MIN CC 08/19/2003CITY COUNCIL MEETING OF AUGUST 19, 2003 BOOK T 57 — - --
I) ELD ON THE 19TH DAY OF AUGUST 2003 IN THE CITY
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING H ,
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: Judy Kayse 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
WORK SESSION [5:00 -5:45 p.m.]
The City Council conducted a work session to discuss f re station design issues with presentations by Jay Turner, TAO
Unlimited, and Tom Parker, BRW Architects.
CALL TO ORDER [6:00 p.m.]
Mayor Davidson called the regular session to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Director of Parks and Recreation Ray Black led the invocation.
PUBLIC HEARING on the PROPOSED FY 2003.04 OPERATING BUDGET
' 1. Delora King. Ms. King spoke at length about her opinion that Acting City Manager Paul Isham is unqualified to be the
Acting City Manager.
2. Charles Smither, Jr. Mr. Smither requested that expenses and revenues be shown in the proposed budget, to knowthe
costs to provide services to community from all departments.
PUBLIC COMMENTS
1. David Cummings. Mr. Cummings questioned the dismissal of Golf Pro Kit Thomson and Golf Superintendent Jerry
Huntsman, stating this may set up Raven Nest for failure.
2. Gaylord Moulder. Mr. Moulder spoke in support of the Elkins Lake Recreation Corporation regarding the extension of
water and wastewater services to the Thompson tract.
3. Mona Peck. Ms. Peck spoke in support of the Mayor spending time at City Hall.
4. Brian Woodward. Mr. Woodward spoke in opposition to Raven Nest Golf Course and requested more budget hearings.
passed unanimously.
CONSENT AGENDA
1.
Approve the minutes of the July 8, August 1 and 2, 2003 City Council meetings.
2.
Approve sale of four properties held in trust, as identified by Grover Cook, Chief Appraiser, to the highest bidders.
3.
Approve the purchase of the repeater base station at a cost not to exceed $7,500 to be funded from Fire Department
funds and to be reimbursed in full by the Walker County Commissioner's Court.
4.
Authorize the Acting City Managerto enter into an agreement with VFIS TexaslRegnier& Associates to begin billing for
Huntsville Fire Department services for auto extrication, hazardous materials spills, trucking company accidents or
similar incidents, with the funds collected to be placed into the rolling stock fund, at a cost not to exceed 20% of the
balance collected.
5.
Approve a policy variance, limiting sewer charges to a commercial customer's to the monthly minimum ($15.00 for
minimum usage of 2,000 gallons) until a winter average can be established after the February 2004 billing.
6.
Approve the request by Tracyand Kimberly House and authorize the Acting City Manager to sign the agreementforthe
City to finance their portion of the utility extension and tap in the amount of $3,830 to be repaid over 36 months at an
interest rate of 6 %.
7.
Approve expenditure of travel funds (registration, hotel, meals, transportation) in an estimated amount of $1000 per
8.
Councilmember to attend the Texas Municipal League Annual Conference in San Antonio on November 19- 22,2003.
Approve expenditure of travel funds (registration, hotel, meals, transportation) in an estimated amount of $1500 for
Councilmember Crawford to attend the Annual Legislative Conference (hosted by Congressional Black Caucus
_
Foundation) in Washington D.C. on September 24 -27, 2003.
passed unanimously.
CITY COUNCIL MEETING OF AUGUST 19, 2003 BOOK "T' 58
STATUTORYAGENDA Ei
1. Authorize the Acting City Manager to contract with Dataprose for print production, mailing and support of utility bills and
information inserts to customers at cost not to exceed $21,000 to be paid from budgeted funds.
The City currently prints and mails over 7,600 utility bills monthly and it has become common practice to include
multiple inserts with each bill. The equipment currently utilized does not handle multiple inserts, which means that !!,
inserts must be manually stuffed into the billing envelopes. Replacing the current equipment was investigated as an l'
option, but the cost for equipment that is capable of handling multiple inserts is prohibitively expensive. Staffcontacted it
several other cities that use a service of this type, and received very positive responses. Cities that outsource this
service report better utilization of employee time and increased levels of customer service.
Based upon proposals received in response to solicitation, staff recommends selection of Dataprose of Irving, TX i%
to be the City's provider for utility bill printing and mailing services. Dataprose currently provide this service for several
other Texas cities, including Nacogdoches, Plano, and Corsicana. The cost is approximately 16¢ per bill plus 10 per
insert which includes all supplies, bills, envelopes, inserts, etc. Staff recommends that the cast of inserts should be '!
charged to those organizations requesting the insert. The capabilities of the Dataprose system include sorting at the
finest Zip -plus level to allow the lowest possible postage rates. Anticipated postage charges are 310 per piece, which
charges are not included in the Dataprose contract. An additional service offered by Dataprose is Electronic Bill
Presentment and Payment (EBPP) which enables bills to be presented via email, and for payments to be accepted
electronically. Staff recommends that these features might be considered at a future time once the current system
migration has been completed.
