MIN CC 03/19/2002CITY COUNCIL MEETING OF MARCH 19 2002 BOOK "S — 379 -- --
,{ MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 19TH DAY OF MARCH, 2002, IN THE CITY `
i HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:15 P.M.
The Council met in a regular session with the following members present:
COUNCILMEMBERS: OFFICERS:
William B. Green, Mayor
Vance Howard Bob Hart, City Manager
Gary Crawford
David Martinez Paul Isham, City Attorney
Ralph A. Davis, Jr.
Marjorie Rex Danna Welter, City Secretary
John Escobedo
Steed Smith
ABSENT: Mark Erb
FINANCE COMMITTEE MEETING [4:30 -5:00 p.m.]
The Finance Committee met to discuss results of the FY 2000 -01 financial audit prepared by Kenneth Davis, C.P.A.
PERSONNEL COMMITTEE MEETING [4:30 -5:10 p.m.]
The Personnel Committee met to discuss the proposal for the Compensation and Classification Study as reviewed by the
Leadership Team and Employee Steering Committee.
CALL TO ORDER [5:15 p.m.]
Mayor Green called the meeting to order.
INVOCATION
Invocation by Bob Hart, City Manager.
PUBLIC COMMENTS
1. Stan Foley, Entergy. Mr. Foley invited the Council and city staff to attend a meeting and complimentary breakfast with
Entergy President Joe Domino on Wednesday, March 27, 8:00am, at Golden Corral.
2. Charles Smither, Jr. Mr. Smither pointed out that the proposed resolution regarding distribution of printed material at
City Hall did not include certain organizations, including the Chamber of Commerce.
3. John Strickland. Mr. Strickland suggested to the City Council that planning for preparations for the July 4 celebrations
begin earlier this year than in the past.
CONSENT AGENDA
1. Amend the agreement between the City of Huntsville and Erwin & Virginia Ernst for the lease of the parking lot at the
corner of 12' Street and Avenue M by adding the proposed tax provision in line 4.
2. Reject the bids received for Raven Nest Golf Course Structures and re -bid.
3. Reject the bid received for floor covering for the police department renovations and re -bid.
4. Approve Resolution No. 2002 -03 -19.1 Adopting a Policy For the Placement and Distribution of Printed Material at City
Facilities.
5. Authorize the City Manager to enter into the agreements with Pinel, L.P., Joe Miller and The Huntsville Item for the
improvement and lease of parking areas for the future Wynne Home Arts Center.
6. Authorize the City Manager to enter into an agreement with McGrath Consulting for the development of a
compensationlclassification plan, fringe benefit study and performance evaluation system study at a cost notto exceed
$58,000 to be funded from budgeted funds ($35,000) and City Council special projects ($23,000).
2. Reject the bids received for Raven Nest Golf Course Structures and re -bid.
This phase of the golf course project includes the construction of the Raven Nest Clubhouse, cart storage shed,
maintenance building, pavilion and rest room facility. The architect for this construction phase is Tri -Bar Designs of Dallas,
Texas.
Two bids were received for the project. Both bids exceeded the estimated budgeted amount for this phase of the
project. It is staffs recommendation to reject the bids received and re -bid.
Councilmember Davis made a motion to reject the bids received for Raven Nest Golf Course Structures and re -bid;
and Councilmember Rex seconded the motion. The motion passed unanimously.
4. Approve Resolution No. 2002 -03 -19.1 Adopting a Policy for the Placement and Distribution of Printed Material at City
Facilities.
As a result of numerous entities and persons leaving various printed material at City Hall and other City facilities for
distribution to the general public and in order to reduce visual blight and protect the aesthetics and values of the City's
CITY COUNCIL MEETING OF MARCH
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380
facilities, it is recommended that the City Council adopt a policy concerning the placement and distribution of printed material,
including newspapers and news and advertising periodicals, at the various City facilities. The proposed policy would require
newspapers and news and advertising periodicals to be placed in enclosed news racks outside the main entrances to those
City facilities that are normally accessible to the general public. Only printed material produced, printed by, sponsored or
partially sponsored by the City, Walker County, HISD, SHSU, an agency of the State of Texas, an agency of the federal
government, or a tax - exempt nonprofit corporation could be placed for distribution within a City facility at a location or !.
locations designated by the City Manager or his /her designee. Staff recommends adoption of the policy.
