MIN CC 05/20/2003CITY COUNCIL MEETING OF MAY 20, 2003 BOOK "T'
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MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 20TH DAY OF MAY, 2003, IN THE CITY 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:
Karl Davidson, Mayor Vance Howard Paul Isham, Acting City Manager
Jack Choate Judy Kayse Danna Welter, City Secretary
Mark Erb Steed Smith
John Escobedo Bob Tavenner
ABSENT: Gary Crawford
CALL TO ORDER [5:15 p.m.]
Mayor Davidson called the meeting to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Reverend Ken Huggins of Elkins Lake Baptist Church led the invocation.
PRESENTATIONS
Mayor Davidson read Proclamation 2003 -21, proclaiming May 20, 2003 as "Cabin on the Square Day'. The proclamation
was accepted by several members of the Cabin on the Square Association. Mayor Davidson also presented Nina Molitorwith
a certificate of appreciation for her efforts as outgoing President of the Cabin on the Square Association.
Mayor Davidson read Proclamation 2003 -22, proclaiming the week of May 18 -24, 2003 as "Public Works Week'. The
proclamation was accepted on behalf of the Public Works Department by Bill Daugette, Operations Superintendent. Mr.
Daugette briefly explained the role of Public Works, and invited Council to the Public Works Road -E -O on May 28.
Sue Hams and Annie Kelly made a brief presentation on the Keep Huntsville Beautiful grant application for $95,000 for
landscaping materials. They thanked City staff Cindy Blaylock, Jennifer Wilburn, Helen Belcher, Carrie Wells, Shawn Lewis,
Matt Lumpkins, David Zellar, Mark Leonard and other staff for their dedication, expertise and continued support of Keep
Huntsville Beautiful; Whitney Garrity, author of an anti -litter skit; and Jane Monday.
PUBLIC COMMENTS
1. Bill Nash. Mr. Nash spoke in support of the Wynne Home restoration project. He asked that the Council reaffirm their
commitment of $300,000 to the project, to assist in their efforts, namely with respect to other grant monies already
secured form other organizations.
2. Don Kraemer. Mr. Kraemer also spoke in support of the Wynne Home restoration project. He went in to further detail
about the current and future fund raising efforts, reiterating the concern of some organizations to not contribute to a
project if the City does not support it. Mr. Kraemer also requested that the Council place an action item on the next
agenda regarding the Wynne Home. Councilmember Choate asked that this item be placed on the agenda; Mayor
Davidson agreed, with a work session to clarify any issues.
3. Joyce Smith. Ms. Smith spoke in opposition to the club house, namely the food and beverage operations.
4. Merton Kinci. Mr. King spoke at length in opposition to the club house. He also provided pictures of club houses at two
nearby golf course club house /pro shops and described the photos in detail.
5. John Strickland. Mr. Strickland spoke in opposition to the Citys participation in the proposed PGM program.
6. Poncho Roberts. Mr. Roberts spoke in support of the Huntsville Parks and Recreation Master Plan on behalf of several
local organizations, especially with respect to a new aquatic center.
7. Joan Westerdahl. Ms. Westerdahl spoke in support of the Huntsville Parks and Recreation Master Plan on behalf of the
Huntsville Lakers, especially with respect to a new aquatic center, and invited the Council and audience to the Lakers'
next meet on May 31, 2003. She voiced her concern overthe possibility of a lapse in time between closing the current
pool and opening a new pool center.
PUBLIC HEARING on PARKS MASTER PLAN [6:20 p.m.]
Dorothy Shandera, Chair of the Parks and Recreation Advisory Board, opened the public hearing with a few comments
regarding the process the Board went through in revising the Parks Master Plan. Mac Woodward added that the revisions
compile the desires and wishes of the citizens of Huntsville. Other Board members reiterated Mr. Woodward's sentiments.
There were no public comments.
CONSENTAGENDA
1. Approve the minutes of April 1, April 8 and April 22 City Council meetings.
2. Approve the Intedocal Cooperation Agreement with Walker County for sale of fuel to the County.
3. Approve Resolution 2003 -05 -20.1, establishing a local Section 504 Grievance Procedure and designating Mark Leonard
as the Section 504 Coordinator in compliance with the City of Huntsville — Texas Community Development Program
CITY COUNCIL MEETING OF MAY 20, 2003 BOOK °T" 36
grant contract #721371.
4. Approve Resolution 2003 -05 -20.2, authorizing submission of an application to the Texas Parks and Wildlife Department
for a Recreational Trail grant not to exceed the maximum allowable total project cost of $125,000, which includes a
commitment of in -kind match not to exceed $25,000 in value.
Councilmember Howard made a motion to approve the Consent Agenda with the exception of Items 2 and 37 and
Councilmember Kayse seconded the motion The motion passed unanimously.
STATUTORY AGENDA
1. Approve and accept the updated Huntsville Parks and Recreation Master Plan 2003.
The Huntsville Parks and Recreation Master Plan 2003 has conducted 20 public meetings over 6 months. The end
result is a Master Plan that reflects the interests of the citizens of Huntsville. The Plan is focusing on applying for a
$500,000 Texas Parks and Wildlife Department grant for construction of an Aquatic Center.