Funds to contract for this service were approved in the FY 2002 -03 budget. When the request for approval of the
Dataprose proposal was presented to City Council on November 19, 2002, it was tabled at the request of Councilman
Davis. The issue has not been returned for consideration by Council until now. The implementation of the New Word
Utility Billing System in September and the deteriorated condition of the existing equipment have increased the need for
a decision on this contract.
2. Authorize the Acting City Manager to purchase the backup drives and software from XNet for providing the City with
proper backup, providing security on the network, and implementing a more cost - effective network scheme ate cost not
to exceed $33,329 to be funded from Reserve for Future Allocations.
The backup procedures in place are those that have been in place for over five years and were accessed in
November of 2002 as insufficient for present systems. Due to budget constraints, we have been doing some image
backups every other month to give some backup capabilities. Backing up the entire system current takes over 20 hours
of backup time with no guarantee of accuracy due to age of tapes and backup hardware.
A citywide solution will increase the safetyof data and systems. It will provide fora secure backup each day, along
with weekly and monlhlyoptions to be stared off premises for additional security. It is critical forthe citydata to be secure
and online.
3. Authorize the Acting City Manager to execute Change Order No. 1 (revise the Club House layout) and No. 2 (add a brick !'i
facade on the Cart Storage & Maintenance Facility) to the J &M Construction contract for the Golf Course Pro Shop and
Club House at a cost not to exceed $40,537.50.
Change Order No. 1: The decision by Council to lease the food services in the Club House has required several
building code and operational alterations: Convert wall & doors between the Pro Shop and the lease space to a "fire
rated wall "; Add an additional exit door to the lease space; Reconfigure entrance and restroom areas for independent
access and security, Separate utility service; and Separate heat and A/C units.
Change Order No. 2: Change Order No. 2 reflects the changes required to add brick to the exterior of the Cart
Storage & Maintenance facility as follows: Change sliding doors to overhead roll -up doors; Modify the electrical service
panel; Add gutter extensions for the roof line; and Add brick exterior.
Mayor Davidson requested that change orders be submitted as separate items in the future.
Councilmember Smith made a motion to authorize the Acting City Managerto execute Change Order No 1 (add a !'
brick facade on the Car Storage & Maintenance Facility) to the J &M Construction contract forthe Golf Course Pro Shoo ".
and Club House: and Councilmember Howard seconded the motion The motion passed 5-4 with Mayor Davidson and
Councilmembers Tavenner. Willett and Woodward voting against.!!
Councilmember Tavenner made a motion to authorize the Acting City Manager to execute Change Order No 2 ii
(revise the Club House layout) to the J &M Construction contract for the Golf Course Pro Shoo and Club House; and
4. Approve the utility extension request for John Byrd, extending sewer service and a 12" waterline at a cost not to exceed
$17,422.50 (with additional Developer participation in the amount of $7,672.50) to be funded from Water & Sewer
Reserves for Future Allocation.
Mayor Davidson tagged this item.
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CITY COUNCIL MEETING OF AUGUST 19 2003 BOOK T 59
5. Authorize American Bank to use the Citys ROW for their driveway until such time as Col. Etheredge Blvd. is extended
westward, with the condition that the driveway be located in the center of the ROW to facilitate traffic flow and safety in
the intersection of Veteran's Memorial Blvd. and Col. Etheredge Blvd.
American Bank has entered into an agreement with Sam Dominey to purchase approximately 1.61 acres at the
intersection of Veteran's Memorial Blvd. and Cal Etheredge Blvd. for the construction of a branch banking facility. Their
letter indicates that they understand that the driveway will be abandoned when Col. Etheredge Blvd. is extended to the
west of Veteran's Memorial Blvd.
It is American Bank's intention for the ddvewayto operate as a two-way operation with the primary purpose to allow
the drive -thru banking area to exit back to the intersection of Veteran's Memorial Blvd and Col. Etheredge Blvd.
6. Approve City participation in the amount of $137,500 for the extension of Industrial Blvd. forfuture land developmenland
cross circulation.
Mayor Davidson tagged this item.
Authorize the adjustments in rates at Raven Nest Golf Course.
