestment — taking into account potential constraints such
as floodplains and other physical and environmental factors, existing land use and
property ownership patterns, the transportation network, and infrastructure and public
service capacities and availability.
Tools available to Texas municipalities for directing and managing growth within their
city limits and extraterritorial areas and for spurring needed redevelopment, infill and
revitalization so that a greater share of projected growth may be absorbed in areas already
served by public infrastructure and services.
The general growth capacity outlook for the community’s water, wastewater and storm
drainage systems, and planning-level improvement needs and their approximate timing
based on projected growth and potential redevelopment activity.
Policies and projects for the orderly improvement of the area transportation system,
in coordination with other community goals and priorities (e.g., economic development,
recreational trails, hazard mitigation, etc.), and considering not only facilities for
automobiles but also pedestrian and bicycle circulation and transit service.
Strategies and policies to strengthen the community’s economic and tax bases, create and
sustain employment, and recruit and retain commuter populations. Also, consideration of
the general fiscal implications of future development patterns, associated upgrades or
extension of public infrastructure and services, continued growth of SHSU, and tourism
growth potential.
Exhibit “A” - Scope of Services Page 9 of 13
Policies, strategies and priority projects to address local vulnerability to natural hazards
and other threats to being a more sustainable and resilient community.
Strategies for overcoming any identified barriers to local housing development whether
in terms of price, variety or quality, as well as associated neighborhood conditions that can
support or hinder redevelopment potential. Also, projects to encourage new investment,
infill and redevelopment in targeted underperforming residential and commercial areas.
Priorities for enhancing park and recreation sites and other facility assets, and promoting
healthy living opportunities for residents. Also, community image and appearance in
terms of development quality and conditions along high-profile roadways and at
“gateway” locations, urban design factors and beautification efforts within public areas,
and preservation of valued natural/cultural/historical amenities.
2. Prepare an updated Future Land Use map that visually depicts the community’s general
growth and development pattern for the years ahead, thereby providing essential public policy
support for the City’s associated development regulations and other growth guidance tools
and activities. The map will also correlate with associated land use policies, the future
thoroughfare network, and other community objectives that are validated through the
planning process (e.g., economic development, infill development and community
revitalization, fiscally prudent growth, floodplain management, etc.).
3. Prepare an updated Thoroughfare Plan map, coordinated with the new Future Land Use map
and building on the findings and recommendations of the City’s Transportation Master Plan
(as revised in 2019), and focusing especially on funding options for needed improvements.
Engagement Activities
1. Conduct two work sessions with the CPAC during Phase 3 to present and discuss interim
draft Future City materials and refine the future land use and thoroughfare plan maps.
› OPTIONAL TASK ACTIVITY: KKC would facilitate additional CPAC work sessions as
budget resources allow to enable more in-depth discussion of draft plan content and
considerations.
Deliverables
Draft Future City portion of the Comprehensive Plan, as developed incrementally through the
CPAC process during Phase 3.
PHASE 4 – IMPLEMENTATION
KKC will compile from the draft Future City content those potential action items that are near-term
and strategic in nature so they may be addressed in more detail in the Implementation portion of
Future City and prioritized through the final joint workshop in this phase. The Implementation
element will also:
1. Clarify the respective implementation roles of City officials, boards/commissions, and staff.
2. Highlight opportunities for the City to coordinate its implementation efforts with other key
agencies and entities, with other jurisdictions as appropriate, and with other private and non-
profit partners.
Exhibit “A” - Scope of Services Page 10 of 13
3. Spell out essential procedures for monitoring implementation efforts and reporting progress
on key action priorities annually, using specific action metrics and benchmarks where
appropriate, and for completing future plan reviews and updates at appropriate milestones.
OPTIONAL TASK ACTIVITY: As part of this phase, KKC would also complete a more in-depth
evaluation of the potential effectiveness of the City’s current development regulations and
standards relative to goals and action items in the draft Comprehensive Plan that would likely
require regulation to implement. Summary findings would be compiled in memorandum form
along with recommended substantive and procedural changes to current regulations and practices
to ensure consistency between plan and ordinances, and to increase the likelihood of achieving
desired outcomes.
Engagement Activities
1. Facilitate a third joint workshop involving the City Council, Planning Commission and CPAC
members to provide an overview of the overall draft plan, build consensus on near-term action
priorities, and discuss related implementation tools and logistics.
2. Coordinate with City staff to arrange and host a public open house period immediately prior
to and in the same location as the third joint workshop above (e.g., open house period starting
at 5:30 p.m. and joint workshop starting at 7:00 p.m.). The intent is to provide an informal
setting in which attendees may view displays, hear an overview presentation, and visit with
consultant personnel and local officials and staff regarding the community’s emerging
proposed plan prior to formal public hearings. Community input and feedback will also be
obtained on the potential near-term action priorities to be covered in the joint workshop.
Deliverables
Implementation portion to add to the overall draft Comprehensive Plan package (with the
entire package to be distributed by City staff to joint workshop participants in advance).
OPTIONAL summary memorandum, separate from the Comprehensive Plan document,
outlining the findings and recommendations of the development regulations evaluation
(typically 10-20 pages depending on the extent of issues to be addressed).
PHASE 5 – PLAN FINALIZATION AND ADOPTION
Following the final joint workshop in the Implementation phase, KKC will coordinate with City
staff to compile a revised Hearing Draft version of the proposed Comprehensive Plan for public
hearing and official consideration. Then, following plan adoption by City Council, KKC will
produce the final as-adopted version of the plan document, reflecting all further adjustments made
through final review and deliberation.
Engagement Activities
1. In coordination with City staff, present highlights of the final proposed Comprehensive Plan
at a public hearing before the Planning Commission, and assist in responding to public
comments and questions, as appropriate. Then proceed into a Commission workshop,
Exhibit “A” - Scope of Services Page 11 of 13
immediately after the hearing, to identify any revisions the Commission may suggest as part
of making a recommendation of plan adoption to City Council.
2. In coordination with City staff, present highlights of the final recommended Comprehensive
Plan at a public hearing before City Council, and assist in responding to public comments
and questions, as appropriate, before Council considers plan adoption.
Deliverables
Hearing Draft version of the final proposed Comprehensive Plan, in PDF format, for printing
and distribution by City staff, as needed (in addition to website posting), prior to the public
hearing phase.
Compilation of further potential revisions to the Hearing Draft version, prior to the City
Council public hearing, to highlight any further plan adjustments recommended to Council by
the Planning Commission as part of its recommendation of adoption.
One printed full-color master original of the final adopted plan, including all maps and
illustrations (provided in a binder for ease of reference and updating, in 8.5” x 11” vertical
format and with 11” x 17” fold-out maps, typically with up to 150 pages of final adopted
content plus supplemental appendix detail as appropriate).
› OPTIONAL TASK ACTIVITY: KKC would provide additional full-color prints of the final
adopted plan, in quantities to be determined with City staff.
› OPTIONAL TASK ACTIVITY: KKC would prepare an attractive plan summary pamphlet
for the new Comprehensive Plan (up to 16 pages in length), created in an electronic desktop
publishing format for visual appeal and quality printing as these publications also often
serve as valuable marketing collateral and a profile-raising piece for the community.
The intent would be for a printed piece that can stand on its own, be posted online, and be
inserted in the front of the overall plan. The booklet would include a highly readable
summary of the plan highlights along with tables, charts, illustrations and maps.
In particular, the pamphlet would highlight key action steps to be pursued in the years ahead
in accordance with the plan. KKC would coordinate with City staff to integrate any specific
ideas into the layout and design, leading to a digital proof for review by staff prior to KKC
submitting all final revised files for production by the City through its selected print shop.
Electronic files for all elements of the final Comprehensive Plan document and the Existing
City Report, including a master Adobe PDF file containing the entire final adopted plan (with
all electronic files in their native formats in Microsoft Office Suite or Adobe InDesign, and with
all GIS/map-related files in ESRI-compatible formats as specified by the City).
APPROACH TO DELIVERABLES
Draft Deliverables. KKC will provide draft deliverables through each phase of the project. These
deliverables will facilitate workshop meetings, periodic releases of information to the media and
public, and the orderly completion of the project. All such interim deliverables will be provided to
the City in Adobe PDF format for ease of file transfer and reproduction and distribution. The PDF
versions are also suitable for website posting. Graphics will be produced in color (unless they are
Exhibit “A” - Scope of Services Page 12 of 13
black-and-white line sketches) in a format suitable for display during meetings and at public
events/hearings.