Mayor Green asked that the Chamber of Commerce be added to the list of agencies approved to display materials in
City Hall.
Councilmember Rex made a motion to approve Resolution No 2002-03-19.1 Adopting a Policy for the Placement and
Distribution of Printed Material at City Facilities adding the Chamber of Commerce to the list of agencies; and
Councilmember Martinez seconded the motion. The motion passed unanimously.
5. Authorize the City Manager to enter into the agreements with Pinel, L.P., Joe Miller and The Huntsville Item for the
improvement and lease of parking areas for the future Wynne Home Arts Center.
The number of required parking spaces for the future Wynne Home Arts Center is 21 spaces. Two to four spaces will
be provided on the Wynne Home grounds, leaving the need for 19 additional spaces. The proposed leases with Pinel, L.P.
and Joe Miller will provide for the additional Wynne Home parking required by the City code. The agreement with The
Huntsville Item will provide for additional spaces and improvements compatible with the development of the Wynne Home.
6. Authorize the City Manager to enter into an agreement with McGrath Consulting for the development of a
compensation /classification plan, fringe benefit study and performance evaluation system study at a cost not to exceed
$58,000 to be funded from budgeted funds ($35,000) and City Council special projects ($23,000).
The Organization and Staff Development Department sent out request for proposals (RFPs) for the development of a ,
classification /compensation system, fringe benefit study and performance evaluation system to seventeen vendors on
January 11, 2002. Seven proposals were received. The Leadership Team (Department Directors and Charter Officers)
and an Employee Steering Committee (fourteen employees selected from a general representative of the demographics of
the employees' population) met and narrowed the field to three firms. The costs for these three are as follows:
McGrath Consulting - $57,664
Bennett & Associates - $82,412
Ray Associates - $57,116
On March 6, the Leadership Team and the Steering Committee interviewed the three firms. Although the firm has only
been established for approximately two years, the group, by a large consensus, felt it was the best "fit" for the City of
Huntsville and its employees. The group connected well with the consultant and was impressed with her views on
incorporating our Vision, Mission and Values into the process.
This process, unlike the last study conducted in July 1996, will be inclusive of every employee in at least two meetings
— one to explain the process at the beginning and one to discuss the findings. It is anticipated that this will allow the '..
employees to have "ownership" in the process, thereby eliminating much of the negativity from the 1996 study.
STATUTORY AGENDA
1. Final report on results of the FY 2000 -01 annual financial audit prepared and presented by Kenneth Davis, C.P.A.
Councilmember Howard made a motion to accept the final results and report of FY 200 -01 financial audit; and
Councilmember Smith seconded the motion. The motion passed unanimously.
2. Approve the revised Agreement with Oakwood Cemetery Association for the City to receive the assets of the Cemetery �'..
and assume the ownership, repair, and maintenance of the Cemetery, and authorize the City Manager to execute the S.
same on behalf of the City.
On October 9, 2001, the City Council approved a draft of an agreement with Oakwood Cemetery Association for the
City to receive the assets of the cemetery and assume the responsibility of operating and maintaining the cemetery. Since
that time the City and Cemetery have been addressing the issue of how the transfer of the assets can be accomplished !,
under Texas law. It has been determined that the best way to transfer the assets is pursuant to court approval under
provisions of the Texas Non Profit Corporation Act. The agreement between the cemetery association and City has been;
revised to reflect that the transfer will occur pursuant to court order.
Other changes in the Agreement from the one originally approved by the City Council are:
1. Specifically require that the City will not invade (use) the corpus of the $350,000.00 endowment;
CITY COUNCIL MEETING OF MARCH 19 2002 HOOK "S _ 381
2. Provide for a four -year general liability policy to cover acts of the cemetery prior to the transfer (previous
requirement was one - year);
3. Remove provision requiring the cemetery association to indemnify and hold the City harmless from acts that
occurred prior to the transfer and require the City to indemnify the association and its directors (presumably the
four -year insurance policy would cover any claims or lawsuits filed against the cemetery for acts that occurred prior
to the City's assumption of the operation and maintenance of the cemetery);
4. Remove the language concerning reconstituting the Board of the cemetery association and requiring that the City
appoint a cemetery advisory board; and
5. Make the effective date for the transfer and conveyance of the assets from the cemetery to the City as 60 days
after the date that the court order transferring the assets becomes final and unappealable (90 days after the judge
signs the order).
