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MIN CC 03/31/1998CITY COUNCIL MEETING OF MARCH 31, 1998 BOOK "S" 136 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 31ST DAY OF MARCH, 1998, IN THE CITY �! HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 7:00 P.M. j The Council met in regular session with the following members present: COUNCILMEMBER: William B. Green, Mayor Ron Lange Officers: Dan S. Davis Dave Luning Gene Pipes, City Manager Vance Howard Ann James Dianna Welter, City Secretary JoAnn Matthews David Martinez Scott Bounds, City Attorney Marjorie Rex EXECUTIVE SESSION (4:45 p.m. - 5:10 p.m.) a) Real estate acquisition - McGowan property, Emancipation Park lot and Moten property; and b) pending litigation - Entergy /GSU and Smith claim. i CITIZEN INPUT /INQUIRY 1. Jim Delbert, Elkins Lake Recreation Corporation. Mr. Delbert stated that he understands the City has obtained the right -of -way and done survey work for a second entrance for Elkins Lake. It is the residents understanding that the proposed road is to be located between the Goree overpass and F.M. 1374. This location would adversely impact 27 of the 175 acres of land owned by Elkins Lake alongside the west feeder road just before and after the Goree overpass. The concern is that the proposal to run an arterial road (by- pass) across a substantial portion of the 27 acres. A planned 18 hole golf course on the site would lose four holes. Other adverse effects would be control of silt into existing lakes and creeks. The Elkins Lake Recreation Corporation is requesting that another alternative be worked out without damaging the future of the 27 acres. The RECOR Board is requesting the opportunity to work with the City and its engineers to find a suitable solution to minimize any negative effects on our property. It is important that the second ' entrance not be delayed since it creates a crucial safety factor. Mayor Green stated that the engineers from Klotz could meet with the Board after the meeting to see if any other alternatives are available. INVOCATION Invocation by Reverend Arnold Cochran, Church of Christ. CONSIDER MINUTES Councilmember Matthews made a motion to approve the minutes of February 10. 1998, and Councilmember Rex seconded the motion. Councilmember James asked that Councilmember Davis' comments regarding thejoint election contract addressing the possibility �i of cancellation of the election be added to the minutes. All were in favor of the motion with the added statement and the motion passed unanimously. Councilmember Rex made a motion to approve the minutes of February 24. 1998, and Councilmember Matthews seconded the motion. The motion passed unanimously. ATTENDING CITIZEN 1. David Lyons to request City participation in the Walker County Proud Trash Bash in April. Mr. Lyons stated that Walker County Proud will pay the first $3,000 of the disposal costs and requested that the City and County split the overage. Councilmember James made a motion to approve the request to split he costs of the Trash Bash over $3,000 with Walker County up to $1,500, and Councilmember Davis seconded the motion. The motion passed unanimously. CONSIDER ORDINANCE 98 -03 -31.1 DECLARING EACH UNOPPOSED CANDIDATE ELECTED TO OFFICE AND ORDERING THE MAY 1998 ELECTION NOT BE HELD - Councilmember Rex made a motion to approve Ordinance 98 -03 -31.1 declaring each unopposed candidate elected to office and ordering the Mav 1998 election not be held. and Councilmember Lange seconded the motion. The motion passed unanimously. ii CITY COUNCIL MEETING OF MARCH 31, 1998 BOOK "S" CONSIDER ORDINANCE 98 -03 -31.2 CLAIM AND DELIVERY CERTIFICATE OF OBLIGATION OR ALTERNATE FUNDING FOR A CHIPSPREADER 137 (American Bank Houston - 5.08 % /R. B. Everett - $118,950) Councilmember Davis made a motion to approve Ordinance 98 -03 -312 claim and delivery certificate of obligation for a chiospreader, and Councilmember Rex seconded the motion. The motion passed unanimously. PRESENTATION BY KLOTZ AND ASSOC. OF PRELIMINARY PLANS, OPTIONS AND COST ESTIMATES TO PROVIDE DIRECTION FOR THE FORMULATION OF FINAL PLANS FOR (A) SECOND ENTRANCE TO ELKINS LAKE; AND (B) PROPOSED ARTERIAL STREETS PARALLELING IH45 BETWEEN EXITS 116 AND 112 (A) Representatives from Klotz and Associates stated that in light of the urban arterial route study, they have identified three alternatives to a second entrance to Elkins Lake. They are: 1) connecting the west side of the Elkins Lake subdivision at Broadmoor Drive with the proposed urban arterial; 2) extending Brook Hollow Drive on the north side of the subdivision to the proposed urban arterial; and 3) extending River Oaks east of the subdivision to the proposed urban arterial. These three alternates were evaluated on the following criteria: emergency vehicle access; residential traffic and circulation patters/impact to present internal subdivision traffic; existing pavement conditions; impact of the urban arterial study; conversion of the IH -45 frontage roads to one -way operations; and estimated constructions costs. Alternate 3 was identified as the best alternative under this criteria. The preliminary construction estimate for this alternate at $1,003,460. This includes $662,000 for partial (1100') urban arterial; $144,000 for Elkins 2 "^ entrance (800'); $84,260 for survey, design and testing; and $153,200 as 20% contingency. (B) Representatives from Klotz and Associates stated that they identified two alignment alternates for the urban arterial route and evaluated both alternates on the basis of cost, cwnstructability, land use, mobility and traffic operations. Construction costs for the two alternates are: The three proposedtypical sections of roadway are 1) rural section continuous left turn lane, urban section continuous left turn lane, and urban section raised median. Cost estimates are based on urban section continuous left turn lane. I' CITY COUNCIL MEETING OF MARCH 31, 1998 BOOK "S" 138 Alternate 1, while longer than Alternate 2, traverses terrain which is more suitable for a major urban arterial. Alternate 1 requires less earthwork and causes less impact to existing development in the Tall Timbers area. Ii One of the driving factors for this project is the decision by TxDOT to change the existing IH -45 frontage roads from two -way to one -way operat ions. This will greatly affect the population living south of the hospital and west of the freeway. Alternate 1, including' the pmposed connector roads, better serves the residents of both the Elkins Lake and Spring Lake subdivisions by providing quicker access than Alternate 2. Currently, a Inge volume of traffic is generated at the intersections involving SH 30 and the IH -45 frontage roads. Traffic generators in the area include Wal -Mart and the West Hills Mall. Development in the area, including the new post office, will only congest the area further. The majority of the residents on the west side of the interstate could reach the major traffic generators in this area more directly with Alternate 1. To proceed with the schematic development phase of the urban arterial route study, Klotz Associates will need input from the Council as to its preferences. Two selections are required: 1) selection of an arterial route; and 2) selection of a typical section. After discussion motions were made. Councilmember Lange made a motion to continue the schematic development phase using Alternate 1, and Councilmember Davis seconded the motion. All were in favor and the motion passed unanimously Councilmember Lange made a motion to continue the schematic development phase using urban section /raised median type roadway, and Councilmember Rex seconded the motion. The motion passed unanimously. CONSIDER BIDS 1. Bid 98 -9, annual tire contract, to Gray's Wholesale in the estimated amount of $52,164.20. , Councilmember Davis made a motion to approve Bid 98 -9 annual tire contract to Grav's Wholesale in the estimated amount of $52.164.20, and Councilmember Howard seconded the motion. The motion passed unanimously. 2. Bid 98 -10, radio units, to Eastex Communications in the amount of $12,766. Staff recommended accepting the Eastex Communications bid in the amount of $12,766, $63.40 more than the low bidder. Eastex has the maintenance contract for all City radios and their office is located in Huntsville. The warranty for these particular radios provide that any defective radio would need to be sent back to the factory for repair. Eastex Communications has stated that if awarded the bid, their service techs will perform all minor warranty work, and if major work is required they will remove the radio and install a spare while the defective one is shipped to the factory. This will provide uninterrupted communication for the emergency vehicles and personnel. If Council does accept the low bid from Bearcom, the City will have to pay Eastex to remove the radio, pay for shipping of the radio the factory and wait for the radio to return. ij Councilmembers asked about the law concerning low bid. Mr. Bounds stated that the City may accept the bid that is in the best interest of the City. It is clear that the bid from Eastex would create the least disruption of service for emergency vehicles. Councilmember James made a motion to approve Bid 98 -10. radio units. to Eastex Communications in the amount of $11766 and Councilmember Howard seconded the motion. All were in favor except Councilmember Matthews. The motion passed 8 -1. CONSIDER AWARD OF CONSTRUCTION OF TWO 30'X 40' MAINTENANCE BUILDINGS AT THE N. B. DAVIDSON WWTP IN THE AMOUNT OF $58,000 TO J & M CONTRACTING Mr. Wilder stated that in the CIP budget, $300,000 was approved for modifications of the aeration equipment at the N. B. Davidson Plant ($214,000), construction of two 30' x 40' maintenance buildings ($50,000), and SCADA system modifications at the two wastewater treatment plants ($36,000). The bid for the construction of two maintenance buildings have come in at $58,000 ($29,000 each). Staff recommends accepting the bid from J & M Contracting in the amount of $58,000. The overrun will be absorbed by staff performing inspection of the aeration equipment for the project. Councilmember Rex made a motion to approve the award of bid in the amount of $58,000 to J & M Contracting for the construction of two maintenance buildings at the N. B. Davidson W WTP. and Councilmember Matthews seconded the motion. The motion passed unanimously. CITY