Consolidated Review and Revision. Whenever KKC submits draft deliverables, it will be the
responsibility of the City’s Project Director to coordinate, compile and forward to KKC in a
consolidated manner all review comments on and requested/suggested revisions to such
deliverables. As part of each review phase, guidance from the Project Director should be included,
as needed, on whether and how KKC should address certain comments which may be for
information only (e.g., comments from outside reviewers) versus those involving specific,
client-recommended revisions.
The project budget assumes original drafting of each deliverable and one consolidated revision
round upon receipt of compiled comments from the City’s Project Director. Only minor revisions
will be made following plan adoption to produce the final as-adopted plan version. Extensive
substantive revisions that arise at the final adoption phase may require additional services
depending on their nature and the budget status at that final stage of the project.
WebPlan Project Website and Online Interactive Plan. Through its sister firm, enCodePlus, LLC,
KKC will design and publish the updated Huntsville Comprehensive Plan on an interactive,
citizen-friendly website, starting as a project website for the plan development process. The web-
based plan will conform to the Web Content Accessibility Guidelines, meaning the site is usable
by visual- and hearing-impaired users. The WebPlan site will be branded and designed to meet the
identified needs of the City, providing graphics-rich online documents that may also include
multimedia. The website content will be well organized and fully searchable, allowing decision-
makers and other users to quickly locate relevant information. The online format will allow cross-
referenced links to related policies, programs, maps or background information and may also
incorporate the City’s GIS mapping system, as well as a document library for quick access to other
plans, studies and documents.
During plan development, the site will be designed for public outreach, including education and
information, to issue meeting invitations and notices, and to solicit input through polling,
surveying or other methods. Interim deliverables will be posted on the site during each phase. The
site content may be easily updated and published immediately to the web. At the public hearing
stage, the site will transform to an interactive website for viewing the proposed plan online. The
final adopted plan will then be published online via the WebPlan site.
PROJECT COST
Below are the costs for each task outlined in the above Scope of Services, inclusive of all associated
labor and direct expense costs plus professional fee.
Project/Client Coordination $4,000
Project Start-Up (Contract Start-Month 1) $15,425
› Kick-off Meeting (via conference call)
› Includes $10,000 WebPlan license fee
Exhibit “A” - Scope of Services Page 13 of 13
PHASE 1 – The Existing City (Months 1-4) $70,425
Includes extensive community engagement activities
TRIP 1
› Joint Workshop 1
TRIP 2
› Day in the Community 1
TRIP 3
› Day in the Community 2
TRIP 4
› Day in the Community 3
TRIP 5
› CPAC 1
PHASE 2 – Plan Direction and Assumptions (Month 4-5) $11,550
TRIP 6
› Joint Workshop 2
PHASE 3 – The Future City (Months 5-10) $46,000
TRIP 7
› CPAC Meeting 2
TRIP 8
› CPAC Meeting 3
PHASE 4 – Implementation (Months 10-11) $18,000
TRIP 9
› Public Open House
› Joint Workshop 3
PHASE 5 – Plan Finalization and Adoption (Months 11-12) $9,600
TRIP 10
› Planning Commission Public Hearing / Workshop
TRIP 11
› City Council Public Hearing
TOTAL $175,000
Cost Allocation
Kendig Keast Collaborative $107,250
Gunda Corporation $57,750
WebPlan license fee $10,000
OPTIONAL TASK ACTIVITIES
Requiring further clarification of expectations and level of effort
Additional Trip(s) for Added CPAC Meeting(s) TBD
Development Regulations Evaluation/Memorandum $6,000-$7,500
Additional Full-Color Prints of Final Adopted Plan $250
Plan Summary Pamphlet $5,000-$7,500
Agenda Item # 2b
Item/Subject: Consider the award of a fiber optic line installation project to Network Cabling Services,
Inc (NCS) for the installation of conduit and fiber optic line from Smith Hill Road to the new Police
Station building on FM 2821.
Initiating Department/Presenter: Information Technology
Presenters: Bill Wavra, IT Director, and Y.S. “Ram” Ramachandra, City Engineer
Recommended Motion: Move to award the fiber installation project to Network Cabling Services, Inc.
(NCS) in the amount of $120,601.48 for the installation of conduit and fiber from Smith Hill Road to the
new Police Station building on FM 2821.
Strategic Initiative: Goal #4 - Infrastructure - Ensure the quality of the City utilities, transportation and
physical structures so that the City’s core services can be provided in an effective and efficient
manner.
Discussion:
The extension of the City’s fiber optic line system from Smith Hill Road, from where it currently
terminates, to the new Police Department (PD) building is ready to proceed. Scope of this work and
associated funds were included as a part of Bond Prop 1 project.
This fiber will provide network connectivity services to the PD from the City’s core network. These
services include access to the phone system, file sharing, documents, email, management applications,
digital evidence, and dispatch data and internet.
Alternatively, the fastest leased fiber option offers 1/10th the necessary throughput capacity for this
location. A stacked (10 connections) lease option is not recommended, as it will require additional
equipment and an annual cost of $114,000.
This proposed route will utilize existing conduit from the Smith Hill Road fiber vault to the Municipal
Court Offices. The remaining conduit install will be completed by directional bore. Once the installation
is complete, the new Police Department will have direct connectivity to the City Hall and Library Data
Centers.
Necessary TxDOT permitting has been obtained for routing the fiber along FM 2821 within the TxDOT
right-of-way portion of the fiber route path.
Network Cabling Services (NCS) is a member of the State of Texas Cooperative Department of
Information Resources (DIR), and they are in good standing under contract #DIR-TSO-3708. References
for NCS were contacted and there were no negative comments.
Due to a shortage of fiber, there is a 6 to 8-week lead time once it is ordered. Upon completion, the
City is issued a 25-year Corning fiber warranty. Installation of this fiber optic line is anticipated to be
complete by December 2020.
9/1/20
Agenda Item: 2b
CITY COUNCIL AGENDA
Agenda Item # 2b
Previous Council Action: Bond Proposition 1 was approved in the November 2016 Special Election
Financial Implications:
☒Item is budgeted: 816-81601-62300 In the amount of $120,601.48
Approvals: ☐City Attorney ☐Director of Finance ☒City Manager
Associated Information:
• Fiber Quote
• Proposed Route Map
Houston ● Corpus ● Dallas
12626 Fuqua Street ● Houston, TX 77034
281-484-1777
August 11, 2020
City of Huntsville
Attention: Bill Wavra / Brent Slott
bwavra@huntsvilletx.gov
bslott@huntsvilletx.gov
Project:
Future Police Station IT Fiber Extension
Site Location:
City of Huntsville, City Hall
1212 Avenue M Huntsville, Texas 77320
NCS Quote #: AH-20-117r1
NCS DIR #: DIR-TSO-3708
Thank you for allowing Network Cabling Services the opportunity to provide you with this
proposal regarding the City of Huntsville Future Police IT Fiber Extension Project located in
Huntsville, Texas.
Pricing in this budgetary proposal is based on information gathered during a site visit
conducted on Tuesday June 24th, 2018 with Brent Slot and a revised Fiber Routing Plan
provided by Brent Slott.
This proposal provides a Corning Cable System Solution as specified for the Fiber Optic
Installation. Network Cabling Services is a Corning Cable System Preferred Installer and as
such a 25-Year Extended Product Warranty will be issued upon project completion.
If you should have any questions about this proposal or require additional information,
please do not hesitate to contact me.
Sincerely,
Anthony Hernandez
Estimator/Designer
Cell: 281-900-9716
ahernandez@ncs-tx.com
NCS Quote # AH-20-117r1
Confidential and Proprietary Information. 2
All Rights Reserved.
1. SCOPE OF WORK:
A. Bore – TCH:
1. TCH will bore and pull back three (3) 1.25” smooth-wall innerducts direct buried with
tracer wire from an existing handhole located on Smith Hill Road to the City of
Huntsville new Police Station.
2. TCH will bore and pull back one (1) 4” steel casing under HWY 2821, including pipe
and welding.
3. TCH will excavate, provide, and install five (5) 24” x 36” x 24” Polycrete handholes
with Tier 15 Communications covers every 400’ along proposed underground
pathway.
4. TCH will excavate, provide, and install one (1) 36” x 36” x 36” Polycrete handhole
with Tier 15 Communications cover at the new Police Station.
5. TCH will provide and install Pea Gravel in the bed of each pull box.
6. TCH will provide five (5) T-post fiber markers with “Fiber Optic” signage.
B. Fiber Installation – NCS:
1. Provide and install one (1) Corning 48-strand singlemode outside plant (OSP) rated,
loose tube, gel free Fiber Optic cable via new and existing underground pathways
and pull boxes from the Walker County Municipal Court Building to the new Police
Station.
2. NCS will provide a 25-foot service loop in each of the proposed pull boxes.
3. NCS will label fiber optic cable in each pull box with machine-generated labels per
Owner/User specifications.
