MIN CC 07/15/2003CITY COUNCIL MEETING OF JULY 15, 2003 BOOK "T"
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MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 15TH DAY OF JULY, 2003, IN THE CITY HALL,
LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
The Council met in a regular session with the following members present:
COUNCILMEMBERS:
OFFICERS:
Karl Davidson, Mayor
Steed Smith
Paul Isham, Acting City Manager
Jack Choate
Bob Tavenner
Danna Welter, City Secretary
Gary Crawford
Jim Willett
Vance Howard
Mac Woodward
ABSENT: Judv Kayse
WORK SESSION [5:00 -5:55 p.m.]
The City Council conducted a work session to discuss: fire station construction process and issuance of debt. Council
scheduled a work session on August 19 to discuss the fire station process. Council also tabled discussion of debt issuance
until the budget work sessions scheduled for August land 2, 2003.
CALL TO ORDER [6:09 p.m.]
Mayor Davidson called the regular session to order.
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PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Ray Black, Director of Parks and Recreation, led the invocation.
PUBLIC COMMENTS
1. TomMainer. Mr. Mainer spoke in support of a thorough search for anew, qualified City Manager and not to appoint the `.
Acting City Manager /City Attorney Paul Isham, and encouraged the Council to support the Mayor.
2. Keith Bridges. Mr. Bridges spoke in support of a thorough search process for a new, qualified City Manager and not to
appoint the Acting City Manager /City Attorney Paul Isham.
3. Delora King. Mrs. King spoke in support of a thorough search process for a new, qualified City Manager and not to
appoint the Acting City Manager /City Attorney Paul Isham.
4. Toby Tobias. Mr. Tobias spoke in support of a thorough search process for a new, qualified City Manager and not to
appoint the Acting City Manager /City Attorney Paul Isham.
CONSENTAGENDA
1. Approve the minutes of May 27, June 3, June 5, June 6, June 10 and July 1, 2003 City Council regular and special
sessions.
2. Authorize the Acting City Managerto enter into a three-year contractwith Skaggs Companies forthe periodic purchase of
police uniforms to be purchased from budgeted funds.
3. Adopt Resolution 2003 -07 -15.1, adopting the 2003 Parks & Recreation Master Plan and listing the seven priority needs
identified in that plan.
4. Authorize expenditure of funds for the construction costs and purchase of furniture for office space for the Mayor and
Council at City Hall in an amount not to exceed $2,700.
STATUTORY AGENDA
Consider and take action on financing the golf course cost overruns through the following: transfer of funds from
budgeted CIP projects to the golf course operating budget in an amount n of to exceed $1.2 m illion(Economic
Development $400,000; TXDOT Projects $200,000; Land Acquisition $160,000; 11'-10' Street Improvements
$366,179; and Metro National $90,033); and reaffirm a loan through the Water Fund to the golf course operating budget
in an amount not to exceed $612,764; with the remaining $211,236 to be funded through the General Fund.
Councilmember Woodward asked that the staff propose a repayment schedule on the loans made to the golf
course to the Council at the August 5 City Council meeting.
Councilmember Woodward made a motion to aoorove financing for the golf course cost overruns through the
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CITY COUNCIL MEETING OF JULY 15 2003 BOOK "T' 49
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2.
Consider and take action on the City's participation in proposed street improvements between 11th Street and Normal
Park Drive at a cost not to exceed $100,000 to be funded from budgeted funds.
American Bank President Ron Mitchell requested that this item be pulled from the agenda at this time.
3. Consider and take action on the issuance of a letter of proposed changes with respect to downtown parking
recommendations as made by the Texas Department of Transportation.
Council directed the Acting City Manager to draft a letter for their approval.
4. Consider and take action on Resolution 2003 -07 -15.2, approving the interlocal government contract for disposal and
Iandf I I services between the City of Huntsville and Polk County and its representative, Santek Environmental of Texas,
LLC, for the period of October 1, 2003 through September 30, 2008.
The Solid Waste staff has been seeking out other landfill sites for waste disposal and reduced tipping fee
options. Since August 7, 2001 staff has met on several different occasions with Polk County Landfill representatives to
discuss Polk County Landfill as a disposal option once the Citys contract ends with Brazos Valley Solid Waste
Management Agency (BVSWMA) on September 30, 2003.
On April 15, 2003, Polk County presented a contract to the City forsolid waste disposal at $18.25 perton. This is a
$2.25 per ton reduction over our current contract with BVSWMA. This reduction in fees represents approximately
$243,000 savings the first three years of the five -year contract. The remaining two years of the five -year contract may
have a rate increase not to exceed 2% per year according to the annual consumer price index.
On July 1, 2003, the BVSWMA Director submitted a third and final proposal of $18.70 perton (fixed rate) for the
City to continue using BVSWMA Landfill for an additional five years. However, BVSW NIA's proposal was $41,040 higher
over a five-year span than Polk County's proposal. Therefore, afterobserving the Polk County Landfill operation and the
reduction in fees, staff recommends that the five -year disposal contract between Polk County and the City be approved.
5. Consider and take action on Resolution 2003 -07 -15.3, authorizing submission of the application for a grant with the
Texas Forest Service through the Urban Forestry Partnership Grant Program to assist in paying a portion of the
salary for the Urban Forester, and action if grant funding is not successful.
The Texas Forest Service has an Urban Forestry Partnership Grant Program that will help cities develop long -
range urban forestry programs. This program is funded byan Urban & Community Forestry grant to Texas from the US
Forest Service with the following major objectives: Improve public understanding of the benefits of preserving existing
tree cover, Encourage property owners to maintain trees and expand forest cover; Provide educational and technical
assistance to state and local organizations; Promote the establishment of urban forestry demonstration projects;
Enhance the technical skills of individuals involved in the planning, development, or maintenance of urban forests.