3. Authorize the City Manager to enter into a Personal Services Contract with JBS Associates, Inc. of Houston, Texas for
a Comprehensive Water Distribution System Audit in the amount of $37,500.00 to be funded from Water System
Improvement funds.
Infrastructure or Asset Management has become an important expression in the water industry just within the past
decade. Many entities, including the City of Huntsville, are restructuring their organizations around the concept of "Total
Asset Management" - the inventory and life cycle analysis of all assets associated with the delivery of public services.
A comprehensive water distribution system audit is the initial step in the process of "Total Asset Management" of a
public water system. JBS Associates, Inc. of Houston, Texas, provides a fee -based service specifically designed to help
client water utility systems reduce unaccounted -for water and revenue losses and more cost - effectively manage their
metering systems. JBS states that as a result of their recommendations, water utilities are able to move from a re- active
to a pro- active mode. JBS also makes the claim that a water utility will, at a minimum, recover the cost of the water audit
after incorporating the recommendations of their water audit report.
unanimously.
MAYORlCITY MANAGER ACTIVITY REPORT
Program /Project Status Updates by City Manager Bob Hart:
a. In a concentrated effort to clean up the excessive litter around Huntsville, 1.8 tons of litter has been picked up by
Public Works personnel in the last month. Efforts will continue to keep the City clean.
b. Grants statuses:
1) We do not expect to receive the grant for the affordable housing project.
2) The Texas Department of Transportation sidewalk project to link sidewalks between the University and the
downtown area also has not been funded.
3) We have received notification of being awarded a $466,000.00 grant for the community network system.
4) The Main Street Program has a pending $150,000.00 grant for improvements to the downtown area that we
should hear about the first week of April.
5) The Main Street Program has also secured a $3,000.00 grant for renovations to the Masonic Lodge through
the State Historical Commission.
c. Regarding various citizen comments about the City's role in raising the flag at Oakwood Cemetery for Sam
Houston's birthday celebration, the City's crews are not responsible for that task as of yet. Mr. Hart is unsure as
to who is responsible for the flag at Oakwood Cemetery.
d. The South Arterial's sidewalks are complete and there is still some minor fence work to be done, but generally the
work is on schedule.
e. The City's second signal light has been operational since March 14, 2002.
f. Mayor asked about the status of a grant submitted to the Meadows Foundation for the Wynne Home. Mr. Hart
stated the application would be submitted in the next week. The Mayor also asked about the status of the
Westridge subdivision sewer project and the lawsuit. Mr. Isham answered that the lawsuit has been filed but is
on hold until after the primary election
g. The Montgomery Road project is complete, but the final payment estimate will be processed in the next two weeks.
h. The Old Colony Sewer project is still in the design process. Contact has been made with a property owner for
acquisition of a lot for a lift station site. Heirs are involved, but Councilmember Crawford commended the City's
efforts in that area.
CITY COUNCIL MEETING OF MARCH 19, 2002 BOOK "S"
2. Future Events:
March 20 — Last day to submit an application for an At -Large Councilmember, Places 1 -4
April 2 — City Council Meeting
April 16— City Council Meeting
April 17 — Early voting begins at City Hall and HISD Administration
April 30 — Early voting ends
May 4 — Election Day
May 7 — City Council Meeting
May 10 — City Council Planning Session
May 11 — City Council Planning Session
May 21 — City Council Meeting
Mayor Green asked that Councilmembers and staff pay particular attention to the May 10 and 11
planning sessions. j
MEDIA INQUIRIES
Mark Passwaters of the Huntsville Item asked about the time frame on when the suit may be filed by the Oakwood
Cemetery Association. Mr. [sham stated that he hoped within a week to ten days, but it is totally in the Cemetery
Association's control. Mr. Passwaters also asked when the agreement is finalized, there seems to be some'gray area'
on when the dissolution is agreed to and when the City takes control. Would the Association be responsible for upkeep
for that interim period or would the City? Mr. Isham stated that the agreement is clear in that the City takes possession
and assumes responsibility for the Cemetery 60 days after the judgment becomes final. Until that date, the Cemetery
Association has the responsibility for operating and maintaining the cemetery.
ADJOURNMENT [6:18 p.m.]
WORK SESSION [6:35 -7:45 p.m.]
City Council met with members of the Planning and Zoning Commission and Wilbur Smith and Associates to discuss the
master transportation plan.
1y, Dan Welter, City Secretary
I