4. NCS will perform fiber terminations on both ends of one (1) Corning 48-strand
singlemode OSP fiber for a total of ninety-six (96) fiber terminations.
5. NCS will provide and install one (1) Corning 1U rack-mount fiber closet connector
housing with two (2) Corning 24-port “LC” fiber adapter panels in the Sherriff’s
building and in the Police Station.
6. NCS will on the reel perform pre-certification testing prior to installation.
7. NCS will perform bidirectional OTDR testing on one (1) 48-strand singlemode fiber
between Walker County Municipal Court Building to the new Police Station.
8. Fiber testing will be performed with either a Fluke Opti Fiber Pro or a Corning
OV1000.
9. NCS will provide one (1) electronic copy of the final test reports upon completion of
the project. Please allow 5-7 business days after testing has concluded for
processing of test reports.
C. Project Specific Qualifications and Assumptions:
1. NCS assumes that all necessary TXDOT permitting with be handled and
coordinated by the City of Huntsville.
2. NCS assumes that all installation coordination efforts such as right of way
negotiations, right of way access and access to property with the respective entities
will be handled and coordinated by the City of Huntsville. If such coordination efforts
are required by the Contractor (NCS) as part of Scope of Work, additional pricing
will be required.
NCS Quote # AH-20-117r1
Confidential and Proprietary Information. 3
All Rights Reserved.
3. NCS assumes all existing underground pathways which will be utilized for this
project are continuous with no breaks in the pathway and are clear, free of debris
and suitable for Fiber Optic installation.
4. This proposal was prepared utilizing footages obtained from Google Earth; NCS has
estimated 6,000ft. of Corning 48-strand fiber in this proposal, which includes linear
footage, vertical footages, and service loops inside pull boxes.
5. This proposal was prepared using footages obtained from Google Earth; TCH has
estimated approximately 2,100ft of linear bore in this proposal.
6. Upon project award, and once Fiber routing has been finalized, pricing adjustments
to this Proposal may be required.
7. Police Station was not built at the time of the survey.
8. This proposal assumes there is one (1) spare Innerduct available through the
existing underground pathway.
9. This proposal assumes all existing pathways are clear, free of debris and suitable
for Fiber Optic installation.
10. This proposal assumes the Fiber Optic pathway, including all fittings and Junction
Boxes from the 36”x36” Polycrete handhole at the Police Station will be provided
and installed by the General Contractor and/or others and is not included in this
proposal.
11. This proposal does not include a 2-post Communications rack or Network Cabinet
to house the Fiber Optic cable. This proposal assumes all Communications Racks
and/or Network cabinets are existing or will be provided by others.
12. NCS will provide one (1) On-Site Project Manager for the duration of the project to
supervise the overall installation of this project.
2. PRICING SUMMARY:
Materials $ 6,387.06
Labor $ 22,137.88
Equipment $ 11,121.01
Test Equipment/Documentation $ 793.20
Per Diem/Lodging $ 2,902.07
Company Vehicle Expense $ 1,675.00
Bore (TCH) $ 72,627.75
P&P Bond $ 2,957.51
Total Cost $ 120,601.48
NCS Quote # AH-20-117r1
Confidential and Proprietary Information. 4
All Rights Reserved.
3. CORNING CERTIFICATION:
4. QUALIFICATIONS AND ASSUMPTIONS:
• NCS has based this proposal on normal working hours, 7:00 am to 5:00 pm, Monday
through Friday, excluding holidays. Over-time hours are not included in this proposal.
• NCS assumes that proper access will be available during working hours to complete the
proposal scope of this project.
• Any changes or additions to the Scope of Work or the Bill of Materials shall be executed
in writing as a change order. Verbal instructions to field technicians do not authorize
changes to the scope of work.
• NCS cannot be held responsible for the condition of any existing copper/fiber optic
cables or conduits that may be utilized for this project.
• Due to the volatility in the current communications cabling market, the pricing contained
in this proposal is valid for 30 days. Pricing adjustments may be necessary prior to
beginning the project.
• NCS will not be responsible for any delays or associated charges due to manufacturer’s defects or late delivery of cable and/or equipment that is directly specified or ordered
and provided by the customer.
• NCS has not included pricing for participation in a composite cleaning crew. If this is
required, an additional price can be given.
• The cost for tax has not been included in the proposed price. If tax is required, an
additional add price can be given.
• NCS assumes all core holes, poke through devices, raised floor boxes, plywood
backboards, ground bus bar cabling to main bus and back boxes either exist or will be
provided by others.
NCS Quote # AH-20-117r1
Confidential and Proprietary Information. 5
All Rights Reserved.
• This proposal does not include electrical services or electronic components or labor to
move or install network equipment.
• Proposal does not include network electronics such as uninterrupted power supplies (UPS), power distribution units (PDU) and wireless access points (WAP).
• Proposal does not provide IT services such as hardware configuration and/or software
loading.
• NCS has not included pricing for any “BIM” or 3D Modeling Services that may be
required for this project.
• This proposal does not include Service Provider Cabling, Nurse Call Systems and
Cabling, Phone Systems, Network Hardware or Telemetry Cabling.
• NCS assumes that a secure staging area will be provided at no charge for the storage of
equipment such as materials and tools.
• The pricing in this proposal includes a 4% discount for cash, check, or ACH payments.
• This proposal does not include requirements for the payment of Prevailing Wages, Davis
Bacon Wages, Walsh-Healy Wages, Contract Service Act Wages or any other
predetermined or prevailing wages or fringe benefits. In the event, there is a requirement
for the payment of specific wages and/or fringe benefits, the difference between such
specific wages and/or benefits and the actual wages and/or benefits paid, plus NCS’s
normal mark-up for overhead and profit shall be an extra cost added to this proposal.
• A One Year Network Cabling Services Workmanship Warranty will be issued on all
installed materials from the date of acceptance.
NCS Quote # AH-20-117r1
Confidential and Proprietary Information. 6
All Rights Reserved.
5. STANDARD TERMS AND CONDITIONS:
1. Engagement of Services
Once work is authorized by the customer, Network Cabling Services is committed to certain “ramp up” expenses, both direct and
indirect (i.e., specific training, travel, special tools, materials, project management, etc.) which are generally priced into the entire
scope of the project. If the project is canceled, delayed, terminated or significantly changed through no fault of Network Cabling
Services, these expenses will be due and payable to Network Cabling Services on a pro-rate basis. Any request for reimbursement
of these expenses will be itemized and defined.
2. Changes to Scope of Work
Network Cabling Services will notify the customer if there is a material change, scheduling change, or construction delay beyond the scope of work and no fault of Network Cabling Services requiring Network Cabling Services to expend more monies budgeted. The
customer agrees to pay Network Cabling Services for such expenses plus reasonable profit and overhead if the customer desires to
continue under the changed Scope of Work.
3. Permits and Taxes
Permits are not included unless specifically noted otherwise. Permits, inspection fees, drawings, etc., will be provided by Network
Cabling Services at the cost of obtaining them. Taxes are not included in the proposal price unless specifically noted otherwise. 4. Network Cabling Services Employees
The customer agrees that it shall not hire any employee of Network Cabling Services who is currently working on a project for the
customer, or any employee of Network Cabling Services who has worked on a project for the customer within the last twelve
months. The customer further agrees not to hire any former Network Cabling Services employee that performed any work on a
project for the customer at any time within the prior twelve months. The customer agrees and understands that th is provision is
necessary so that Network Cabling Services can protect its investment of time and money in its employees, as well as any
confidential or proprietary information known by its employees.
5. Payment Terms Standard payment terms are net due in thirty days from invoice date unless stated differently in the above proposal. A service
charge may be charged on all past due amounts. Amounts will be considered past due 30 days after date of invoice. You may avoid a service charge or additional service charges upon payment at any time of the unpaid balance. 6. Warranty
All installation work will meet or exceed all NEC, Federal, State and local codes that may apply. No performance warranty will be
issued by Network Cabling Services. A one-year workmanship warranty will be issued on all installed materials from the date of
acceptance.
7. Indemnity
The customer, to the extent by law, agrees to defend and indemnify Network Cabling Services from any and all third party claims,
demands, actions, lawsuits liability, damages and/or costs, including reasonable attorney’s fees and expert fees, arising out of or
relating to Network Cabling Services work under this agreement or the Scope of Work under this agreem ent, regardless of the
cause, including the customer, or others, unless such claim, demand, action, lawsuit, liability, damage or cost is caused by the sole
negligence of Network Cabling Services. 8. Attorneys Fees
If Network Cabling Services is required to hire attorneys to collect amounts owed under this agreement, the customer agrees to reimburse Network Cabling Services for all attorneys’ fees, expert fees and other legal expenses that it may incur to collect such amount.
