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MIN CC 03/04/2003CITY COUNCIL MEETING OF MARCH 4 2003 BOOK T 17 -- MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 4TH DAY OF MARCH 2003, IN THE CITY III 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 John Escobedo Bob Hart, City Manager Jack Choate Vance Howard Paul Isham, City Attorney Ralph A. Davis, Jr. Judy Kayse Danna Welter, City Secretary Mark Erb Steed Smith ABSENT: Gary Crawford CALL TO ORDER [5:15 p.m.] Mayor Green called the meeting to order. PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION City Manager Bob Hart led the invocation. PUBLIC COMMENTS 1. Proclamation 2003 -05. Mayor Green read Proclamation 2003 -05, proclaiming Monday nights as Family Nights in Huntsville. The proclamation was accepted by Dr. David Prier, Huntsville's Promise Board of Directors Chairperson. 2. William Powell. Mr. Powell expressed his concern that the City of Huntsville should have a civic center or convention ' center to accommodate large groups of persons, such as the ones in Crockett and Caldwell. Mayor Green stated that the City has not stopped looking into this issue. 3. John Strickland. Mr. Strickland asked Council for details about a survey being conducted regarding election issues. Mayor Pro Tern Howard answered that Dr. Tamara Waggeners political science class was conducting a telephone survey, and were asking various questions regarding through City services. Mr. Hart stated that none of the questions on the survey are related to elections. 4. Mona Peck. Ms. Peck stated that a student from Channel 7 contacted her to ask questions about the election and other candidates. CONSENT AGENDA 1. Approve the minutes of February 18, 2003 City Council meeting. 2. Approve Amendment One to the Walker County Public Safety Communications Center Agreement. 3. Authorize the City Manager to execute the agreement with Huntsville Independent School District to administer and conduct the Huntsville Enrichment Activities Program (HEAP) during the 2003 summer season. 4. Authorize the City Manager to execute the contract with the Huntsville YMCA to administer and conduct all aquatic programs for the City of Huntsville at Kate Barr Ross Park facility during the 2003 summer season. 5. Authorize the purchase of two 12 -yard dump truck vehicles from Bryan Freightliner at an amount not to exceed $112,320.00 to be paid from the Capital Equipment Replacement Fund. 6. Approve the Final Reconciliation Change Order (No. 6) in the amount of an increase of $38,487.45 to be funded from Contingency Funds for Robinson Creek W WTP Project; and approve Resolution 2002 -03 -04.1, accepting the Robinson Creek Wastewater Treatment construction contract as complete. Councilmember Escobedo made a motion to approve the Consent Agenda with the exception of Items 3.4 and 5: and Councilmember Howard seconded the motion. The motion passed unanimously. 3. Authorize the City Manager to execute the agreement with Huntsville Independent School District to administer and conduct the Huntsville Enrichment Activities Program (HEAP) during the 2003 summer season. The City has contracted with HISD to administer the HEAP program since 1998. Team sports, dance, indoor games, music and tennis are just a few of the activities that will be available for the students to choose from. In1998— !.., 200 students participated in HEAP activities, 1999 — 250, 2000 — 326, 2001 — 398, 2002 — 394. HISD anticipates the participation of over 400 kids in this years program. Mr. John Fortner of Huntsville Independent School District explained the history of the program and described l some of the classes offered. He also stated that they would add to the form sent out to the public and private schools an explanation of the scholarships offered. Councilmember Escobedo asked that other publicity formats contain information about available scholarships. ': Councilmember Escobedo made a motion to authorize the City Managerto execute the agreementwith Huntsville Independent School District to administer and conductthe Huntsville Enrichment Activities Program (HEAP) during the 2003 summer season and Councilmember Choate seconded the motion. The motion passed unanimously. CITY COUNCIL MEETING OF MARCH 4, 2003 BOOK "T' 18 4. Authorize the City Manager to execute the contract with the Huntsville YMCA to administer and conduct all aquatic programs for the City of Huntsville at Kate Barr Ross Park facility during the 2003 summer season. The City has contracted with the YMCA to administer the aquatic's program since 1997. 200 -300 people will participate each day during public swim time, with totals varying in the swim classes. In 1997 -37 students took lessons, 1998 -51, 1999 -23, 2000 -53, and 2001 -158 students attended swim classes. YMCA Director Sandra Clifton described an overview of the programs provided. Scholarships are also available for the aquatics program as well as other sports programs. Councilmember asked thatthe availability of scholarships be made known to all participants and asked about extended hours for public swim time. Ms. Clifton replied that time was added to enhance available public swim time. Councilmember Escobedo made a motion to authorize the City Manager to execute the contract with the Huntsville YMCA to administer and conduct all aquatic programs for the City of Huntsville at Kate Barr Ross Park facility during the 2003 summer season: and Councilmember Choate seconded the motion. The motion oassed unanimously. 