MIN CC 04/02/2002CITY COUNCIL MEETING OF APRIL 2 2002 _ BOOKS __. 383 _ r - - - --
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 2ND DAY OF APRIL, 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. !i
The Council met in a regular session with the following members present:
COUNCILMEMBERS: OFFICERS:L�
William B. Green, Mayor Vance Howard Paul [sham, City Attorney
.j Gary Crawford David Martinez
Ralph A. Davis, Jr. Marjorie Rex Stephanie Brim, Deputy City Secretary
'i Mark Erb Steed Smith
John Escobedo
i ABSENT: Bob Hart, City Manager, Danna Welter, City Secretary
CALL TO ORDER [5:15 p.m.]
-i Mayor Green called the meeting to order.
INVOCATION
Invocation by Rev. James Eagleton, Friendship Baptist Church.
PUBLIC COMMENTS
1. Linda Bone,H.I.S.D. Mayor Green read Proclamation 2002-07, proclaiming April 7-13, 2002, Week of the Young Child.
2. Accept the Huntsville YMCA contract for the summer 2002 aquatic program at a cost not to exceed $10,500.00 from
Parks and Recreation budgeted funds.
The City has contracted with the YMCA to administer the aquatics program since 1997. Each day, 200 -300 persons
will participate during public swim time, with totals varying in the swim classes. From 1997 to 2001, 322 students attended
swim classes (1997 - 37; 1998 - 51; 1999 - 23; 2000 - 53; 2001 - 158). The Parks and Recreation Advisory Board has
reviewed the contract and recommends that Council renew the YMCA 2002 swimming pool contract.
a cost not to exceed $10,500.00 from Parks and Recreation budgeted funds: and UOunCllmember Howard seconaea the
motion The motion passed 8 -1 with Councilmember Escobedo voting against.
' 3. Update the current Code of Ordinances by amending Section 1, Title 3, Part 3.04.02 "Contracts Approved by Council"
to read "All contracts for expenditures involving twenty-five thousand dollars ($25,000.00) or more must be expressly
approved in advance by the City Council ".
The Texas Legislature amended the Texas Local Government Code to increase the amount of contract requiring a '!
competitive bid from $15,000.00 to $25,000.00. This has been amended and approved by Council in the City Purchasing
Manual. This serves as a request to amend the City Code of Ordinances.
Councilmember Rex made a motion to update the current Code of Ordinances by amending Section 1, Title 3, Part
CONSENTAGENDA
1.
Consider and approve minutes of the March 5 and 19, 2002, Council meetings.
2.
Accept the Huntsville YMCA contract for the summer 2002 aquatic program at a cost not to exceed $10,500.00 from
Parks and Recreation budgeted funds.
3.
Update the current Code of Ordinances by amending Section 1, Title 3, Part 3.04.02 "Contracts Approved by Council"
to read "All contracts for expenditures involving twenty -five thousand dollars ($25,000.00) or more must be expressly
approved in advance by the City Council ".
4.
Modify the terms of the existing easement granted by the Heath Branch Fishing Club (Club Lake) for the Mc Donald
Creek interceptor line to incorporate (1) adding an additional ten (10) years to the agreement to maintain the Club Lake
road in a travelable condition and; (2) agreeing to mow the spillway area at least twice a year.
5.
Accept the bid from Sherwin Williams for floor covering for the police department in the amount of $17,323.00 to be
funded from budgeted funds.
6.
Authorize the City Manager to approve the change order in the amount of $151,077.50 to Duininck Brothers Inc. for the
construction of the Raven Nest Golf Course Clubhouse parking lot and dirt work around the clubhouse.
7.
Approve the Joint Election Agreement between the City of Huntsville, Huntsville Independent School District and the
„
Walker County Hospital District for the election on May 4, 2002.
2. Accept the Huntsville YMCA contract for the summer 2002 aquatic program at a cost not to exceed $10,500.00 from
Parks and Recreation budgeted funds.