The City of Huntsville was successful last year in receiving a $20,000 grant to begin the new Urban Forester
position. Since that person was hired, he has been involved with conducting a street tree inventory to find dead and
diseased trees as well as areas that are bare of trees and need a planting program. This inventory will also aid in
prioritizing maintenance schedules, educating residents on benefits of a well - managed community forest, and facilitating
better community planning. He is also writing a "Best Management Practice" manual for the City to be primarily used by
people developing land for business or residential uses. Another important component of this job is being involved in
creating a tree code and re- writing the landscape ordinance for the City. The tree code is necessary for the City of
Huntsville to become a Tree City USA member through the Arbor Day program.
Besides harvesting and pruning trees, he has assisted in planting over 1,500 trees along the 1-45 corridor, and was
responsible for giving away over 2,500 trees of various species during the Trade Expo that was held at the Walker
County fairgrounds. The Urban Forester has saved the City over $5,800 so far in harvesting or pruning trees in -house
rather than contracting out the work, with an estimated $7,500 to be saved before the end of this fiscal year. The grant
deadline is July 17, 2003; the City will receive notification of acceptance by September 1, 2003; the grant period begins
on October 1, 2003.
unanimously.
CITY COUNCIL MEETING OF JULY 15, 2003 BOOK "T' 50
6. Consider and take action on Resolution 2003 -07 -15.4, authorizing the submission of a grant application to Texas Parks
& Wildlife — Outdoor Recreation Grant Program, committing that the required $500,000 local match is currently available,
designating Acting City Manager Paul Isham as the local representative and committing to dedicate additional parkland
acquired as a result of an awarded grant as public park land in perpetuity.
The 2003 Parks and Recreation Master Plan listed priority project needs. This application has been designed to
respond to the top seven priority needs. Award of this $500,000 grant from the Texas Recreation & Parks Account
Program will enable the City of Huntsville to implement the proposed improvements in Eastham Thomason Park.
Councilmember Smith seconded the motion. The motion Passed unanimously.
Consider and take action on the amended participation and the attached Contract with Elkins Lake Recreation
Corporation regarding the extension of water and wastewater service to a 1.99 acre tract owned by Charles
Thompson.
Charles Thompson, owner of a 1.99 acre tract of land along IH 45 Feeder south of Veteran's Memorial Parkway
and adjacent to the Elkins Lake new 9 -hole golf course, requested City participation in the extension of water and
wastewater service. The City originally agreed to 50% participation with Thompson with each party contributing $85,406.
ELRC has approached the City about rerouting the water and wastewater service to the Thompson tract to avoid
construction across the golf course.
The parties have reached an agreement and ELRC has agreed to contribute $20,000 towards the cost of the new
routing for water and wastewater service. This will result in the City and Thompson paying $71,434 each for the service.
In addition, a grinder pump will be installed which will result in some maintenance cost to the City. Finally, ELRC has
agreed to pay an additional $5,000 should it decide to relocate the placement of the grinder pump to the northwest
corner of the 1.99 acre tract prior to design proceeding in the event that it desires to hook -up a restroom facility to the
grinder pump.
Take action, if necessary, on the items listed under "Work Session ", (c1).
No action was taken on this item.
9. Approve the minutes of May 27, June 3, June 5, June 6, June 10 and July 1, 2003 City Council regular and special
sessions.
Councilmember Smith requested a few corrections to the minutes be made.
Councilmember Smith made a motion to approve the minutes of Mav 27 June 3. June 5. June 6, June 10 and Julv
L 2003 City Council regular and special sessions as amended: and Councilmember Choate seconded the motion. The
motion Passed unanimousl
10. Authorize expenditure of funds for the construction costs and purchase of furniture for office space for the Mayor and
Council at City Hall in an amount not to exceed $2,700.
Mayor Davidson stated that the only costs he recommended were construction costs for the wall in an amount not
to exceed $500, and suggested that the motion be amended to reflect that change.
MAYORICITY MANAGER ACTIVITY REPORT
1. Mayor /City Manager /Council member Report.
a. Mayor appointment of Councilmembers to City Council Finance and Personnel Committees was tabled until
August 19.
2. Future Events:
August 1
12:00- 5:00pm
Budget Work Session
August 2
8:00am- 3:00pm
Budget Work Session
August 5
6:00pm
City Council Meeting (work session begins at 5:00pm)
August 19
6:00pm
City Council Meeting (work session begins at 5:00pm)
September 1
Labor Day (City offices closed)
September 2
6:00pm
City Council Meeting (work session begins at 5:00pm)
September 16
6:00pm
City Council Meeting; Budget Adoption (work session begins at 5:00pm)
September 30
Boards & Commissions Reception
October 7
6:00pm
City Council Meeting (work session begins at 5:00pm)
October 21
6:00pm
City Council Meeting (work session begins at 5:00pm)
CITY COUNCIL MEETING OF JULY 15 2003 BOOK T' 51 - —
RECESS [7:11 p.m.]
EXECUTIVE SESSION [7:30 p.m.]
The City Council conducted a closed session under Texas Government Code, Chapter 551, Section 551.074, to
deliberate the appointment, employment, evaluation, reassignment, duties, complaint or charge against one or more public
officers or employees.
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RECONVENE AND ADJOURNMENT [8:05 p.m.]
Danna Welter, City Secretary
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