5. Authorize the purchase of two 12 -yard dump truck vehicles from Bryan Freightliner at an amount not to exceed $112,320.00 to be paid from the Capital Equipment Replacement Fund. Two 12 -yard dump truck vehicles were due for replacement in the fleet rolling stock; one with air conditioning and one without. Twelve bid packets were mailed and four bids were received for these items. The bid tabulation is as follows: Bryan Freightliner $56,360.00 (with a /c) $55,960.00 (without a /c) 1. Amarillo Truck Center $58,329.00 (with a /c) $57,849.00 (without a /c) Barrett Motor Co. $58,710.00 (with a /c) $58,017.00 (without a /c) Metro Ford $59,495.00 (with a /c) $58,495.00 (without a /c) Staff recommends purchasing one truck with air conditioning and one without air conditioning. One truck (street'; department)will be used primarily in the City limits, while the other (A.J. Brown Wastewater Treatment Plant) will travel',! extensively to and from Bryan (delivery of sludge and return with sand). These are replacement vehicles and the two that ii go off line will be auctioned in April. Councilmember Smith made a motion to authorize the purchase of two 12 -yard dump truck vehicles from Bryan'! Freightliner at an amount not to exceed $112.320.00 to be paid from the Capital Eguioment Replacement Fund: and ! Councilmember Kayse seconded the motion. The motion passed unanimously. STATUTORY AGENDA Approve Resolution 2003 -03 -04.2, declaring Council's assistance in supporting the passage of legislation to assist II counties meeting certain criteria with economic development grants. The staff has been working with a group of citizens and representatives from the Chamber of Commerce to draft legislation that would help cities and counties such as Huntsville and Walker County in doing business with state agencies and securing economic development grants. In particular, the proposed bill would specify that those counties with a government employee workforce greater than 45% as determined by the Texas Workforce Commission would not be ineligible for economic development related grants due solely to the unemployment rate. Generally, those counties that have a government employee workforce ". greater than 45% have an unemployment rate lower than the state and national averages because of the nature of the workforce. Grants are generally established to target those communities that have a greater unemployment rate. On the other hand, when cities seek to initiate economic development activities, they look toward the major employers within the community to help fund and contribute to the economic development efforts. In cases where the workforce is greater than 45% and the largest employers are governmental agencies (such as in Huntsville and Walker I I County) which cannot assist in the traditional way of promoting economic development. Hence, this bill is designed to allow those communities to step around the unemployment qualifying criteriaindoing business with state agencies and in competing for state grants. This is not a bill that would permanently help those counties, but rather, when the government workforce drops belowthe 45% threshold, that particular city or county would no longer be eligible for those preferences. Thus, this bill is more of helping hand to aid those communities in creating momentum in their economic development efforts. The proposed bill would benefit 16 counties across the state. Representative Lois Kolkhorst has indicated herwillingness to submit the bill on behalf of the community subject to a supporting resolution adopted by the City Council, Councilmember Smith seconded the motion. The motion passed unanimously. 1 E CITY COUNCIL MEETING OF MARCH 4, 2003 BOOK "T' 19 2. Approve Ordinance 2002 -03 -04.1, creating a Youth Advisory Board. Following the survey conducted bythe Search Institute with public school system students (HISD) in grades 7-12, the City co- sponsored a Vision to Action session. Coming out of this session, an indicated need was identified by the community that youth have the opportunity to become more involved in the discussion and resolution of issues and in the decision- making process. '! Huntsville's Promise has been working with a cross - section of citizens from the communityto request an ordinance be adopted to create a Youth Advisory Board. This Board's role would be as advocate on behalf of youth, and more importantly would be the instrument through which Youth Councils could be created. Various Councils could include a n Youth Council to workwith the City Council, one to work with the Parks and Recreation Advisory Board, one to work with it the Library Board, etc. The structure of the Board would be eleven members, seven of whom would be appointed bythe Mayor, and two of I'I the seven whom would be youth; one appointed by the President of the University, presumably a University official dealing with college youth issues; two appointed by the Huntsville ISO Board of Trustees; and one appointed by the Huntsville's Promise Board of Directors. Councilmember Choate thanked Dr. David Prier for his force in leading the Huntsville's Promise group. 