9. Incorporation by Reference
Unless expressly agreed in writing otherwise, these Standard Terms and Conditions are a part of and hereby incorporated by
reference, all proposals submitted by Network Cabling Services to the customer and any Credit Agreement signed by the customer,
and all terms and conditions of any such proposals or Credit Agreements.
By signing this proposal, the signatures of this agreement warrant that they have the authority to enter this contract and that they
have read the above Standard Terms and Conditions and agree to abide by them.
ACCEPTED BY:
NCS Quote # AH-20-117r1
Confidential and Proprietary Information. 7
All Rights Reserved.
5.1 TERMS:
The STANDARD TERMS AND CONDITIONS of this proposal apply and are incorporated by reference. The parties agree that all
disputes in anyway related to, arising out of, or connected with the sale of goods and/or services provided by Network Cabling
Services shall be litigated if at all, exclusively in Walker County, Texas. Furthermore, the parties also agree that Texas law shall
govern all such disputes. . (work is being performed in Walker County, thereby proper venue). The Customer agrees to pay:
10% Down (For Material Procurement & Mobilization)
80% Monthly Progress Billing
Remaining Balance at Completion
Service charges listed below become effective on all accounts 30 days after the invoice date. Charges are computed at the lower of
1.5% per month or the maximum allowed by law.
Notice to Buyer: Do not sign this agreement before you read it in its entirety, or if it contains blank spaces. You are entitled to a
copy of the agreement you sign. Keep this agreement to protect your legal rights.
Respectfully Submitted By: Accepted By: Network Cabling Services, Inc. ____________________________________
Authorized Signature: Authorized Signature:
Anthony Hernandez ____________________________________
Print Name: Print Name: Anthony Hernandez, Estimator/Designer ____________________________________
Date: Date: August 11, 2020 ____________________________________
"/"/"/"/!("/"/"/"/"/"/ROSENWALL RDUV2821
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CITY SERVICE CENTER448 STATE HIGHWAY 75HUNTSVILLE, TX, 77320www.HuntsvilleGIS.com
CITY OF HUNTSVILLE, TXENGINEERING DEPARTMENT/GIS DIVISION
CREATED DATE: 4/17/20208
Coordinate System: NAD 1983 StatePlane Texas Central FIPS 4203 Feet
0 240 480120 Feet
On Any Print Size1 in = 233 ft
Layout: Tabloid (11 x 17) - Portrait
On 11 x 17 inch Print
Service Layer Credits: ROUTE MAP FOR HPD PROPOSED FIBER ROUTE DESIGNED AND MAPPED AT THE CITY OF HUNTSVILLE, TX GIS DIVISION FOR ENGINEERING AND SURVEY REVIEW
The City of Huntsville, Texas or its employees gives NO warranty, expressed or implied, as to the accuracy, reliability, or completeness of these data. See full GIS Data Disclaimer at: www.huntsvilletx.gov/438/City-Maps
HUNTSVILLE POLICEDEPARTMENT PROPOSEDFIBER ROUTE MAP
NEW HPDSITE
LEGEND
"/HPD PROPOSED FIBER BOX
HPD PROPOSED FIBER ROUTE
HPD PROPOSED FIBER CASING
!(ROUND FIBER VAULT
"/EXISTING SQUARE FIBER VAULT
SURVEYED EXISTING FIBER CONDUIT
THEORETICAL EXISTING FIBER CONDUIT
PROPERTY LINE
HUNTSVILLEMUNICIPALCOURT
WALKER COADULTPROBATION
WALKER COJAIL
EXISTING FIBER FROM THE HUNTSVILLE MUNICIPALCOURT BUILDING TO THE BEGINNING OF THE PROPOSEDHPD FIBER ROUTE IS APPROXIMATELY 2545 FEET
BEGIN PROPOSEDHPD FIBER ROUTE
END PROPOSED HPD FIBER ROUTEINTO BUILDING
Agenda Item #3a
Item/Subject: Consider approving nominees for City boards, committees, and commissions.
Initiating Department/Presenter: City Council
Presenter: Mayor Andy Brauninger
Recommended Motion: Mayor moves his nominations as presented.
Strategic Initiative: Goal #5 - Resource Development - Enhance the quality of life for citizens,
businesses and visitors by leveraging the human and fiscal resources available to the community.
Discussion:
Huntsville Cemetery Advisory Board –
James Patton, Joe Boaz, and Donna Coffen
Huntsville Housing Authority – Sally Dowis and
Vera Demman, Resident Commissioner
Parks and Recreation Advisory Board –
Nelson Amaya, Debra Jones, and George Perry
Planning Commission –
Woody Woods, Jr.
Board of Adjustments –
Cheryl Reader and David Zuniga
Hotel Occupancy Tax (HOT) Board –
Deanna Hightower and Heather Robbins
Main Street Advisory Board –
Sandra Gray and Cheryl Spencer
Walker County Public Safety
Communications Center - Craig Schlicher
Previous Council Action: None.
Financial Implications:
☒There is no financial impact associated with this item.
Approvals: ☐City Attorney ☐Director of Finance ☐City Manager
9/1/20
Agenda Item: 3a
CITY COUNCIL AGENDA
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6180
Date Submitted:8/26/2020
Date Closed:(open)
Date Printed:8/27/2020 7:36:25 AM
Submitter Information:Joseph C Boaz
1711 25th Street
Huntsville, TX 77340
Phone: (936) 661-0415
Email: jcboaz@att.net
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/26/2020 5:51:27 PM
(anonymous)
Your Request ID Number is 6180.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Cemetery Advisory Board
Your Information
Name Joseph C Boaz
Street Number and Name 1711
25th Street
Address Line 2
City Huntsville
State TX
Zip Code 77340
Phone Number (936) 661-0415
Email Address jcboaz@att.net
Preferred Contact Method email
Employment and Residency Background Information
Employer Prosperity Bank
Occupation Banker
How long have you been a resident of Huntsville? 66 years
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I enjoy serving on the cemetery board because
of the historic cemeteries we have in Huntsville.
Do you currently serve on a City of Huntsville board, commission or
committee? Yes
If yes, which board(s), commission(s) or committee(s)? Cemetery Advisory
Board
How long? (Include approximate start and end dates) 04/01/14
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6174
Date Submitted:8/24/2020
Date Closed:(open)
Date Printed:8/25/2020 10:10:35 AM
Submitter Information:James D. Patton
2007 ave n 12
/2 Huntsville
Huntsville Texas
Huntsville, TX 77340
Phone: (936) 291-3581
Email:
history@co.walker.tx.us
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/24/2020 4:55:50 PM
(anonymous)
Your Request ID Number is 6174.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Cemetery Advisory Board
Your Information
Name James D. Patton
Street Number and Name 2007 ave n 12 /2
Huntsville
Address Line 2 Huntsville Texas
City Huntsville
State TX
Zip Code 77340
Phone Number (936) 291-3581
Email Address history@co.walker.tx.us
Preferred Contact Method email
Employment and Residency Background Information
Employer retired
Occupation retired
How long have you been a resident of Huntsville? lifelong
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I have server on several city committees and
have served on the Cemetery board for a number of years
Do you currently serve on a City of Huntsville board, commission or
committee? Yes
If yes, which board(s), commission(s) or committee(s)? cemetery
Board,preservation committie
How long? (Include approximate start and end dates)
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6172
Date Submitted:8/24/2020
Date Closed:(open)
Date Printed:8/24/2020 2:20:49 PM
Submitter Information:Vera Demman
299 Martin Luther King
Drive # 18
Huntsville, TX 77340
Phone: 936-668-6041
Email:
verademman@gmail.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/24/2020 2:18:39 PM
(anonymous)
Your Request ID Number is 6172.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Huntsville Housing Authority
Your Information
Name Vera Demman
Street Number and Name 299
Martin Luther King Drive # 18
Address Line 2
City Huntsville
State TX
Zip Code 77340
Phone Number 936-668-6041
Email Address verademman@gmail.com
Preferred Contact Method email
Employment and Residency Background Information
Employer Retired
Occupation Retired
How long have you been a resident of Huntsville? Lifetime
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I am a current resident of the Huntsville
Housing Authority. I would like to be placed on the board as a resident
commissioner. As a resident commissioner, I would like to provide my thoughts
and ideas in the policies and future of the Authority. I have lived in the Housing
Authority for many years and feel like I can contribute my knowledge on the board
to make the Housing Authority succeed.
Do you currently serve on a City of Huntsville board, commission or
committee? No
If yes, which board(s), commission(s) or committee(s)? n/a
How long? (Include approximate start and end dates) n/a
Do you have any relatives who work for the City of Huntsville? Yes
If so, who? Achey Hamilton Jr.