The City has contracted with the YMCA to administer the aquatics program since 1997. Each day, 200 -300 persons
will participate during public swim time, with totals varying in the swim classes. From 1997 to 2001, 322 students attended
swim classes (1997 - 37; 1998 - 51; 1999 - 23; 2000 - 53; 2001 - 158). The Parks and Recreation Advisory Board has
reviewed the contract and recommends that Council renew the YMCA 2002 swimming pool contract.
a cost not to exceed $10,500.00 from Parks and Recreation budgeted funds: and UOunCllmember Howard seconaea the
motion The motion passed 8 -1 with Councilmember Escobedo voting against.
' 3. Update the current Code of Ordinances by amending Section 1, Title 3, Part 3.04.02 "Contracts Approved by Council"
to read "All contracts for expenditures involving twenty-five thousand dollars ($25,000.00) or more must be expressly
approved in advance by the City Council ".
The Texas Legislature amended the Texas Local Government Code to increase the amount of contract requiring a '!
competitive bid from $15,000.00 to $25,000.00. This has been amended and approved by Council in the City Purchasing
Manual. This serves as a request to amend the City Code of Ordinances.
Councilmember Rex made a motion to update the current Code of Ordinances by amending Section 1, Title 3, Part
CITY COUNCIL MEETING OF APRIL 2, 2002 BOOK "S" 384
6. Authorize the City Manager to approve the change order in the amount of $151,077.50 to Duininck Brothers Inc. for the
construction of the Raven Nest Golf Course Clubhouse parking lot and dirt work around the clubhouse.
This item was originally in with the proposed Raven Nest clubhouse and building bid. With the re -bid process schedule
and the proposed schedule of construction around this area, this change order will expedite the completion and should ease
the availability of crowded space of both Duininck Brothers, Inc. and the proposed clubhouse construction contractor.
STATUTORY AGENDA
1. Approve the budget increase of $16,318.00 to the FY 01 -02 budget for participation in purchase of dispatch consoles
and furnishing for the Walker County Public Safety Communications Center.
The City and County jointly fund the Walker County Public Safety Communications Center. In the FY 01 -02 budget,
funds in the amount of $116,000.00 were included for the City's share of capital purchases for the center. At its March 7,
2002 meeting, the Executive Board awarded a contract to Motorola for purchase of equipment in the amount of $232,864.12.
The Board has also reviewed needs for furnishing at the center. Quotations have been received for two vendors. The
board will review an interlocal agreement for the purchase of furnishings for the Center at its next meeting. The City's share
of the furnishings will be $15,885.25. A budget adjustment of $16,318.00 to fund the balance of City's share of console
($432.12) and $15,885.25 for one -half the cost of furnishing the dispatch center is proposed. Funds are available from
monies unspent for dispatch in the prior year recently returned to the City.
Councilmember Howard made a motion to approve the budget increase of $16,318.00 to the FY 01 -02 budget for
participation in purchase of dispatch consoles and furnishing for the Walker County Public Safety Communications Center-
and Councilmember Erb seconded the motion. The motion passed unanimously.
2. Approve the Amendment to the Memorandum of Lease with the Robert A. Josey Lodge, Inc.
The City of Huntsville and the Robert A. Josey Lodge, Inc. entered into an agreement on March 25, 1975, to provide
the City with the opportunity to make long -range plans for the development of Parks and Recreation Programs. The term
of the lease shall be for a period of five (5) years commencing January 1, 2000, and terminating December 31, 2004. The
City agrees to pay an annual rental fee of $3,250.00, on or before January 1 of each year.
Councilmember Erb made a motion to approve the Amendment to the Memorandum of Lease with the Robert A. Josev
Lodge. Inc.; and Councilmember Rex seconded the motion. The motion passed unanimously.
3. Approve the Contract for Services between the City of Huntsville and Huntsville's Promise , Inc. for services with regard
to the TIF grant.