In October, 2002, the City Council seta rate schedule for play at Raven Nest Golf Course and such rates were set
at a time when it was anticipated that the course would open with an operational club house /pro shop. The City recently
entered into a contract far the construction of the club house/pro shop, but it will not open until January or early February,
2004. Raven Nest's operations to date show that most play occurs on days when discounts are granted and that the
course is not generating sufficient play on certain days of the week plus weekends. Staff believes that lack of a
functioning club houselpro shop makes existing rates non - competitive and that the rates should be adjusted until the
club house/pro shop opens.
8. Considerand fake action on the amended participation and contract with Elkins Lake Recreation Corporation regarding
the extension of water and wastewater service to a 1.99 acre tract owned by Charles Thompson.
n
against.
! 9. Adopt the Raven Nest Golf Proposal submitted by the Parks and Recreation Advisory Board with the amendment that
short-term recommendations will be submitted by November 1, 2003, and long -term recommendations will be submitted
by February 1, 2004.
Several months ago, Council asked that the Parks and Recreation Advisory Board get involved in reviewing the
operations and practices at Raven Nest Golf Course and submit recommendations concerning the same to the City
Council. Council Members Jack Choate and Judy Kayse met with some of the members of the Parks and Recreation
Advisory Board and then the Advisory Board met and developed a proposal for reviewing existing operations and
practices and submitting certain recommendations with regard to the Advisory Board's reviews. However, in reviewing
the p roposal s ubmitted by the Advisory B oard, s taff s uggests that certain t i me f rames b e c hanged. It is staff's
recommendations that short-term recommendations be submitted to Council by November 1, 2003, and long -term
recommendafions by submitted by February 1, 2004.
10. Conduct a record vote to maintain the current property tax rate of 45 cents per $100 of assessed value, and instruct staff
to publish a notice of intent to adopt a tax rate of $0.45, and to schedule a public hearing on the proposed tax rate for
September 2, 2003 at 6:00 pm in the Council Chambers at City Hall.
There are specific requirements and a schedule of events that a municipality must follow as part of the tax rate
adoption process. An effective tax rate and rollback tax rate must be calculated based on a formula mandated by the
state. The effective tax rate is the rate that would result in assessment of the same total taxes on the same properties
taxed in the previous year. The rollback tax rate is the highest tax rate a taxing unit can set before taxpayers can initiate
rollback tax procedures. Both tax rates are calculated and published according to standards promulgated in Chapter 26
of the Property Tax Code.
At a council meeting, the governing body discusses the tax rate that they intend to adopt. If the proposed tax rate
exceeds the rollback rate or 103 percent of the effective tax rate (whichever is lower), then: (1) A record vote is taken at
the meeting, (2) The results of the vote are published in the newspaper, and (3) A public hearing on the tax rate must be
scheduled.
The 2003 calculated tax rates for the City of Huntsville are: Effective Tax Rate (ETR) _ $0.4246851$100; Notice
and Public Hearing Limit =103% of ETR = $0.437425/$100; Rollback Tax Rate (RTR) _ $0.501608.
CITY COUNCIL MEETING OF AUGUST 19, 2003 BOOK "T'
11.
The tax rate included in the revenue estimates in the budget presented at the budget work sessions is $0.45/$100.
Approve the request by Tracy and Kimberly House and authorize the Acting City Manager to sign the agreement for the
City to finance their portion of the utility extension and tap in the amount of $3,830 to be repaid over 36 months at an
interest rate of 6 %.
No motion was made on this item.
MAYOR/CITY MANAGER ACTIVITY REPORT
1. Mayor /City Manager /CouncilmemberReport.
a. Consider Charter Review Committee Appointments:
Appoint Dr. John Holcombe as Chair to the Charter Review Committee.
Appoint Jack Ross to the Charter Review Committee.
Appoint Delora King to the Charter Review Committee.
Appoint Don Thomas to the Charter Review Committee.
Appoint Andy Martinez to the Charter Review Committee.
Appoint Sam Moak to the Charter Review Committee.
Appoint Bill Nash to the Charter Review Committee.
Councilmember Howard made a motion to approve the appointments to the Charter Review Committee and
Councilmember Choate seconded the motion The motion passed unanimously.
b. Consider Board and Commission Appointments /Reappointments:
Reappoint King Chandler to the Board of Adjustment and Appeals.
Reappoint Gary Hartman to the Board of Adjustment and Appeals.
Reappoint Jerry Moorer to the Board of Adjustment and Appeals.
Appoint Jay Turner to the Board of Adjustment — Zoning.
Reappoint Aubrey Hill to the Board of Adjustment — Zoning.