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type? n/a
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6171
Date Submitted:8/24/2020
Date Closed:(open)
Date Printed:8/24/2020 2:20:07 PM
Submitter Information:Sally Dowis
107 Elmwood Street
Huntsville, TX 77320
Phone: 9366626145
Email:
sdowis@hotmail.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/24/2020 1:14:44 PM
(anonymous)
Your Request ID Number is 6171.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Huntsville Housing Authority
Your Information
Name Sally Dowis
Street Number and Name 107
Elmwood Street
Address Line 2
City Huntsville
State TX
Zip Code 77320
Phone Number 9366626145
Email Address sdowis@hotmail.com
Preferred Contact Method email
Employment and Residency Background Information
Employer Huntsville ISD
Occupation Social Worker
How long have you been a resident of Huntsville? 41 years
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I have enjoyed being a part of the HHA Board
and trying to help make that community better.
Do you currently serve on a City of Huntsville board, commission or
committee? Yes
If yes, which board(s), commission(s) or committee(s)? Huntsville Housing
Authority
How long? (Include approximate start and end dates) 9/2018-present
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6183
Date Submitted:8/27/2020
Date Closed:(open)
Date Printed:8/27/2020 11:23:44 AM
Submitter Information:Nelson Edwin Amaya
617 Elkins Lake
Huntsville, Texas 77340
Phone: 19366616657
Email:
nea70@nelsonamayascollision.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/27/2020 11:20:00 AM
(anonymous)
Your Request ID Number is 6183.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Parks & Recreation Advisory Board,Planning
Commission,Tax Increment Reinvestment Zone #1 Board of Directors,Zoning Board
of Adjustments
Your Information
Name Nelson Edwin Amaya
Street Number and Name 617
Elkins Lake
Address Line 2
City Huntsville
State Texas
Zip Code 77340
Phone Number 19366616657
Email Address nea70@nelsonamayascollision.com
Preferred Contact Method email
Employment and Residency Background Information
Employer Nelson Amaya';s Collision Center
Occupation Self employed
How long have you been a resident of Huntsville? 20 + years
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a board,
commission or committee. Serve the community.
Do you currently serve on a City of Huntsville board, commission or committee?
Yes
If yes, which board(s), commission(s) or committee(s)? Parks & Recreation
How long? (Include approximate start and end dates) 3 years
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville? No
If so, what type?
This application will remain active for ninety (90) days, unless you are appointed
to a board or commission. You must reapply if you would like to be reappointed
at the end of a term or to be considered for another board or commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6125
Date Submitted:7/23/2020
Date Closed:(open)
Date Printed:7/24/2020 11:24:34 AM
Submitter Information:DEDRA JONES
432 GRAND VIEW
Huntsville, TX 77340
Phone: 8327682974
Email:
DEDRAJONES74@GMAIL.COM
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
7/23/2020 11:46:09 AM
(anonymous)
Your Request ID Number is 6125.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Board of Adjustments & Appeals,Huntsville Housing
Authority,Historic Preservation Commission,Huntsville Public Library
Board,Other,Parks & Recreation Advisory Board,Planning Commission,Tax
Increment Reinvestment Zone #1 Board of Directors,Veterans Affairs Advisory
Board,Zoning Board of Adjustments
Your Information
Name DEDRA JONES
Street Number and Name 432
GRAND VIEW
Address Line 2
City Huntsville
State TX
Zip Code 77340
Phone Number 8327682974
Email Address DEDRAJONES74@GMAIL.COM
Preferred Contact Method email
Employment and Residency Background Information
Employer HARRIS COUNTY SHERIFF
Occupation HUMAN RESOURCES
How long have you been a resident of Huntsville? 6 MONTHS
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. Dedra Jones Resume.docx
Please state why you wish to serve the City of Huntsville as a member of a board,
commission or committee. I AM A NEW RESIDENT WITH MY HUSBAND AND
MOTHER IN LAW. I WOULD LIKE TO CONTRIBUTE.
Do you currently serve on a City of Huntsville board, commission or committee?
No
If yes, which board(s), commission(s) or committee(s)?
How long? (Include approximate start and end dates)
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville? No
If so, what type?
This application will remain active for ninety (90) days, unless you are appointed
to a board or commission. You must reapply if you would like to be reappointed
at the end of a term or to be considered for another board or commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6153
Date Submitted:8/13/2020
Date Closed:(open)
Date Printed:8/17/2020 8:29:20 AM
Submitter Information:George Perry
406 Martin Luther King
Dr
Huntsville, TX 77320
Phone: 936 661-2928
Email:
G.perry3@yahoo.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/16/2020 4:53:01 PM Email sent to: lwoodward@huntsvilletx.gov; citysecretary@huntsvilletx.gov
A Board or Commission web request has been open for 3 days and needs to be
closed.
8/15/2020 4:53:00 PM Email sent to: lwoodward@huntsvilletx.gov; citysecretary@huntsvilletx.gov
Reminder: A Board or Commission web request is still open and needs to be
closed.
8/13/2020 4:52:16 PM
(anonymous)
Your Request ID Number is 6153.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Parks & Recreation Advisory Board
Your Information
Name George Perry
Street Number and Name 406
Martin Luther King Dr
Address Line 2
City Huntsville
State TX
Zip Code 77320
Phone Number 936 661-2928
Email Address G.perry3@yahoo.com
Preferred Contact Method email
Employment and Residency Background Information
Employer HISD
Occupation Bus Monitor
How long have you been a resident of Huntsville? 55 years
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I have been active in the community many
years organizing and coaching boys and girls sports teams. I am committed to
youth development and involvement, and would enjoy serving my community via
this board. I attended Huntsville High School. Retired from TDCJ and the GEO
Group.
Do you currently serve on a City of Huntsville board, commission or
committee? No
If yes, which board(s), commission(s) or committee(s)?
How long? (Include approximate start and end dates)
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6179
Date Submitted:8/26/2020
Date Closed:(open)
Date Printed:8/26/2020 3:58:57 PM
Submitter Information:Cheryl Reader
1610 Green Briar Dr
36 Elkins Lk
Huntsville, TX 77340
Phone: 9366612012
Email:
Reader.cheryl@yahoo.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/26/2020 3:22:20 PM
(anonymous)
Your Request ID Number is 6179.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Board of Adjustments & Appeals,Parks & Recreation
Advisory Board
Your Information
Name Cheryl Reader
Street Number and Name 1610
Green Briar Dr
Address Line 2 36 Elkins Lk
City Huntsville
State TX
Zip Code 77340
Phone Number 9366612012
Email Address Reader.cheryl@yahoo.com
Preferred Contact Method email
Employment and Residency Background Information
Employer Windham School District
Occupation DBA
How long have you been a resident of Huntsville? 57 yrs
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I have enjoyed my experience with the Board
of Adjustments and would like to continue as a participating member. I believe
citizens should make personal effort to ensure the quality of our community.
Do you currently serve on a City of Huntsville board, commission or
committee? Yes
If yes, which board(s), commission(s) or committee(s)? Board of Adjustments
How long? (Include approximate start and end dates) 1/2019
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6129
Date Submitted:7/27/2020
Date Closed:(open)
Date Printed:8/6/2020 2:11:17 PM
Submitter Information:DAVIDE. ZUNIGA
1419 15TH ST
Huntsville, TX 77340
Phone: 936.714.1839
Email:
dezlaredo@hotmail.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
7/30/2020 11:15:00 AM Email sent to: lwoodward@huntsvilletx.gov; citysecretary@huntsvilletx.gov
A Board or Commission web request has been open for 3 days and needs to be
closed.
7/29/2020 11:15:00 AM Email sent to: lwoodward@huntsvilletx.gov; citysecretary@huntsvilletx.gov
Reminder: A Board or Commission web request is still open and needs to be
closed.