Councilmember Erb made a motion to approve and accept the undated Huntsville Parks and Recreation Master
Plan 2003: and Councilmember Smith seconded the motion The motion passed unanimously.
2. Authorize the Acting City Manager to sign the letter of understanding on behalf of the City, outlining the City's initial
commitment for participation in a professional golf management degree program with Sam Houston State University.i!
Sam Houston State University (SHSU) is seeking to establish a Professional Golf Management (PGM) degree !
program which must be approved by the Professional Golf Association (PGA). One requirement for PGA approval is
student access to a golf course for play, practice and internships, which can be accommodated by Raven Nest Golf
Course. If selected, SHSU will be the only university in Texas to have such a program.
The letter of understanding outlines the City of Huntsville's initial three -year commitment through Raven Nest Golf
Course to SHSU forthe proposed PGM degree program through the College of Business Administration. The letterwas
revised following a meeting between City and SHSU officials. Raven Nest will charge a fixed fee per PGM student per
semester for use of the course and driving range practice facility under the direction of the Golf Pro as set forth in the
letter of agreement. The proposed per semester fee schedule is $150 for the first year, $200 for the second year, and
$250 for the third year. The fee for future years will be negotiated, and any adjustments will be made upon joint '
agreement by the appropriate City and University officials.
It is anticipated that 40 to 50 students will enroll in the program during the first year, with a projected regularannual j
enrollment of approximately 300 students. SHS U has requested that the City provide the signed letter of understanding I�.
to be included with its application to the PGA.
3. Authorize the Acting City Manager to execute the Letter of Engagement authorizing MIS to proceed with development of "
the software interface providing exchange of data for purchasing transactions between New World and Synergen
systems at a cost not to exceed $38,000 to be funded from budgeted funds.
Council approved the selection of New World for the City's financial management system and Synergen for the
City's asset management system. Purchasing transactions will be entered through Synergen in order to utilize the ;'.
project tracking capabilities of that system. Information about the purchasing transactions must be posted to New World iIII
as well, in order to track compliance with budget appropriations and to enable accurate reporting of amounts expended 1
and encumbered through purchasing transactions. The Cost of this interface as proposed by MIS is included in the total !!.
cost of $1,068,000 approved by Council for the acquisition of the two systems. Three proposals for the developing !!
interface were obtained with MIS having the lowest bid.
The clear advantage of the price quoted by MIS plus confirmation of references from the City of Denton and Collin
County Community College led to selection of MIS to provide this service.
4. Approve the Intedocal Cooperation Agreement with Walker County for sale of fuel to the County.
The Walker County Purchasing Agent has requested that the City of Huntsville consider an Intedocal agreement
which will permit Walker County Sheriffs Office vehicles and some County Administration vehicles to be fueled at the
City of Huntsville's Service Center facility. This will provide the County with a more convenient and less cumbersome ,
process in paying for fuel for the stated vehicles. The City of Huntsville's Fleet Maintenance Superintendent has
evaluated the request as a "No Benefit and No Burden" on the part of the City with a result of the promotion of good will
between the two governmental entities. The City maintains two -10, 000 gallon gasoline tanks and one -10, 000 gallon
diesel tank which are filled every two weeks. The City will bill the County monthly for fuel used; other considerations are j
also addressed in the agreement. Staff do not foresee granting the request will pose a burden on the City's operations. I
Councilmember Choate abstained from discussion and voting due to a conflict of interest.
No motion was made on this item.
5. Approve Resolution 2003 -05 -20.1, establishing a local Section 504 Grievance Procedure and designating Mark Leonard
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CITY COUNCIL MEETING OF MAY 20, 2003
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as the Section 504 Coordinator in compliance with the City of Huntsville — Texas Community Development Program
grant contract #721371.
Section 504 of the Rehabilitation Act of 1973 prohibits discrimination in federally assisted activities and programs
on the basis of handicap, and imposes requirements to ensure that qualified individuals with handicaps have access to
these programs and activities. The phase one contract requires that the attached Resolution be passed, establishing
Sec. 504 Grievance Procedures and designating a Sec. 504 Coordinator.
MAYORICITY MANAGER ACTIVITY REPORT
1. Mayor /City Manager /CouncilmemberReport.
a. Review and discuss the issue
of constructing a new fire station off of Veteran's Memorial Parkway.
b. Council scheduled a work
session for May 27 at 6:OOpm to discuss Raven Nest Golf Course club house
financing /options.
2. Future Events:
May 26
Memorial Day (City offices closed) [No Early Voting]
May 27
5:OOpm
Early Voting Ends [Runoff Election]
May 28
All Day
Public Works Road -E -O
May 31
7:OOam- 7:00pm
[Runoff Election]
June 3
5:15pm
City Council Meeting; [Canvass Runoff Election]
June 5
5:00- 9:OOpm
Council Budget Workshop
June 6
9:OOam- 5:OOpm
Council Budget Workshop
June 7
8:OOam- 12:00pm Council Budget Workshop
June 17
5:15pm
City Council Meeting
June 19
Juneteenth (City offices closed)
July 1
5:15pm
City Council Meeting
July 4
Independence Day (City offices closed)
July 15
5:15pm
City Council Meeting
ADJOURNMENT [6:55 p.m.]
Aa--nna Welter, City Secretary