3. Authorize the City Manager to enter into a five -year, $1 per year lease with Safety Town — Huntsville, Texas for the property described in Exhibit A of the attached lease agreement. Safety Town — Huntsville, Texas, is a local, non - profit, partnership initiative created to develop, operate and maintain a realistic child -sized town, designed to provide a complete hands -on safety education for children. The proposed development was presented to and supported by the Parks & Recreation Board. The proposed construction site is not dedicated City Park property, but is City propertywhich is not currently or anticipated to be used by the City in the foreseeable future. Chief Hank Eckhardt introduced a numberof persons on the committee and involved in the program. Officer Ken Foulch presented a brief production on Safety Town and its goals. Councilmember made a motion to authorize the City Manager to enter into a five -year. $1 Per year lease with 4. Approve Resolution 2002 -03 -04.3, extending the deadline for forwarding recommendations for amending the Development Code with regard to water and sewer variances in the extraterritorial jurisdiction to the City Council until July 15, 2003. City Council requested the Planning and Zoning Commission to re- examine the policies regarding the granting of variances for infrastructure improvements fordevelopments in the ETJ and submita recommendation by March 1, 2003. The Planning and Zoning Commission conducted several meeting and held a public hearing and believes that additional time is necessaryto receive proper inputfrom the community and adequately address the issue, and requests an extension of time until July 15, 2003. 5. Approve use of $61,000 to fund the construction of three wireless towers at the above referenced sites out of the remaining funds from the Robinson Creek Wastewater Treatment Plant project, contingent upon the approval of the Texas Water Development Board. Staff proposes to place a 180' guyed tower at the Robinson Creek W.W.T.P.; a 150' guyed toweratthe A.J. Brown W.W.T.P and a 180' guy -less tower al the N. B. Davidson W. W.T.P. Cost is estimated at $61,000 and is requested to be paid from the Robinson Creek Wastewater Treatment Plant Project, subject to Texas Water Development Board approval. These towers are necessary to complete the wireless project. Councilmember Erb made a motion to approve use of $61.000 to fund the construction of three wireless towers at MAYORICITY MANAGER ACTIVITY REPORT Mayor /City Manager/Councilmember Report. a. City Manager Bob Hart: the Trade Expo is approaching and encouraged the Council to attend; we received 10 proposals back and are in the process of interviewing 5 of those firms; the Raven Nest driving range opened yesterday, even though it was raining; we anticipate approval of the Main Street grant application for downtown area improvements in the next few days; the EDA grant has been submitted and we should heara final approval in the next two -three weeks. b. Mayor Bill Green: Houston - Galveston Area Council General Assembly invitations have been sent out; please respond to Danna if you have an interest in going. CITY COUNCIL MEETING OF MARCH 4, 2003 BOOK "T" 20 C. Councilmember Steed Smith: Houston - Galveston Area Council is made up of thirteen counties, with a budget of approximately $170 million annually, much of which is pass- through money. One of the HGAC is tasked with ensuring the money is going where needed and looking at projects. This past month the City of Huntsville submitted a grant for wastewater service along SH 75 South which was approved by HGAC and forwarded to the state for funding. Walker County also received grant monies for a project in the Crabbs Prairie area. 2. Future Events: March 4 5:15pm City Council Meeting March 7 -11 NLC Congressional Conference (Washington, D.C.) March 19 Last Day to Apply for a Place on the Ballot for the May 3 Election March 25 9:OOam Drawing for Order of Names on Ballot MEDIA INQUIRIES Mr. Sablatura of the Huntsville Observer asked if new projections and expenses for the golf course have been prepared for the Finance Committee. Mr. Hart responded that he hoped they would be available in the next two or three weeks. Mr. Sablatura asked if professional consultants were being utilized. Mr. Hart responded that most of the work was through the staff, and some financial assistance was being utilized as well through First Southwest. WORK SESSION [1:00 — 10:45 p.m.] City Council conducted a work session to discuss affordable housing strategies; governance policies related to beautification, trees, sidewalks, property rights, and liability exposure; and Council meeting procedures and policies. ADJOURNMENT [10:45 p.m.] Danna Welter, City Secretary I 5:15pm City Council Meeting April 5:15pm City Council Meeting April 16 8:OOam Early Voting Begins at City Hall and HISD Administration April 18 Good Friday (City offices closed); NO EARLY VOTING April 22 5:15pm City Council Meeting May 3 7:OOam- 7:OOpm City Officers Election May 5 Cinco de Mayo (City offices closed) May 6 5:15pm City Council Meeting; Canvass Election May 20 5:15pm City Council Meeting May 26 Memorial Day (City offices closed) June 3 5:15pm City Council Meeting June 5 5:00- 9:OOpm Council Budget Workshop June 6 9:OOam- 5:OOpm Council Budget Workshop June 7 8:OOam- 12:OOpm Council Budget Workshop June 17 5:15pm City Council Meeting June 19 Juneteenth (City offices closed) MEDIA INQUIRIES Mr. Sablatura of the Huntsville Observer asked if new projections and expenses for the golf course have been prepared for the Finance Committee. Mr. Hart responded that he hoped they would be available in the next two or three weeks. Mr. Sablatura asked if professional consultants were being utilized. Mr. Hart responded that most of the work was through the staff, and some financial assistance was being utilized as well through First Southwest. WORK SESSION [1:00 — 10:45 p.m.] City Council conducted a work session to discuss affordable housing strategies; governance policies related to beautification, trees, sidewalks, property rights, and liability exposure; and Council meeting procedures and policies. ADJOURNMENT [10:45 p.m.] Danna Welter, City Secretary I