7/27/2020 11:14:44 AM
(anonymous)
Your Request ID Number is 6129.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Zoning Board of Adjustments
Your Information
Name DAVIDE. ZUNIGA
Street Number and Name 1419 15TH ST
Address Line 2
City Huntsville
State TX
Zip Code 77340
Phone Number 936.714.1839
Email Address dezlaredo@hotmail.com
Preferred Contact Method email
Employment and Residency Background Information
Employer RETIRED
Occupation RETIRED
How long have you been a resident of Huntsville? 13 YEARS
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. No file was uploaded
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. RENEWAL
Do you currently serve on a City of Huntsville board, commission or
committee? Yes
If yes, which board(s), commission(s) or committee(s)? ZONING BOARD OF
ADJUSTMENTS
How long? (Include approximate start and end dates) 3 YRS PLUS
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6126
Date Submitted:7/23/2020
Date Closed:(open)
Date Printed:7/24/2020 11:25:30 AM
Submitter Information:Heather Robbins
3644 Golden Rod Lane
Huntsville, Texas 77340
Phone: 8328517833
Email:
heatherrobbins75@gmail.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
7/23/2020 12:35:54 PM
(anonymous)
Your Request ID Number is 6126.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Hotel Occupancy Tax Board,Huntsville Arts
Commission,Huntsville Public Library Board,Main Street Advisory Board,Parks &
Recreation Advisory Board,Planning Commission
Your Information
Name Heather Robbins
Street Number and Name 3644
Golden Rod Lane
Address Line 2
City Huntsville
State Texas
Zip Code 77340
Phone Number 8328517833
Email Address heatherrobbins75@gmail.com
Preferred Contact Method email
Employment and Residency Background Information
Employer Elkins Lake Recreation Corporation
Occupation Marketing and Event Coordinator
How long have you been a resident of Huntsville? 8 years
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. Heather_Robbins_Resume.pdf
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. Since moving here in 2012 I have enjoyed
several opportunities to give back to our city and my neighbors. As the Marketing &
Event Coordinator for Elkins Lake Recreation Corporation and an SHSU graduate
with a BS in Political Science, English I have tried to take every advantage to
become more integrated in Huntsville and love meeting new people. By being
accepted into the Chamber’s HLI program I was able to further these goals. In
completing the program';s training, I’m now better equipped to utilize my skill set
and networking abilities to foster a connection between our city and its residents as
well as local businesses. Our city’s greatest challenge will be acquisition and
retention of new businesses and citizens as well as empowering current small
businesses to thrive simultaneously. Finding a balance and commonality for all
through hard work and dedication to Huntsville will make for the most successful
#HomeSweetHuntsville. I would be honored to have the chance to serve our city.
Do you currently serve on a City of Huntsville board, commission or
committee? No
If yes, which board(s), commission(s) or committee(s)?
How long? (Include approximate start and end dates)
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6169
Date Submitted:8/24/2020
Date Closed:(open)
Date Printed:8/24/2020 9:51:29 AM
Submitter Information:Sandra Gray
48 Red Bird
Huntsville, TX 77340
Phone: 936-662-5144
Email:
graysandra039@gmail.com
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/24/2020 9:33:41 AM
(anonymous)
Your Request ID Number is 6169.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Main Street Advisory Board
Your Information
Name Sandra Gray
Street Number and Name 48
Red Bird
Address Line 2
City Huntsville
State TX
Zip Code 77340
Phone Number 936-662-5144
Email Address graysandra039@gmail.com
Preferred Contact Method email
Employment and Residency Background Information
Employer Sam Houston State University - retired
Occupation Campus Energy Manager
How long have you been a resident of Huntsville? 33
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. Resume.pdf
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. I operate a business which is located in the
Nitsch in Time Antique store located on the square in downtown Huntsville. I
would like to continue to work with the Huntsville Main Street Program to
promote the historic down town area and economic development.
Do you currently serve on a City of Huntsville board, commission or
committee? No
If yes, which board(s), commission(s) or committee(s)?
How long? (Include approximate start and end dates)
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type?
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Request Type:Volunteer for a Board or
Commission
Request Location:
Request ID Number:6170
Date Submitted:8/24/2020
Date Closed:(open)
Date Printed:8/24/2020 12:13:37 PM
Submitter Information:Cheryl G. Spencer
3425 Hwy 30 West
P.O. Box 8425
Huntsville, TX 77340
Phone: 281-682-1641
Email:
cspencer@shsu.edu
Priority:Normal
Assigned To:Poe, Brenda
Date/Person Comments
8/24/2020 12:09:48 PM
(anonymous)
Your Request ID Number is 6170.
Select Board(s) and/or Commission(s)
If selected by the Huntsville City Council, on which board/commissions would
you be willing to serve? Historic Preservation Commission,Main Street Advisory
Board
Your Information
Name Cheryl G. Spencer
Street Number and Name 3425
Hwy 30 West
Address Line 2 P.O. Box 8425
City Huntsville
State TX
Zip Code 77340
Phone Number 281-682-1641
Email Address cspencer@shsu.edu
Preferred Contact Method email
Employment and Residency Background Information
Employer SHSU, Newton Gresham Library
Occupation Library Assistant, Rancher
How long have you been a resident of Huntsville? Since 1988 (this time), born
here
Are you a qualified voter of the City of Huntsville? Yes
Additional Background Information
Please upload a brief resume, including education, past employment, and any
special background or qualifications you have for serving on this
board/commission. Cheryl G.docx
Please state why you wish to serve the City of Huntsville as a member of a
board, commission or committee. This is the best way I know to stay involved in
our community. It is so important that citizens "show up" and stay informed and
participatory. We have great volunteers and fine people at City to work with. It is
important to me to be available to serve.
Do you currently serve on a City of Huntsville board, commission or
committee? Yes
If yes, which board(s), commission(s) or committee(s)? Main Street and
Historic Preservation
How long? (Include approximate start and end dates) both from inception
Do you have any relatives who work for the City of Huntsville? No
If so, who?
Do you receive any direct compensation or gain from the City of Huntsville?
No
If so, what type? n/a
This application will remain active for ninety (90) days, unless you are
appointed to a board or commission. You must reapply if you would like to be
reappointed at the end of a term or to be considered for another board or
commission.
Item/Subject: Consider approving Decision Packages for the 2020-21 Budget.
Initiating Department/Presenter: Finance
Presenter: Steve Ritter, Director of Finance, and Aron Kulhavy, City Manager
Recommended Motion: Move to approve the Decision Packages listed as items 6a (1)-(9) on the City
Council agenda.
Strategic Initiative: Goal #7 - Finance - Provide a sustainable, efficient and fiscally sound government
through conservative fiscal practices and resource management.
Discussion: Attached are six decision packages provided for Council’s consideration as part of the
budget adoption process. These decision packages are provided as specified by the City’s Fiscal and
Budgetary Policies, and are provided for Council consideration for one (or more) of the following
reasons:
1. They include individual items whose cost exceeds $50,000. As such, to procure these items or
services, the City Council will have to award contracts or bids to execute the expenditure of
these funds.
2. They are to be funded using Unallocated Reserve appropriations.
3. They are of sufficient cost and scope that they qualify as policy issues and represent a significant
amount of discretionary spending in the budget.
These items are prepared for Council to adopt with the motion above. Should a Councilmember(s)
wish, these items may be excluded from the motion or adopted individually (as is the case with a
consent agenda).
Previous Council Action: Virtually every item included in each of the attached decision packages was
included in the July 2nd Pre-Budget Workshop Presentation. They are also included as tab 5 in the City
Manager’s Recommended Budget that was provided to the City Council on August 14th.
Financial Implications: Each of these items is included in the City Manager’s Recommended Budget.
Each decision package includes its own Financial Implications section illustrating the amounts and
proposed uses of funds for each project.
Approvals: ☐City Attorney ☒Director of Finance ☒City Manager
9/1/2020
Agenda Item: 3b (1-6)
CITY COUNCIL AGENDA
FISCAL YEAR 2020-2021 DECISION PACKAGE 1
Item: Proposed funding sources and levels of various employee benefits
Initiating Department/Presenter: Finance Department, Steve Ritter, Director of Finance
Human Resources Department, Julie O’Connell, Director of
Human Resources
Executive Summary: The City Manager’s Recommended 2020-2021 Budget proposes funding the
vacation buy-back program as well as the Merit/Step Plan increase with Unallocated Reserves. The City
is traditionally spending less than 100 percent of budgeted salary and benefit accounts, resulting in
contributions to Unallocated Reserves in each fund sufficient to fund these employee benefits.
Financial Implications:
Funding Source
Fund Operational
Budget
Proposed Use of
Fund
Unallocated
Reserves
Proposed Use of
CIP Fund
Unallocated
Reserves
Total
General 250,525 250,525
Utility 49,538 49,538
Solid Waste 17,239 17,239
PD School Resource Officer 10,007 10,007
Arts & Visitor Center 1,640 1,640
H/M Tourism 4,384 4,384
Detailed Discussion and Explanation:
Merit/Step Plan – The City returned to Grade & Step pay scale in Fiscal Year 12-13. Upon receiving a
satisfactory evaluation from their supervisor at their annual anniversary date, the employee is awarded a
2.5 percent merit increase until the employee reaches the top step of their respective grade. Once
employees are at the top step, and if they meet performance standards, they will be eligible for a lump
sum payment coinciding with the date of their annual evaluation. This lump sum payment will not exceed
the percentage merit increase approved in the budget.