Reappoint Ann Olsta to the Employees Medical Health Plan Board of Trustees.
Reappoint Russell Martinez as Commissioner to the Huntsville Arts Commission.
Reappoint Ann Hodges to the Huntsville Arts Commission.
Reappoint Margaret Smith to the Huntsville Arts Commission.
Appoint Tony Shipp to the Huntsville Arts Commission.
Reappoint Curtis Montgomery to the Huntsville Arts Commission.
Reappoint Bette Sutton to the Huntsville Beautification Advisory Committee.
Reappoint Lillie Mae Haymon to the Huntsville Beautification Advisory Committee.
Appoint Debra Gilbert to the Huntsville Beautification Advisory Committee.
Appoint Dee McFarland to the Huntsville Cemetery Advisory Board.
Appoint Mike Marion to the Huntsville Economic Development Council,
Reappoint Jack Olsta to the Huntsville Economic Development Council.
Reappoint Ed Sandhop to the Huntsville Economic Development Council.
Reappoint Tom Fordyce to the Huntsville Economic Development Council.
Reappoint Ross Lovell to the Huntsville Housing Authority.
Reappoint Joe Soliz to the Huntsville Housing Authority
Reappoint Johnnie Lipscomb as Resident Liaison to the Huntsville Housing Authority.
Reappoint Betty Nicolay as Huntsville Lay (Alternate) Representative to HALS.
Reappoint Margie Delbert as Huntsville Lay Representative to HALS.
Reappoint Sue Martin to the Huntsville Public Library Board.
Appoint Sylvia Bell to the Huntsville Public Library Board.
Reappoint John Kerr Smith to the Huntsville Main Street Program Advisory Committee.
Appoint Gerald Harris to the Huntsville Main Street Program Advisory Committee.
Reappoint Carolina Crimm to the Huntsville Main Street Program Advisory Committee.
Reappoint Charlotte Oleinik to the Huntsville Main Street Program Advisory Committee.
Reappoint Rhonda Ellisor to the Huntsville Main Street Program Advisory Committee.
Reappoint Bette Nelson to the Huntsville Main Street Program Advisory Committee.
Reappoint Dorothy Shandera to the Parks and Recreation Advisory Board.
Reappoint Dalene Zender to the Parks and Recreation Advisory Board.
Appoint Michelle Lyons to the Parks and Recreation Advisory Board.
Reappoint Eric Johnston to the Planning and Zoning Commission.
Reappoint Walter Bennett to the Police Promotional Review Board.
Appoint Rissie Owens to the Police Promotional Review Board.
Reappoint Gayle Bullard to the Sister City Council.
Appoint JoAnn Castilla to the Sister City Council.
Reappoint Tracy Steele to the Sister City Council.
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CITY COUNCIL MEETING OF AUGUST 19 2003 BOOK T"
Reappoint Pat Speer to the Sister City Council.
Reappoint Gary Crawford to the Walker County Public Safety Communications Center Executive Board.
Reappoint Vance Howard to the Walker County Public Safety Communications Center Executive Board.
Councilmember Howard made a motion to aoorove the appointments to the various Boards and Cnmmissions7 and l
Councrlmember Choate seconded the motion. The motion passed unanimously. !j
c. Councilmember Appointments to Council Finance and Personnel Committees.!'
Mayor Davidson appointed Councilmembers Tavenner (Chair), Choate and Willett to the Finance Committee.
Mayor Davidson appointed Councilmembers Crawford (Chair), Smith and Woodward to the Personnel Committee.
Mayor Davidson will bring appointments of Councilmembers Howard and Kayse to a citizen information board at a
future Council meeting. I!
Appoint Personnel Committee Chairperson Councilmember Crawford tothe Employees Medical Health Plan Board
of Trustees.
Councilmember Howard made a motion to approve the appointment of above appointments, and Councilmember
Choate seconded the motion The motion passed unanimously.
2. Future Events:
September 1
Labor Day (City offices closed)
- September 2 6:OOpm
City Council Meeting (work session begins at S:OOpm)
September 16 6 :00pm
City Council Meeting; Budget Adoption (work session begins at S:OOpm)
September 30
Boards & Commissions Reception
October 7 6:OOpm
City Council Meeting (work session begins at S:OOpm)
October 21 6:OOpm
City Council Meeting (work session begins at S:OOpm)
RECESS [8:02 p.m.]
RECONVENE [8:20 p.m.]
WORK SESSION
The City Council continued the work session to discuss fire station design issues. Mayor Davidson requested that
another meeting be held to further discuss these issues.
ADJOURNMENT [8:55 p.m.]
Danna Welter, City Secretary