The City applied for and received a $461,115.00 grant from the Telecommunications Infrastructure Fund ("TIF ") Board
to develop and implement a community network in Huntsville. Huntsville's Promise, Inc. is a Texas non- profit corporation
with a 501(c)(3) tax - exempt designation from the Internal Revenue Service. Huntsville's Promise, Inc. was formed, in part,
to assist in developing the healthy communities initiative in Huntsville. The grant application submitted to the TIF Board
anticipated that Huntsville's Promise would provide certain services in connection with the grant.
These services include assuming ownership and operation of the network beyond the grant period (a grant requirement),
and for personal services (again a grant prohibition against the City utilizing existing staff for these services or if a new city
employee, a prohibition against paying more than the city match).
The Contract for Services with Huntsville's Promise is for $155,000.00 of which $140,000.00 will be reimbursed from
the grant and $15,000.00 will be a portion of the City's matching share for the grant. The total match for the grant being
provided by the City is $46,112.00. Pursuant to the contract, Huntsville's Promise will provide (1) project
design /management, (2) training coordination, (3) volunteer /outreach services, and (4) training. The contract is for a 12-
month period beginning April 1, 2002.
Councilmember Crawford made a motion to approve the Contract for Services between the City of Huntsville and
Huntsville's Promise, Inc. for services with regard to the TIF grant and Councilmember Howard seconded the motion. The
motion passed 8 -0 with Councilmember Escobedo abstaining due to his position as a Board Member for Huntsville's
Promise.
4. Presentation of Economic Development promotional CD program by Jennifer Sheppard, Economic Development, and
Barry Conner, Planning and Development, with an introduction by J. D. Schindler, Director of Economic Development.
CITY COUNCIL MEETING OF APRIL 2 2002 _ BOOKS _ _ 385
MAYORICITY MANAGER ACTIVITY REPORT
1. Program /Project Status:
a. Mayor Green asked Councilmembers and staff to note the following events /dates:
1) Reception following the April 16 Council meeting in recognition of the retirement of Councilmembers Rex and
Martinez; and
2) May 10 and 11 budget planning sessions; and
3) TML Regional Meeting on Thursday, April 25; please RSVP to Stephanie Brim.
b. Litter removal is still being addressed by the City. Superintendents Matt Lumpkins, Cindy Blaylock, Theo
Whiteside and Phillip Burnett have been working together to formulate a strategy, including interdepartmental trash
pick -up days the first Wednesday of each month, and handing out trash bags and accepting trash picked up from
City right -of -ways at no cost. Councilmember Davis stated that the staff should be commended for their efforts
to keep the City clean.
c. Veteran's Memorial Parkway, south side, should be completed and open within the next 30 -45 days.
Councilmember Smith asked how could a signal light be put in at the intersection at 1374 and Veteran's Memorial
Parkway. Mayor Green reiterated that we should be working with TxDOT as much as possible to get signal ization
in place there. Mr. Tom Wager, Planning and Development, stated that TxDOT is working on traffic counts on the
new portion of the arterial.
d. Raven Nest Golf Course is on schedule. Sprigging should start within the next week; well water is being pumped
to fill the water hazards, and all pipes and lines have been located.
e. Councilmember Smith asked what the City's portion of Dawson Lake is and what the City's liability is regarding
that lake.
f. City Manager Bob Hart, City Secretary Danna Welter and City Engineer Glenn Isbell left early this morning for New
Amsterdam, Guyana for 10 days as part of the USAID /ICMA Resource Cities Partnership.
2. Future Events:
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
MEDIA INQUIRIES
1. Mark Passwaters of the Huntsville Item commented that there will be a community -wide, volunteer effort spearheaded
by Mac Woodward and James Patton to clean up the Oakwood Cemetery scheduled for Saturday, April 13, and invited
all City staff and Councilmembers to participate.
ADJOURNMENT [6:15 p.m.]
Danna Welter, City Secretary