Vacation Buyback Policy –
If an employee has taken at least 80 hours of vacation time off during the previous fiscal year and so
elects, he/she may buy back up to 40 hours of unused vacation time. The buyback option may be used to
make a one-time contribution to the employee’s deferred compensation plan for that year, or it may be
distributed in a one-time payment through payroll. Employee requests for approval must be completed
by the first Monday in November, with payment occurring on the second payroll date in November. This
option is subject to available funding and city council approval through the budget process each year.
FISCAL YEAR 2020-2021 DECISION PACKAGE 2
Item: General Fund / Airport Fund Capital Improvement Projects
Initiating Department/Presenter: Engineering, Ram Ramachandra, City Engineer
Executive Summary: Every year, the City budgets as part of its operational budget an amount of money
within each individual fund for Capital Improvement needs. This year, five items are recommended for
funding. Each is explained in greater detail below.
Financial Implications:
Funding Source
Fund Operational
Budget
Proposed Use of
Fund Unallocated
Reserves
Proposed Use of
CIP Fund
Unallocated
Reserves
Total
General $300,000 $560,000 $860,000
Detailed Discussion and Explanation - General Fund:
Airport CIP -Taxiway A Mid-Segment - ($200,000) – Overall plan is to achieve relocation / reconstruction
of Taxiway A in 3 phases – Taxiway A South Segment, Taxiway A Mid Segment and Taxiway A North
Segment. Design of Relocation / reconstruction of Taxiway A South and North Segments are complete.
TxDOT administered the design task, with the City’s full involvement in the process. TxDOT has scheduled
to let the South and North Segments project construction in September 2020. City’s cost share for Taxiway
A South and North segments construction were funded in previous fiscal years. For FY 2020-2021, the
funding is being sought for the City’s cost share for Taxiway A Mid-Segment Construction. TxDOT pays 90
percent of the cost, which is estimated at $1,800,000. The City’s share is 10 percent, $200,000.
Skate Park – (Location undetermined) - ($75,000) – With this funding, it is proposed to provide a skate
park. The location of the proposed skate park is yet to be decided but will be located in one of the City
Parks.
Lighting Along the Trail – Eastham Thomason Park - ($75,000) – As a part of the 2020 Council Strategic
plan for the year 2020, it is proposed to place decorative lighting along the multiuse trail in the south part
of Eastham Thomason Park (South of 7th Street). Lighting will improve safety for the pedestrians using the
trail.
Sidewalk Repairs & Improvements (As Need Basis) – ($50,000) – The City has approximately 105 miles of
sidewalk in the City limits. There are several segments throughout the City needing extensive repairs to
the sidewalk and needing upgrades to sidewalk ramps to meet current ADA requirements. The funds will
be utilized to repair sidewalks, to repair or provide new ADA compliant ramps and to extend small
segments of sidewalks to connect existing sidewalks where most needed during the fiscal year. Also, it is
anticipated that these small sidewalk improvement works can be achieved with minimal design.
Furniture, Fixtures and Equipment for City Hall and Service Center – ($460,000) – General Fund portion
of 23 percent of $2 million.
FISCAL YEAR 2020-2021 DECISION PACKAGE 3
Item: Utility Fund Capital Improvement Projects
Initiating Department/Presenter: Engineering, Ram Ramachandra, City Engineer
Executive Summary: Every year, the City budgets as part of its operational budget an amount of money
within each individual fund for Capital Improvement needs. This year, City staff is recommending the
following Capital Improvement Projects in the Utility Fund. Each of these projects is described in detail
below.
Financial Implications:
Operational Budget Proposed Use
of Fund
Unallocated
Reserves
Total
Utility Fund $3,994,264 $770,000 $4,764,264
Grand Total Utility Fund $3,994,264 $770,000 $4,764,264
Water Projects Detailed Discussion and Explanation:
Automated Water Meter (AMR) Replacement ($125,000): Ten years ago, the City began a program to
transition from manual/visual read water meters to AMR meters. Approximately 75 percent of the meter
transition is complete. Funding this item in 20-21 continues the advancement of the AMR meter
replacement program. Replacement of manual/visual read meters with AMR meters reduces meter
reading costs, increases accuracy of meter reads and reduces revenue loss due to old meters. The entire
system will be converted to AMRs in approximately 12 to 18 months. By funding in the 2020-2021 budget,
the City will be done with the switchover to AMR citywide.
Economic Development Participation ($50,000): - The City Development Code has a provision for the
City to participate in the cost sharing for waterline extensions that would benefit both the developer and
the City’s water infrastructure. Each cost participation is subject to meeting the criteria laid out in the
Development Code and approval of the City Council. This funding is being sought to meet the cost of such
participation for waterline extensions during FY 2020-2021 for qualified development projects.
Water Line Relocation for IH-45 Segment 2B Widening ($100,000): - Texas Department of Transportation
(TxDOT) has initiated design to widen Interstate-45 from the Home Depot store location to just south of
the FM 1696 Interchange (approx. 5.5 miles) This segment is termed Segment 2B. TxDOT has scheduled
letting the IH-45 Segment 2B widening project construction in Summer/Fall of 2023. TxDOT has asked all
existing agencies that have utilities in their corridor to initiate relocation design of utilities that conflict
with the proposed highway widening. The City has waterlines and sewer lines along and across this
segment of IH-45. The proposed budget will provide for initiating the relocation design of waterlines.
Miscellaneous Waterline Replacements (Total $1,910,000): The City has been replacing existing
undersized and deteriorated waterlines in the various parts of the City each year, to the extent funding is
made available for this purpose. Several such aged, undersized and deteriorated segments have been
replaced in the last several years. Replacing and upsizing will help reduce waterline breaks & associated
maintenance costs, avoids costly waterline and pavement repairs, improves water circulation and
pressure in the water distribution system to serve domestic and fire protection needs. Moreover,
replacing these deteriorated waterlines will reduce water loss.
For FY 20-21, the staff is recommending replacement of waterlines in the following segments
• Robinson Way (22nd Street South), 6” to 8” – Approximately 2400 LF
• (25th Street from Avenue S to Easterly of Avenue P), 12” to 12” - Approximately 1100 LF
• Avenue I (17th Street to 2121 Avenue I), 8” to 12” – Approximately 2400 LF
• Cline Street (Montgomery Rd to Old Houston Rd), 6”-8” - Approximately 2800 LF
• Hayman Street (Cline St to Powell Rd), 6”-8” – Approximately 1200 LF
• Ave D to SH 30, 12” - Approximately 700 LF
• Hazel Street (SH 30 to Louis Davis Dr), 6”-8” – Approximately 1000 LF
Wastewater Projects Detailed Discussion and Explanation:
Wastewater Line Relocation for IH-45 Segment 2B Widening ($100,000): - The Texas Department of
Transportation (TxDOT) has initiated design to widen Interstate-45 from the Home Depot store location
to just south of the FM 1696 Interchange (approx. 5.5 miles). This segment is termed Segment 2B. TxDOT
has scheduled letting IH-45 Segment 2B widening project construction in Summer/Fall of 2023. TxDOT
has asked all existing agencies that have utilities in their corridor to initiate relocation design of utilities
that conflict with the proposed highway widening. The City has waterlines and sewer lines along and
across this segment of IH-45. The proposed budget will provide for initiating the relocation design of
sanitary sewer manholes and sanitary sewer lines
Sanitary Sewer Replacements– ($780,000) – Based on the findings during the condition and capacity
assessment studies carried out during 2015 & 2016, several sanitary sewer basins were determined to
have excessive infiltration and inflow (I&I) of groundwater and storm water into the sanitary sewer
system. The City replaced aged and deteriorated sanitary sewer line segments during the previous fiscal
years based on the study recommendations. Replacing these deteriorated sewer line segments (and
upsizing if needed) will help avoid / reduce sewage seepage to the ground, potential groundwater
contamination, costly maintenance costs to repair associated damage (such as pavement, sink holes, etc.).
The following sanitary sewer line segments are proposed for replacement for FY 20-21 budget year:
1) 10-inch Sanitary Sewer Line Replacement along Tributary A – Phase I (West of Normal Park Dr and
North of 19th Street) – Approx. 1,800 LF
2) 6-inch Sanitary Sewer Line Replacement along MLK Jr. Blvd (7th St to Nance Circle) 1,200 LF
3) 6-inch Sanitary Sewer Line Replacement along Evergreen Drive -Approx. 1,700 LF
N.B. Davidson Wastewater Treatment replacement Design ($879,264) – N.B. Davidson Wastewater
Treatment Plant (WWTP), also known as the South Plant, was originally constructed in 1971 with main
treatment units consisting of an aeration basin (oval shaped tank with rotating disc aerators), a clarifier
and sludge drying beds. The treatment plant was later improved in 1982 and 1994, with main additions
consisting of another clarifier, new digesters and an additional sludge drying bed area. This plant treats
on an average 0.9 million gallons per day (MGD) and is at approximately 55 percent of design capacity.