COUNCIL MEETING OF MARCH 31, 1998 BOOK "S" CONSIDER REQUEST FOR ADDITIONAL FUNDING OF $19,000 FROM THE SANITATION RESERVE FOR FUTURE ALLOCATION FOR DEMOLITION EXPENSES 139 Councilmember Luning made a motion to approve the request for funding of $19.000 from the sanitation reserve for demolition expenses and Councilmember Davis seconded the motion. The motion passed unanimously. CONSIDER APPROVAL OF UTILITY EXTENSION REQUEST AT HIGHWAY 75 NORTH AND 16m STREET IN AN AMOUNT OF $13,197.25 (CITY PORTION) Councilmember Lotting made a motion to approve the utility extension request at Highwav 75 North and ICP Street in an amount of $13,197.25 (City portion), and Councilmember Lange seconded the motion. The motion passed unanimously. CONSIDER ADDITIONAL FUNDS RI THE AMOUNT OF $8,333 TO BE TRANSFERRED FROM THE UNALLOCATED CIP RESERVE IN CONNECTION WITH THE 12" WATER LINE PROJECT ON FM 2821 Mr. Wilder stated that the construction of the 12" water line project on FM 2821 has been under consideration for some time. One of the participants (Ron Bruno, Parker County Youth Emergency Shelter) has indicated that he is unable to provide his pledged participation at this time ($10,000 for the 12" water line and up to $10,000 for the 8" water line crossing FM 2821). A meeting was held with City, County and TDCJ officials. It was agreed that the $10,000 Mr. Bruno pledged for the FM 2821 water line would be absorbed equally between the City, County and TDCJ ($3,333 each), and the $10,000 pledged for the 8" water line crossing would be absorbed equally by the City and County ($5,000 each). If and when Mr. Bruno builds his facility at this location, he would be required to repay the $20,000. Commissioner's Court approved this participation agreement at their meeting on March 16. Staff is recommending that City Council approve the request for additional funds in the amount of $8,333 to be transferred from the unallocated CIP reserve for the construction of the 12" water line project on FM 2821. Councilmember James made amotion to approve the addition of $8,333 to be transferred from the CIP unallocated reserve for the 12" waterline project on FM 2821 and Councilmember Rex seconded the motion All were in favor except Councilmember Matthews. The motion passed 8 -1. Mayor Green stated that this item is in MAYOR'S ACTIVITY REPORT and no recommendations have been made. 2. Consider contracts with TENASKA and TRA to provide water service to an electrical generation station in Grimes County. Mayor Green stated that the City is in the negotiation phase with TENASKA and TRA and will keep City Council updated on its progress. 3. Consider approval of a 4 -way stop installation on the east feeder road at the Smither overpass. Mr. Pipes stated that the Texas Department of Transportation is requesting the City's approval of a 4 -way stop installation on the east feeder road at the Smither overpass. This is a preliminary action before this intersection is signalized in the future. Councilmember Davis made a motion to approve a 4 -way stop installation on the east feeder road at the Smither overpass, and Councilmember Lange seconded the motion. The motion passed unanimously. 4. Mayor Green stated that U. S. Congressman Jim Turner will hold a town meeting on Monday, April 6, 1998, at 1 1:30 a.m. at the Courthouse gazebo. 5. Mayor Green reminded Councilmembers of the TML Spring Meeting in Houston on Thursday, April 2, 1998. 6. Mayor Green stated that the City had received from a Pleasant Gray descendant, the family bible and other documents from the mid 1850's. Councilmember Lange asked that a letter be drafted to the descendant for all Councilmembers to sign thanking her for the documents. COUNCILMEMBER ACTION Municipal Treasurers' Association. Councilmember Davis commended Patricia Allen and the Finance Department on the receipt of the Municipal Treasurers' Association's Investment Policy Certification. Texas Municipal League. Councilmember James stated that she had been appointed to a TML Committee and would be traveling to Austin on Friday the W. j l Ii �I ii CITY COUNCIL MEETING OF MARCH 31, 199% BOOK "S" 140 Sexual Abuse Awareness Month. Councilmember James stated that April is Sexual Abuse Awareness Month and there would be a program at the Courthouse on April 6ih. She invited all Councilmembers to come - they are trying to get enough people to completely circle the Courthouse. Downtown Wall at 11 " Street and Sam Houston Avenue. Councilmember James stated that she feels the sculptural wall planned for this corner is too tall. After discussion, the consensus of Council was that the wall was the proper height. President Bush Visit. Councilmember Howard commended Mr. Pipes and staff on a job well done in the visit of President Bush on March 10'". All the Councilmembers expressed their thanks for a well planned visit. Fair Housing Month. Councilmember Rex stated that April is Fair Housing Month. Bearkat Attack. Councilmember Rex thanked SHSU students on their beautification program of our community. Election. Councilmember Martinez congratulated the at -large Councilmembers on being elected to office without an election. None. MEDIA INQUIRIES ADJOURNMENT Danna Welter, City Secretary