A condition assessment study of the plant in 2013 revealed that the plant needs major rehabilitation to
contain increasing annual operation and maintenance costs and to eliminate the risks of catastrophic
failure and possible TCEQ violation penalties. Disc aeration equipment in the aeration basin (aeration
basin is the "heart" of the treatment plant) is outdated and needs frequent maintenance, repairs, and
replacement due to the aging. It is difficult to access and work on discs and bearings especially at the
increased frequency due to aging. The gate valves and influent baffles in the headworks have rusted and
are difficult to operate. Many elements in the clarifiers (gear box, bridge walkways, weirs, and baffles)
have also deteriorated considerably. Maintenance of floating aerators, which were later added to the
aeration basin to keep up with the needed treatment efficiency to meet TCEQ requirements are also
adding up due to increased cost of operation.
The condition assessment study from 2013 recommended phased rehabilitation/improvements to the
plant over 6-8 years with the total estimated cost for rehab over this period being in $3 million to $4
million range (in current dollars). While it was a sensible recommendation and the City considered
adopting some of the recommendations at the time, it was later decided to pause until certain
improvements to the collection system in NB Davidson WWTP basin are completed through Bond Prop 3
(mainly Elkins Lake Dam Lift Station rehab and 30” trunk sewer replacement). The decision to pause from
implementation of phased improvements to the existing plant was made with the intent of evaluating
afresh whether to rehabilitate the existing plant or consider a new plant.
At this stage, though a predictable flow with reduced infiltration and inflow (I&I) can be expected with
recently completed Bond Prop 3 project improvements and on-going sanitary sewer line rehabilitation in
the plant basin, construction of a new plant is justifiable from long range perspective (30 to 40 years
horizon) collectively considering the following factors:
- Age of the plant (initially built 50 years ago)
- Condition of the aeration basin structure
- Current operating conditions
- Current plant treatment efficiency both from the quality and energy consumption points of view
- Current TCEQ discharge water quality requirements and upcoming / future discharge water
quality requirements (existing limits could become more stringent and additional quality
parameters could potentially be included to monitor and meet the limits)
Proposed funding in FY 2020-2021 will provide for initiating the design of a new plant. Funding for
construction will be sought in the coming year and the anticipated source will be by issuing new revenue
bonds. Anticipated construction cost will vary from $8 million to $12 million depending on the final
selection of treatment elements in the design phase.
Economic Development Participation ($50,000) - The City Development Code has a provision for the City
to participate in the cost sharing for waterline extensions that would benefit both the developer and the
City’s wastewater infrastructure. Each cost participation is subject to meeting the criteria laid out in the
Development Code and approval of the City Council. This funding is being sought to meet the cost of such
participation for waterline extensions during FY 2020-2021 for qualified development projects.
Furniture, Fixtures and Equipment for City Hall and Service Center – ($770,000) – Utility Fund portion of
$2 million, which is 77 percent or $1,540,000. $770,000 is half of the $1,540,000 with the other $770,000
to be budgeted for in the FY 21-22 budget)
FISCAL YEAR 2020-21 DECISION PACKAGE 4
Item: Proposed funding sources and levels of various position additions.
Initiating Department/Presenter: Finance Department, Steve Ritter, Director of Finance
Human Resources Department, Julie O’Connell, Director of
Human Resources
Executive Summary: The City Manager’s Recommended 2020-21 Budget proposes the addition of 1
full-time position and one part-time position in the General Fund, 1 full-time position in the Utility Fund
and one reclassification of an existing position in the Solid Waste Fund. The general fund proposed full-
time position is covered by reimbursements from a SAFER grant. Should the City not receive the SAFER
Grant, the proposed use of the funds set aside for the match would be the addition of one firefighter. The
part-time position in the General Fund is for a new Facility Services Maintenance worker and or contract
services. The Utility Fund proposes 1 full-time position for a Street Sweeper Equipment Operator.
New general fund positions:
• One new fire fighter position (the number of positions are contingent on the SAFER grant),
• the creation of 1 new part-time facilities maintenance position and/or contract janitorial services;
Other funds new positions:
• Street Sweeper Equipment Operator - (Utility Fund)
• Reclass Supervisor to an Assistant Superintendent – (Solid Waste Fund)
Financial Implications:
New Positions
Funding Source
Fund Operational Budget Proposed Use of
Unallocated Reserves
Total
General $102,045 $102,045
Utility $88,106 $88,106
Solid Waste $9,515 $9,515
Detailed Discussion and Explanation:
General Fund:
New Position – One Fire Fighter (or three fire fighter’s dependent on grant funding) - $62,4750 Salary &
Benefits and $14,500 Safety/Bunker Gear and Training (The remainder is covered by
reimbursements from SAFER Grant)
New Position –Part-time Facility Maintenance position and/or contract services- $25,070 Salary & Benefits
Utility Fund:
New Position –Street Sweeper Equipment Operator - $53,106 - Salary & Benefits
Additional Lease Payment for Replacement of backup Street Sweeper - $35,000
Solid Waste Fund:
Reclass – Supervisor to Assistant Superintendent - $9,515
FISCAL YEAR 2020-21 DECISION PACKAGE 5
Item: Proposed Uses of Unallocated Reserves from each fund
Initiating Department/Presenter: Finance Department, Steve Ritter, Director of Finance
Executive Summary: Each fund within the City accumulates Unallocated Reserves. Unallocated
Reserves result from when revenues exceed expenditures. Because Unallocated Reserves result from
one-time, unanticipated circumstances, it is recommended that Unallocated Reserves be spent on one-
time expenditures with minimal and identified associated operating expenses.
In the City Manager’s Recommended 2020-2021 Budget, various one-time expenditures are proposed for
Council’s consideration. Below is a detailed listing of the projects proposed for the use of Unallocated
Reserves by fund.
Financial Implications:
Fund Audited Beginning
Unallocated Reserves as
of September 30, 2019
Estimated Amount of Unallocated
Reserves in excess of stated policy
level at September 30, 2020
Proposed Use of Fund
Unallocated Reserves
FY 20-21
General $12,607,856 $5,820,016 $815,200
Utility $9,621,780 $3,298,634 $1,045,000
Solid Waste $2,729,520 $1,220,702 $203,085
Airport $31,004 No policy stated $50,000
Hotel/Motel $640,110 No policy stated $13,500
Detailed Discussion and Explanation:
General Fund:
• Thermoplastic Applicator for pavement markings - $25,200
• 4G Modem upgrade for Decorative Lighting - $14,000
• 4G Modem upgrade for School Zones - $18,000
• Bleachers - $18,000
• New truck (1) for Fire Department inspector - $47,000
• Replacement of Microwave Ring - Dispatch - $133,000
• CIP Projects - $100,000
• Fixtures, Furniture and Equipment (FFE) for City Hall & Service Center - $460,000
Utility Fund:
• Mill and overlay of Palm Street - $25,000
• Chlorine Contact Chamber Gate Replacements - $40,000
• Aeration Basin 1 Grit Removal - $50,000
• Centrifuge Controller Replacement - $80,000
• Clarifiers Splitter Box Weir Gate Replacement - $80,000
• Fixtures, Furniture and Equipment (FFE) for City Hall & Service Center - $770,000 (Half in FY 21 &
Half in FY 22)
Solid Waste Fund:
• Mill and overlay of Transfer Station - $203,085
Airport Fund:
• CARES Grant Monies -City Portion - $50,000
Hotel/Motel Fund:
• City’s Tourism Webpage Refresh – $13,500
FISCAL YEAR 2020-21 DECISION PACKAGE 6
Item: Proposed funding sources for the compensation/pay study findings
Initiating Department/Presenter: Human Resources Department, Julie O’Connell, Director of
Human Resources
Finance Department, Steve Ritter, Director of Finance
Executive Summary: The City Manager’s Recommended 2020-21 Budget proposes to allocate
resources towards funding the results of the compensation/pay study. A 2.5 percent market adjustment
is proposed to start on January 1st.
Financial Implications:
Compensation Study Findings/ Funding – Adjustment to pay scale
Funding Source
Fund Operational Budget Proposed Use
of Unallocated
Reserves
Total
General $256,237 $256,237
Utility $61,217 $61,217
Solid Waste $18,000 $18,000
PD School Resource Officer $10,286 $10,286
Art $1,419 $1,419
Hotel/Motel $4,257 $4,527
Total $351,416 $351,416